Step 1: Obtain approval/confirmation that your international travel is Temple affiliated: 

• We recommend starting conversations regarding a potential program as soon as possible. From the initial concept phase to executing a program can take anywhere from 12 to 24 months. When you start your planning, we recommend reviewing the Forum on Education Abroad's guidelines on leading education abroad programs. 
• Temple faculty/administrators are required to complete and submit the Group International Travel Approval Form online.  Please Note: The Group International Travel Approval Form requires the following information:
  • Details of the person submitting the form
  • Preliminary program details, including dates of travel, academic description, logistical information, and funding source
  • Approval from Department Chair and/or Budget Unit Head. This approval can be uploaded and attached via the online system. 
  • All group travel involving students must be approved before travel arrangements can be made
• The Group International Travel Approval Form is due at least 3 months prior to proposed travel
  • The form will be reviewed by both Risk Management and Education Abroad for approval and feedback within 2 to 3 weeks of receiving a completed submission.
  • Note that programs occurring in locations considered High Risk as defined by Temple University would require the program leader to submit a petition with additional information. See the High Risk locations and the petition process.

Instructions with screenshots to guide you through the approval process are available to download.

Receipt of Approval & Pre-Departure Planning

1. After reviewing your submission, you will receive a notification indicating the status of your request. Upon receiving the electronic approval, you will be required to submit additional documentation to Risk Management and Education Abroad. Submissions should be uploaded to your online application one month prior to your departure. Instructions to guide you through completing your registration process are available to download. Submissions and include the following:
   1. Group Emergency Response Plan
   2. Finalized Group Travel Itinerary
   3. Registering your group with International SOS
   4. Temple Group Leader On Site Contact Informatio.
2. Group leaders will also receive a unique URL for their group to complete the registration process. Participants will need to submit the following through the unique URL:
   1. Emergency Contact information
   2. Health form
   3. Flight information (both departing and returning itineraries)
   4. Passport information
   5. Risk and Release Form
      1. Group leaders will be able to access and review these forms through the online system. Review health forms and disability accommodation letters for each participant. Discuss their concerns with them or encourage them to consult International SOS, as outlined above​
3. Attend the Health and Safety Workshop organized by Risk Management and Education Abroad. This Workshop generally occurs in the spring.
4. Pre-departure preparation for the group/students
   1. Provide students with worldwide cautions in effect by the U.S. Department of State, as well as country-specific information sheets.
      1. Consult International SOS for country-specific reports. Distribute/share reports with program/group participants.
   2. Hold a pre-departure orientation for students to review programmatic, academic, and logistical information with students, in particular:
      1. Passport/visa requirements
      2. Necessary immunizations
      3. Safety and security information, including local laws
      4. Location and contact information for U.S. embassies and consulates
   3. Distribute International SOS member cards to each participant.
   4. Distribute the Cigna International Travel Medical Insurance Summary of Benefits to all participants.
   5. Encourage group participants to consult International SOS via email (philadelphia@internationalsos.com) or phone at 215-942-8226 for information on immunizations, medical concerns while traveling, security information, and other specific concerns you or group members may have about traveling prior to departure.
   6. Advise U.S. citizens or permanent residents to register their stay abroad with the U.S. Department of State's Smart Traveler Enrollment Program (STEP). Non-U.S. citizens should register with the Embassy of their home country in their destination.

On-Site

1. Confirm safe arrival of all program participants with your Temple Main Campus point of contact.
2. Conduct an on-site orientation.
   1. Review accommodations, modes of travel, logistics, and cultural information with the participants.
   2. Share emergency contact information with group participants.
   3. Review logistics in the event of an emergency.
   4. Review policies/procedures related to independent travel away from the formal program.
3. Be in contact with International SOS regarding any medical questions or concerns that arise.
4. Be in contact with Risk Management regarding any questions or concerns around health and safety of the program and its participants.