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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 online 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 student, academic program that is working with the CIP office, you do not need to register here. Instead, please visit the Faculty Proposals page of our website or contact the Assistant Director, Mary Anne Kucserik: 610-660-3477, firstname.lastname@example.org.
- By submitting a Group Travel Request through the CIP's online 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 academic 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: Once you have selected the term, select your destination from the list of locations or search for the location by city name. Use the calendar feature to enter the date of departure and the date of return for your destination, and then click "Add to Itinerary." If you are traveling to multiple locations, you can create more than one leg of your travel in the same application by continuing to build your itinerary this same way. Once you are finishing building your itinerary (which should match your flight itinerary), click "Apply."
Step 5: On the next page, complete the brief Travel Request Questionnaire and submit an electronic recommendation request to your Department Head or the person approving your travel. We strongly suggest that you discuss your plans with them in person before submitting the formal recommendation request through the online system.
Step 6: When your Travel Request Questionnaire is complete and your Department Head has submitted their online recommendation approving your travel, the CIP will facilitate the process of sending the information to the Travel Manager, who will contact you before finalizing the trip arrangements. You will receive an e-mail notification from the CIP when the process is complete.
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 the page to be taken to your Applicant Home page. From here, click on the blue link for "Group Travel Request." Please do not hit "Apply Now" from this page more than once as it will create multiple applications for you.
Please direct policy and/or application questions to 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.
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** 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.