Center for Chicago Programs Guidelines

Center for Chicago Programs  x6170; fax (847)735-6295
Rami Levin, Director x5170 levin@lakeforest.edu
Jennifer Larsen, Coordinator x6172 larsen@lakeforest.edu

The Center for Chicago Programs helps promote engagement with Chicago both in the city and on campus. The Center offers logistical support for trips to Chicago for academic related activities, and for bringing Chicago area speakers, artists, and performers to campus.

The following guidelines, effective fall semester 2005, apply to all course-related events involving trips to Chicago and its nearby suburbs.  These guidelines have a two-fold rationale: (1) to develop in our students ¡°good practices¡± of metropolitan citizenship, which include the regular use of public transportation; and  (2) to use the most cost-effective means of moving class groups between Lake Forest and the city.

Exceptions to these guidelines are possible only under extraordinary circumstances.  Requests for such exceptions must be made, in writing, to Jennie Larsen, larsen@lakeforest.edu, Coordinator of Chicago Programs, Box A9, for approval.

NOTE:  For course-related events that involve bringing Chicago-area speakers and performers to campus, please follow the relevant procedures indicated under Event Requests, Cancellations, and Reimbursements below.  The Center for Chicago Programs can provide honoraria of $200. If additional funding is needed, contributions may be sought from academic departments and programs, the Campus Entertainment Committee, and sources. 

EVENT REQUESTS

  • Event request forms can be accessed on the Dean of the Faculty web-site.  This form must be filled out and sent to Jennie Larsen.  No telephone or e-mail correspondence will be accepted as an event request.
  • Event request forms must be submitted to Jennie Larsen no later than 2 weeks prior to the event.
  • The Center will try to accommodate all requests to the extent possible, pending funding and feasibility.

CANCELLATIONS

  • If a professor cancels an event which has already been paid for, the professor's department will be charged for any cancellation fees incurred.

REIMBURSEMENTS

  • A reimbursement form found on the DOF web-site must accompany the original receipts.  All requests for reimbursements must be made to Jennie Larsen.
  • All reimbursement requests must be received no later than 10 days after the date of the event.  The only exceptions are purchases made on a credit card.  Those purchases should be submitted within 10 days of receipt of the credit card statement
  • If a class requires students to conduct independent research at Chicago-area locations, these students must request METRA/CTA tickets at least 5 days prior to traveling to the city.  The Center for Chicago Programs does not reimburse travel by car into the city.
  • Reimbursements for mileage and parking for professors cannot be honored if the Center for Chicago Programs has arranged for transportation from the College. This also pertains to students who opt to drive for organized trips.

EVENT/ADMISSION PRICES

  • The Center will pay for tickets up to $35 per person. 

INDEPENDENT RESEARCH FOR CLASS

  • If a class requires students to conduct independent research at Chicago-area locations, such as the Art Institute or Field Museum, faculty must complete an event request form and submit it with a copy of the appropriate class list and the assignments/syllabus to Jennie Larsen.
  • Once the trip has been confirmed by the Center, the Center will email the faculty member a waiver, which must be signed by each student and returned to Jennie Larsen before students go to the City.
  • The Center will reimburse students for the cost of Metra (up to $8.60), CTA and a student priced ticket to the organization he/she is visiting (up to $35).
  • Students must come to the Center no later than 10 days after their visits to receive reimbursement.  Students must bring all of their receipts/tickets to receive reimbursement. 

TRANSPORTATION

  • METRA & CTA will be the primary source of travel to events in the city.
  • The METRA/CTA travel area is as follows:  Any trip that lies within Linden (Wilmette) to the North, Roosevelt Road to the South and Halsted Street to the West.
  • Professors or designated peer teachers must accompany students from events to the METRA station if an event ends after 10:00 P.M.

METRA/CTA Exceptions: Lake Forest College MINIVANS

  • The College has two minivans, each with a maximum capacity of seven, including the driver.  Class trips that can be accommodated by one or possibly two minivans are eligible to use the Lake Forest College mini-vans. 
  • The use of Lake Forest College mini-vans depends on availability.  Drivers of the vans must be professors, members of the class (who are at least 20 years old), or others who have been certified to drive by Lake Forest College.
  • If the bus or van is not available for use and your trip lies within the CTA/METRA travel area provided, then METRA and CTA will be used for the event.

METRA/CTA Exceptions: Lake Forest College BUS

  • Class trips that have a total number of 14 participants (including driver & professor) are eligible to use the Lake Forest College bus. 
  • The use of Lake Forest College bus depends on availability.  Drivers of the vans must be faculty or staff members who have been certified to drive by Lake Forest College.
  • If the bus is not available for use and your trip lies within the CTA/METRA travel area, then METRA and CTA will be used for the event.

METRA/CTA Exceptions: Contracted Bus Rentals

  • Student School Bus rentals are available for classes that have between 25-40 participants for one event.  Rental of these buses is subject to availability. Early notification of such trips (preferably 3 weeks ahead) is imperative in order to secure the reservation. 
  • The Lake Forest College shuttle bus is available Monday through Thursday after 5:00 P.M. for use by classes with up to 23 participants (including professor).  Only persons with a commercial driver¡¯s license can drive the shuttle.  This option is available for events lying outside the Metra/CTA travel area. 
  • If there are special needs for any participants, appropriate travel arrangements will be made.
  • Classes with 14 or fewer participants needing to travel outside the METRA/CTA area will be given the most cost effective means of transportation of the bus rental options.