University of Southern Indiana

Checklist for Faculty Program Directors

1 Year Prior to Trip

  • Begin preliminary research on trip costs, itinerary and course description
  • Review USI Policy Regarding Program Administration

6 Months (minimum) Prior to Trip

Complete and submit the following documents to your department chair:

Once the paperwork is processed, the Travel Services and the Center for International Programs will contact the program director with confirmation and information emails.

4 Months Prior to Trip

2 Months Prior to Trip

  • Submit final trip itinerary to the Center for International Programs. It will be scanned and filed on the O: drive.
  • Submit list of all participants on trip (including staff) to the Center for International Programs - full names as they appear on passport, Banner ID number or social security numbers and date of birth of each participant.
  • Complete participant checklist on the Study Abroad website.
  • Hold a pre-departure orientation for program participants.

1 Month Prior to Trip

  • Submit detailed Emergency Action Plan to the Center for International Programs.
  • Submit on-site emergency information to the Center for International Programs.
  • Submit Authorization of Medical and Surgical Consultation/Treatment form to the Center for International Programs.
  • Verify participants have submitted required documents and completed his/her participant checklist on the Study Abroad website.
  • Submit any additions, deletions and/or corrections to the participant list to the Center for International Programs.
  • Hold a pre-departure orientation for program participants.

2 Weeks Prior to Trip

  • Obtain copies of important documents from Center for International Programs.
  • Pick up Executive Assistance card and passport stickers through ACE USA from the Center for International Programs.
  • Review USI Emergency Action Protocol.

1 Week Prior to Trip

Contact Heidi Gregori-Gahan

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