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Group Travel Application and Process

Group Travel Application and Process

Any faculty or staff member (or a Center or unit) that wishes to bring students on group travel, domestically or internationally, must complete the Group Travel Application. This application should be completed after discussions and approval from the sponsoring unit or department.

Exceptions: Students who are part of a student organization wishing to travel should only apply through 1850 and the Center for Student Involvement. They should not complete this application. Campus Ministry and Campus Recreation will follow an alternative process.

 

For 2021-22, there are additional considerations for group travel, including budget restraints and the state of the pandemic. Organizers of group travel will need to have a Risk Protocol in place and will need to remain flexible to changing travel conditions. 

 

For faculty or staff, here are the steps for applying to bring students on group travel:


  1. Discuss your group travel plans and budget with your supervisor. You may also wish to complete the UD Group Travel Programs Health, Safety, and Risk Protocol and Flowchart prior to starting your application, as you will have the option of uploading it while completing the application.
  2. Complete the Group Travel Application. Or, login to an in-progress or previously submitted application. 
    • Enter your UD login credentials. 
    • Enter the dates and location (itinerary). Click the blue "+" sign. You may add multiple dates and locations with this process. Then, click "Continue."
      • Note: Arrival Date is when you arrive at your destination; Departure Date is when you leave your destination to return home. 
    • Click “Apply”
    • Click “Get Started” and answer the questions. 
    • Click “Done”
    • At the top, click “Submit your application.”
  3. The Integrated Travel Team  will follow-up with any questions and then share your application with the supervisor of your department and the Dean/VP of the sponsoring unit to determine if travel has been approved from a budget standpoint. . 
  4. CIP will manage the review process for the health protocols with the Travel Review and Response Team. 
  5. If the travel budget is approved and the health protocols are approved, then the travel will be approved. The Integrated Travel Team will notify the requestor. 
  6. If travel is approved, the requester will be expected to supply the names and emergency contact information for each traveler, as well a completed UD Group Travel Programs Health, Safety, and Risk Protocol and Flowchart.

Group Travel Resources

We will soon provide resources here, such as a budget template, information on how to collect and handle student money, and a template for health and safety protocols. In the meantime, details will be supplied to those whose group travel is approved. 

CONTACT

Education Abroad and Partnerships

Alumni Hall
300 College Park
Dayton, Ohio 45469
937-229-3728
Email