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Proposal Creation

International Travel Processes for Faculty, Staff and Student Organizations Proposing or Creating an New International Travel Experience

 
This process is for USF faculty, staff and student organizations planning to create or proposal a new international experience.  These experiences may include a new faculty led program, a service learning experience, a group of students traveling to a conference, or any other travel were more than one student is traveling together on the same itinerary.  Student travel is any undergraduate or graduate student or University recognized student group, and the associated University and University Direct Support Organization ("DSO") employees and appointed volunteers engaged in any international travel conducted as part of a USF program requirement, elective, research project, service learning or any international activity tied to an individual’s status as an active USF student, regardless of the source of funding for the travel.

1. Contact the Education Abroad Office and speak to one of the following:
  • Rene Sanchez for Faculty-led international experiences
  • Preston Drane for student organizations and non-credit faculty or staff led travel with students
  • Wendy Baker for Faculty-led international experiences for the USFSP campus 

2. Carefully review the directions for creating a proposal:
3. Meet with and obtain support for the proposed international travel.
  • Seek approval from the college/department leadership for faculty and staff proposals as necessary
  • Seek approval by the student organization’s USF Faculty Advisor(s) and discuss travel plans with your international programs office.

4. If the USF sponsored international experience is traveling to a High-Risk Destination, typically under a United States Department of State Travel Warning, you will be requested to Petition the Global Risk Assessment Committee for approval to go there.  Once you are approved, you will also sign a High Risk Waiver Travel Release (Example).
  1. High-risk destinations require a thorough review and approval by USF World Global Risk Assessment Committee. Check the travel risk status of your intended destination and learn more here.
  2. Please allow 8 weeks before departure to complete this step, if necessary.

5. Complete the program proposal as appropriate for the type of international experience you are planning. Allow 6-8 weeks from planned departure.
Primary Information needed for the program Proposal Include
1. Trip Itinerary
a. The locations by city and the dates at each city
2. Emergency Contact Person Abroad
a. This person is often the host or host’s representative living in the destination country
b. Name, Relationship, Phone Number, Street Address, Email Address
3. Emergency Contact Person in the US
a. This person is often an immediate family member living in the U.S.
b. Name, Relationship, Phone Number, Street Address, Email Address              
4. Passport Information
a. Electronic image
b. Number, Issue Date, Expiration Date, Country of Issue, Citizenship
5. Program Information
a. This is general information about the program and activities planned.
b. Purpose, planned activities, anticipated beginning and ending dates and at what locations, # of participants, USF sponsoring department/unit
6. High Risk Travel Request (As needed)
a.This is only used for countries under a U.S. Travel Warning
b. Name and contact information of Dean of College or Representative
7. Safety Information
a.Much of this information can be gathered and completed on your behalf by the International Risk and Security Team
b. Information about the risks as described in the U.S. Department of State Country Information Sheet (and Travel Warning if Applicable)
c. Guidelines put in place to minimize risks to participants
d. Transportation details (public, rented, hired, other)
e. Program leader experience in the location
f. Local addresses for lodging and/or program activities
g. Embassy, Hospital and other emergency contact phone numbers
8. Flight Information

Other Activities Prior to Departure
9. Department/College Approval Form - Print, complete and have signed (Additional Faculty/Staff will not have to complete this form)
10. Participate in a Program Leader & Assistant Orientation (Once every 2 years)
11. Participate in the Clery Act and Title IX CSA-RE Orientation (Enroll in GEMs Self-Service)        


6. The proposed review process will require both an International Risk and Security Officer Review and the approval from the Education Abroad Office.
  • Once the proposal is completed, reviewed and approved by the Education Abroad Office, the proposal initiator will receive a unique program registration link. This unique program link needs to be provided to all student participants of the trip to access the program application and register for travel. 

7. Travel registration and pre-departure orientation requirements for all student participants:
  • All student participants will be required to complete online travel registration and will be enrolled in the university’s required International Health & Evacuation Insurance via the unique program link provided by faculty advisor/group leader.
    • All student participants will be required to complete the mandatory, online USF Student General Pre-departure orientation course via CANVAS.
      • Students will receive email invitation to join the online CANVAS course within 3-7 days of being accepted or committing to their international experience. 

8. Travel registration and pre-departure orientation requirements for USF faculty, staff, student program leaders and all others accompanying the student participants
  • All additional accompanying individuals, other than student participants, will be required to complete online travel registration and will automatically be enrolled in the university’s required International Health & Evacuation Insurance via the unique program link provided by faculty advisor/group leader. Additional Faculty/Staff/GA Application
  • All additional accompanying individuals, other than student participants, complete the USF System Clery Act and Title IX Training (CSE-RE Orientation) - required annually for student program leaders and assistants for any Education Abroad program as dictated by USF Policy, Florida Law and Federal Law.
    • To register - Log onto GEMS. At the main menu select Self Service> Learning and Development> Request Training Enrollment. Search by Course Name: CSA-RE Orientation and View Available Sessions.
  • All additional accompanying individuals, other than student participants are also required to attend the USF Education Abroad Program Leader and Support Individual Orientation (required bi-annually)

9. Consider purchasing additional travel insurance
  • USF automatically enrolls you in USF’s required International Health and Evacuation Insurance however it is only valid for the beginning and ending dates of the program. The insurance does not provide coverage outside of the dates of program. If you plan to travel independently, either in advance of the program or after the program ends, you should plan to obtain insurance coverage valid outside the U.S. and understand that you travel at your own risk. Learn more here.
  • Further, the required International Health and Evacuation Insurance does not include trip cancellation coverage or travel insurance (theft, costs due to delays in travel time, etc.), or pre-existing conditions. If you are concerned about additional coverage, you are advised to seek additional travel insurance through your own carrier. Learn more here. 

10. Health Preparations
11. Always carry the USF 24/7 Emergency Phone Number +001 813-317-5815 with you when traveling abroad.
  • An Emergency Card will be provided to you for group experiences. 
  • Note the emergency phone number as well as those of your in-country and home emergency contacts in your cell phone which you will have in use while abroad 


USF Education Abroad Office Contact Information:


For general questions about study aboard programs:
USF Education Abroad Gateway Office
Marshall Student Center #3301
Phone: (813) 974-5474
Gateway Office Hours:
Mon, Weds, Thurs, Fri 9:00am-6:00pm
Tuesday 11:00am-6:00pm
 
For scheduled appointments on specific programs:
USF Education Abroad Main Office 
USF World
University of South Florida
4202 East Fowler Ave. CGS101
Tampa, FL 33620-5550
Phone: Front Desk (813) 974-4314 (from 8:00am - 5:00pm)
Fax: (813) 974-4613
Main Office Hours: Mon-Fri 8:00am-5:00pm