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Group Student Travel
Registration
Two or more travelers (1 of whom is a student) participating in the same international activity is considered a group. Policies and processes have been established to support the registration of student travelers and accompanying associate travelers participating in an international experience separate from an Education Abroad Faculty-led program.
Registration must be initiated 6-8 weeks before departure. Failure to complete the registration process in a timely manner may result in the trip not being approved.
USF Health faculty and students planning a group trip are governed by the policies of USF Health, found within the .
Faculty, staff, or students leading a group of students abroad are required to complete the group travel registration and process found here: .
required trainings
Group leaders and other associate travelers are also required to complete the following mandatory trainings:
USF World Safety and Health Orientation
This is a live training for anyone leading or accompanying a group of students abroad,
conducted by the Global Travel Safety Health Office of USF World. When possible, the
training includes staff from the Student 911爆料网llness Center focusing on mental health
issues. For current training schedules and to register for this training please contact
us at globaltravel@usf.edu.
Title IX Responsible Employee (RE) Training
All USF faculty, staff, or employees who supervise or teach even one USF student or
employee in any capacity (including Adjunct, Teaching Assistants, and Graduate Assistants)
are designated as Responsible Employees (REs). Click the link above to register.
Clery Act Campus Security Authority (CSA) Training
Log into https://my.usf.edu/. Under Business Systems, select GEMS Self-Service. At
the Main Menu (top left of screen) select Self Service> Learning and Development>
Request Training Enrollment. Search by Course Name: CSA Orientation-Online Trng and
View Available Sessions. (Hint: Search "CSA"). Click the link above and follow the
noted instructions to register.
family members and guests
Please note, faculty or staff must follow all Guest Requirements listed below. Student leaders are not permitted to bring guests.
Click to view Guest Requirements
Associate Traveler Family Members and Guests:
Group Leaders and Associate Travelers may decide to bring accompanying family members
with them on the international experience. USF reserves the right to impose limits
and/or conditions on the roles, activities, and presence of family members or guests
who accompany Group Leaders and Associate Travelers. Such limits or conditions derive
from programmatic concerns: health, safety, risk, academic, and other concerns. In
some cases, accompanying family members or guests may not be permitted to join some
or all activities.
Liability:
USF assumes no responsibility for accompanying family members or guests. It is the
responsibility of all family members (including spouse/partner and dependent children)
of the Associate Travelers to read the U.S. State Department information sheets if
they participate in any group travel by land, sea, or air. The family members and
guests are responsible for their own safety.
Excursions:
Accompanying family members and guests may participate in program excursions and field
trips, provided that such participation does not create increases in costs that would
be transferred to student travelers AND that their participation in the program in
no way interferes with the academic nature of an experience. Program excursions are
planned to accommodate all students plus the Group Leaders and Associate Travelers.
If there are empty seats on the bus, boat, or other arranged travel, accompanying
family members and guests may travel with the group at no extra cost. However, at
no time will a bigger or additional bus, boat, or other mode of transportation be
arranged in order to accommodate accompanying family members and guests and thus pass
on additional costs to the student travelers.
Excursion Expenses:
If participating in group excursions, accompanying family members and guests must
separately pay all per person expenses (i.e. entrances to parks or museums, theatre
tickets, etc.). In no case is program money to be used to fund family members and
guest participation in special events. If the cost for the family member and guests
is included on the group receipt, it must be deducted before the receipt is submitted
for reimbursement to the University.
Group Meals:
If participating in group meals, the Associate Traveler must reimburse the program
for any expenses incurred by accompanying family members and guests if a separate
bill cannot be obtained. Program money should not be used to buy meals for accompanying
family members and guests. The exception to this policy is entertainment of host institution
guests to which a couple is invited for a meal. The Group Leaders and Associate Travelers
may bring his/her spouse/partner/guest to such an event and receive reimbursement
for the meal.
Minor Children:
Minor children accompanying Group Leaders and Associate Travelers must be adequately
supervised at all times. The presence of minor children or other family members and
guests should not disrupt or alter the international experience in any way.
International Health and Evacuation Coverage:
Guests must be insured under the USF policy and the costs must be paid for personally
by the traveler. Please refer to the Insurance Information section if you have any
questions about coverage.