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Travel Abroad Guidelines

Guidelines for Cal Poly Students, Faculty, and Staff Traveling Abroad

All Cal Poly international travel must consider the health, safety, and security of students, staff, and faculty as central features of planning and operation. Travel abroad will be conducted in a manner that does not impose an unreasonable risk of injury or loss. Guidelines, procedures and required documentation have been developed to facilitate Cal Poly international travel for credit courses, instructionally related activities, college-based fee travel, centers and institutes, professional and research activities (including grants, contracts, and sponsored programs), and student organizations. Travel abroad also includes activities such as attending or presenting at conferences, participating in tours, and conducting research funded all or in part by the University or the Corporation.

What offices and individuals must be contacted before students, faculty, and staff travel abroad?

International Education and Programs (IEP) Director John Battenburg must be contacted several months in advance in the earliest planning stages of travel abroad. If a faculty or staff sponsor is traveling abroad with students, the Extended Field Trip Checklist should be consulted, and an Extended Field Trip Proposal must be submitted and approved. He can be reached at 756-2945 or jbattenb@calpoly.edu. Risk Management Director David Carroll at 805-756-6666 or dlcarrol@calpoly.edu or Administrative Support Coordinator Tessa Betz at 756-2234 or trbetz@calpoly.edu must be consulted at least 60 days prior to departure for information about the required International Travel Assistance Program. If funds are to be collected and to be held in a trust account, Budget Analyst Victor Brancart at 756-2091 or vbrancar@calpoly.edu must also consulted at least 60 days prior to departure in order to receive permission from the Campus Fee Advisory Committee (CFAC). Finally, all contracts or written agreements must be reviewed and signed by Contracts Manager Dru Zachmeyer at 756-6473 or dzachmey@calpoly.edu.

Where are students prohibited from traveling?

CSU Executive Order #998 prohibits CSU student travel to countries that are on the U.S. State Department Travel Warnings list. In addition, travel to other countries or areas within countries may not be allowed due to instability. Faculty and staff must consult the U.S. State Department Country Specific Information website prior to planning travel abroad for students.

What documents are required before students travel abroad?

Cal Poly requires that the sponsoring faculty and staff have students sign three risk management forms. The below templates must be formatted to include specific information pertaining to the trip and printed on department/college letterhead:

If unaccompanied Cal Poly students are traveling abroad, sponsoring faculty and students must also review and sign the Health and Safety Resource Acknowledgement Form.

What policies must faculty and staff follow concerning student travel abroad?

Cal Poly faculty and staff are required to follow IEP guidelines when sponsoring student travel abroad in any university-sponsored capacity. Faculty and staff accompanying students traveling abroad must take the Faculty-Led Program Emergency Preparedness and Response PowerPoint training and submit the online completion form by following the link the end of the PowerPoint presentation. The Responding to a Crisis Abroad Checklist should be readily available at all times. While faculty and staff travelling without students do not need to follow these requirements, they must adhere to university, college, and department guidelines about travel, and they are encouraged to consult with IEP. Faculty and staff sponsoring travel must also submit student names to the Register with US Embassies or Consulate website.

What international travel assistance is required and what medical coverage is recommended?

All CSU students participating in study abroad programs must have ACE USA international Travel Assistance. Please note that ACE USA is for emergency medical services only. It is highly recommended that study abroad students purchase coverage such as the CSU sponsored Wells Fargo CSU Global Study Abroad Outbound Insurance policy which covers non-emergency, basic routine medical services. Information and the application form can be found online at the Wells Fargo CSU Global Study Abroad Outbound Insurance web site.

What other documents are required for independent study through Cal Poly?

Faculty or staff supervising students traveling abroad for independent study must also complete an Academic Approval for Independent Study through Cal Poly form. Independent Study refers to Cal Poly coursework including senior project, internship, community service learning, cooperative education, special project, or a normal class. University credit may be given during the period in which the student is abroad or after the student has returned to campus.

What information should be sent to IEP prior to students traveling abroad?

Sponsoring faculty or staff member must send IEP a memo certifying that the student has signed the required documents that are to be kept in the department office. This memo must also include the name of the student participant, Empl I.D. number, student Cal Poly email alias, emergency contact information, and dates, destinations, and overseas contact information of the study abroad experience. Please identify whether a participant is a student, faculty, staff, or non-Cal Poly personnel. This information will be logged with the Cal Poly Police Department for the duration of the trip.

What policies exist for proposing or handling finances for extended field trips?

Faculty proposing an extended field trip must follow the guidelines in the Extended Field Trip Checklist and complete an Extended Field Trip Proposal. It is essential that the faculty member contact John Battenburg in the early planning stages. Faculty and staff collecting fees from students for travel abroad must receive approval from the Campus Fee Advisory Committee (CFAC). Questions concerning Risk Management, Contracts, Budget, and Financial Aid must be directed to the appropriate offices.

CSU Executive Order #1022 prohibits CSU personnel from accepting payment or other benefits from program providers for transportation, food, lodging, and site visit costs.

Why does Cal Poly require faculty and staff to devote time and energy to these administrative duties?

Students' health and safety are important concerns to the university as well reducing institutional and individual liability. Travel abroad has the potential of transforming students' lives. At the same time, Cal Poly is committed to protecting students against potential risks. Additional information and documents about travel abroad are located on the IEP website under Resources and Links for Faculty.