Learn more about the approval process for international travel by chartered student organizations (CSOs) and registered student organizations (RSOs).
Countries with Travel Restrictions
Santa Clara does not support University-sponsored travel to countries with certain travel restrictions placed upon them by the U.S. Department of State or other entities due to significant issues of safety, health, and/or legal risk due to factors such as natural disasters, political strife, and organized crime.
Click here to view the U.S. Department of State list of travel advisories and alerts
Travel Abroad Planning Deadlines
The Center for Student Involvement helps student organizations coordinate travel abroad. Student organizations must meet the following deadlines:
- 8 weeks prior to departure: International Travel Proposal is due
- 4 weeks prior to departure: a set of required travel documentation is due (see International Travel Proposal for details)
Note: Due to the U.S. Department of State restricting travel to certain countries, no plans or payments should be made until you have received confirmation of initial approval by the Director of the Center for Student Involvement to travel to the destination country of your trip. If your student organization incurs any costs related to the proposed trip prior to the initial approval of your country, then your student organization is liable for any cancellation and penalty fees as well as any other incurred costs if travel to your country gets denied.
University Travel Policy & Process
The following are aspects of University policy regarding international travel:
For any trip made in countries other than the U.S. (the U.S. is defined as the 50 states and also includes U.S. territories like the Virgin Islands, Puerto Rico, and Guam), student organizations need to follow the International Travel Approval Process.
The International Travel Proposal (application) includes a checklist of requirements that need to be completed prior to departure. The application needs to be completed by the non-student sponsor of your trip (typically your advisor) and submitted at least 8 weeks prior to departure date. The Director of the Center for Student Involvement will guide you through the application process in a timely manner.
International Travel Proposal (PDF)
The International Travel Proposal must be signed by two individuals:
- Program Coordinator: In the case of student organizations, your advisor will serve as the Program Coordinator.
- Dean/Head of the Division: In the case of student organizations, the Director of the Center for Student Involvement serves in this capacity.
The completed and signed International Travel Proposal will be reviewed for approval by the Associate Provost for International Programs in consultation with the Travel Advisory Policy Committee.
For this waiver, every participant (students, faculty/staff advisors, other chaperones, and guests) going on the trip needs to review and sign it. Completed waivers need to be attached to your International Travel Proposal and/or submitted to your advisor.
For this form, every participant (students, faculty/staff advisors, other chaperones, and guests) going on the trip needs to review and sign it. Completed self-reports need to be submitted to your advisor.
For this form, all non-students participating in the trip must review and sign it. Completed forms need to be submitted to your advisor.
For this form, the requested information is self explanatory as it asks for information about participants, destination, transportation, and lodging. Be as detailed as possible and attach all requested documents.
Trip & Off-Campus Activity Request Form (online form)
Prior to departure date, all participants of the trip need to meet with their advisor to view a presentation about safety and travel within the country of destination. This meeting will also be time to review other necessary steps your student organization needs to take to prepare for the trip.
Santa Clara provides additional travel insurance and assistance services for any University-sponsored or -funded trips. Insurance and services are provided by ACE.
Note: This insurance coverage is in addition to a traveler's own insurance policy and does have limitations; travelers are recommended to review their own insurance policies to learn what coverage they have.
ACE Travel Assistance (website)