About the International Travel Proposal
The Travel Proposal serves as an educational template to guide Program Coordinators through the information that they should know about SCU sponsored travel.
It provides a framework for Program Coordinators to demonstrate program preparedness, including the ability to carry out responsibilities, including critical incident response.
The Travel Proposal presents an opportunity for Program Coordinators to “make the case” that the University should assume the responsibility and liability for the proposed international travel.
University International Travel Policy
University-sponsored international travel adheres to the University International Travel Policy.
Program Coordinator Roles and Responsibilities
Submitting a travel proposal is only the framework for demonstrating how Program Coordinators will manage university-sponsored international travel, and it is a small component of the Program Coordinator Role and Responsibilities.
Questions
Please contact the Director of Global Health, Safety, and Risk at associateprovostglobal@scu.edu
Fillable Worksheet
The International Travel Proposal Downloadable Worksheet is available for your convenience. Program Coordinators are strongly encouraged to collect data before entering it into the Qualtrics system online.
Accessing and Navigating the Travel Proposal in Qualtrics
Technical Requirements for Completing the Travel Proposal
This proposal should be completed by the Program Coordinator. If someone is designated to assist you with the proposal, they will have to use your computer with the same browser that you are using to complete the proposal. When using the generic link to complete a Qualtrics survey, answers are saved to your computer cache.
IMPORTANT: If you clear your computer cache, you will lose the auto-saved answers.
Preparing the proposal
Review the International Travel Proposal Downloadable Worksheet first to preview the questions and to gather information. It is highly recommended to first save your answers before entering the information into Qualtrics.
Recording answers in Qualtrics
To save the information on a page, click the arrow button on the bottom of the page. Use the table of contents on the side of the page to navigate between sections, but make sure that the information input on the current page has already been saved.
Proposal navigation
Use the table of contents on the side of the page to navigate between sections, but make sure that the information input on the current page has already been saved.
Saving responses in progress
To save the information on a page, click the arrow button on the bottom of the page.
Suggestions for approval signatures
Share the International Travel Proposal with the appropriate dean/executive director and/or department head prior to submitting the Qualtrics proposal, as they will need to complete a signature approval form prior to proposal submission. Signatures verify that departments assume financial responsibility for programs/initiatives, including cancellations and critical incident management.
Deadlines, Incomplete, and Late Proposals
Deadlines, Incomplete, Late Proposals
The proposal, including signature approvals, must be submitted by the deadline. Normally, late proposals are not accepted.
Late Proposals
Normally, late proposals are not accepted. Departments may submit a request to submit a late proposal by emailing associateprovostglobal@scu.edu, but this is not a guarantee that the Travel Policy Advisory Committee (TPAC) will review a late proposal. The criteria for submitting a late proposal is: An administrative error or an extraordinary change of circumstances, normally beyond the Program Coordinator’s control; however, this is not in and of itself a guarantee that a late proposal will be reviewed. TPAC may choose to review late submissions at the Committee's discretion.
Incomplete Proposals
Proposals are expected to contain complete details related to the structure of the program, e.g., dates, itinerary, location, housing, local transportation, on-site organizations. The proposal is the opportunity to “make the case” for travel. Incomplete proposals will not be approved. Proposals should be submitted if still awaiting confirmation of funding and/or a final list of participants.
Requests to make additional edits to the proposal after it has been submitted will not be considered. TPAC will review the proposal as submitted and will make their decision accordingly.
Understanding Health, Safety, Risk for University-Sponsored International Travel
Risk is determined by a combination of factors
All travel has risks. Understanding how to support health and safety of participants and also mitigate risk for the University includes awareness of:
- The location
- The nature of the itinerary and activities
- The experience and training of program organizers and local support staff
- The experience of SCU faculty/staff
- The human and financial resources of the sponsoring department/program
After approval
The University reserves the right to change its decision regarding approval at any time should health and safety circumstances change.
Understanding the U.S. Department of State Travel Advisories
Visit our webpage to learn how the U.S. Department of State Consular Travel Advisory System impacts your travel planning.
Diversity And Identity Abroad
Understand the intersection between identity and health and safety abroad and access resources for providing pre-departure orientation and on-going support to participants by exploring our Diversity and Identity Abroad pages.
Frequently Asked Questions
Submit this proposal for all university-sponsored travel involving undergraduate or graduate students, or groups involving students, faculty, staff, boards, and/or guests. For individual faculty/staff travel see Individual Faculty/Staff Travel.
- Identify an SCU faculty/staff member in your department to serve as Program Coordinator and see requirements for this role.
- Verify that the travel locations you are interested in proposing conform to the University International Travel Policy.
- Develop your International Travel Proposal and submit by the deadline.
- After the proposal is approved, follow the requirements for pre-departure preparation and on-site support for travel.
This proposal should be completed by the Program Coordinator. If someone is designated to assist you with the proposal, they will have to use your computer with the same browser that you are using to complete the proposal. The Program Coordinator may designate others to prepare the Travel Proposal Worksheet, in preparation for submitting the Travel Proposal themselves.
The easiest way to complete the travel proposal is to use the International Travel Proposal Downloadable Worksheet. The fillable worksheet is created directly from the proposal and will allow you to gather all of your responses before starting the proposal online. It can also enable you to delegate components of the travel proposal.
You can find detailed instructions on the Travel Proposal Instructions page.
You can see the proposal deadlines on the Department/Program International Travel page.
Normally, late proposals are not accepted. Departments may submit a request to submit a late proposal by emailing associateprovostglobal@scu.edu, but this is not a guarantee that the Travel Policy Advisory Committee (TPAC) will review a late proposal. The criteria for submitting a late proposal is: An administrative error or an extraordinary change of circumstances, normally beyond the Program Coordinator’s control, however, this is not in and of itself a guarantee that a late proposal will be reviewed. TPAC may choose to review late submissions at the Committee's discretion.
Please contact the Director of Global Health, Safety, and Risk: associateprovostglobal@scu.edu
Deadlines are the latest date that proposals may be submitted; many programs and initiatives require significant lead time and proposals may be submitted up to one year in advance.
Program Coordinators are responsible for the proposal process and program management. Program Coordinators must be an SCU faculty/staff employee of the University hired in an Exempt (salaried) position.
See the Role of the Program Coordinator page for more information.
Certainly. However, the Program Coordinator retains ultimate responsibility for outcomes. Therefore, Program Coordinators achieve the greatest success when delegating tasks to individuals under their direct authority. Typically, Program Coordinators hold faculty or staff positions at the Director level or higher. It is crucial for Program Coordinators to possess both responsibility and authority to ensure their success. Without both, achieving desired outcomes can be significantly challenging.