For Students

Independent Student Travel

Certain policies and processes have been established to support the registration of student travelers traveling alone or joining an international experience run by someone other than USF that is not for credit. There are separate processes for USF sponsored Education Abroad Programs. For USF Health students, please view additional or complementary process steps/procedures required by the USF Health International Office. Registration for independent student travel should begin 6-8 weeks before departure to allow adequate time for USF World to fully vet the experience. If travel is to a conference or familiar research location, a student may use the OneStep Conference & Express Registration process.

Independent Student Travel Registration Process

Certain policies and processes have been established to support the registration of student travelers traveling alone or joining an international experience run by someone other than USF that is not for credit. If you are a student traveling with no one else from USF including other faculty, staff, or students on a non-credit international activity tied to your status as an active USF student, then you are an "Independent Traveler." All students must complete an online pre-departure orientation that is good for 1 year.

If you are traveling alone on a conference or research activity to a familiar location, you may use the OneStep Conference & Express Registration process.

You can find the Independent Student Travel Registration Application here.

Please click here to read notes regarding transportation, insurance, and associated USF international traveling costs when embarking on an independent student trip abroad.

Transportation

As a matter of general practice, the International Transportation Use Guidelines apply to all student-related travel. Please review them. In general, students are prohibited from operating vehicles used to transport any participants. USF strongly discourages students from operating a motor vehicle while on a USF student-related international activity, even during their “free” time, as it may void your international insurance. Exceptions can be granted for special circumstances, such as research requirements or returning to your home country. You can download the Petition for a Research Exception or the Return to Home Country Exception here. Contact GlobalTravel@usf.edu if you have any questions. 

Insurance

USF’s International Health and Evacuation Insurance is paid for by USF and is mandatory but only covers the dates of authorized travel. You can purchase the same coverage for independent travel outside the dates of authorized travel. Contact GlobalTravel@usf.edu for more information.

Non-Education Abroad Sponsored Travel Cost

USF World does not receive student tuition or fees to operate. Therefore, when registering with USF World, a Safety & Security Monitoring (SSM) Charge must be paid. It helps support the database, the 24/7 international monitoring, and international assistance. It does not pay for insurance. It may be paid by the traveler or from a USF account. You will be asked to identify who is responsible in your department for this charge. Charges are: 1-14 days $30; 15-28 days $40; and 29 days or more $50.

OneStep Conference & Express Registration

Congratulations on your upcoming independent international travel to a conference or familiar research location. The next step is to register with USF World so that we can adequately support your travel, especially if something goes wrong. This is in addition to any of your Department’s procedures – such as the Archivum Travel Request. We have created the new OneStep process for conference and research travel to make registration more convenient for you. 

  1. Read the instructions and explanations and complete your OneStep registration
  2. Get a head start on the OneStep Pre-Departure Orientation Quiz (6-10 minutes; must be logged in with your NetID)
  3. If there will be with any other USF faculty, staff, and/or students on this international activity with you, please provide us with their name(s) and official USF email address so we can help make sure they are registered as well. Send this information to GlobalTravel@usf.edu.

Please click here to read notes regarding transportation, insurance, and associated USF international traveling costs when embarking on an independent student trip abroad.

Transportation

As a matter of general practice, the International Transportation Use Guidelines apply to all student-related travel. Please review them. In general, students are prohibited from operating vehicles used to transport any participants. USF strongly discourages students from operating a motor vehicle while on a USF student-related international activity, even during their “free” time, as it may void your international insurance. Exceptions can be granted for special circumstances, such as research requirements or returning to your home country. You can download the Petition for a Research Exception or the Return to Home Country Exception here. Contact GlobalTravel@usf.edu if you have any questions. 

Insurance

USF’s International Health and Evacuation Insurance is paid for by USF and is mandatory but only covers the dates of authorized travel. You can purchase the same coverage for independent travel outside the dates of authorized travel. Contact GlobalTravel@usf.edu for more information.

Non-Education Abroad Sponsored Travel Cost

USF World does not receive student tuition or fees to operate. Therefore, when registering with USF World, a Safety & Security Monitoring (SSM) Charge must be paid. It helps support the database, the 24/7 international monitoring, and international assistance. It does not pay for insurance. It may be paid by the traveler or from a USF account. You will be asked to identify who is responsible in your department for this charge. Charges are: 1-14 days $30; 15-28 days $40; and 29 days or more $50.

Definitions to know

All international student-related travel must follow the procedures maintained by USF World. For USF Health students, please view additional or complementary process steps/procedures required by the USF Health International Office.

The following definitions are derived from USF Policy Number 10-507: USF International Travel Authority.

Terms used in Policy 10-507 should be understood to have the same meanings used in University business processes, unless explicitly defined in this section.

