Independent Graduate Student Travel

USF places the highest importance on the health, safety, and security of our students when participating in any university-sponsored travel.  Doctoral and Graduate students traveling within the U.S. or abroad to conduct degree-related fieldwork, research, or internships during Intersession 2026 or Summer 2026 are required to submit a travel proposal and obtain approval before departure.   Undergraduate students receiving university travel funds are also required to submit a travel proposal.  

Students are advised not to book airfare as submitting a travel proposal does not guarantee approval.  The travel proposals are due Oct 1 for Intersession travel and April 1 for Summer travel. For travel outside these terms, the travel proposals must be submitted a minimum of 8 weeks prior to the intended date of departure.  The process for submitting is as follows: 

Travel Proposal

1.  Research/Internship proposal: 1-2 page description of the intended project being carried out in the host destination and city.   Learn About Your Destination (Entry/Exit Requirements, including travel advisory, safety, and security information).

2.  Faculty Advisor Letter of Support

a.     This should be a letter from the student's advisor and can include contacts the advisor has in the region. It should also support why the research or internship has to be done in the proposed country.  See FAQ below for further guidance.    

3.  Host Location Emergency Response Plan and medical contingency plan:  Obtain this information from internship site or if independent research student must develop detailed contingency plans to address steps to take in case of medical emergency or security incidents such as political unrest or in the event of a natural disaster.    

4.  Schedule of daily activities or itinerary and dates of travel

5.  List of known and possible activities 

Please refer to the FAQ* for further information and guidance in preparing the travel proposals.  Travel proposals should be collected and reviewed by the student's respective program office by October 1 for Intersession/Winter 2026 and April 1 for Summer 2026 travel.  For travel outside these terms, the travel proposals must be submitted a minimum of 8 weeks before the intended date of departure.  

Upon approval 

1. Only after receiving official approval, complete mandatory UNDERGRADUATE/GRADUATE STUDENT TRAVEL REGISTRY.   Your myUSF credentials are required to log-in.    This must be completed two weeks before departure.  

Last Updated February 19, 2025