Faculty & Staff Travel

All steps MUST be completed prior to travel.

• Domestic Travel - Faculty & Staff only (no students)
  • Leave itinerary and emergency contact information with department.
  • Any rental car needed should be secured via our state contract with Enterprise Rental Car.
• Domestic Travel - Faculty with Students
  • Complete an  Activity Assessment form  (PDF) and submit it to Risk Management at least ten (10) business days prior to the trip. This can be done electronically if travel is class related. For additional information go to the  Electronic Field Trip system(opens in new window).
  • If chartering transportation, please contact Risk Management for list of approved companies.
  • Collect emergency contact (opens in new window)information for each participant.
  • Submit copies of the trip roster, itinerary, and lodging information (if overnight) to Risk Management. Copies should also be retained by the department sponsoring the trip. Please ensure that the date of the trip, location, course (if applicable), and the faculty member's name and cell phone number (if applicable) appear at the top of the roster and itinerary.
  • Conduct a pre-departure orientation to discuss instructional agenda, health and safety information, emergency procedures, and the student code of conduct.
  • Provide for an alternative assignment for students unwilling to accept the risk of participation.
  • Faculty or Trip Leader should review the Academic Field Trips & Off-Campus Activities Policies and Procedures.
• International Travel - Faculty & Staff only (no students)
  • Review Country Specific Information(opens in new window) and Travel Advisories(opens in new window) on the US State Department's Travel website. Travel to countries on the CSURMA War Risk Country List  (PDF) requires Chancellor approval. 
  • Enroll in the US State Department's Smart Traveler Enrollment Program (STEP)(opens in new window) to receive the latest travel updates and information.
  • Review Country Specific Information on the Center for Disease Control List(opens in new window) and obtain recommended/required vaccinations.
  • Secure necessary visas or travel documents required of destination countries.
  • Leave itinerary and emergency contact information with department.
  • Please note that the CSURMA foreign travel insurance is required for all University related international travel. Once international travel has been approved, the Office of Risk Management will secure the necessary foreign travel insurance and seek reimbursement from the department sponsoring the travel.
• International Travel - Faculty with Students
  • All faculty-led international travel involving students must be pre-approved by the Provost via the Study Abroad Advisory Committee (SAAC). Note that the Provost's Trip or Program approval is separate from the President's approval (Travel Request) for the faculty member.
  • Review Country Specific Information(opens in new window) and Travel Advisories(opens in new window) on the US State Department's Travel website. Travel to countries on the CSURMA War Risk Country List  (PDF) requires Chancellor approval. 
  • Confirm you have the support of your Department Chair and College Dean.
  • For non-credit bearing Trips, a preliminary proposal should be submitted to the SAAC at least 60 days prior to departure. Visit the Study Abroad Website for additional information.
  • For credit bearing Programs, a preliminary proposal should be submitted to the SAAC at least 12 months prior to departure. Visit the Study Abroad Website for additional information.
  • Any trip or program that utilizes a third party program provider may require that a written contract is established between the University and the Provider.
  • Review Country Specific Information on the Center for Disease Control List and obtain recommended/required vaccinations.
  • Ensure that all necessary visas and travel documentation have been secured for faculty and students.
  • Schedule and attend (with student participants) a pre-departure orientation conducted by the Office of International Education.
  • Confirm that all Risk Management requirements have been met:
    1. All students must sign a release of liability waiver form.
    2. All participants must secure foreign travel insurance via the Office of Risk Management.
    3. Submit copies of the trip roster, itinerary, and emergency contact information to Risk Management. Copies should also be retained by the department sponsoring the trip.
    4. All participants should be encouraged to enroll in the US State Department's Smart Traveler Enrollment Program (STEP)(opens in new window).
    5. Faculty or staff leading students should review the Emergency Procedures for Faculty (PDF) and the Faculty-led Emergency Action Plan  (PDF) documents available through Risk Management.