International Travel

Steps in the International Trip Registration Process:

Step 1: Student organizations are required to complete the Off-Campus Event Registration paperwork at https://reservations sandiego edu/EmsWebApp/

Step 2: Student organization trip advisor completes the Student Organization International Travel Trip Proposal The trip advisor will meet with the Assistant Director of the Associated Student Government to discuss proposed travel

During the meeting, the following items in the Trip Proposal will be discussed:

Dates of travel

Purpose of trip

Modes of transportation for all legs of the trip

Location(s) of travel

Lodging arrangements

Contact information for all vendors involved in the trip

Personal and emergency contact information for all trip participants

Itinerary

Country security risk level

Country medical risk level

Whether visa(s) are required

Whether vaccination(s) are required

Discussion of USD faculty or staff participating

All student organizations are required to have a USD faculty or staff member travel with them for international travel. Student Activities and Involvement in consultation with USD Risk Management may grant exceptions to this policy The sponsoring student organization is responsible for covering the cost of the faculty/staff participation unless other arrangements have been agreed upon

Approval from the USD faculty/staff advisor

Copies of all written agreements or contracts (must be submitted to SAI for signature)

Important: For travel to Mexico, please indicate if you will be traveling by car, as additional insurance is required

The Trip Proposal requires that organizations assess the security and medical risk rating of the destination country For instructions on how to complete this requirement, refer to http://travel state gov

If the destination has a U.S. Department of State Travel Advisory Level of 1 “Exercise Normal Precautions” or 2 “Exercise Increased Caution,” students are required to sign the Assumption of Risk and Release of Liability form.

If the destination has a risk level of 3 “Reconsider Travel” the trip coordinator will need to supply written justification for the group to go to this destination. The justification must include arrangements that are in place to protect the participants. If the trip is approved, all who participate will be required to sign an Assumption of Risk and Release of Liability form approved for the trip by Risk Management. USD does not approve travel to destinations with a U.S. Department of State Travel Advisory Level of 4 “Do Not Travel” and strongly discourages trips to destinations with a U.S. Department of State Travel Advisory Level of 3 “Reconsider Travel ”

USD Risk Management and Student Activities and Involvement (SAI) will review the justification and mitigation plan As needed, SAI will contact the student coordinators for additional information about the proposal

Step 3: The Assistant Director of Associated Student Government reviews the Trip Proposal prepared by the student organization to ensure all necessary information was submitted

If all required information is included in the packet, the Assistant Director forwards the Trip Proposal to USD Risk Management for approval

If all necessary information is not in the packet, the Assistant Director will work with the student organization to secure the necessary information.

Step 4: The trip advisor must attend the Student Org Events Panel to review the Trip Proposal and any related agreements/contracts with the Director of Risk Management.

The trip will either be granted conditional initial approval, conditional approval with reservations, or will not be granted approval by USD Risk Management.

USD Risk Management will notify the student organization and SAI of the decision No expenditures can be made for the trip (airline tickets, travel arrangements, event passes, etc ) until steps 1-4 have been completed

Step 5: Student organization trip leaders must register their travel with the U S Consulate

Students are required to register their travel with the U S consulate in the country through the U S Department of State This can be done using the following web site: https://step state gov/step/ (Note: Only US citizens are able to register through the Consulate) When registering travel with the consulate you will need to include a personal phone number and the address(es) of where you will be staying on the trip.

NOTE: This following steps cannot be done until steps 1-4 are complete.

Step 6: All student organization trip members must register through the International Study Abroad Office using this registration link **This must be done at least eight (8) weeks prior to trip departure

NOTE: This cannot be done until steps 1-5 are complete

Step 7: Student organization trip advisor checks to be sure that all trip participants have the necessary vaccines

The student leader must email the Assistant Director for Associated Student Government indicating that all have necessary vaccines required for travel in the proposed location. (This is also requested online but some countries will require specific immunizations.)

Step 8: Student organization trip leader verifies that all participants have a copy of the international emergency medical insurance information and emergency contacts.

Undergraduate and graduate students are required to carry the following USD emergency contact information throughout the trip:

USD Public Safety

USD Risk Management

Student Activities and Involvement

While abroad any doctor’s visit will initially be paid out of pocket Please hold onto all medical receipts to see if they are eligible for reimbursement through USD’s international emergency medical insurance

USD insurance will not cover medical expenses related to injury due to participation in extreme sports including, but not limited to: bungee jumping, scuba diving, skydiving, etc.

Step 9: Student organization trip leader waits for final approval of the trip.

Once steps 1-8 have been satisfied by the student organization, the Assistant Director of Associated Student Government will inform their Faculty/Staff Advisor, and the trip coordinator that steps have been completed Assistant Director of Associated Student Government or their designee holds a pre-trip orientation (required vaccinations, visas, risks, etc ) and a final pre-trip orientation with Participants

USD Risk Management may cancel any trip due to a change in the country’s security or medical risk. It is strongly recommended that all participants purchase travel insurance for flights and lodging. Failure to meet the timelines outlined in this Student Organizations Policy will result in the cancellation of the event/trip

Emergency Procedures

All accidents should be reported to local authorities, the University Office of Public Safety (619-260-2222), and the Director of Risk Management. Please remember to bring important phone numbers in case of an emergency during the trip.