Registered Student Organization International Travel Packet Office of Student Involvement This form must be completely filled out and submitted to the Office of Student Involvement (Cohen Center 258A) at least six months prior to the anticipated trip dates. The Check-list/Final Approval form must be retained by the RSO. The completed form must be turned in to the Office of Student Involvement at least two (2) weeks prior to the trip departure date. Program Information Program Title: Country(ies) and locations: Travel Abroad Dates: Purpose of Program: Anticipated Number of FGCU Students: Trip Leader Information Trip Leader and Title/Position: Phone: Email: Co-Leader/Title/Position: Phone: Email: International travel requires a minimum of two trip leaders. Trip leaders must be FGCU faculty or staff members. It is recommended that trip leaders have experience with international travel and speak the official language of the country/region of their destination. Trip leaders are expected to provide 24 hour assistance and direction to students travelers. Important note for Faculty/Staff Trip Leaders and/or Advisors: Traveling with a Student Organization is not considered an official University duty. Please gain permission from your current supervisor before agreeing to accompany a group on an International Travel Experience. Participant/Leader Conditions and Expectations: A detailed Participant List and the attached Statement of Understanding must be submitted to the Office of Student Involvement at least two (2) month prior to the trip departure date. This list must include the following information for each participant: Full name, UIN, Passport Number, Date of Birth, Email address, and Emergency Contact person and phone number. All participants must possess a current passport (with at least six (6) months validity beyond end date at time of application for the trip). All participants, if required, must have visas for travel. Copies of current passports and visas (if required) must be submitted to the Office of Student Involvement at least one (1) month prior to the travel dates. 1
All participants must be enrolled in the FGCU emergency assistance and medical/health insurance coverage through the International Services Office. The insurance premium cost should be calculated into your budget. Contact the International Services Office for current rates based on your travel dates. All participants and trip leaders must complete an International Travel Pre-Departure Orientation at least two (2) weeks prior to the program departure date. The orientation session is provided through the International Services Office. Please contact the Office of Student Involvement to schedule this orientation session. All participants must be registered with the US Department of State at least two (2) weeks prior to the trip departure date. This process can be completed on the US Department of State Website under the Smart Traveler Enrollment Program: (http://travel.state.gov/travel/tips/registration/registration_4789.html). All participants, excluding faculty/staff trip advisors, must be students currently enrolled at FGCU. The following individuals may not travel with a Registered Student Organization without prior written approval from the Office of Student Involvement: o A non-fgcu personnel acting in an official, co-leader capacity o Immediate family member(s) of the faculty/staff advisor and students o Community Members/Special Guests (anyone not a registered student or an official faculty/staff trip leader) o Non-FGCU personnel will not be covered under the student organization s travel insurance, nor may university funds be used to cover the cost of travel. All participant behavior is subject to the Florida Gulf Coast University Student Code of Conduct while traveling. Administrative Requirements (due at least six (6) months prior to anticipated travel dates): Attach a detailed description of the purpose of this trip with this proposal Attach a detailed itinerary or travel plans with this proposal Complete the Frequently Asked Questions Section of this proposal. This should outline participant costs, payment due dates and amounts, and refund policy and procedures (if any); it should be presented to all participants to read, sign, and submit with the program application. Complete the Proposed Budget form in detail Participation in the FGCU travel abroad medical insurance coverage costs must be included in your proposed budget. This information can be obtained by the International Services Office based on the length of your program An activity abroad may not be advertised or promoted until received by the Dean of Students, Office of Student Involvement, and International Services Office. All trip leaders must, while overseas, have communication capability via cell/satellite phone, email, Skype, etc. Signatures: Trip Leader Name/Signature Date Trip Leader Name/Signature Date 2
