Main Content

Sponsored Activities

Providing extra-curricular engagement for our students is an important element of a vibrant college experience. To continue to offer these opportunities as much as possible during the pandemic, TCU is committed to adhering to health and safety policies at the University, County and State levels. To help you plan and approve your event, we have created a form and approval process.

Fall 2020 and Spring 2021 Forms

On-Campus Events & Activities Approval Form

Off-Campus Events & Activities Approval Form

Off-Campus Internships, Clinicals and Research

 Submit ALL forms to ConnectedCampus@tcu.edu.

Which activities or events (outside of class) must be registered and/or approved?
All activities that involve a structured gathering of more than 10 people must be registered and/or approved. This includes indoor or outdoor activities regardless of whether the activity is held on campus or off campus. Note that restrictions exist for food service, outdoor gatherings, off-campus visitors, among others.

What is the process for registering/approving activities?  
Predominately, off-campus activities will be limited to those critical to the mission of the University. The sponsor of the activity or program must complete and submit the appropriate form (above) to request approval and ensure adherence to the most current health and safety guidelines and information for contact tracing.

May I bring visitors to campus, such as guest speakers and judges for competitions?
Only TCU employees and authorized contractors and vendors should be on campus until restrictions are lifted and officially communicated by the Chancellor. Any on-campus visitor must be mission-critical. You must complete and submit the form (above) to request approval. Visitors, if allowed, are required to follow TCU health and safety protocols.

What about virtual events? 
We encourage you to consider virtual guest speakers and judges. You may find that you have even more volunteers from across the country and around the world via virtual options. Zoom videoconferencing is available to all TCU community members.

Can students participate in off-campus internships, clinicals, research or similar experience earning academic credit? 
All off-campus student internships must be approved in advance. You must complete and submit the form (above) to request approval. Note: If internships are supported by TCU scholarships, they will require approval through the unit (Academic Affairs/Student Affairs) offering financial support.

 

Activity Policies

 Metroplex experientialBeyond the metroplex, U.S.International**Recommendation:

First contact the Center for International Studies to find out all requirements for faculty, staff, and students.

Approval process:File description of activity with
Department chair/Program director
and obtain their endorsement.
File detailed itinerary for the planned study with
the crediting dean and obtain the dean’s
endorsement. Interdisciplinary courses need the
endorsement of each concerned dean.
Obtain the dean’s endorsement and file with the CIS*
.
Interdisciplinary courses need the endorsement of each
concerned dean.

Be sure to have contracts with off-campus vendors or agents approved. See the Handbook for Faculty and Staff, General Policies and Services:
Contracts.
For students whose experience is unaccompanied (e.g., independent study, internship, etc), in addition to
the above, a regional contact must also be identified.
After approval,
before departure:
Sponsoring faculty and staff who drive TCU vehicles or who transport students should
submit their information to Risk Management for a moving violations record check prior to
driving. (Persons with two or more moving violations in the past three years, a conviction
for DUI, drag racing or manslaughter with a motor vehicle may not drive on TCU
business.)
After approval,
before departure:
Sponsoring faculty and staff who drive TCU vehicles or who transport students should
submit their information to Risk Management for a moving violations record check prior to
driving. (Persons with two or more moving violations in the past three years, a conviction
for DUI, drag racing or manslaughter with a motor vehicle may not drive on TCU
business.)
Though student orientation may be
determined necessary by the individual
program, a formal orientation is not
required.
All students must attend an orientation
appropriate for the planned activity and
destination.†
All students must complete a CIS* orientation
appropriate for the planned activity and destination.†
Each participant must complete a confidential questionnaire on health conditions and medications, and
carefully consider health needs in consultation with professionals (i.e. TCU Campus Life, TCU Health
Center, TCU Counseling Center, ISOS), before deciding to travel abroad
Under certain conditions, first-aid or first
response training is recommended.‡
All participating faculty must complete an annual
faculty orientation.‡
Arrival and departure plans not already included
in the study itinerary should be reported to the
sponsoring department once flights, etc. are
arranged. This is the responsibility of the
student, although in certain circumstances
faculty may coordinate planning for the entire
class.
Arrival and departure plans should be reported to CIS*
once flights are arranged. This is the responsibility of
the student, although in certain circumstances faculty
may coordinate planning for the entire class.
File detailed itinerary and contact information for the
planned study with the dean, CIS, and TCU Police.
Required elements:Any program fee collected from participants for the program will be deposited in accounts
in the Dean’s Office (or in some special cases and with the Dean’s approval, in the
department).
All funds for the trip must go through accounts in the
CIS* (or appropriate Dean’s office in the case of nonCIS
sponsored trips). No additional monies are to be
collected by faculty members while on the trip. If
additional charges are incurred, either the faculty will
pay on TCU’s behalf or the students will pay the
vendor themselves, e.g., for meals not included in
program fees.
Approved guests who go along on trips must pay relevant program fees. At the discretion of CIS and/or
the Dean’s Office, guests may be required to pay an audit fee for the course. Approved guests on
international trips must complete the Student Participant Release & Indemnity form, TCU Travel Abroad
Code of Conduct, and TCU Sexual Harassment Policy.
Each student must bring a cell phone with the
number reported to the sponsoring faculty in
advance and a list kept in department or Dean’s
office.
Each faculty sponsor abroad is to have an international
cellular phone available at all times. Arrangements for
phones may be made by the individual, with charges
against the program budget.
Contact forms are to be completed by students traveling on their own during the experience, e.g., weekend
trips in Europe or Silver City. Students who are minors should confirm that their parents know where they
are going. These forms are then turned in to the sponsoring faculty.
Variations in planned itinerary for the program
must be reported to the Dean’s Office as a
central information point. E.g., students who
change arrival plans, class travel plans, etc.
Variations program planned itinerary for the program
must be reported to the CIS* as a central information
point. For example, students who change arrival
plans, class travel plans, etc.
Travel Warnings and Alerts from the U.S. Department
of State must be monitored and heeded according to
the TCU policy.**

