Faculty Pre-Departure International Travel

In addition to planning for academic content, program leaders are expected to devote considerable time coordinating all aspects of the off-campus program. This includes budgetary approval and planning all aspects of logistics (travel, lodging, meals, activities), recruiting participants, providing pre-departure orientations, making personal travel preparations, monitoring student preparations, and constantly communicating with various stakeholders.

Pre-Trip and On-Arrival Program Leader Responsibilities or Action Items

• Schedule a safety orientation with Shawn Dillard (sdillard1@usfca.edu) to discuss program expectations including health and safety concerns (3-4 months prior to departure)

• Conduct pre-departure orientation for students to discuss program expectations, learning outcomes, pre-trip travel preparations, student conduct and pre-departure compliance requirements (2-3 months prior to departure)

• Submit a detailed itinerary of activities (for risk assessment and mitigation) to Anastasia Vrachnos (avrachnos@usfca.edu) and Shawn Dillard (sdillard1@usfca.edu)

• Submit Emergency Response Plan - ERP

• Submit Emergency Communication Plan - ECP

• Online Participant Information (emergency contacts) 

• Submit copy of flight itinerary 

• Submit copy of passport information page

Upon Arrival and During Program

• Inform university of your group's safe arrival (email avrachnos@usfca.edu and/or sdillard1@usfca.edu)

• Conduct your onsite orientation to remind and reinforce program expectations, student conduct, program rules including rehearse an emergency scenario (where to meet and who to call)

• Turn on cell phone and refrain from turning it off for long periods of time

• Always call for urgent matters

• Incident reporting issues - Document incidents involving students