Due to the ongoing COVID-19 pandemic, all program leaders are required to attend a planning workshop prior to applying for approval.

This workshop will be held twice a month and will guide program leaders through the approval process, the ongoing changing conditions of operating internationally, as well as provide feedback on preliminary planning. To register for a workshop, see the Workshops and Trainings page for dates/times.

Effective with the 2021-2022 academic year, any member of the Temple University community organizing group international travel must apply for approval in advance of making any financial commitments for the program or group. Approvals will be conducted on a rolling basis, however submission for approval should be submitted no later than the deadlines listed below depending upon the dates of travel.

Depending on the group’s affiliation and type of travel, Temple has established programmatic standards that must be met in order for a program to be considered for approval. Resources are available to assist with planning. Unsure about your group’s affiliation? View our defined list.

Program leaders and alternate program leaders will be required to complete the online International Health & Safety Training program prior to the proposal being considered for approval.

Due to the challenges posed by traveling during the COVID-19 pandemic, all programs or organized group travel will undergo a two-part evaluation.

The two parts of the program review are broken down as follows:

• Location assessment, with factors that we consider include but are not limited to the following:

  • Travel advice/entry restrictions

  • Health care infrastructure/overview

  • Current case count of destination

  • Positivity rates of the destination

  • Disease transmission within the destination

  • Vaccination rates of the destination

  • CDC, Department of State, and International SOS ratings

  • Treatment of severe COVID-19 cases

• Programmatic or group travel assessment, based on the programmatic standards for AY21-22

The two components of the programmatic review will be reviewed on a rolling basis, and are due no later than the dates outlined above.

Depending upon the conditions in the proposed location, proposals may be reviewed by the Elevated/High Risk Committee.

1. After reviewing the submission, proposers will receive a notification indicating the status of the request. Any programs that are approved will continue to be evaluated periodically prior to departure to confirm that the basic program criteria continue to be met or to determine if adjustments need to be made to the program.

2. Upon receiving the electronic approval, program leaders will be required to submit additional documentation to Risk Management. Submissions should be uploaded to the online application one month prior to departure. Instructions to guide program leaders  through completing the registration process are available to download. Submissions include the following:

   1. Finalized Group Travel Itinerary

   2. Registering the group with International SOS

   3. Temple Group Leader On Site Contact Information.

   4. Confirmed contact information for Alternate Program Leader.

3. Group leaders will be required to attend a pre-departure meeting after receiving approval. This meeting will answer any questions from the online training, guide program leaders through organizing their group travel, and answer any questions regarding operating in a COVID-19 environment abroad.

4. 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​

5. In addition to the training, Program Leaders are expected to:

   1. Provide participants 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 participants to review programmatic, academic, and logistical information with participants, 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  International SOS & International Medical Insurance  Summary of Benefits to all participants.

   5. Ensure participants complete the online international health and safety training prior to departure.

   6. Encourage group participants to consult International SOS via email (philadelphia@internationalsos.com) or phone at 215-942-8478 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.

   7. Encourage participants to register  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.

1. Confirm safe arrival of all program participants with 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.