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Leading a Trip Abroad

Pre-Departure Checklist for Faculty-led Programs

  • Post ARRCC Approval

    Received email from AARRC approving trip:

    • Update your application to make visible to students
    • Complete online Jeanne Clery Act course
    • Mandatory Faculty Online Workshop* on Canvas:
      • Email Ruth Lopez, Associate Vice President for Student Engagement and International Affairs stating you completed this workshop

    *Note, this workshop is required yearly

  • Setup Trip Planning Meeting (Suggested 2 weeks after AARRC approval)
    • Contact Ann Hartunian, Study Abroad Coordinator for your meeting
    • Provide these materials for the meeting
      • Budget (with subsequent account numbers or funding sources)
      • Payment schedule (last payment must be 7 weeks before departure)
      • Trip itinerary
      • Estimates/quotes/contracts
      • List of guests/volunteers on trip
      • Copy of your TR from Concur

    Note: student must make all payments by the final payment deadline to participate in the trip

  • Accept Students to your Program
    • Faculty updates program to become available to students in myWings
    • Faculty or program administrator accepts student to program
    • Student submits waiver and release form, scanned passport and certifies completion of international center safety video
    • Review medical disclosure

    *Note: All students will be reviewed by Student Conduct.

  • Faculty follow-up with administrative tasks (Suggested 8 months before departure)
    • Have a signed approved Study Abroad Trip Budget
    • Check with travel clinic on immunization, etc.
    • Visa requirements: case-by-case, contact International Center
    • Submit any new contracts to the International Center (Please note, that anything that requires a signature needs to be routed through iContracts).
    • Vendors and payments: : work with International Center to pay your vendors. You must have money in your agency account to make purchases.

    Note: student travel expenses should not be paid on a Faculty/Staff's personal credit card. The University will not reimburse those funds, if on a personal credit card.

    *See resources for more info.

  • Faculty submit Pre-Departure Forms (30 days prior to departure)

    Anticipate an email from the International Center requesting the following be completed:

    • Pre-departure memo:
    • Guest/Volunteer Forms
    • Flight itinerary (for faculty and students)
    • Lodging accommodations (for faculty and students)
    • Enroll in the State Department STEP (Smart Traveler Enrollment Program)

    Note: student's total trip costs must be paid to participate in the trip.

  • Post-Departure Meeting (2 days after return)

    The following items need to be completed and submitted to the International Center:

    • Incident Reports
    • Bring receipts and verification of payments for trip-related expenses
    • Travel Expense Report and Reconciliation (University Policy - 10 days to complete)

    Reconcile expense report in Concur (with International Center assistance if requested).