International Travel

Gallaudet University – International Travel Review: Steps and Requirements

Effective Date: Nov 20, 2024

Contact: email | Visit Office of International Affairs at Building 103

Notice: Procedure Updates Coming Soon

We are currently updating the international travel procedures to improve clarity and streamline the process. The revised procedures will be posted after fall break.

Thank you for your patience as we work to enhance this resource. For any immediate questions, please contact email

Checklist:

1. Log into the OIA Travel website platform.

2. Add the provided message above exactly as written. Post it up top of the webpage. Make it bold. Add a red square if needed to draw attention to the notice.

3. Save and publish the update.

4. Verify that the message is live and correctly displayed.

Many students, faculty, and staff studied, participated in events and conferences, and interned abroad this summer. While these experiences were largely illuminating and inspiring, several incidents abroad became unnecessarily difficult, stressful, or complicated due to lapses in following the University’s International Travel Review Policies and Procedures.

To ensure smoother, safer, and more enjoyable experiences for everyone involved, please adhere to the following guidelines:

1. Review section 2.05b of the University’s Administration and Operation Manual here for the official policy on international travel, including the definition of sponsored travel.
   
   
2. Visit the Office of International Affairs (OIA) page here for procedures/steps, FAQs, and the International Traveler Questionnaire.
   
   Your attention to these protocols not only safeguards your well-being but also sets a positive example for the entire community.
   
   

For Students’ international travel: 

1. Contact the Education Abroad and International Fellowships (EA) Team: email 
   1. International Travel Health Insurance: Ensure that international travel health insurance is included, which is handled by the Education Abroad office for students.
      
      

For Faculty and Staff international travel:

1. Complete the Required Form:
   • International Traveler Questionnaire Form 
     • Access and complete the Google Form at least two months prior to travel.
     • The General Liability Release for University Personnel is included within this questionnaire.
2. Review Destination Safety
   1. The International Affairs team will assess safety and provide recommendations based on campus and external guidance.
3. Create and Submit a Spend Authorization Form
   1. Attach/upload your completed travel questionnaire WITH the recommendations/conditions from the campus international travel review committee.
4. Traveling with Students?
   1. Contact the Education Abroad team at email to ensure all student documentation is in order.
5. Check Vaccination Requirements 
   1. Make sure your vaccinations are up-to-date as per the destination country’s requirements and recommendations. 
6. Arrange Insurance Coverage
   1. Confirm that you have appropriate international travel health insurance by referring to the FAQs here.
7. Submit Travel Details
   1. Send itinerary and contact info to DPS email at least three weeks before departure.
8. Comply with Emergency Procedures While Traveling
   1. Carry AIG Card: Contact AIG Travel for assistance at +1 (817) 826-7008 or (800) 401-2678.
   2. Access Help: Visit AIG Travel Assistance for guidance on using the AIG app.

Questions or assistance:  or visit the Office of International Affairs at Building 103. 

FAQs: For additional information, please refer to the FAQs here.

Important Note: Before you prepare to travel, please check with the A&O Manual 2.05b for any changes to these travel review policies and procedures.