Group Travel Processs

Definition 

What is group travel for international travel purposes?

• Group travel is travel wherein there is a designated trip lead (or multiple trip leads) and other university travelers are participating in the travel organized by the lead(s) AND
• Wherein the lead traveler is responsible for the group, organizing the trip, and travel arrangements

What isn’t group travel?

• Study Abroad programs managed by the Study Abroad office
• Travel wherein colleagues or students are travelling to the same location for the same reason independently without a group lead
• Trips wherein the participants are not university faculty, staff, students, or qualified DCCs

Process

1. Do not initiate a registration via the registry.
2. Instead submit this form and International Travel will initiate the registration on your behalf and create the registrations for all participants.
   1. [This process can be completed by a department administrator]
   2. [Participant registrations are significantly reduced]
   3. Needed information to initiate registrations
      1. All participant First and Last Names
      2. All participant emails
      3. Identify travel role for each participant (either Student or Faculty/Staff)
         1. [It is recommended to provide students first and staff at the bottom of the list.]
3. You will receive a notification from they system indicating that your trip has been created. International Travel will also send an email notification.
4. You as the lead traveler will need to provide trip details outlined here.
   1. [Participant requirements are also available via the same link.]
5. Participants must log into the system and complete the reduced requirements before the lead traveler's registration can be fully submitted.
   1. [Lead travelers must monitor participant submissions via their own registration under the "Group Travelers" tab.]
      1. [If travelers appoint the admin as delegates, the delegate can also complete this part of the process]