* CIS = Center for International Studies: Study Abroad † Orientations for graduate and undergraduate students, adults and minors may differ. For international trips, appropriate information should be provided to the CIS when the orientation session is scheduled.

† Orientations for graduate and undergraduate students, adults and minors may differ. For international trips, appropriate information should be provided to the CIS when the orientation session is scheduled. Orientations may address as necessary: alcohol laws, other legal issues, foreign language phrases, issues related to 3rd world country travel.

‡ Orientation for faculty will recommend first-response and/or first-aid training as appropriate. Faculty orientation may include information on alcohol laws in destination country or state. It is advisable that two or more responsible adults be sent with the accompanied minor students. This could be multiple faculty, faculty and staff, or faculty and graduate assistant. Gender diversity is encouraged.

**TCU International Travel Procedures:

All faculty and staff planning TCU funded international travel with TCU students must coordinate travel with the TCU Center for International Studies (CIS). Contact CIS staff for guidance at least eight weeks prior to departure. Further guidance is available through the CIS website at https://studyabroad.tcu.edu/faculty-staff-resources/travel-with-students/. All faculty and staff are strongly encouraged to register their international travel by visiting studyabroad.tcu.edu and selecting “For Faculty & Staff” / “Register Your International Travel”.

Travel Warnings and Travel Alerts

Faculty, staff and students should be aware of Travel Warnings (long-term risk conditions) issued by the U. S. Department of State concerning countries for which travel by U.S. Citizens is considered dangerous and should be avoided. Prior to making any travel plans, those wishing to travel abroad using TCU or external research funds should check the U.S. State Department Website for advisories (http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html). TCU will not permit employees to travel on University business to countries where Warnings have been issued.

In cases where the State Department has issued a Travel Alert (short-term risk conditions) for dangerous areas within a country, TCU faculty/staff/student groups are not permitted to travel in the designated area without prior written approval by the dean or appropriate vice chancellor. The U.S. State Department Website details Travel Alerts (http://travel.state.gov/travel/cis_pa_tw/pa/pa_1766.html).

If a faculty/staff/student group has planned for travel abroad and a Travel Warning is issued prior to departure, that travel must be cancelled, even if deposits have been paid. If an individual or group has departed prior to a Travel Warning, the individual or group must return to the U.S. as soon as possible. In both cases, university funds will be permitted as expense reimbursement. Please review all TCU expense reimbursement procedures prior to travel. Contact should be made with TCU as soon as possible to coordinate return and to establish a communication point.

TCU has partnered with International SOS who can assist with travel inquiries and emergencies. Please consult this site PRIOR to travel. Information is available through the Center for International Studies or (http://studyabroad.tcu.edu).

Faculty and staff are required to plan for and maintain cell phone service for emergency communication while traveling. Itineraries and emergency contact information must be on file with the department chair and TCU Campus Police prior to travel on any TCU funded trip outside the U.S.

Travel Insurance and Repatriation

Individuals should be advised that TCU insurance coverage will not cover any claims arising out of travel in areas where a Travel Warning has been issued. Further, emergency repatriation coverage may be limited or not available in additional countries that are not on the State Department Travel Warning list. Contact the Center for International Studies (CIS) early in the planning process to determine emergency repatriation resources and restrictions. CIS can also provide information on travel insurance options for students, faculty, and staff. Travel insurance should be considered for departments planning international group travel. http://studyabroad.tcu.edu/