Everyone Must Report All Ivy Tech departments (academic and otherwise) and student organizations must comply with the following reporting procedures and complete all required paperwork when conducting any events, activities and field trips. Outside organizations who utilize our facilities for events and meetings also have paperwork to complete. All trips and events must be reported to Central Office for liability and insurance purposes on a monthly basis. Failure to do so will result in cancellation of the planned trip/event.

All paperwork should be submitted at least 1 month prior to the planned trip or event (minimum of 6 weeks prior for out-of-state travel trips). Failure to complete the appropriate paperwork in a timely manner will result in cancellation of the trip/event.
 

Download a list of guidelines for reporting from Central Office (click the link below). These guidelines apply to all Ivy Tech departments, including Career Services, Workforce Development, Student Affairs, Academic Affairs, outside organizations who use college facilities, etc. - not just classes and clubs.

Central Office Event Reporting Guidelines
 

Download this spreadsheet from Central Office to determine if your event must be reported. Simply answer "yes" or "no" to the list of questions. If the "Action" section states "record on Special Events spreadsheet" - you must complete the appropriate forms, which can be downloaded below.

Do I need to report this event?
  WAIVERS Student Waivers Ivy Tech's Central Office notified us that any student at Ivy Tech Northwest that plans to participate in any events, field trips or activities with the College must submit a waiver of liability in order to participate in those activities. The waiver has been tailored to our region and will cover the entire academic year. This applies to students who will participate in any trips or events through clubs or through a class. Instructors and club advisors should have all students sign off on their waiver, completed in its entirety, at the beginning of the Fall semester each year. Once complete, the advisors or instructors are to keep these waivers on file with their own student records - they do not need to be forwarded to the Office of Student Life.

Student Waiver (print on WHITE PAPER)

Outside Organization Waivers Any vendors or outside organizations that come onto our campuses to participate in Ivy Tech events or to utilize our facilities for any events or meetings need to provide Ivy Tech with a Certificate of Liability coverage. If the vendor or organization cannot provide this, they must sign off on this Waiver of Liability. Either the certificate or the waiver must be attached to the appropriate forms below in order to proceed with and event or space reservation.

Organization Waiver (print on WHITE PAPER)
  FORMS Field Trip Forms

• These forms must be filled out for any field trips.
• The form must be submitted at least one month in advance of the trip for reporting to Central Office.
• A list of students/attendees for field trips must be attached to the form.
• New requirement per Central Office: If you will be using an outside vendor (ex. A bus company for transporting students on the field trip), the company's certificate of liability must be submitted with your field trip form. Please ask them to fax you a copy when you set up services with the vendor.
• Business Office paperwork:
  • For trips outside of Region 1, a Travel Request Form must be completed in advance of the trip and approved by the Chancellor. A list of attending students, as well as their social security numbers, must be submitted with the Travel Request Form. The Travel Request Form is to be attached to the Purchase Requisition and/or Travel Voucher and then submitted to the Business Office. The complete college travel policy can be found in Section H of the college's Financial Management Manual.
  • If funding is being requested for any field trip activity, item, or service (i.e. transportation), a Purchase Requisition must be submitted. Meeting Minutes from the club/organization that is requesting funding must also be attached. The minutes must indicate the activity, item, or service required; the cost of activity, item or service; and the entry where the club approved the expenditure. An approved Travel Request Form, if required, must also be attached. All required signatures must be present on the Purchase Requisition before submission to the Business Office. The club advisors can find the listing of the required signatures on CampusConnect, Employee Services Tab, under Account Signers. The complete college purchasing policy can be found in Section J of the college's Financial Management Manual.
  • Upon completion of the trip, each individual completes a Travel Voucher to be reimbursed for expenses that have not been direct-billed to the college (i.e. lodging, mileage, etc.). Lodging is not allowed to be pre-paid by the college. The individual pays for lodging and is reimbursed via a Travel Voucher. All required signatures must be present on the Travel Voucher before submission to the Business Office. The club advisors can find the listing of the required signatures on CampusConnect, Employee Services Tab, under Account Signers. Travel Vouchers must be turned in to the Business Office within 60 days of completion of the trip. Those turned in after 60 days may not be paid. The complete college travel policy can be found in Section H of the college's Financial Management Manual.
• All required signatures must be included for approval:
  • Club/Organization Field Trip: Club Advisor, Executive Dean (campus), Direct of Student Life, Dean of Student Affairs.
  • Class Field Trip: Instructor, Executive Dean (campus), Director of Student Life, Dean of Academic Affairs.
  • Other Ivy Tech Departments: Program Director, Executive Dean (campus), Director of Student Life, Department Executive Director

Field Trip Authorization Form (print on YELLOW PAPER)
  Fundraising Forms The following form is to be used in order to request approval for fundraising activities for student organizations. It is necessary request approval for fundraising activities from administration, as there are certain fundraising activities that are prohibited under college policies, as well as by Indiana State Law.

• If this fundraising activity will be conducted at an outside location, or will involve any outside vendors or guests on campus, you must also complete the Activity Request Form (see next section for this form).
• Raffles are not permitted in any form for fundraising activities. Under Indiana State Law, raffles are considered gambling. Raffles are prohibited under Indiana's Charitable Gaming Law (IC 4-32.2).
• Homemade food products are not permitted for fundraising activities (this excludes Ivy Tech's Culinary Departments).
• Per our vending contract, we are not permitted to sell any products that would compete with the same products in our vending machines. Please check on product types before selecting a fundraising product.

Download the fundraising approval form here:

Fundraising Approval Form (print on PINK PAPER)
  Activity/Event Forms

• These forms must be filled out for any student or department events on or off campus or when an event involves outside vendors, the public, or guests coming on campus (this includes fundraising activities). These events must receive prior approval before proceeding.
• The form must be submitted at least one month in advance of the event for reporting to Central Office.
• New requirement per Central Office: If your will include outside vendor or organization coming onto campus, you must request the company's certificate of liability your event form. Please ask them to fax you a copy when you set up services with the vendor. If this is not available, they must complete the organization waiver.
• All required signatures must be included for approval:
  • Club/Organization Field Trip: Club Advisor, Executive Dean (campus), Direct of Student Life, Dean of Student Affairs.
  • Class Field Trip: Instructor, Executive Dean (campus), Director of Student Life, Dean of Academic Affairs.
  • Other Ivy Tech Departments: Program Director, Executive Dean (campus), Director of Student Life, Department Executive Director.

Activity/Event Request Form (print on BLUE PAPER)
  Facilities Use Form (for outside organizations that request rooms/space at Ivy Tech) Any outside organizations that utilize our rooms or other campus space for meetings, events, etc. must submit a request form for reporting to Central Office. The organization must either submit their Certificate of Liability OR complete Ivy Tech's liability waiver (above) with the request. Each campus must submit this paperwork for reporting.

Facilities Use Form (print on WHITE PAPER)
  Follow-Up Report: Field Trips, Activities & Events The College, as part of the accountability movement in education, is expected to report on student success both in and outside the classroom. This report will help us tell the public about the contributions and activities of our students, as well as improve programming for future events.

Please complete this follow-up report after completing all events, activities and trips that involve Ivy Tech students. We require this information for reporting to funding sources.

Please complete this report with two weeks of completion of the event or trip. Once complete, send it via inter-office mail to the Director of Student Life, Development and Leadership for recording and reporting purposes.

Thank you for your cooperation.

Follow-Up Report: Activities & Events (print on WHITE PAPER)