Once the paperwork is processed, the offices of Travel Services (TS) and International Programs and Services (IPS) will contact the program director with confirmation and information emails.

4 Months Prior to Trip

Contact IPS to register for Part II of the Study Abroad policy and procedures workshop.
• Review Responsibilities and Liability of Program Directors
• Review Insurance for USI Employees Traveling on Business

2 Months Prior to Trip

Submit final trip itinerary to Travel Services

Submit list of all participants on trip (including staff) to TS - full names as they appear on passport, Banner ID number or social security numbers and date of birth of each participant

Purchase ACCESS America insurance through TS

Complete participant checklist on the Study Abroad Web site
• Hold a pre-departure orientation for program participants (Additional Resources)

1 Month Prior to Trip

Submit detailed Emergency Action Plan to IPS

Submit on-site emergency information to IPS
• Submit Authorization of Medical and Surgical Consultation/Treatment form to IPS
  
Verify participants have submitted required documents and completed his/her participant checklist on the Study Abroad Web site

Submit any additions/deletions/correction to the participant list to TS
• Hold a pre-departure orientation for program participants (Additional Resources)

2 Weeks Prior to Trip

Obtain copies of important documents from IPS

Pick up Executive Assistance card and passport stickers through ACE USA from IPS
• Review USI Emergency Action Protocol

1 Week Prior to Trip

• If applicable, pick up airline tickets and other travel information from TS
• Register group with US embassy in host country at https://travelregistration.state.gov/ibrs/