The following is a list of guidelines for how travel should be registered either through Study Abroad or International Travel.
Definitions and Information
- Definition: Departmentally managed programs are those that are run by the department and not managed centrally though the University’s Study Abroad office. Although Study Abroad does not manage these programs, that office is responsible for tracking participation and providing GeoBlue travel insurance. UA International Travel provides health, safety and security support.
- Examples: Faculty-led (group), third-party, dual degree, field trips (required as part of a course)
- Requirements: These trips or programs either offer their own credit or are a required part of a credit-bearing course and must include an overnight stay to qualify. If your trip or program does not meet these criteria please view “Day Trips, Non-Credit Bearing, Non-Mandatory Course Trips, Clinical Rotations” below.
- Procedure:
- Departments must notify Study Abroad via email that they intend to organize a program or send students to an established program, a minimum of 60 days prior to the departure date.
- The organizing individual, sponsor, or trip lead must complete a Program Lead form, Repeat Program Lead form, or Program Sponsor form before the students can apply.
- If the program has already run within a year-and-a-half of the current date, the faculty or staff leading the group can complete a much shorter Repeat Program Lead form instead of the Program Lead form.
- All staff or faculty members accompanying the students abroad must also register their travel via the International Travel Registry, 30 days prior to the departure date.
- Study Abroad creates an application for the students to register their participation.
- Study Abroad provides the link to the application to the department or trip lead.
- Students are expected to register their participation 30 days prior to departure. Only students who have completed this step will be registered for GeoBlue, so it is critical that the department or trip lead ensure that all participating students complete this step.
- Information: Study Abroad enrolls students in GeoBlue Insurance and provides health and safety oversight in collaboration with International Travel.
- Cost:
- Study Abroad and International Travel provide the services listed above at a cost of $3 a day billed either to the department or the student’s Bursar’s account.
- Application fee of $50 billed to the student’s Bursar’s account
- Cost:
- Definition: Independent Global Experiences are UA credit-bearing trips, programs, or experiences that individual students find independently of UA Study Abroad’s offerings. These are not group experiences.
- Examples: Research, independent study, field school, internship, Flinn Scholar travel
- Requirements: The IGE (or Flinn if you are a Flinn scholar) application is required when you are receiving UA credit for your experience abroad. If you are traveling abroad as a student, but not receiving credit, please see the “Day Trips, Non-Credit Bearing, Non-Mandatory Course Trips, Clinical Rotations” section below.
- Procedure:
- Students must complete an Independent Global Experience or Flinn application a minimum of 30 days prior to the departure date.
- International Travel reviews your application and may reach out to inquire about trip details.
- Once the review is complete, International Travel changes the status of the application indicating whether the trip has been approved.
- Information: Study Abroad enrolls students in GeoBlue Insurance and provides health and safety oversight in collaboration with International Travel.
- Cost:
- Study Abroad and International Travel provide the services listed above at a cost of $3 a day, billed to either the department or student’s Bursar’s account
- Application fee of $50 billed to the student’s Bursar’s account
- Cost:
- Definition: Non-credit bearing travel includes research opportunities, programs, and trips that do not offer credit or that offer credit but do not include an overnight stay. Clinical rotations and course field trips that offer credit but are not mandatory and offer alternatives to the trip for credit also fall under this category.
- Requirements: Trips must fit one of the following criteria:
- Not for credit
- For credit with no overnight stay (day trip)
- Travel where students are not enrolled in a course for the duration of the trip
- A non-credit clinical rotation
- If your travel does not meet these criteria please view information on Departmentally Managed Program and Independent Global Experiences above.
- Procedure:
- Travel must be registered in the International Travel Registry 30 days prior to the departure date.
- International Travel reviews all travel.
- International Travel may reach out to the traveler for additional information.
- Travelers receive confirmation of their review status via automatic emails sent by the registry.
- Requirements: Trips must fit one of the following criteria:
- Services: Travelers are automatically covered under the State’s blanket insurance policy. International Travel provides health, safety, and security oversight.