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Introduction to the Group Travel Request and Registration Process
International travel can provide invaluable learning experiences and service opportunities for its students. The University therefore ecourages 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 Application 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, email@example.com.
- 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 and registering 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: After authenticating, you will be asked to provide your destination, proposed travel dates, and to enter the term during which your group will be traveling internationally, before being led to the application itself. Use the following guidelines to determine the appropriate term for your international experience:
Fall (August 25 - December 16)
Winter (December 17 - January 14)
Spring ( January 15 - May 12)
Summer (May 13 - August 23)
Step 4: On the next page, complete the brief Travel Request Application 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 5: When your Travel Request Application is complete and your Department Head has submitted their online recommendation approving your travel, the CIP will faciliate 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.
Step 6: Once the travel is booked, please return to your secure, online profile to complete a brief travel registration questionnaire confirming the details of your trip abroad. You will also be required to upload your individual travel documents, review important resources for you and your group and attend a mandatory risk management training. The date for this meeting will be shared with you through the system, and your attendance will also be tracked in this manner.
Step 7: Finally, you must assure that your students follow policy by registering individually (through the system) and attending a mandatory health and safety pre-departure meeting for students. The CIP will send you a link to a program-specific registration page for you to share with your students, and we will notify you in advance of the dates available for the student health and safety meeting.
Why Are These Steps Important?
Trip Leader and Student registration in the system allows the CIP and the University the ability to provide you with the necessary health and safety support, including travel medical insurance information and other pre-departure resourcs. Additionally, in the unlikely event of an emergency, the CIP will be able to quickly coordinate response and assistance with the relevant departments.
Returning to View a Registered Trip?
Click "SJU Login/Register" at the top of the page. Note: this will not work if you have not yet started a travel application with the button above.
Please direct policy and/or application questions to the Assistant Director for Semester Abroad and Health & Safety: 610-660-3479 or firstname.lastname@example.org. For techincal assistance, please send an e-mail to email@example.com.
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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.