Background

College approved credit bearing faculty-led programs requirements

The instructions on this page correspond to College approved credit bearing faculty-led programs whose participants are ready to begin the requirements to travel abroad. Contacts for this type of trip are: Rachel Fitzgerald or Randy Penson in the Global Education Office (GEO).

Definitions

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-US citizens should check with their embassies about possible similar programs.

This is the spreadsheet that must be filled out for any travel that involves a student. There are 3 tabs that correspond to different types of trips: " Faculty Led Group for Credit", "Group Travel Non Credit", and "Individual Student Abroad".

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 HSGTA. 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 6 months from the date of return?
2. Is a visa required for US 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?
5. If a third party is involved, the Legal Office must review the contract before beginning.

* 1.Faculty-Led Group For Credit printable checklist.pdf
Faculty-Led Group For-Credit Leader Pre-Departure Checklist

Deadlines:

  • The HSGTA for Summer & Fall programs are due to Randy Penson no later than October 15 prior to program start date.
  • The HSGTA for Winter & Spring programs are due to Randy Penson no later than March 15 prior to program start date (or immediately following course approval for Wintermester if after March 15).

Note: Once the HSGTA is sent in to GEO, contact Rachel Fitzgerald to set up the program in their system.  Discuss the financial agreement with her and if you want them to have and keep a copy of the flight itineraries.  A fund will be set up after the HSGTA is approved by the Global Education Office.

Travel Requirement Procedures

Step 1: Faculty Leader completes and follows the guidance of the HSGTA . One HSGTA is completed for the group.

Step 2: Follow the directions on the HSGTA  to sign up for CISI travelmedical insurance and STEP

Note:  The Global Education Office will enroll participants in the CISI insurance: Fill out the Faculty-Led Travel Insurance Enrollment Spreadsheet and follow the instructions to upload.

If any dependents are traveling, email Randy Penson

Step 3: The following forms are submitted by the students through the Global Education's Studio Abroad sign in once the program  is created:

  • Voluntary Health Disclosure
  • University-approved Program Liability Agreement
  • Undergraduate Honor and Student Conduct Records Release Waiver
  • Refund/Cancellation and Financial Agreement Policy
  • Travel Warning Informed Consent (if applicable)
  • Color copy of passport and US visa page for non-US citizens