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Planning University-Sponsored International TravelStart planning travel six to twenty-four months prior to anticipated departure. This is one of the facets of international travel that is most underestimated and results in lower-than-desired enrollment, limited preparation for inclusive practices, less preparation for critical incident planning, and preparation. Most issues that arise during programs abroad can be mitigated in the planning stages, which is why this timeline is so crucial. In most cases, planning is needed to submit a compelling travel proposal by the International Travel Proposal deadlines. Where to Start?Step One: Review the SCU International Travel PolicyThe SCU University International Travel Policy applies to all international travel activities involving SCU students, faculty, staff, or guests. It includes undergraduate and graduate student travel, like study abroad, internships, immersion, senior design projects, conference presentations, athletic events, and similar activities. It also includes faculty and staff travel for conferences, teaching, research, recruitment, partnership activities, or similar travel. The Travel Policy can help you and your department or program understand the relevant risks in participating, assuming, or supporting travel in a particular location, and understand the extent to which you may be able to mitigate risks – or not. Step Two: Decide Where to GoUse Atlas: How to Choose a Location for Travel to evaluate potential destinations based on academic fit, safety, and logistical feasibility. Step Three: Program DevelopmentClarify your program objectives and how they align with departmental goals or the institutional mission. Identify activities that support those outcomes and consider potential in-country partners who can enhance cultural engagement, logistics, or emergency response. Develop a preliminary budget outlining staff time, materials, and travel costs, noting which expenses will be covered by the department, participants, or other sources. Work with your department to determine who will be able to fulfill the SCU Program Coordinator Roles and Responsibilities. How will this person, who will oversee the planning process, serve as the primary contact for participants, manage logistics and travel arrangements, address health, safety, and cultural considerations, and coordinate with local contacts and stakeholders? Step Four: Create a TimelineStudent travel requires time for pre-departure preparation, visas, and immunizations. Non-U.S. passport holders may need extra support and longer timelines. Equity-minded practices necessitate goal-setting and support for students with multiple identities. Prior to submitting a proposal submission, discuss the proposal details with your department and coordinate with international partners. If funding depends on grants or scholarships, build those application timelines into your plan. Step Five: Plan for Student ParticipationIf you are planning travel for undergraduate or graduate students, you will need to manage advising students on the SCU required travel forms and also disseminate and collect these forms from students. This includes the University Waiver, Health Report and Insurance Verification forms. It can take time for students to complete these forms and students may have individual situations that require more extensive work to address related to the forms. Normally, a planning timeline for travel with students would have all forms submitted and resolved six weeks prior to the date of travel. Plan Six: Prepare and Submit the Travel ProposalTravel proposals can be submitted a year in advance, and are encouraged to be submitted as soon as details are known, but no later than the deadlines. If you have not planned travel for others before, some questions may seem unexpected. Keep in mind that some overseas locations may have complex health and safety conditions on the ground that may take time to consider how to mitigate. Review the downloadable proposal worksheet as early as possible to inform planning from the outset. The Travel Policy Advisory Committee (TPAC) will review proposals from Program Coordinators and make recommendations to the Associate Provost for International Programs regarding the approval of university-sponsored international travel, in keeping with the University International Travel Policy. Proposals are approved in each review cycle. Create Your Own Planning TimelineUse the sample checklist to guide your planning process and create your own timeline:
Keep in mind that researching the details of travel and then preparing communications to share those details with travelers are separate activities. Have a question?If you are considering university-sponsored international travel, contact us to discuss how your ideas align with University structures and available resources. Book an appointment with us this fall term. Key links and resources:
Atlas is our university-sponsored global travel newsletter to offer guidance and resources for departments and programs in planning and supporting university-sponsored international travel. |
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