|Program Dates & Deadlines:||Click here to view|
Introduction to the Group Travel Request Process
International travel can provide invaluable learning experiences and service opportunities for its students. The University therefore encourages such opportunities and makes them available to our campus community. However, the University also recognizes that international travel for University purposes may present unique risks for our student travelers. For this reason, faculty, staff and administrators who wish to plan international travel with students (undergraduate or graduate) must seek location approval from the Center for International Programs (CIP) as part of the on-line Group Travel Request application at least six months in advance of the planned travel. Examples of "group" travel abroad with students includes, but is not limited to, service and mission-based trips, athletic trips and conference attendance.
Before beginning a Group Travel Request through the system, please make note of the following information:
- If you are a faculty member leading a group of students for an academic program, you do not need to make a travel request here. Instead, please visit the Faculty Proposals page.
- By submitting a Group Travel Request through the CIP's on-line application system, you are requesting an official travel booking through the University's Travel Office. The Travel Manager will be in touch with you if they have follow up questions or concerns, and before making the final travel arrangements.
Ready to Begin?
The following steps will help guide you through the process of requesting your international travel with students. Please begin at least six months in advance of planned travel:
Step 1: If you have confirmed that you are not planning travel to a location under a Travel Warning, please click on the "Apply Now" button above to begin.
Step 2: You will be prompted to log-in with your SJU ID and password (unless you are already authenticated).
Step 3: On the next page, select the term during which you will be traveling. If you do not see your term, please contact the CIP for troubleshooting (email@example.com or firstname.lastname@example.org).
Step 4: On that same page, use the calendar feature to enter the proposed dates for each city that the group will be visiting. After each leg of your trip is entered, click "Add to Itinerary." Once you are finished building your itinerary, click "Apply."
Step 5: Next, you will be taken to a brief checklist of items required for the Group Travel Request. Each item must be marked as "Received" in order for your request to be considered as complete. This includes support from your Department Head, which you can request through the on-line system.
Step 6: Once your request is complete, the CIP will send you a notice via e-mail with further instructions and information. If you have indicated in your Group Travel Request that the group requires travel arrangements, the CIP will facilitate the process of sending your information to the SJU Travel Manager, who will contact you before finalizing the trip arrangements.
Once the travel is booked, all trip participants will be asked to register through the CIP on-line system. Trip leaders (those traveling abroad with the students) will register here, while the students will use a special, program-specific travel registration link provided by the CIP. For this reason, it will be important for the CIP and the trip facilitator to communicate regularly.
It is also important to note that, per University policy, the CIP will facilitate a risk management training for trip leaders as well as a health and safety pre-departure meeting for student participants. Details about these meetings will be shared with the trip leaders and students through the on-line registration process and attendance will also be tracked in this manner.
Why Are These Steps Important?
Trip leader and student registration in the system allows the CIP and the University the ability to provide our travelers with the necessary health and safety support, including travel medical insurance information and other pre-departure resources. Additionally, in the unlikely event of an emergency while the group is abroad, the CIP will be able to quickly coordinate response and assistance with the relevant departments.
Returning to View/Complete Your Request
You can return to work on your Group Travel Request at any time, as long as it is complete six months prior to your departure). To return, click "SJU Login/Register" at the top of any page of our website to log in and then be taken to your Applicant Home page. From there, click on the blue link for your Group Travel Request. Please do not hit "Apply Now" more than once as it will create multiple applications for you.
Please direct policy and/or application questions to Kelly Horning, the Assistant Director for Semester Abroad and Health & Safety: 610-660-3479 or email@example.com. For technical assistance, please send an e-mail to firstname.lastname@example.org.
|Dates / Deadlines:|
|Term||Year||Decision Date||Start Date||End Date|
|Travel Request||2016||Rolling Admission||TBA||TBA|
** Indicates rolling admission application process. Applicants will be immediately notified of acceptance into this program and be able to complete post-decision materials prior to the term's application deadline.