Student International Travel Process, Timeline, & Forms

This page contains information on the process, timeline, and forms involved in proposing and registering student international travel.  Processes vary depending upon whether the international travel involves a Lawrence faculty or staff member accompanying travel.  Students participating in a formal study abroad program overseen by the Off-Campus Programs office do not propose or register travel following the process outlined on this page. 

Important notes:

 

Faculty/Staff-Led International Travel with Students

This category pertains to any international travel of a student with a Lawrence faculty or staff member.  This includes international travel which is part of a course but also applies to travel for non-academic purposes accompanied by one or more Lawrence faculty or staff members (such as research, conference attendance, voluntary work, and athletics).  Travel leaders should begin this process at least six months before intended international travel.

Ideally at least 6 months before travel

Travel Proposal. Travel leader proposes travel to Associate Dean of Faculty to travel with students internationally. Complete Proposal for University-Sponsored International Travel by Students form as part of application to Associate Dean of Faculty (replacing 'registration for academic travel' form previously used).  Associate Dean notifies Off-Campus Programs office and Dean of Students of proposal.  New courses involving international travel with students require Associate Dean approval for travel before the course is approved by the Instruction Committee. Existing courses involving international travel require Associate Dean approval for travel before the course is scheduled.
 

After submitting proposal to Associate Dean of Faculty

Meeting. Faculty/staff travel leaders meet with Off-Campus Programs office for briefing and information.  This meeting is required before Associate Dean approves proposal.
 

After receiving Associate Dean of Faculty approval

Solicit applications or conduct student selection process

Roster review. Send a tentative roster including all applicants or potential student participants to the Off-Campus Programs office.  The Dean of Students will review roster of potential participants and notify travel leader if any student on roster is not eligible to participate.  Allow at least 1 week to hear back with Dean of Students roster check.
 

After receiving applicant feedback from Dean of Students

Confirmation. Travel leader notifies students of the status of their application as well as their next steps (deposit, additional information needed, etc.) to confirm their participation.
 

6 weeks before departure at latest

Participant international travel registration forms collected. Travel leader collects participant international travel registration forms and submits electronically as a group to Off-Campus Programs office.  Travel leader may want to consult with their building's administrative assistant in planning for collecting these materials from all participants.  Materials needed:

1 month before departure at latest

Final international travel form. Travel leader submits final trip form electronically to Off-Campus Programs office. Travel leader may want to consult with their building's administrative assistant in planning for collecting these materials from all participants.

Once all forms submitted

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

Before departure

STEP registration. Group leader registers travel with US State Department Smart Traveler Enrollment Program (STEP) and includes information for all US citizen participants (including faculty/staff accompanying travel).  Participants who are not US citizens should be advised that they have not been registered with this travel registration system and should be encouraged to register their international travel with Embassy or Consulate services of their citizenship. 
 

 

LU-Supported Student International Travel

This category pertains to student international travel supported by Lawrence (with Lawrence funding support or facilitated by Lawrence institutional organizations or relationships) which is not accompanied by a Lawrence faculty or staff member. Students should begin this process at least 3 months before intended international travel. Students work closely with the faculty or staff person who oversees LU funding support or advises the organization or relationship enabling this travel.  This faculty or staff person is referred to as the 'fund administrator' below.

Ideally at least 3 months before travel

Solicit student applications. Fund administrator solicits student applications or selection according to their processes

Travel warning check. Fund administrator checks US State Department for Travel Warnings and CDC and WHO for travel advisories, need for IRB (if applicable) before approval
 

As soon as fund administrator approves funding & at least 2 months before departure

Funding approved. 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 with Dean of Students and Financial Aid office.
 

6 weeks before departure at latest

Participant international travel registration forms collected. Fund administrator collects participant international travel registration forms and submits electronically as a group to Off-Campus Programs office.  Fund administrator cannot approve funding disbursement until all participant registration forms are completed and submitted.

Materials needed:

1 month before departure at latest

Final international travel form. Individual traveler submits final trip form to fund administrator who sends electronically to Off-Campus Programs office.

Once all forms submitted

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

Before departure

STEP registration. Individual traveler registers travel with US State Department Smart Traveler Enrollment Program (STEP) if US citizen. Participants who are not US citizens are encouraged to register their international travel with the Embassy or Consulate services of their citizenship.

 

Facebook Twitter Instagram YouTube