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Viewing: International Group Travel Policy and Procedures

Current Status: Active PolicyStat ID: 2454080

International Group Travel Policy and Procedures

Definitions and Scope

CGU seeks to attract and maintain a world-class faculty and staff and to prepare students to assume leadership roles in the worldwide community. It recognizes that meeting these goals can be facilitated by domestic and international travel that is undertaken in a safe and financially responsible manner. This International Group Travel Policy applies to all non-domestic group travel in connection with CGU-sponsored activities. This policy does not apply to individual travel for study, teaching, research, or business purposes.

CGU-sponsored travel refers to programs and activities at international (i.e., non-domestic) destinations that are organized, funded or partially funded, hosted, actively managed, or supervised by CGU departments, faculty, institutes, offices, or official student organizations. It includes travel that takes place as part of group or class trips, required internships, study tours, off-campus courses and programs, field experience, academic and extracurricular events, and conferences. Any program or trip that involves granting CGU course or academic credit must comply with this policy. Course credit will not be issued for programs or trips that have not been approved through this policy. Student travel to conduct dissertation field research abroad in most circumstances would not be subject to this policy; this student would be engaged in individual travel and not participating in a group activity. Similarly, this policy would not ordinarily apply to travel by a faculty member to participate in an international conference or to conduct research during sabbatical leave, or to travel by a staff member on official CGU business.

Although conducted off campus, international travel programs covered by this policy must be undertaken in a manner that is consistent with other relevant CGU policies. For example, this policy complements the CGU Faculty Travel Policy that covers the use of institutional funds that support faculty travel and other faculty research and development expenditures. Organizers of international group travel programs should avoid potential conflicts of interest in planning and implementing trips. Furthermore, all participants in CGU-sanctioned international group travel programs (including guests/family members) are expected to behave in accordance with CGU’s Basic Code of Conduct, General Policies for Employees and Students of CGU, and other applicable CGU policies, procedures, rules and regulations (see the CGU Institutional Handbook)

Compliance with CGU policies is important for successful travel, CGU’s reputation and standing, and CGU’s willingness to support future international group travel. Violations of CGU policies during participation in international group travel programs and activities may subject participants or sponsoring units to disciplinary action. International group travel participants are responsible for their own behavior and any resulting consequences. CGU is not liable for any loss, damage, injury or other consequence resulting from a participant's failure to comply with CGU rules and regulations, the direction of CGU employees, or applicable law. In addition, participants should understand that off-campus activities and certain travel destinations may require a standard of decorum or behavior that differs from what is applicable on campus.

In most instances, CGU will not authorize travel to destinations for which the U.S. Department of State has issued an official Travel Warning or where there is reliable information about a significant safety risk. When proposing travel to such destinations, special consideration and precautions may need to be satisfied before travel is approved. Significant health risks, including emerging diseases and outbreaks, also should be avoided in planning travel. The Centers for Disease Control and Prevention and the World Health Organization maintain websites that provide information on health alerts and global health conditions. Participants in CGU international group travel programs are expected to register their travel with the U.S. Department of State (or with their home country embassy if an international faculty member or student).

Approval Process and Final Report

International group travel approval is a multi-step process that begins with a travel application completed by a designated sponsor/responsible party (e.g., CGU faculty member) several months before the proposed travel, and ends with a final report. (See also CGU International Group Travel Workflow Summary attached to this policy).

Step 1: The application for an international group travel program contains 1) a cover sheet that identifies the CGU organizer and contact information, 2) the dates, scope, and itinerary for the proposed group travel, 3) the group size and participant characteristics, 4) the learning outcomes or educational objectives of the travel activity and the data and methods of assessment, 5) a risk assessment and mitigation plan, and 6) an outline of expected costs and sources of funding for individual participants and the program as a whole. If available, work or service contracts should be included with this application. These materials should be submitted to the Academic Dean of the School in which the CGU organizer is located, or in the case of international group travel proposed by an institutionally recognized student organization, to the Dean of Students. The appropriate Dean will vet the application to insure that the proposed international group travel program is clearly described and has well-articulated learning objectives that are consistent with the mission of the School and CGU, has adequately addressed risk and emergency procedures, has a sound financial plan, and complies with CGU policies. In approving the application, the Dean agrees that his or her unit will coordinate the travel program (i.e., soliciting applications, collecting and organizing travel information and documentation from participants, etc.) and accept responsibility for financial oversight of the travel program.

