Travel Proposal Instructions
Overview
The Travel Proposal provides a framework for departments to demonstrate program preparedness, including the ability to carry out program responsibilities and respond to critical incidents. It also provides an opportunity for departments to make the case that the University should assume responsibility and liability for the proposed international travel.
First Step: Review Instructions
It is critical that departments review these instructions before beginning the proposal. Submitters are responsible for following all steps for completing and submitting the Travel Proposal, understanding the requirements, and providing the appropriate information by the proposal deadline.
Before beginning the proposal, review the applicable policies, procedures, guidelines, and deadlines:
- University International Travel Policy
- SCU International Travel Policy and Procedures
- International Travel Proposal Deadlines
- University Guidelines for Dependents/Companions/Guests
- Travel with Technology Guidelines
- Program Coordinator Role and Responsibilities
Questions? Contact the Director of Global Health, Safety, and Risk at vpglobal@scu.edu.
Completing the Travel Proposal
Fillable Worksheet
We strongly encourage you to gather the necessary information before entering it into Qualtrics. The International Travel Proposal Downloadable Worksheet is available to help you preview the questions and prepare your responses.
Accessing and Navigating the Travel Proposal in Qualtrics
Technical Requirements
This proposal should be completed by the Program Coordinator. If someone is designated to assist you with the proposal, they must use your computer and the same browser you are using to complete the proposal. When using the generic Qualtrics link, responses are saved to your computer's browser cache.
Preparing the Proposal
Before beginning the Qualtrics proposal:
- Review the International Travel Proposal Downloadable Worksheet to preview the questions.
- Gather the required information and supporting documents.
- Save your responses separately before entering them into Qualtrics. This provides a backup in case your responses are lost from the browser cache.
Approval Signatures
Before submitting the Qualtrics proposal, share the International Travel Proposal with the appropriate Dean/Executive Director and/or Department Head.
They will need to complete the signature approval form, which must be uploaded to the proposal before submission.
Signatures confirm that the department assumes financial responsibility for the program or initiative, including costs associated with cancellation and critical incident management.
Saving Responses and Navigating the Proposal
To save your responses on each page, click the arrow button at the bottom of the page before moving to another section.
You may use the table of contents on the side of the Qualtrics survey to navigate between sections. Before navigating away from the current page, make sure you have saved the information entered on that page.
Responses are saved in your browser cache. If your computer crashes, your browser is closed or restarted, or your browser cache is cleared, some or all responses may be lost.
IMPORTANT: If you clear your browser cache, you may lose any answers that have been saved in progress.
If you lose your responses, contact vpglobal@scu.edu to determine whether any information can be recovered.
Submission
Near the end of the proposal, you will have the option to download a PDF of your completed proposal for your records.
To submit the proposal, continue through the survey until you receive a "Thank you" confirmation message.
After submission, an email containing your recorded International Travel Proposal responses and a link to the Program Coordinator Roles and Responsibilities will be sent to you and the appropriate Department Chair/Director and Dean/Executive Director.
Reusing a Previously Submitted Travel Proposal
If you previously submitted an International Travel Proposal and would like to reuse the submitted information for an upcoming program, email vpglobal@scu.edu to request a re-take link.