Is your department or program interested in leading or sponsoring students, faculty, staff, or outside groups traveling abroad?
All travel must follow the University International Travel Policy and be reviewed and approved by the Travel Policy Advisory Committee (TPAC) through the University’s proposal process. This page provides help and resources about this process.
Looking for information for individual faculty/staff travel instead? Visit the Individual Faculty/Staff Travel page.
Key Resources
- University International Travel Policy
- Program Coordinator Roles and Responsibilities
- International Travel Proposal
- PDF of the SCU International Travel Proposal
- Travel Proposal FAQs
Sponsoring or leading groups of students, faculty, staff, or outside groups abroad
To sponsor or lead travel, departments and programs must designate an SCU Faculty/Staff Program Coordinator. See Program Coordinator Roles and Responsibilities and verify that your program/department has the resources to manage travel responsibilities including critical incident response.
Travel Proposals
The International Travel Proposal is the Program Coordinator's opportunity to demonstrate how prepared they are to support participants in a healthy, safe, and successful experience while abroad.
Preview a PDF of the proposal.
Late proposals are not accepted. Departments may submit their proposal but this is not a guarantee that the Travel Policy Advisory Committee (TPAC) will review late proposals. The criteria for late proposals include an administrative error or an extraordinary change of circumstances, normally beyond the Program Coordinator’s control. TPAC may choose to review late submissions but this is at the Committee's discretion. Proposals should be submitted by this deadline even if certain aspects of the travel, such as funding or a final list of participants, have not been confirmed.
Questions? Contact: associateprovostglobal@scu.edu.
See proposal deadlines below.
Proposal Deadlines
|
SCU Term of Travel |
Proposal Deadline |
|---|---|
|
Fall Quarter/Semester |
July 1 |
|
Winter Break |
October 1 |
|
Winter Quarter/Spring Semester |
October 15 |
|
Spring Break |
January 8 |
|
Spring Quarter |
January 15 |
|
Summer Programs in May/June |
March 15 |
|
Summer Programs in July |
May 1 |
|
Summer Programs in August/September |
June 1 |
Frequently Asked Questions and Helpful Resources
The Program Coordinator is:
- A Santa Clara University faculty or staff member
- Who is responsible for submitting the appropriate documentation throughout the two-part International Travel Permission Application Procedure
In addition, they:
- Agree to the roles and responsibilities as outlined in the International Travel Permission Application Procedure and the SCU International Travel Policy, specifically 24/7 monitoring of their program and appropriate OSAC and DOS advisories
- Serve as the first point of contact for any sort of crisis response as necessary and as contact for participants in the international program
- Ensure that all participants in the program are informed of risks and dangers involved with travel
- Submit required documentation in accordance with the SCU International Travel Policy and the International Travel Approval and Participation Procedure
- To request approval for all university-sponsored international travel, the SCU Faculty/Staff Program Coordinator should submit the International Travel Proposal with all supporting documents as a single electronic file to associateprovostglobal@scu.edu.
- The deadline for proposals is a minimum of eight weeks prior to anticipated departure, to allow for health and safety requirements.
- Applications should be submitted by this deadline even if funding has not been confirmed.
- Late or incomplete applications will not be reviewed.
- Proposals must be submitted by Faculty/Staff Coordinators; students may not serve as Program Coordinators for the University.
Once submitted, the Travel Policy Advisory Committee (TPAC) will review all International Travel Proposals. If there is a DOS Travel Warning or other existing serious health or safety risk, TPAC will submit a recommendation to the Provost who will make the decision about whether or not to make an exception to the University policy. The University reserves the right to change its decision regarding approval at any time should circumstances change.
Decisions for exceptions will be based on the nature of the Travel Warning, including:
- the locations impacted by the Warning
- the experience and training of program organizers and local support staff
- the importance and academic relevance of involvement
- potential safety risks
Late proposals are not accepted. Departments may submit their proposal but this is not a guarantee that the Travel Policy Advisory Committee (TPAC) will review late proposals. The criteria for late proposals include an administrative error or an extraordinary change of circumstances, normally beyond the Program Coordinator’s control. TPAC may choose to review late submissions but this is at the Committee's discretion. Proposals should be submitted by this deadline even if certain aspects of the travel, such as funding or a final list of participants, have not been confirmed.
Want to better understand the University's International Travel Policy?
How can I effectively lead a Pre-Departure Orientation? Where is that CDC link again?
Review the Program Coordinator Responsibilities and Resources
Review essential policies and procedures for Program Coordinators.
Read our information and resources on the DOS Consular Travel Advisory System.
What travel is sponsored by SCU?
Why is discussing identity abroad an essential part of pre-departure orientation? How do Program Coordinators support participants of diverse identities abroad?
Read our resources on Diversity and Identity while travelling abroad
View the advisory committee manual, meeting agendas and minutes, and current members.
Are you a faculty member who wants to take students abroad but whose program/department does not have the human and financial resources required?
Consider applying for a Global Explorations faculty-led program abroad instead