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Know Before you Go
Deadlines for receipt of completed packets by the International Center:

Individual student/faculty/staff travel
  • 30 days in advance for international travel to non-hazardous destinations
  • 60 days in advance for international travel to high hazardous destinations

Group student/faculty/staff travel
A Cal Poly faculty/staff trip leader must be present for the duration of the trip and is responsible for completing the group travel request.
  • 90 days in advance for international travel to non-hazardous destinations
  • 120 days in advance for international travel to high hazardous destinations
  • 180 days in advance for international travel that requires a fee collection by Cal Poly
Group student/faculty/staff travel (New Deadlines for Trips with Departure Dates that begin Spring Break / Spring Quarter 2018)
A Cal Poly faculty/staff trip leader must be present for the duration of the trip and is responsible for completing the group travel request.
  • November 1, 2017 (Spring Quarter 2018 - includes Spring Break departure dates)
  • February 1, 2018 (Summer Quarter 2018 departure dates)
  • May 1, 2018 (Fall 2018 Quarter departure dates)
  • Sept 15, 2018 (Winter Quarter 2019 - includes Winter Break departure dates)
NOTE: The new deadlines beginning Spring Break/Quarter 2018 departure dates are for both high hazardous and non-high hazardous travel. Exceptions may be made on a case-by-case basis for competition teams, presentations at conferences, and for grant supported research with accompanying justification. Previous listed deadlines remain for winter break 2017 and winter quarter 2018 group travel proposals.

It is recommended that travelers submit packets early to allow additional time for internal deadlines. Please understand this process requires participation on the part of the traveler, department/division and college that is authorizing the trip - therefore, we encourage travelers to start early! Please see the Cal Poly International Center Flowchart.

This is a compilation of Cal Poly & CSU requirements, planning best practices, and resources to assist in travel planning.
 
Considering International Travel?
  • If you are a Cal Poly Employee arranging a field trip or any travel with students, instead review the Before You Go (Traveling with Students)
  • Determine if you will be traveling to a "High Hazard Country/Region."  
  • Determine if any visas or residence permits are necessary and what types. 
  • Faculty/staff/students often consider including personal travel as part of their business/academic trip. Please note; personal travel may be subject to taxation. Please contact your department administration or AFD for more information.
  • All approved student travel registrations will incur a $200 fee starting with trips that depart January 1, 2018 or later. The fee is non-refundable after the seven (7) calendar day grace period.
Required: 
  1. Contact your department and college for permission to travel.
  2. Gather passport, anticipated travel information, emergency contact information. Identify equipment, data, and materials you might take and if your travel is under a federal contract.
  3. Complete all registration forms and signature documents.
  4. Student travelers will be instructed to provide additional paperwork and a copy of their passport. Student travel is subject to academic and disciplinary review.
  5. Faculty/Staff must register in the SMART Traveler Enrollment (STEP) program to obtain Travel Alerts and Warnings. All students with US citizenship will be enrolled by the International Center. Non-U.S. citizens may still enroll with their home country and/or sign up for travel alerts through the State Department by going to: https://step.state.gov/step/pages/common/citizenship.aspx.
Once approved & prior to departure:
  • Determine if you should have additional insurance coverage. Certain high-risk activities (ex. scuba diving) are not covered under the mandated international travel insurance.  The foreign travel insurance may cover up to 14 days of personal travel (reimbursable to your department). If you plan to include more than 14 days of personal travel as part of your business trip aboard, you will need to purchase an individual policy for the additional dates of personal travel. Please contact the International Center with any questions regarding coverage.
  • Arrange for required visas or residence permits. 
  • Driving Abroad.  As you make arrangements, be sure to consider road conditions, verify availability of seat belts, and plan to limit road travel to daylight hours. 
  • Address all possible health considerations (allergies and medical conditions), guided by:
    • CDC Travelers’ Health site 
    • Cal Poly Health Center Travel Clinic (students only), or an outside Travel Health Clinic and/or personal physician if necessary/recommended. 
    • Necessary vaccinations or medications are obtained.
    • Determine if there are any restrictions on personal medications. Bring an extra 2-3 day supply, in case of travel complications and translate medications into the appropriate language.  Pack medications in original containers in your carry-on luggage.
  • Verify your passport is valid and remains valid for at least 6 months after the planned return date and there are no stamps in passports that may present problems for this trip.
  • Verify that each traveler has a visa or residence permit, if required.
  • Continue to evaluate the safety and security of your destination(s).  If there are any questions or possible questions, contact the International Center immediately. 
  • Verify access to emergency cash without ATM or credit cards. Contact your credit card company to let them know you will be traveling abroad.
  • Copy the first page of your passport and insurance card and carry separately from your passport. Provide your emergency contact with copies and verify how you may be contacted in an emergency.
  • Confirm your itinerary to ensure that all road travel will occur during daylight hours, with sufficient time even if meetings or events are delayed, unless otherwise specifically advised.
  • Verify that you have customs letters or export licenses, if required.
  • Enter emergency numbers into your cell phone and have a separate list of numbers, if your wallet is stolen (credit cards, bank).
  • Contact your cellular service provider prior to departure to verify your service and charges while abroad.
  • Faculty/Staff with phones issued by Cal Poly should contact their telephone coordinator for additional support. 
Questions? Please contact the International Center, (intltrvl@calpoly.edu); 805-756-6118.