Faculty- or Staff-led Trips Abroad (Including international travel accompanied by LU faculty, staff, or coaches)

Planning:

  • Complete the Registration for Student International Travel (Word) and submit it to the Associate Dean of the Faculty by the end of Spring Term for travel in the following academic year. The Associate Dean will then send you packets with forms for the students to complete.
  • Before finalizing the roster of students for your trip, send a list of applicants/enrolled students to Dean Truesdell. She will notify you if there are students who will not be permitted to participate.

Pre-departure checklist:

Once you have a complete list of students who will be participating in your trip, you will need to collect information from the students and pass it on to the appropriate office on campus.

  • Hand out the packets with waivers and personal information forms to students. Tell the students to put the completed forms in the envelope and seal it before turning it in.
  • Collect completed waivers and personal information forms from students in sealed envelopes and submit them to the Associate Dean.
  • Complete the CISI enrollment form (Excel)  and submit it to Off-Campus Programs. Include faculty information on this form and provide a grant or departmental account number to cover the cost of coverage for faculty. The form is due at least one month before departure. Please email ONE completed form for the entire group.
  • Prepare a final roster and itinerary (Word) and give copies to Dean Truesdell and Provost Burrows. Include contact information for the group leader.
  • Check the State Department website for Travel Warnings, and the CDC and WHO websites for Travel Advisories to any countries you plan to travel to. Lawrence does not support students participating in off-campus study programs or travel in countries with these levels of caution.
  • Register on the State Department website by completing the Smart Traveler Enrollment Program (STEP) for your group. [Note: This registry is for American citizens only. Have international students register with their own embassies.]
  • Apply for a cash advance through the Associate Dean’s office if you will be paying for housing, meals, etc. for students.

 

Faculty or Staff Overseeing Lawrence funds or sponsorship for students traveling internationally:

(examples: Wriston Scholarship, West scholarship, Senior Experience funding, Pieper funding, conference attendance with faculty member, student extracurricular organization, Summer Volunteer Opportunity Grant, internships for credit, Barr-Rudin funding from the Foreign Language Coalition, etc.)

Once you have registered the list of student(s) who will be using funding you oversee for international travel, the Associate Dean will send you packets with forms for the students to complete. You will need to collect this information from the student(s) and pass it on to the appropriate office on campus.
Hand out packets containing waivers and personal information forms to students. Tell the students to put the completed forms in the envelope and seal it before turning it in.

  • Collect completed forms in sealed envelopes and submit them to the Associate Dean.
  • Complete the CISI enrollment form (Excel)  and submit it to Off-Campus Programs. The form is due at least one month before departure. Please submit ONE completed form for all students you are funding or sponsoring.
  • Collect an itinerary and contact information for each student and provide this to Dean Truesdell and Provost Burrows. You may want to keep a copy of this for your reference.
  • Check the State Department website for Travel Warnings, and the CDC and WHO websites for Travel Advisories to any countries to which the student plans to travel. Lawrence does not support students participating on off-campus study programs or international travel in countries with these levels of caution.
  • Have the student(s) register their travel plans on the State Department website by completing the Smart Traveler Enrollment Program (STEP). [Note: This registry is for American citizens only. Have international students register with their own embassies.]

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