Student International Travel Process, Timeline, & Forms

This page contains information on the process, timeline, and forms involved in proposing and registering student international travel that is not part of a formal study abroad program. Processes vary depending upon whether students are traveling with a Lawrence faculty or staff member or on their own.

Important notes:

  • Failure to meet deadlines below can result in trip cancellation or loss of funding.
  • Be aware of Lawrence's policy on Student Travel to Countries or Areas with Heightened Risk. Travel to a country or area with a U.S. State Department level 4 travel advisory is not permitted. An exemption is required for travel to a location with a level 3 travel advisory.
  • Most information needed pre-departure will be submitted or uploaded in the Off-Campus Programs online information system.  Materials to be submitted by email to the Off-Campus Programs office should be emailed to OffCampusPrograms@lawrence.edu

 

Student International Travel with Faculty/Staff

This category pertains to any student international travel with a Lawrence faculty or staff member, whether as part of a course or for some other purpose (such as research, conference attendance, voluntary work, or athletics). Travel leaders should begin this process at least six months before the intended date of departure.

At least 6 months before departure

Submit travel proposal. Travel leader submits Proposal for University-Sponsored International Travel by Students to the Associate Dean of the Faculty for approval. The Associate Dean notifies Off-Campus Programs and the Dean of Students of the proposed travel. Note: New courses involving international travel require Associate Dean approval for travel before the course is approved by the Instruction Committee and Faculty. Existing courses involving international travel require Associate Dean approval for travel before the course is scheduled.

After submitting proposal to Associate Dean of Faculty

Leader meet with Off-Campus Programs. Faculty/staff travel leaders meet with the Director of Off-Campus Programs for a briefing on trip planning and travel requirements. This meeting is required before Associate Dean approves travel proposal.

After receiving Associate Dean of Faculty approval for travel

Solicit student applications or conduct selection process. Courses with international travel require instructor approval to register. Travel leaders may wish to hold information sessions or use an application process to collect names of potential participants. Students must meet the eligibility criteria for off-campus study to participate. The Off-Campus Programs office will work with group leaders to monitor student eligibility until departure.

Send roster of potential participants for review. Travel leader emails tentative roster of potential student participants to Off-Campus Programs office. The Dean of Students reviews initial roster in consultation with the Center for Academic Success and the Title IX Coordinator and notifies travel leader if any student is ineligible to participate.  The list of potential participants is also shared with Wellness Services.  No students should be accepted to participate until after this roster review is complete.  Allow approximately two weeks to hear back from the Dean of Students with this roster check. 

After receiving applicant feedback from Dean of Students

Notify potential participants. Travel leader notifies students of the status of their application as well as next steps to confirm participation (paying deposit, registering for course, etc.). For international travel as part of a course, students must be notified of their acceptance before the start of the term in which they need to register.  Instructors enter approval to register or direct ineligible students to select a different course.

Due 6 weeks before departure at latest

Participants submit pre-departure travel registration information. The Off-Campus Programs office will assign forms to individual participants in Off-Campus Programs office's online system.  The travel leader will be updated on status of materials not submitted.  Required materials submitted online include:

  • Personal Information Form
  • Medical Self-Assessment - including information about medical and evacuation insurance.  Information about the insurance coverage is available here.
  • Participant Requirements and Information Agreement
  • Assumption of Risk and Release of Liability
  • Scan of passport photo and signature page

1 month before departure at latest

Final international travel form. Travel leader or administrative assistant submits final trip form to Off-Campus Programs office.

  • Final International Travel Form in the Off-Campus Programs online system includes itinerary, final roster of participants, and trip leader contact information
2 weeks before travel

Travel leader will receive reports containing emergency contact information and medical self-assessment for all participants. Travel leader should carry copies (electronic or print) for emergency contact and medical information in a secure means.

After all forms are submitted

Receive emergency contact information. Off-Campus Programs office sends Emergency Contact message to all travelers.

Receive email from CISI insurance detailing how to access insurance card and coverage information.  Participants will receive an email from the Off-Campus Programs office notifying them when to watch for the email from CISI.  Participants must log in to CISI system to print insurance ID card and access the various benefits of their coverage.  Information about the mandatory medical and evacuation coverage is available here.

Before departure

Register with STEP. Travel leader registers travel with US State Department Smart Traveler Enrollment Program (STEP) and provides information for all U.S. citizen participants (including faculty/staff). Participants who are not U.S. citizens should be advised that they have not been registered with this travel registration system and should be encouraged to register their travel with the embassy or consulate services for their citizenship.

 

Student International Travel without Faculty/Staff

This category pertains to any student international travel without an accompanying faculty or staff member when the travel is supported by Lawrence funding or facilitated by a Lawrence organization or relationship. Students should begin this process at least three months before the intended date of departure and should work closely with the faculty or staff member who oversees the LU funding or advises the organization or relationship enabling this travel (referred to here as the 'fund administrator'). The fund administrator should not approve funding disbursement until travel registration forms are submitted and complete.

At least 3 months before departure

Review student applications. Fund administrator selects students or tentatively approves applications according to their process.

Check for travel advisories. Fund administrator checks the U.S. State Department travel advisories for proposed travel. Travel to a country or area with a level 4 travel advisory is not permitted. An exemption is required for travel to a country or area with a level 3 travel advisory; see Travel to Countries & Areas with Heightened Risk. Fund administrator should also check CDC and WHO for travel advisories and whether IRB approval is necessary.

When funding is approved (at least 2 months before departure)

Notify Off-Campus Programs. Fund administrator notifies Off-Campus Programs office when they approve or tentatively approve funding for student international travel. Notification should include student name, destination country, approximate travel dates, funding source, and amount of funding. Off-Campus Programs office will share this information with the Dean of Students and Financial Aid office. 

6 weeks before departure at latest

Participants submit pre-departure travel registration information. The Off-Campus Programs office will assign forms to students being supported by Lawrence for international travel in the Off-Campus Programs office's online system.  Fund administrators will be updated on status of materials not submitted.  The fund administrator cannot approve student use of Lawrence funding for international travel (including booking flights) until all travel registration information is submitted and complete.

Required forms:

  • Proposal for University-Sponsored International Travel by Students - including information about trip planning and ways of mitigating risk
  • Personal Information Form
  • Medical Self-Assessment - including information about medical and evacuation insurance.  Information about the insurance coverage is available here.
  • Participant Requirements and Information Agreement
  • Assumption of Risk and Release of Liability
  • Scan of passport photo and signature page
1 month before departure at latest

Submit final international travel form. Student travelers submit final trip form in Off-Campus Programs online system

  • Final International Travel Form in online system includes itinerary and travelers' trip contact information
After all forms are submitted

Receive emergency contact information. Off-Campus Programs office sends Emergency Contact message to all travelers.

Receive email from CISI insurance detailing how to access insurance card and coverage information.  Participants will receive an email from the Off-Campus Programs office notifying them when to watch for the email from CISI.  Participants must log in to CISI system to print insurance ID card and access the various benefits of their coverage.  Information about the mandatory medical and evacuation coverage is available here.

Before departure

Register with STEP. Individual traveler registers travel with US State Department Smart Traveler Enrollment Program (STEP) if U.S. citizen. Travelers who are not U.S. citizens are encouraged to register their international travel with the embassy or consulate services for their citizenship.

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