Center for Service in Action - Beach Clean-Up in Cuba (Summer 2016)
Introduction to Trip Leader Registration
All faculty and staff leading students on a trip abroad must register as a “Trip Leader.”
Why Is Registration Important?
Travel Registration allows the International Center and the University the ability to provide travelers with the necessary health and safety support, including travel assistance information and other pre-departure resources. Additionally, in the unlikely event of an emergency while the group is abroad, the University will be able to quickly coordinate response and assistance with the relevant departments.
Ready to Begin?
The following steps will help guide you through the process of requesting and registering your international travel with students. Please complete your registration in its entirety at least 30 days prior to the group's departure.
Click on the "Apply Now" button at the top to begin registration.
You will be prompted to login with your Cal Poly username and password.
Use the calendar feature to enter the date of departure and the date of return for your destination. Select your destination from the list of locations or search for the location by city name, and then click "Add to Itinerary." If you are traveling to multiple locations, you can create more than one leg of your travel in the same application by continuing to build your itinerary this same way. Once you are finished building your itinerary, click "Add to Itinerary" and then "Update."
On the next page, complete all required Registration forms
and Signature documents
from the checklist. When they are complete, a check-mark will appear in the boxes under the "Received" column. 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.
Trip leader(s) will be required to attend a workshop on trip leader roles and responsibilities. The trip leader(s) will be sent an email with the date/location of the workshop. Please note, the trip leader should be a Cal Poly employee (faculty or staff member). Students and volunteers are rarely allowed to be designated as "trip leaders." All requests for exceptions must be approved by the International Center. All questions and requests should be emailed to: firstname.lastname@example.org.
Once a group has been approved, the trip leader must provide a finalized student roster to the International Center at least 45 days prior to the departure date. The International Center will send a link to student travelers to complete their student forms and passport information electronically. Trip leaders will no longer submit paper forms or copies of student passports.
Returning to View or Complete Your Registration
You may return to work on your registration at any time, as long as you complete it prior to your departure. To return, click “Login/Register" at the top of the page to be taken to your Applicant Home page. From here, click on the link for your registration. Please do not hit the "Register Now" button from this page more than once as it will create multiple applications for you.
Please direct questions to the International Center: email@example.com, (805) 756-6118.