In order to ensure compliance with Administrative Regulation 4:9, the UK International Center asks faculty and staff members organizing and/or sponsoring non-credit international group travel experiences to submit Part A of the International Group Travel Programs Checklist four to six months prior to program departure. Part B must then be submitted no later than 2 weeks prior to departure. This process is only for those faculty or staff members who will be accompanying student groups to international destinations. If you have any questions about whether or not this process applies to your specific situation, please contact firstname.lastname@example.org.
In addition to completing these required forms, the Program Director(s) are asked to complete the online Short-Term International Programs Training program.
All international group travel experiences, including recurring programs, must be reviewed by UK Risk Management in association with the International Center.
Students on group travel programs with 5 or more student participants will automatically be billed a non-refundable Risk Management fee ($50). All students on group travel programs will automatically be billed for Travel Medical Insurance and Evacuation Coverage ($10.50/week). These fees are always waived for program directors and assistant directors. These costs should be included in any budgetary information distributed to participants. These fees may be billed directly to a student's account or sent as an invoice to the sponsoring unit, depending on the program.
All program leader(s) are asked to complete the Short-Term International Program Training, available online through UK's excess liability carrier, United Educators. When registering for the training, you will need to enter a username and password along with UK's institution code before proceeding. UK's institution code is 0473-UN37-XY12. Once the training is complete, please notify Manager of International Health, Safety & Security Jason Hope at email@example.com.
After the program review process is complete, program leaders and all participants must submit registrations at this link.