Faculty-led Group Trips

1.  Procedure Overview

2. General Group Trip Documents

3. Employee forms

4. Student forms

5. Community Member forms

6. Insurance

 

 Procedure Overview

Do not purchase airfare or make lodging arrangements until the group leader has received authorization from the International Center. Authorization may be obtained by submitting the forms listed below.

Please submit all international travel forms at least 20 working days before the travel start date. Once this information has been received and processed, the faculty/staff lead will receive a pre-approval email, and at that time the group may purchase air and reserve lodging. Please send your flight and lodging information to fasit@louisville.edu.

Countries that are on the U.S. Department of State Travel Advisory List (levels 2-3), the CDC Travel Notice Level 2 list , or the U.S. Department of the Treasury Sanctions list require additional forms and/or procedures. Please if you are leading a trip to a country on one of these lists, and submit all forms 35 days before the travel start date. Students are prohibited from traveling to countries ranked as Level 4 "do not travel" by the Department of State or Level 3 "avoid nonessential travel" by the CDC. See the Travel Warning Policy for more details.

If you have questions please send an email to fasit@louisville.edu as this is the quickest way to receive a response.

Please see the  checklist to ensure that everything is submitted correctly.

General group trip documents:

  1. Coversheet: Faculty lead or department contact completes by filling out all travelers' names and emailing to fasit@louisville.edu
  2. CISI insurance spreadsheet: Faculty lead or department contact completes by filling out all columns and emailing to Melissa Lee. This step is only to be completed after receiving pre-approval and when insurance cost is included in the program fee. This insurance is payable by JV. For more information about CISI, go to our insurance page.
  3. Personal Emergency Action Plan (PEAP): For group trips, the faculty/staff lead should submit one master copy of the PEAP form to the International Center, and by doing so they are stating that they have discussed the information contained within the document with their students. Each student traveling will need a PEAP with them. 

Faculty/ staff/ EAM/ forms:

1.The faculty/staff lead is responsible for ensuring all items in the general group trip documents section above are completed.

2. Request for Out of Country Travel

  • Be sure to answer “How will your University responsibilities be covered during your absence?” include name of person covering.
  • List all funding sources and obtain approval of accounts.
  • Obtain signatures – yours, department head or supervisor, and dean

3. Emergency Information Sheet, and read the bulletin "Tips for Travelers and Students Studying Abroad."

4. Export Control

Student forms:

  1. Release and Assumption of Risk
  2. Student Conduct
  3. Demographic Information
  4. A copy of signed passport (photo and signature page). Here is an example of an acceptable passport copy.
  5. If the group is traveling to a location on any of the three government lists mentioned in the procedure overview, additional forms and/or procedures will be required.  with questions.

Community Members

Community members are indirectly affiliated with the University of Louisville by participating on a university sanctioned trip. In case of an emergency, we will need the following documents on file.

  1. Release and Assumption of Risk
  2. Emergency Information Sheet
  3. If the group is traveling to a location on any of the three government lists mentioned in the procedure overview, additional forms and/or procedures will be required.  with questions.

Insurance

All members of a group trip are required to purchase CISI travel insurance. Instructions on how to pay for the insurance when it is included in the program fee are above in the General Group Trip Documents. Please see the Travel Insurance page for policy and additional payment information.