Santa Clara University

Requirements

For any trip made in countries other than the U.S. (the U.S. is defined as the 50 states and does not include territories like the Virgin Islands, Puerto Rico, and Guam), student organizations need to do the following:

• Review the "University Travel Policy" document.
• Complete and submit the "International Travel Permission Request Form".
• Complete and submit "Participant Agreement Forms" for every participant.
• Complete and submit the "Trip & Off-Campus Activity Cover Memo".
• Attend a trip preparation meeting with staff from the Global Engagement Office and Center for Student Leadership.
• Note: The first four steps need to be completed before a trip preparation meeting is scheduled.

To view full information about the international travel protocol, go to:

>>> International Travel Protocol

University Travel Policy

Every participant (students, faculty/staff advisors, other chaperones, and guests) going on the trip, not just the organizers, must read this policy and protocol document.

International Travel Permission Request Form

This form is a checklist of items that need to be completed prior to departure. The form needs to be completed by the non-student sponsor of your trip and submitted at least 8 weeks prior to the trip. Typically your advisor will complete this form and guide you through the checklist in a timely manner. The completed form needs to be submitted to your CSL advisor who will then forward to the Global Engagement Office.

Participant Agreement Form

For this form, every participant (students, faculty/staff advisors, other chaperones, and guests) going on the trip needs to review and sign it. Every section of the form that has a blue-shaded field that can be typed into is a section that is required to fill out. Completed forms need to be submitted to your CSL advisor.

Trip & Off-Campus Activity Cover Memo

For this memo, the requested information is self explanatory as it asks for detailed information about participants, destination, transportation, and lodging. Be as detailed as possible and attach all requested documents.

Trip Preparation Meeting

At least 8 weeks prior to the trip, the student organizers need to meet with the staff from the Global Engagement Office and Center for Student Leadership to view a presentation about safety and travel within the country of destination. This meeting will also be time to review other necessary steps your organization needs to take to prepare for the trip.

In addition to the Global Engagement Office and Center for Student Leadership, Campus Safety is another department that needs to be informed of your trip plans.

Safety Labels for Passports

SCU provides labels with emergency contact information for students to put on their passports. Print the following attachment on Avery labels #5163:

>>> Passport Labels

Countries with Travel Restrictions

In general, student organizations are discouraged from traveling to countries that have travel restrictions placed upon them by the U.S. Department of State or other entities. However, students organizations may consider travel to these countries if they meet the following requirements:

• Demonstrate how they can be healthy and safe during their time abroad.
• Develop a plan to adequately address emergencies and dangers.
• Be able to complete individual academic programs (i.e. graduation requirements) on schedule.