FAQ s for Registered Student Organization International Travel (must be completed by trip leaders and submitted with International Travel Packet) 1. Trip Costs: a. How will trip be paid for: b. Anything not included: 2. Language Requirements: a. What are the language requirements to participate in this trip? b. Will language interpreters be provided? 3. Passports and visas: a. Do I need a passport or visas for this trip? b. How do I get a passport and a visa and when do I need to have them? c. How much will they cost? d. What if I lose my passport while on the trip? 4. Itinerary and schedule of activities: a. What will a typical day or week involve (both academic and cultural experiences)? b. Are participants required to stay with the group at all times or may they explore on their own? 5. Accommodations: a. What are the accommodations? b. Will there be shower and bathroom facilities with running hot and cold water? c. Are the rooms air conditioned? d. With how many people would I have to share bathroom facilities? e. Will I have to share a room? If so, with how many others? f. How are roommates matched and what if I don t like my roommates? 6. Meals: a. What meals are included in the trip and what meals do I have to pay for myself? b. What is the typical menu? c. What provisions are there for any special dietary needs (ie: vegetarian, kosher, diabetic, etc.) d. Is it safe to drink the water there? e. Is it OK to buy street food? 3
7. Clothing and personal items: a. What type of clothing is appropriate or not for this program? b. What other personal items do I need to bring? c. Will there be laundry facilities? 8. Money: a. How much money should I bring with me and in what form? b. Do they take American credit cards there? c. Should I bring traveler s checks? d. What ATMs are available there? 9. Health and Safety: a. What are the health risks involved with this trip and what will I need to do to prepare and protect myself? (include reference links for CDC, US Department of State Travel Advisory, for information on health and safety). b. Are there any immunizations I will need, and if so, how do I get them? c. What if I get sick or injured while on this trip? d. Insurance 10. Communications: a. How will we communicate with family and friends back home while in country? b. Can I use my cell phone in the country of our destination? c. What access will there be to computers and internet? 11. Emergencies: a. US Based emergency contact information is required from all participants prior to departure b. What medical care facilities will be available in the local area? c. What police services will be available in the local area? d. How will minor emergencies while abroad be handled? e. How will major emergencies while abroad be handled? f. If a participant experiences an emergency that prohibits continuation in the program what happens? 12. What not to bring a. Illegal drugs 4
Registered Student Organization International Travel Program Proposed Budget Please complete this form in its entirety Revenue Anticipated Revenue RSO A&S Budget RSO Cash Account Budget Fundraising Efforts Donations Out-of-Pocket Contributions Other (please explain): Total Revenue Anticipated Costs/Expenses Contingency funds (5% of total cost recommended) Travel and On-Site costs Airfare Accommodations Meals (how many) In-country transportation (metro pass, tour buses, train tickets) Airport transfers Visas Country exit fees Required Events (museum entry fees, excursions, guide fees) Health/travel insurance Other Direct Costs (please explain) Total Costs Balance Total Program Cost Per Participant Amount 5
Participant Statement of Understanding (Must be submitted with Detailed Participant list): I have read and understand the nature of this international experience and I accept the conditions for the experience as they have been explained to me here. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 6
Registered Student Organization International Travel Check-list Form Office of Student Involvement This form should be retained by the RSO and completed throughout the planning process. The completed form must be turned in to the Office of Student Involvement at least one (2) weeks prior to the trip departure date. The Following items must be complete: At least six (6) months prior to the anticipated trip departure date: Completed Registered Student Organization International Travel Request Approval Form Proposed Budget At least two (2) months prior to the trip departure date: Detailed Participant List (including Full name, UIN, Passport Number, Date of Birth, Email address, and Emergency Contact person and phone number for each traveler) Statement of Understanding form signed and dated by each traveler At least one (1) month prior to the trip departure date: Copy of current Passport and Visa (if applicable) for each traveler Completed Travel Waiver for each traveler At least two (2) weeks prior to the trip departure date: Complete an International Travel Pre-Departure Orientation with the International Services Office Date of Orientation: Participants registered with the US Department of State (to be completed on the US Department of State Website under the Smart Traveler Enrollment Program) Obtain International Travel Insurance (can be obtained through the International Services Office) Obtain Emergency Contact Cards for each participant (can be obtained through the Office of Student Involvement) Obtain Travel Authorization Form (TAR) for each Faculty/Staff Trip Leader Submit completed Crisis Management Plan (should be completed by trip leader) Final Signatures for Completed Packet (at least one week prior to departure date): Trip Leader Date Trip Leader Date Coordinator for Student Org Development Date Assistant Dean for Student Involvement Date Dean of Students Date 7