Associate Traveler: Any University and University Direct Support Organization ("DSO") employees and University-appointed volunteers or other non-students associated with any international travel activity tied to a participating individual’s status as an active USF student.

  • These travelers are most commonly referred to as faculty, staff, or volunteer. This term is applicable to those in a leadership role or support function. 
  • This traveler is any non-student individual traveling with a group that could be perceived as an individual that a student might look to for assistance or authority.
  • This traveler does not need to follow the exact same itinerary as a student traveler, but it is typically a similar or related itinerary. 

Business Travel: All other non-student related international travelers which include University and DSO employees, persons of interest, members as defined by University insurance policies, and University-appointed volunteers on university business in support of a specific program of instruction, research, site visit, or public service, or more general programs of professional development, international conferences, or University operations, regardless of funding source.
 
Business Traveler: Any non-student international traveler on University business regardless of funding source.

  • This travel is not tied in any way to the status of an active USF student. 
  • These travelers are typically not Graduate Assistants, Teaching Assistants, or Research Assistants. 
  • These travelers typically include University employees, DSO employees, persons of interest, members as defined by University insurance policies, and University-appointed volunteers.

Group: A group is 2 more travelers, with at least one traveler being an active student. The travelers must be on an international activity that is directly tied to the status of any of the student travelers, regardless of funding source. 
 
Group Leader: This is usually an Associate Traveler who has taken the responsibility for organizing the group travel. This traveler may be an active student if the international travel is only being attended by other active students. 

Guest: Non-student travelers who have been invited to travel with the program but have no affiliation to USF. These are likely to be spouses, partners, children, family members, or other dependents of a traveler. USF World regulations and protocols do not permit guests to participate in program activities (including transfers from airports, to program events, etc.) and in program housing specifically reserved by USF World or a partner. Further, participants are expected to travel with the group as the itinerary dictates and not with guests who are also visiting the country. Participants will be expected to engage in all USF travel activities. These activities may not have been previously scheduled, and neither the faculty nor USF World may give you permission to skip these activities to be with guests. Student participants must sleep in USF World arrangements and cannot have any overnight guests.

  • They must have received permission of the Group Leader and the Education Abroad Office. 
  • They must be insured under the USF international health and evacuation insurance policy.
  • They should not disrupt or alter the study abroad program in any way.
  • Minor children must be adequately supervised at all times.
  • USF World and USF faculty cannot make special arrangements for student’s guests, and will not support family members in the event of an emergency.

Independent Student Traveler: Any undergraduate or graduate student engaged in any international travel activity tied to an individual’s status as an active USF student who is traveling alone and/or not accompanied by another USF student or non-student traveler.

  • This traveler may be participating on a USF international experience alone such as a research experience, internship, site visit, or conference.
  • This traveler may be participating on an experience run by a third party provider, exchange provider, or other entity that may not have an agreement with USF. 
  • This traveler may be traveling alone or may be participating in an experience with others. However, the other students and non-students in the international experience are not affiliated in any way with USF and do not fit the definition of a "student traveler" or "non-student traveler."

Insurance: USF’s International Health and Evacuation Insurance is paid for by USF and is mandatory but only covers the dates of authorized travel. You can purchase the same coverage for independent travel outside the dates of authorized travel. Contact GlobalTravel@usf.edu for more information.

International Travel: This is travel to any location outside of the 50 United States and the District of Columbia, and therefore includes all international bodies of water and U.S. territories, as well as foreign countries.

Lead Associate Traveler: An Associate Traveler that is the designated point person for a group of student travelers.
 
Non-Student: Anyone that is not an active USF student.
 
Personal Travel: This is any travel before, during or after a USF international travel experience that is not a formal part of the USF international activity. 

  • Travel occurring during registered program dates is generally covered by the USF international health and evacuation coverage.
  • Travel Warning policy applies to travel during registered program dates.
  • Other restrictions may apply.

Proposal:  A proposal is the electronic registration in the Education Abroad database of a group international student-related activity.

  • A proposal may be created by a student or a non-student traveler. 
  • Generally the proposal creator is considered the Leader of the group or is the Leader’s designee. Sometimes an Education Abroad Advisor may create the proposal on behalf of the Leader.
  • This process is generally for USF faculty, staff, and student organizations planning to create or propose a new international experience for students. These experiences may include a new faculty led program, a service learning experience, a group of students traveling to a conference, or any other travel where more than one student is traveling together on a similar itinerary. 

Registration: in the International Travelers Database is used by USF World to track student-related travel. Specialists are on duty to continuously monitor international events and provide 24/7 international assistance at a moment’s notice.

Requirements: The tasks that must be accomplished before one is permitted to travel internationally on a USF student-related or business-related activity.

