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Introduction to the Individual Student Travel Request Process
All international travel conducted as Cal Poly business must go through the Cal Poly International Center. Travel abroad may include activities such as attending conferences, participating in tours, conducting funded research, or taking students on non-credit international field trips. Travel requests must be submitted to the International Center by the deadlines listed below. The International Center will process the paperwork and submit to the Provost's office on your behalf. Expenses related to international travel should not be incurred until you have completed the travel authorization process and received written approval for your travel. Students must remain in good academic & disciplinary standing.
Deadlines for receipt of a completed individual student travel packet by the International Center:
Individual Student Travel Request deadlines
- 30 days in advance for international travel to non-hazardous destinations
- 60 days in advance for international travel to high hazardous destinations
It is recommended that travelers submit packets early to allow additional time for internal deadlines. This process requires some information gathering on your part -- we encourage you to start early!
Please review the "High Hazardous Countries Lists" to find out if your destination is deemed high hazardous. In general, student travel to countries listed on the high hazardous lists will not be approved unless the student is accompanied by a Cal Poly faculty or staff member.
Please note - there is no need to complete an international travel packet or purchase Cal Poly foreign travel insurance for U.S. Territories
such as Puerto Rico, Guam, Northern Mariana Islands, the U.S. Virgin Islands or American Samoa.
If you are a student participating in an academic program with an academic advisor in the International Center or Extended Education, you should not register here. Instead, please visit the Study Abroad Website (http://studyabroad.calpoly.edu/) or contact the International Center for assistance, firstname.lastname@example.org; (805) 756-6118.
Ready to Begin?
The following steps will help guide you through the process of requesting your international travel with students.
Talk to your faculty advisor / department head to seek approval.
Review the international travel resources including “Before you Go
.” Students must remain in good academic & disciplinary standing to participate in a trip abroad.
Save or print out the directions below. The system has a security function that will time you out of your session. Please be sure to save your work as you go along.
Click "Apply Now" at the top of the page. You will be prompted to log-in with your Cal Poly username and password.
Complete your Profile (only the first time you login to the system).
Add your itinerary. You may create more than one leg of your travel in the same application by continuing to build your itinerary this same way. Once you are finishing building your itinerary (which should match your flight itinerary), click "Update
Complete all Registration Forms & Signature Document Forms
. The Travel Pre-authorization
must be signed by your department & dean's offices prior to submission. The International Center will be responsible for obtaining the Provost’s signature on your behalf.
A checkmark will appear in the boxes under the "Received" column that you have completed. You will receive an e-mail notification from the Cal Poly International Center within 1-3 weeks of your submission. During this time, you may
be asked to provide additional information.
The International Center staff will submit a request to review your disciplinary and academic records. If you have a disciplinary record and/or are on academic probation, your travel request will most likely be denied. Please contact the International Center
if you have questions.
Step 10: All approved travel abroad on Cal Poly business must be covered by the Foreign Travel Insurance Program. Insurance coverage will be for the duration of the trip conducted on Cal Poly business. Personal travel days before or after the Cal Poly business trip will NOT
be covered by the foreign travel insurance. Travelers are responsible for purchasing their own travel insurance policy for personal trips. Students should understand that they are responsible for paying the cost of foreign travel insurance.
Step 11: All approved student travel registrations will incur a $200 fee starting with trips that depart January 1, 2018 or later. This may include, but is not limited to, attending or presenting at a conference, conducting research, participating in an academic or athletic competition, participating in a club activity, or participating in a non-credit international field trip. This fee is in addition to any other expenses, including the foreign travel insurance fee.
This fee supports our efforts in maintaining standards of good practice in the planning and delivery of non-study abroad international programs. Specifically, the revenue helps cover the cost of program administration on international trips, including the development and maintenance of safety modules, program proposal review, planning and delivery of in-person and online pre-departure orientation workshops for students, faculty and staff, maintenance of software programs, student advising, and emergency response while abroad.The fee is non-refundable after the seven (7) calendar day grace period.
Returning to View/Complete Your Request
You may return to work on your travel request at any time, as long as it is completed prior to your departure date. To return, click "Cal Poly Login/Register" at the top of the page to be taken to your Applicant Home page. From here, click on the link to "Individual Student Travel Request and Registration." Please do not hit "Apply Now" from this page more than once, as it will create multiple applications for you.
Why Are These Steps Important?
Student registration in the system allows the Cal Poly International Center and the University the ability to provide our travelers with the necessary health and safety support, including travel medical insurance information and other pre-departure resources. Additionally, in the unlikely event of an emergency while abroad, the Cal Poly International Center will be able to quickly coordinate response and assistance with the insurance carrier and relevant departments.
The Cal Poly International Center welcomes questions, email@example.com or (805) 756-6118.