Travel Registration

Notre Dame Sponsored Travel is an international travel activity that

  • is funded in any part by the University of Notre Dame;
  • receives academic credit from the University of Notre Dame; or
  • is done under the auspices of Notre Dame in which the traveler represents the University.

 

UNIVERSITY OF NOTRE DAME POLICY ON INTERNATIONAL TRAVEL
INVOLVING UNDERGRADUATE NOTRE DAME STUDENTS

 

Students

Application Form University-Sponsored Travel for Undergraduate Students

For international travel involving undergraduate students, the center, institute, or department that is helping to organize or fund the trip, in whole or in part, must complete an Application form for University-Sponsored International Travel. The completed form must be submitted to the center, institute or department helping to organize or fund the travel for review at least 30 days prior to the planned date of departure.  After review by the sponsor of the travel, the completed application must be submitted to The Office of International  Studies, 105 Main Building.  Each applicant will receive a response from the Office of International Studies and/or the Office of the Provost.  Approved applications from OIS or the Office of Provost will include a letter with liability waivers that must be signed and returned to OIS before the student begins travel.

 

Information concerning low cost student health insurance available for purchase to students traveling abroad, which also provides medical evacuation and other coverage, is available through the University's Department of Risk Management and Safety. The University's insurance does not provide coverage for travel to certain countries deemed by our insurer to be high risk. In order to obtain the requisite insurance coverage for travel to these countries, you may be required to buy back the coverage and pay an additional premium out of your budget for the trip. The University strongly encourages all travelers to assess, purchase and/or maintain adequate insurance coverage during travel outside the United States. Students should be strongly encouraged to purchase and maintain adequate travel or study abroad health insurance during travel outside the United States. At a minimum, coverage for medical expenses, accidental death & dismemberment (AD&D), repatriation expenses and medical evacuation should be included. Students should consult Risk Management and Safety for recommended coverage and limits.

 

Faculty

For international travel involving students, the faculty member who is organizing the trip or accompanying the group abroad must obtain from this web site or the Office of International Studies a Faculty Application form for International Travel Involving Notre Dame Students. The completed form must be submitted at least 30 days prior to the planned date of departure to the Office of International Studies, 105 Main Building. The following materials concerning the proposed trip should be attached to the form:

  • a detailed program itinerary
  • proposed orientation schedule and materials
  • copies of all promotional, course and other materials provided to students and parents concerning the trip, etc.

If student participation in this trip is optional, liability waivers using a form approved by the University's Office of General Counsel must be obtained from every participant before the proposed trip. Each applicant will receive a prompt response from the Office of International Studies and/or the Office of the Provost.

State Department Consular Information

The U.S. Department of State and other countries and governmental agencies provide, free of charge, travel and consular information for people traveling abroad on its website. We recommend that you monitor the consular information for the country or countries to which you will be traveling during the weeks and months leading up to the trip, and until you return home. You also should direct traveling students and their parents to this website during your health and safety issues orientation for the trip or provide them with copies of the consular information. Please note that the University strongly discourages travel by students to any country with an active State Department travel warning, and that the Provost's Office reserves the right to deny or revoke permission to take or continue travel with Notre Dame students to countries it deems unreasonably dangerous at any time. You can find the list of warnings at the following sites:

The University strongly urges travelers to abide by the recommendations in US State Department Public Announcements and Worldwide Cautions, and to consult Consular Information Sheets before traveling outside the United States. The University strongly urges travelers to register at the appropriate American Embassy or Consulate if they are going to be traveling outside the United States for more than two weeks. This will be helpful to travelers and their families, if there is need to locate family members in the event of an emergency. University departments are strongly encouraged to consider the financial impact of travel interruption or cancellation of University programs or activities, including study abroad and exchange programs, caused by an international emergency or crisis abroad that is recognized by the US State Department. Before travel, the department should determine who is financially responsible for unplanned expenses, such as emergency transportation, food, housing and other costs, that may be incurred by travelers and how those expenses will be handled.

Expectations

The University cannot eliminate the risks involved with international travel, any more than it can eliminate the risks arising out of everyday life in the United States. Faculty wishing to take students abroad are, however, expected to learn and communicate to the students traveling with them in pre-travel orientation the reasonably foreseeable risks associated with travel to the countries that will be visited, as well as the basic health and safety information contained in the State Department's consular information for those countries. Notre Dame also expects faculty members accompanying students abroad to manage the trip in a manner that minimizes the reasonably foreseeable risks of harm, accident and injury and helps assure compliance with applicable University policies during the trip. The Department of Risk Management and Safety, the Office of International Studies, the Office of General Counsel and the Provost's Office are always available as resources to Notre Dame faculty wishing to take Notre Dame students on international trips.

Important Health and Safety Tips

  • Before you leave the United States, provide the University's Department of Risk Management and Safety with a detailed itinerary for your trip, including arrival and departure times, all planned activities, your address on-site in each country you will be visiting, emergency contact information on-site and in the United States for each responsible faculty member on the trip.
  • Before you depart, require that each Notre Dame student participant on the trip provide you and the University's Department of Risk Management and Safety with emergency contact information for their family members in the United States, signed medical treatment forms (authorizing you to secure treatment for them in an emergency), and proof of health insurance applicable in the countries to which you will be traveling.
  • In orientation, give each student participant on the trip emergency contact information in the country or countries to which you will be traveling, as well as 24-hour emergency contact information for someone on the Notre Dame campus (in case you are incapacitated or unable to assist them).
  • In orientation, provide each student with a card from the University's Department of Risk Management and Safety, which gives them 24 hour medical and legal hotline numbers to contact in an emergency.
  • Provide each participant with the name, address and telephone number of the US embassy in each country to which they will be traveling, as well as the name, address and telephone number of the embassy of another country there that is friendly to the US government (e.g., Canada or the U.K.).
  • Continue to monitor Consular information from the United States, Canada, United Kingdom, and/or France for the country or countries to which you will be traveling in the weeks and months leading up to the trip and until you return home, advising students of any advisories, travel warnings, bans, etc. (see the websites listed above)
  • If you are going to use common carriers (e.g., charter buses) for student travel, have the bus company fax current certificates of insurance to the University's Department of Risk Management & Safety at (574) 631-8794.
  • Confirm with the Risk Management & Safety that the University's medical evacuation policy covers the countries in which you will be traveling and discuss available low cost student health insurance for travelers.