Safety and Security Monitoring (SSM) Charge: USF World does not receive student tuition or fees to operate. Therefore, when registering with USF World, a Safety & Security Monitoring (SSM) Charge must be paid. It helps support the Database, the 24/7 international monitoring, and international assistance. It does not pay for insurance. It may be paid by the traveler or from a USF account. You will be asked to identify who is responsible in your department for this charge. Charges are: 1-14 days $30; 15-28 days $40; and 29 days or more $50. 

Student-Related Travel: Student-related travel is any international activity tied to an individual’s status as an active USF student, regardless of the source of funding for the travel. This includes undergraduate or graduate student, any University recognized student group, and the associated University employees, University Direct Support Organization ("DSO") employees, and University-appointed volunteers engaged in any international travel conducted as part of a USF program requirement, elective, research project, or service learning activity.
 
Student Traveler: Any undergraduate or graduate student engaged in any international travel activity tied to an individual’s status as an active USF student regardless of funding source. 

  • These travelers typically include Graduate Assistants, Teaching Assistants, or Research Assistants since their role is generally tied to their status as an active USF student.

Indepedent Student Traveler Requirements

The following requirements are managed by the International Risk and Security Team in USF World. Please contact the International Risk and Security Coordinator if you have any questions about the orientation process or any of these requirements.

Independent Student Traveler Requirements

To complete the registration process, you will need to research safety and risk information for the location you are going to. Generally you can find nearly everything necessary by visiting the U.S. Department of State Country Information Page and the Centers for Disease Control and Prevention. You will also be asked to describe the risks of specific activities you may be engaged in and determine the safest mode of transportation. You can review USF World’s Transportation Safety Guide here.

Determine Risk Level:
Determine the risk level of the destination you are traveling to. You can do this easily by following this link to our Tier Chart.

  • If the country is a Tier 3, you may continue to the next requirement.
  • If the country is a Tier 2 country, contact the International Risk and Security Office to determine if the location may require a review by the Global Risk Assessment Committee.
  • If the country is a Tier 1 country, follow the directions for obtaining approval for travel from the Global Risk Assessment Committee.

Proposal Creation Process:
If this is a new experience, complete the processes as outlined in Independent Student Registration Process.

  • If this is an experience that has already been registered with the Education Abroad Office, contact the office and speak to the advisor who supported the travel before. In most situations, the previous proposal can be electronically copied and updated with minimal effort.

Emergency Card:
Work with your Education Abroad advisor to create an Emergency Card or create your own from our template found here.

Personal Travel:
Personal travel may be conducted prior to or after the international activity. The additional purchase of international health and evacuation coverage for personal travel is strongly encouraged.

High Risk Travel Waiver (Depends upon destination):
You will be asked to sign a waiver if you are going to country under a U.S. Department of State Travel Warning or your location has been designated as high risk travel. Your Group Leader will inform you if you need to sign this document. Please read about high risk travel and the Global Risk Assessment Committee that reviews and approves such travel.

General Pre-departure Online Orientation in CANVAS:
After you have started the electronic registration process by beginning your application, you will receive an invitation to participate in a General Pre-departure Online Orientation in CANVAS. You must complete this orientation at least once within a calendar year of your proposed student-related international travel. 

Student Program Guide:
Within the CANVAS pre-departure orientation, you will be given access to the Student Program Guide in the Resources page of the course.  We recommend that you download it, read it and keep it handy for reference. It provides vital information that applies to both pre-departure planning; the international travel experience and support for your return. 

International Health and Evacuation Insurance:
After you have been accepted into the international travel experience of your choice, you will immediately be enrolled in the USF’s required. This is a mandatory condition of travel and paid for by the University. You can learn more on the main International Travel Insurance Information page.

Medical Information Health Questionnaire:
Please complete this questionnaire thoroughly and disclose all relevant medications you may be taking and any health conditions, both temporary and chronic. 

We also recommend that you make an appointment with Student Health Services to discuss the health conditions and how you can best prepare for them. Contact Student Health Services Travel Clinic for an appointment.  

  • Individuals who require disability accommodations for travel should request such accommodations through the appropriate USF process. For USF employees, follow the accommodations request procedure outlined by Human Resources. For USF students (including USF Health Students) consult with Student Accessibility Services

Guest Requirements

Student Travelers:
Students are generally not permitted to bring a guest, children, or family members with them on a USF international activity. USF World regulations and protocols do not permit guests to participate in program activities (including transfers from airports, to program events, etc.) and in program housing specifically reserved by USF World or a partner. Further, participants are expected to travel with the group as the itinerary dictates and not with guests who are also visiting the country. Participants will be expected to engage in all USF travel activities. These activities may not have been previously scheduled, and neither the faculty nor USF World may give you permission to skip these activities to be with guests. Student participants must sleep in USF World arrangements and cannot have any overnight guests. USF World and USF faculty cannot make special arrangements for student’s guests, and will not support family members in the event of an emergency. If you have a special need, please contact GlobalTravel@usf.edu.