| Requirements | Due Date or Deadline | Contact | |||
|---|---|---|---|---|---|
| Proposal submitted to direct supervisor (department chair or program director), revisions made, and approval obtained. |
At least one year prior to proposed travel | Direct Supervisor (department chair or program director) | |||
| Revised proposal submitted to Vice President, approved and reported to President’s Cabinet. |
One year prior to the proposed travel | Division Vice-President | |||
| Contract proposal submitted to business office. | 4 months prior to travel OR down payment due date |
Controller College Counsel | |||
| Insurance needs assessment conducted in consultation with EHS/Risk Manager. | 6 months prior to departure | Director of EHS & Risk Management | |||
| Student participants selected and vetted by Student Affairs for disciplinary status. | After application deadline but before acceptance decisions made and communicated to students | Director of Residence Life | |||
| Consultations conducted with appropriate campus contacts regarding special students (internationals, minors, students requesting accommodations for disabilities, etc.). | On an ongoing basis as needed; however, with attention to withdrawal deadlines and penalties for late withdrawals. | Director of International Programs Executive Director of Compliance and Community Standards – Title IX Coordinator Director of Disability Services/ Institute for Student Success |
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| Background checks of all adult leaders, volunteers and chaperones conducted. | At least 2 months prior to departure | Human Resources | |||
| Medical clearances provided by all participants through the Wellness Center or their physician´s office. For athletes, physical prior to start of year (or in season) |
After admission to the program | Wellness Center | |||
| Signed waivers and emergency contact information provided by all participants. |
Upon admission to the program | Director of International Programs Director of EHS & Risk Management |
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| U.S. citizen participant information registered on STEP program (which sends alerts to registered parties about countries traveling). | At least two weeks prior to departure. Note that once the participants are entered into STEP they will begin receiving frequent updates from the US DOS on their destination country or region. |
Director of International Programs | |||
| Final Itinerary sent to Center for International Programs, EHS/Risk Manager and Department Chair/Supervisor. | 1 month prior to departure | Director of International Programs Director of EHS & Risk Management |
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| Travel leader trained in Title IX. | At least 1 month prior to departure | Executive Director of Compliance and Community Standards – Title IX Coordinator | |||
| Emergency plan created and distributed to group leaders, supervisor and Vice President (i.e. natural disasters, sickness, death, or leader has to go home for an emergency). |
1 month prior to departure or upon receipt of final itinerary | Director of EHS & Risk Management |
Pre-departure Checklist
Traveling abroad on behalf of the College requires significant advance planning. Use this checklist to ensure that all required documents and planning are completed prior to your travel. Note that background checks can take up to 6 weeks from the time all paperwork is submitted.