For Faculty & Staff

Travel Associated With Students

Faculty and staff accompanying USF students on university-related international travel serve as Associate Travelers. The designated group leader (Lead Associate Traveler) coordinates group registration, travel preparation, and applicable safety requirements.

Begin SRT registration 6–8 weeks before departure. The group leader or designated representative initiates the group request. Once the group is created, participating students and Associate Travelers complete the applicable individual registration requirements. Global Learning-sponsored programs and USF Health programs follow their respective procedures.

Student-related travel to Level 3 destinations or regions requires additional approval through Elevated Risk Travel Request (ERTR). Student-related travel to Level 4 destinations or regions is prohibited. ERTR is separate from standard registration; contact Global Travel Safety and Health (GTSH) early.

Faculty and staff Group Leaders and Associate Travelers complete USF | EAO | Global Learning Associate Traveler | 2026 (OLC766012) in Oracle Learning and applicable Title IX Responsible Employee training. Student Associate Travelers complete the required training through Canvas.

Review country and regional travel advisories and coordinate ERTR where required. Initiate group registration. Coordinate an emergency contact card and accountability procedures with GTSH. Ensure participants receive ISOS Assistance App instructions. Conduct a travel-specific pre-departure orientation addressing itinerary, local conditions, emergency contacts, and communication expectations.

Complete the assigned Student Associate Traveler application and Canvas training. Complete the required Medical Information Questionnaire, including relevant medications and health considerations. Contact Student Health Services for medical questions and Student Accessibility Services for accommodation requests. Review insurance information, prepare an emergency card, and download the ISOS Assistance App.

Student participants and student Associate Travelers are not permitted to bring guests on SRT group trips, including spouses, partners, boyfriends, girlfriends, family members, or friends.

Eligible faculty and staff Group Leaders or Associate Travelers may bring guests only subject to USF and program requirements. Guests must not interfere with student activities. Employees are responsible for guests’ supervision, expenses, and required personally funded insurance. University funds may not subsidize guests. Guest participation in transportation, meals, and excursions depends on capacity and program rules.

Qualifying side trips related to official travel may be covered for up to 14 days under the policy, subject to its terms. This is not general vacation insurance. Travelers should consider separate coverage for unrelated personal travel.

Group leaders are encouraged to facilitate traveler evaluations and opportunities for reflection. These are recommendations, not substitutes for mandatory registration or safety requirements.