School of Medicine
1. General Procedure for all International Travelers
2. Individual Undergraduate Medical Students
3. Undergraduate Medical Student Group Trips
5. Faculty, Staff, Residents, and Fellows
6. International Travel Insurance
General Procedure for all International Travelers
Faculty, staff, students, fellows, and residents are required to file appropriate paperwork when traveling to international destinations as part of their affiliation with the University.
No approval =
- NO CREDIT
- NO MALPRACTICE INSURANCE
- NO STUDENT HEALTH INSURANCE
- NO UNIVERSITY FUNDING
Please note that destinations on the US Department of State’s Travel Advisory list (Levels 2+), the CDC’s Level 2 or 3 alert list, and the Department of the Treasury’s Sanctions list will require additional permissions and paperwork. Please contact us if you are planning to travel to a country on any of these lists.
Individual Undergraduate Medical Students
GENERAL INFORMATION
Forms and procedures are also found on the Global Education Office site.
Student international travel options include:
- Presenting or attending a conference
- Independent research or studying at an international institution
- Working with an NGO abroad
- Traveling on a UofL sanctioned service trip
Please submit the below documentation to Dr. Bethany Hodge at least 30 working days before the start of your travel. Dr. Hodge will sign once as both supervisor and Dean Designee, and forms will then be routed to the International Center for pre-approval.
FORMS
Please note that destinations on the US Department of State’s Travel Advisory list (Levels 2+), the CDC’s Level 2 or 3 alert list, and the Department of the Treasury’s Sanctions list will require additional permissions and paperwork.
- Off Campus Clinical Course form (stays on HSC) (PDF)
Please also carefully read the new requirement for service learning courses memo from Monica Ann Shaw, MD, FACP.
FULL APPROVAL
Once you complete everything in the Travel Registry, you will receive approval for your trip. For details on how to enter your trip in the Travel Registry, click here.
Undergraduate Medical Student Group trips
These are trips on which a University of Louisville SOM faculty member travels with a group of students. (Traditionally: Ecuador, Tanzania, Brazil). Students would complete the same forms and follow the same procedures listed above in the “individual undergraduate medical students” section.
However, both the faculty and student lead need to be aware of the following additional guidelines:
- Coversheet (XLSX)must be included for all group trips. Faculty or student lead fill in the names in the appropriate section, and email it to fasit@louisville.edu . The international Center takes care of the rest.
- The full Provost approval email is sent to the faculty lead. The student lead and Dr. Hodge will be copied on the email. This email is sent once full details have been received from all participants.
- Guests on UofL sanctioned trips must also receive approval. Details are found on the group trip page here.
Graduate Medical Students
Complete the individual student forms and follow the procedure outlined on the Provost travel page. (Your department contact should be helping you).
Faculty, Staff, Residents, and Fellows
All faculty, staff, gratis faculty, and residents and fellows traveling internationally are required to file international travel forms before departure. Please visit the Provost Travel page for all required forms.
Insurance
As of January 1, 2025, the University of Louisville has a new blanket insurance policy provided by Zurich American Insurance Company. This new policy is designed to streamline coverage for all eligible members of our campus community and eliminate the need for individual registration to obtain insurance coverage.
What This Means for You:
- Automatic Coverage: Starting January 1, 2025, you will be automatically covered under the Zurich policy and receive your ID card when you receive Provost Office approval.
- No Uploading Proof of Insurance to Travel Registry. Again, your coverage is automatic upon receiving Provost Office approval.
Benefits of the New Policy:
- Simplified process for accessing insurance coverage.
- Comprehensive protection provided by Zurich, a global leader in insurance services.
We are confident that this change will provide UofL travelers with the same level of coverage and enhanced levels of convenience. If you have any questions or need further clarification, please contact me at melissa.moore@louisville.edu.
If you traveled abroad before January 1, 2025, and need to file a claim with CISI (Cultural Insurance Services International), please use the following link to access the claim form: https://www.culturalinsurance.com/pdf/claim_form.pdf?v3.