Non-Credit International Off-Campus Programs
All sponsoring departments must notify International Education of the off-campus programs/travel being offered. Contact Sarah Huesing, Study Abroad Advisor (651.962.6484, sehuesing) to coordinate the steps for taking students off-campus.
As far in advance as possible:
- Contact International Education (Sarah Huesing, 651.962.6484, email@example.com) for guidance in completing the following steps.
- Prepare timeline by which students are required to complete the online travel registration. Travel registration should be completed at least two weeks prior to departure.
- Build the cost of the CISI insurance into the program fee, or instruct students that the cost will be billed to their UST account. Because this insurance is required of all students going abroad, it is strongly recommended that you build its cost into your program fee. That way, insurance cards will be issued and be paid with a journal voucher between departments.
- Verify that no State Department Travel Warning exists for your chosen destination. If there is Warning, Alert or Caution for your destination, contact your liaison in International Education. See Travel Warning Cancellation Policy.
- Verify the immigration/entry requirements for your destination country(ies). Participants who are not U.S. citizens may have different requirements and may need additional time to secure their travel documents. Consult with your liaison in International Education with any questions.
Before selecting students or confirming student participation:
- Verify the good standing (both academic and conduct) of each applicant:
- Check conduct probation status in collaboration with the Dean of Students office.
- Academic status can be verified either via Murphy or by requesting an unofficial transcript from each student
During the semester prior to departure:
- Require students to complete the online travel registration. Sarah Huesing will provide you a link to the registration site. You must ensure that students complete the registration. The registration requires that students are enrolled in CISI insurance, a comprehensive health, travel and security insurance for the time they are overseas.
- Require any accompanying travelers (for example, a parent) to sign the appropriate waiver. Contact Sarah Huesing (651.962.6484 or firstname.lastname@example.org) to obtain the waiver.
- If you are covered by the St. Thomas Blue Cross Blue Shield insurance, familiarize yourself with the informational booklet on St. Thomas Blue Cross Blue Shield insurance coverage for faculty/staff (who subscribe to this coverage) abroad.
- Require any non-UST faculty/staff or faculty/staff who do not have sufficient coverage to obtain a medical insurance and medical evacuation and repatriation policy. Typically if the person has essential assigned responsibilities while traveling with your group, your department would cover the cost. If it is someone traveling with the group without any assigned responsibilities (for example, a parent is traveling with a music group), you will need to inform the traveling persons that St. Thomas provides no insurance while advising them to 1) check with their insurance provider here regarding coverage abroad and 2) obtain a medical evacuation & repatriation policy (see http://www.insuremytrip.com for possible providers).
Conduct orientation sessions for students which include information on:
- Crosscultural issues, norms and expectations in the host culture(s)
- A general overview of expected behavior on the program
- Review and discussion of the Statement on Responsible Use of Alcohol Abroad
- Travel Safety information
- General travel information (packing tips, handling money, communication with home, etc)
- Contact Student Health Services at 651.962.6750 to request that a staff member conduct a session on health & safety for your group. St. Thomas Student Health Services is a certified Travel Clinic; staff can assist students in managing ongoing medications as well as identify any required immunizations for your host country, etc.
- Based on the travel registration, International Education staff will provide you with a complete list of emergency contact information. You are required to carry this with you during your travels. Public Safety will also have this information.
- Request two copies of each student's passport (info page with photo and passport number as well as any visas obtained for this trip). Leave one set behind with a responsible person in your department and carry the second set abroad with you. These copies will prove most helpful in replacing a lost passport.
- Register all U.S. citizens with the U.S. embassy in your host country via the online website: www.travel.state.gov Click on "Smart Traveler Enrollment Program (STEP)" under "International Travel for U.S. Citizens." You will need to create a login and password to register your travel information. The process can be done by uploading the information as well.