Faculty-Led Trips or LU-Sponsored Student Travel for Academic Purposes

Faculty or staff who organize academic trips off campus (other than to Björklunden) and students who receive Lawrence funding to travel for academic purposes (to conduct research or attend a conference, etc.) must follow the procedures on this web page.

If an academic trip involves travel more than 200 miles from campus, an overnight stay, or a setting or activity that presents risks beyond normal daily routines, then it must be approved in advance by the Provost's Office.  Consult with the Associate Dean of the Faculty at least two weeks in advance for domestic travel and at least six weeks in advance for international travel.  Every participant will need to sign a waiver and may need to sign other forms if traveling separately or using a personal vehicle.

For Domestic Travel

Faculty who lead domestic trips -OR- students who travel with Lawrence funding (Senior Experience or other grants) must follow the steps below.

2 weeks before departure

Send registration to:

Bob Williams, Associate Dean of the Faculty

 

1 week before departure
  • Prepare an itinerary and final roster of participants with trip leader contact info.
  • Collect a personal information form from every participant (including leaders).
  • Collect a waiver from every participant.

Send packet or zip file to:

Bob Williams, Associate Dean of the Faculty

Trip leaders should:

  • Be able to access participants' itineraries and medical and emergency contact info (on personal info forms) during the trip in case you need this information in an emergency.  You can carry paper copies, save electronic copies on a device, or put these documents in cloud storage if you will have internet access.
  • Apply for a cash advance through Financial Services if you will pay expenses for the group during the trip.

For International Travel

Faculty who lead international trips -OR- students who travel abroad with Lawrence funding (Senior Experience or other grants) must follow the steps below.

12 weeks before departure
  • Check the State Department for travel warnings and the CDC and WHO for travel advisories. Lawrence does not sponsor travel to countries with travel warnings.
  • Check with the Dean of Students (Curt Lauderdale) to see if any student is not allowed to participate.
  • Complete the registration for academic travel.

Send registration to both:

Bob Williams, Associate Dean of the Faculty

Laura Zuege, Director of Off-Campus Programs

 

6 weeks before departure
  • Complete the CISI enrollment form for travel insurance ($41 per month). The latest possible enrollment is one month in advance.
  • Collect a waiver from every participant.

Send CISI form and waivers to:

Bob Williams, Associate Dean of the Faculty

 

2 weeks before departure
  • Prepare an itinerary and final roster of participants with trip leader contact info.
  • Collect a personal information form and scan of the passport photo page from each participant (including leaders).

Send packet or zip file:

Bob Williams, Associate Dean of the Faculty

Trip leaders should:

  • Be able to access participants' itineraries, medical and emergency contact info (on personal info forms), and passport scans during the trip in case you need this information in an emergency.  You can carry paper copies, save electronic copies on a device, or put these documents in cloud storage if you will have internet access.
  • Apply for a cash advance through Financial Services if you will pay expenses for the group during the trip.
  • Register on the State Department website by completing the Smart Traveler Enrollment Program (STEP) and encourage participants to do the same.  (This registry is for American citizens only; international students should register with their own embassies.)

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