5.9 SOCIETY TRAVEL

All applications for travel will be considered based on the current Covid protocols being issued by the Government and the College.

University Societies are reminded that any travel must be for bona fide purposes to further the aims of the society and that only those trips agreed beforehand will be funded. The trip should be open to all and only paid-up members of the society. Only fully paid-up members of the society will be subsidised.

i. A list of those who are to travel must be given to the CSC prior to the trip. This list is to be submitted on line and will contain the following details: name of member travelling; College ID; society membership number; name of next of kin and contact details for next of kin. If this list is not with the CSC prior to the trip no grant will be issued.

ii. An itinerary of the proposed trip must be submitted with the grant application. (University Societies are advised to allow at least one term-time week for the processing of such applications.) In order to conserve resources the Executive may limit the number of persons that will receive a subsidy. Any cancellation fees incurred by the society will not be subsidised by the CSC. The Executive has determined that, when necessary, checks will be made to ensure that the itinerary as presented has been fully undertaken.

iii. A report, detailing the activity during the trip, separate from the Secretary’s annual report, must be submitted to the CSC within three weeks of returning from the trip. Any University Society which fails to submit the said report will not be considered for a Travel Grant for the following two financial years.

iv. Students travelling on society trips will not have personal accident cover or travel insurance. Third party bodily injury or property damage insurance may be provided on a case by case basis on consultation with the CSC.

5.9.1 Society Travel Budget

The Treasurer and Hon. Treasurer shall be jointly responsible for determining an annual total budgetary limit for monies which may be granted towards society travel. The Treasurer and Hon. Treasurer shall further be responsible for determining individual limits for each of the categories within which societies may apply for travel grants. These categories shall be: Conference Travel; Competition Travel; Travel for the Purposes of Representation at National/International Bodies; Expert-Facilitated Non-Academic-Credit-Field Trips/ Society Trips; Non-Expert- Facilitated Society Trips. General stipulations for each of these respective categories as laid out in subsections 5.9.2 and 5.9.3 below.

5.9.2 Conference Travel; Competition Travel; Travel for the Purposes of Representation at National/International Bodies

i. Travel for these purposes may be funded by the CSC and is intended to facilitate the attendance of a small number of delegates.

ii. Delegates may be subsidised at a higher than normal travel rate.

iii. Travel under this heading MAY NOT be booked prior to the society’s informing and receiving approval from the CSC Executive. If travel is booked under this heading prior to the society’s informing and receiving approval from the CSC Executive no travel grant will be considered.

iv. Travel under this heading will not normally be granted in two consecutive years.

5.9.2.1 Registration

The cost of registration, admission or entry fees may be subsidised.

5.9.3 Expert-Facilitated Non-Academic-Credit-Field Trips/ Society Trips; Non-Expert-Facilitated Society Trips.

i. Society field trips, excursions, etc. may be funded by the CSC. The number of participants subsidised in a given year shall not exceed 20% of membership, or 40 people, whichever is the lesser.

ii. On the basis of the submission of a satisfactory itinerary, a grant for travel and accommodation will be paid at the rate of up to a maximum of €60 per person.

iii Travel under this heading MAY NOT be booked prior to the society’s informing and receiving approval from the CSC Executive. If travel is booked under this heading prior to the society’s informing and receiving approval from the CSC Executive no travel grant will be considered.

iv Travel under this heading will not normally be granted in two consecutive years.

5.9.3.1 Admission

The cost of admission to events of relevance to University Societies may be subsidised.