Step 2: After approval by the Dean, the application and supporting materials are transmitted to the CGU Office of the Provost for final review and approval. Applications that do not have Dean approval will be returned without review. The Provost review is likely to include scrutiny and consultation regarding risk management and financial plans, and additional information and assurances may be solicited from the applicant or School Dean. When approved, the Provost will notify the Dean and designated campus sponsor/responsible party as well as relevant oversight and support services (e.g., financial, international travel insurance carrier). No international group travel should be undertaken or funds collected or expended for such travel until notification of Provost approval is received.

Step 3: No less than 14 days prior to the scheduled date of departure, updated and complete information on the group travel program must be submitted by the organizer(s) to the approving unit Dean (who will forward copies to the Provost’s Office). These updated materials should include final and complete itinerary information, including signed work and service contracts, as well as complete information on participants, including signed release and insurance information forms, emergency contact information, and copies of travel documents and passports. If applicable, updated learning objectives, risk assessment and mitigation plans, and financial analyses should be submitted. Failure to provide this information prior to departure will result in automatic rescission of the Provost’s approval. The travel program can still commence, but participants will not have access to insurance and other support-services provided by CGU nor will course credit (if applicable) be granted to participants.

Step 4: A Final Report must be submitted within 60 days of the completion of the international travel program. This Final Report should summarize the final number of participants, provide information on major accomplishments and learning objectives, review problems encountered and how they were handled, and note any follow up that may be required or advisable, with suggestions about who should handle this follow up. In addition, a summary financial statement should be included as part of this Final Report. As with the Application, the Final Report is submitted by the organizer to the School or unit Dean who signs off and forwards a copy to the Provost.

Forms (All forms are attached to this policy. Please download the forms to use the fillable fields.) 

  • International Group Travel Application Form (Step 1)
  • Signed work/service contracts and the following participant materials. Please note that only original signatures will be accepted (Step 2, due 14 days prior to departure date):
    • Release Form (signed)
    • Emergency Contacts and Medical Information
    • Travel Insurance Information (signed)
    • Photocopies of tickets, passports, visas, and other travel documents
  • Final Report Form due within 60 days of program completion (Step 4)

Note: The CUC maintains an insurance policy with AIG Travel that provides general travel assistance to all faculty staff, and students while traveling on behalf of the institution. Travel coverage also includes medical assistance, provisions for international security evacuation and incidental leisure travel up to 15 days before or after the scheduled travel. Additional security evacuation/travel tracking services are provided by Red24 through a CUC policy.  Red24 provides travel tracking and up-to-date security information and alerts. If a security evacuation were to be required, Red24 is the preferred vendor that AIG uses, although it is possible that the evacuation would be handled by another vendor. Should leisure travel exceed the covered 15 day window, CGU strongly advises international group travel participants to enroll for iNext International Supplemental Travel and Health Coverage.  This additional coverage may be required for participation in some programs. 

 

Attachments:

Approval Signatures

Approver Date
Jacob Adams: Executive Vice President and Provost [CS] 05/2016
Older Version Approval Signatures
Approver Date
Jacob Adams: Executive Vice President and Provost [CS] 05/2016
Older Version Approval Signatures
Jacob Adams: Executive Vice President and Provost [CS] 04/2016
Jacob Adams: Executive Vice President and Provost [CS] 04/2015
Carol Suter 04/2015
Kathleen Fariss: Director of Events and Stewardship 04/2015