Background

This trip is handled by the VT Engage Office.

It is important to contact Eliza Wethey, associate director of global engagement in VT Engage before proceeding with further travel requirements so that the trip can be set up in their system.

Definitions

This is the spreadsheet that must be filled out for any travel that involves a  student. There are three tabs that correspond to different types of trips: "Faculty Led Group for Credit," "Group Travel Non Credit," and "Individual  Student Abroad."

This is the travel insurance that all travelers must be covered by while traveling abroad with university programs or business.   

"The Smart Traveler Enrollment Program (STEP) is a free service to allow U.S. citizens and  nationals traveling abroad to enroll their trip with the nearest U.S. Embassy or Consulate." Non-U.S. citizens should check with their embassies about possible similar programs.

A card each traveler will receive that has appropriate emergency contact information for their trip and destination. The Global Education Office will provide the cards based on information given to them by the faculty-leader. The guidelines are on the Hokie Sentinel Global Travel Assessment. Note: The primary contact on the Emergency Contact card can be whomever the faculty leader chooses.

Initial Considerations:

1. Are the passports for all travelers valid for six months from the date of return?
2. Is a visa required for U.S. travelers? Is a visa required for international student travelers?
3. Are any immunizations needed for travel? If so, how far in advance?
4. Check Banner to make sure faculty emergency contact information is updated. If you are traveling with a faculty spouse, do you have a third emergency contact listed?

 

Travel Requirement Procedures

Step 1: Faculty Leader completes and follows the guidance of the Hokie Sentinel Global Travel Assessment (HSGTA). Contact Randy Penson for the form. One assessment (HSGTA) is completed for the group.

Instructions and access to other forms.

Deadlines: For conferences, the Hokie Sentinel Global Travel Assessment (HSGTA) should be completed and submitted three (3) months prior to travel. For all other non-credit group trips the Hokie Sentinel Global Travel Assessment should be completed and submitted six (6) months prior to travel.

Step 2: Using the link above, students and faculty leaders turn in required co-curricular international program forms. Faculty required forms will be: final participant list, complete flight itinerary, final program itinerary, program leaders' overseas cell phone number, Smart Traveler Enrollment Program (STEP) enrollment for all participants.

Email completed spreadsheet to Christine Wasil (540 399-5508) at Cultural Insurance Services International and send confirmation to Eliza.

Student required forms will be the voluntary health disclosure form (collected in paper form and kept by faculty leader), liability agreement, financial agreement (if applicable), color copy of passport, and U.S. visa page for non-U.S. citizens.

Step 3: Using the link above, each traveler purchases the required Cultural Insurance Services International (CISI) travel medical insurance and sends confirmation to Eliza Wethey.

Note: If the program is buying Cultural Insurance Services International for participating students, fill out the Faculty-Led Travel Insurance Enrollment Spreadsheet (passworded--email Randy Penson for password) and follow the instructions to upload.

Email completed spreadsheet to Christine Wasil in Cultural Insurance Services International and send confirmation to Eliza.

If any dependents are traveling, email Eliza Wethey.

Step 4: Submit information for Emergency Contact cards 60 prior to departure.