The Types of International Travel Covered by the International Travel Policy (ITP)

Article 2 - The Types of International Travel Covered by the International Travel Policy (ITP)

This article provides additional details and clarifications about the University’s ITP. “International travel” is classified as any travel that takes place outside of the fifty states of the United States of America.  Travel to Puerto Rico and other U.S. territories and protectorates is considered international travel and is subject to these policies. Appropriate approvals for all travel involving sponsored must be obtained through the Program Proposal process prior to the commitment of any University resources and/or prior to program promotion.  

Examples of sponsored international faculty and staff travel include but are not limited to: international research, international conferences, international service projects, international teaching, and/or international speaking engagements that are arranged or funded by a Fairfield University office, faculty member, department, or division.

Appropriate approvals for all sponsored international travel for individual faculty/staff must be obtained prior to the commitment of any University resources and/or prior to participation in the travel. After completing the Individual Sponsored Faculty/Staff proposal form, Faculty must obtain approval from their department chair and their Dean and Staff must obtain approval from their immediate supervisor as well as the head of their division. To ensure that sponsored travel is consistent with the University's mission and that safety issues have been addressed, all individual sponsored travel must be reviewed first by the International Travel Proposal Review Committee (ITPRC) and then approved by the authorized approver no less than 6 weeks in advance of the travel.

Examples of sponsored international travel for individual students include but are not limited to: international research, international conferences and international service projects that are arranged or funded by a Fairfield University office, faculty member, department, or division. The student must complete the Individual Student Sponsored proposal form and obtain the required approvals from the department or division sponsoring the student. To ensure that sponsored travel is consistent with the University's mission and that safety issues have been addressed, all individual sponsored travel must be reviewed first by the ITPRC and then approved by the authorized approver no less than 3 months in advance of the travel.

Examples of sponsored international student group travel include any activities undertaken outside of the United States and which are arranged or funded by a Fairfield University office, staff member, faculty member, department, or division; Faculty Led Programs; Division of Student Life-sponsored excursions; international travel of athletic teams; Campus Ministry travel; club sports travel; the activities of University-recognized student organizations; University association-funded travel; and/or travel in which a recognized and chartered student organization officially represents the University. Group Leaders must complete the Group Proposal Form that correlates with their department for the desired international travel and obtain approval from their immediate supervisor as well as the head of their Department/School.  Completed Group Sponsored proposals must be reviewed by the ITPRC and then approved by the authorized approver 3 to 12 months prior to the desired travel. Please see the individual proposal form for the appropriate timeline of submission.

Each proposal provides a timeframe of which the proposal should be submitted to the International Travel Proposal Review Committee (ITPRC) to ensure a timely review. The ITPRC meets monthly where they review all submitted international travel proposals to assess policy and procedure compliance and recommend action. Proposals with a final approval signature by a Dean, Director or Department Head must be returned to the ITPRC Chair in order for the program to progress forward.