For Students
Student Related Travel (SRT) Group Travel
Group Registration
Student Related Travel (SRT) applies to organized university-related group travel involving USF students outside established Global Learning faculty-led, sponsored, or organized programs. Students independently attending the same conference or event are not automatically an SRT group solely because their travel overlaps.
Each organized SRT trip requires a separate group registration, including recurring trips. Begin the process 6–8 weeks before departure. Late or incomplete registration may prevent approval.
GTSH provides a registration link specific to each group. Each participating student must complete the required registration using that link rather than an Independent or Express application.
required training
Faculty and staff Group Leaders and Associate Travelers must complete the USF | EAO | Global Learning Associate Traveler | 2026 (OLC766012) course in Oracle Learning. Student Associate Travelers complete the applicable Canvas training. Faculty and staff must also complete required Title IX Responsible Employee training when applicable.
family members and guests
Student participants and student Associate Travelers are not permitted to bring guests on SRT group trips. This includes spouses, partners, boyfriends, girlfriends, family members, and 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 academic activities or student participation. The employee bringing guests is responsible for guest supervision and expenses; university/program funds must not subsidize guests. Required guest insurance must be purchased at personal expense.
Please note, faculty or staff must follow all Guest Requirements listed below. Student leaders are not permitted to bring guests.
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.