Article 4: Process, Rules and Requirements of the ITP Policy

The WIKI Page consists of a Policy and Procedure section that support all types of sponsored international travel. Along with the policy information, this section also provides guides for the process, procedures and timelines to assist with long-term planning.

1.    International Sponsored Travel Policy  

·         process and timeline for International Group Travel Programs - Attachment A  

·         process and timeline for Faculty Led International Travel Programs - Attachment B  

·         process and timeline for Individual International Travel Programs - Attachment C  

2.    Faculty Led Policy and Procedures

3.    International Sponsored Group Travel Proposal Procedures  

4.    International Sponsored travel Pre-Departure and During Program procedures  

Group Travel Process:

The Group Leader is the point person who is initiating the desired international group travel. They must work very closely with the Program Administrator of their division, their direct Supervisor and/or the Division or Department Head while preparing the proposal. The Program Leader Checklist is a terrific guide to ensure appropriate steps are being completed. The Program Administrator (PA) shepherds the program through the ITPRC Review and Designator Approver process.

PROPOSAL APPROVAL:

1.  Complete proposal form and review carefully with the Group Leader(s) and obtain Group Leader signature(s)

2.  Ensure that Group Leader(s) obtains signatures of their Supervisor and/or Dept Head

3.  Ensure that any vendor contracts have been reviewed by Purchasing and/or legal and include those contracts, along with any noted concerns or questions raised, in the folder with the proposal

4.  Create a folder for the proposal in Drop Box, place the proposal and all attachments in the folder

5.  Inform the Chair that your proposal is ready for review and needs to be added to the agenda

APPROVED PROGRAM:

1.  After Chair receives the approval from the Designated Approver Chair will place the approved travel proposal into the folder in Drop Box and inform the PA and Lynn Kelliher

2.  PA will inform Group Leader and begin preparing the group for departure

a.    Finalize program logistics

b.    Recruit and Commit participants

c.     Attend risk mgmt. training

d.    Schedule pre-departure

3.  PA will contact Global Fairfield Office Manager to coordinate air travel and insurance

a)    PA is responsible for providing Office Manager with the enrollment roster and all information needed on the CISI spreadsheet

b)    PA is responsible for working with the Office Manager and directly with the ScholarTrip to ensure proper flight arrangements – Global Fairfield does not book travel

c)    PA is responsible for continued monitoring of Travel Alerts/Advisories 

NOTE:

Global Fairfield will provide Public Safety with the International Travel Programs enrollment roster weekly.

Group Leaders and PA should be aware that the process from proposal to departure takes time. Each proposal states the suggested timeframe to allot for launching a program. As with planning any large event with several constituents involved, the more time in advance of the desired program launch you begin planning, the smoother the planning process goes.

Throughout the academic year, Global Fairfield offers workshops for developing programs and for understanding the Risk Management responsibilities involved with a leading a sponsored group international travel program. In our next article Global Fairfield will share the dates of upcoming workshops for you to save the date.