Travel Processes for USF Health Faculty Leading Students Abroad

Student-related travel has a very different risk profile than business travel (travel not accompanying students abroad).  USF faculty and staff accompanying students abroad are required to register for the travel medical and evacuation insurance coverage as part of the university’s student-related travel group policy. Thus, any faculty and staff accompanying students abroad should not register for the university’s faculty/staff business travel insurance coverage and are required to only register for coverage through the university’s student-related travel group policy.


USF Health International Program Proposal Submission Deadlines

2018 Spring Travel Programs:

September 15, 2017 

2018 Summer Travel Programs:

October 06, 2018

2018 Fall Travel Programs:

January 19, 2018

(Click to go to the online Student-Related Travel Group Proposal)

  • High-risk destinations will require a thorough review and approval by the USF Health High-Risk Travel Assessment Committee and the USF World Global Risk Assessment Committee.  A high risk destination is any country for which the U.S Department of State has issued a travel warning/alert.  Check the travel risk status here.

  • Once the group proposal is completed and reviewed by USF Health International, the program leader will receive a unique student registration program link which shall be provided to all student participants to register for travel.

Travel Applications for all Health Program Participants Due 

2017 Fall Travel Programs: Fall Break Travel:
December Travel:
September 8, 2017
October 20, 2017
2018 Spring Travel Programs:


January 19, 2018
2018 Summer Travel Programs: May Travel:
June Travel:
July Travel:
March 30, 2018
April 30, 2018
May 31, 2018


ALL faculty, staff and non-student participants are required to register for travel and the university’s medical and evacuation insurance by completing the appropriate application below:

  • Lead Associate Traveler Application - A faculty or staff must be designated as the group program leader and complete the Lead Associate Traveler Application.  All other faculty, staff or residents participating in the program shall complete the Associate Traveler application below.

  • Associate Traveler Application - to be completed by any additional faculty, staff, medical resident, post-doc and approved non-USF participant


  • Associate Travelers and Student Program Leaders (which includes all faculty, staff, residents, post-docs and any non-USF participant)

    • Complete the USF System Clery Act and Title IX Training (CSE-RE Orientation)- required for all group leaders and associate travelers participating in a student-related travel program as dictated by USF Policy, Florida Law and Federal Law Required completion once every 2 years. Review attachment for further details. 

      • To register- Log onto GEMS. At the main menu select Self Service > Learning and Development > Request Training Enrollment. Search by Course Name: CSA-RE Orientation and View Available Sessions

    • Complete the EAO Risk & Security Orientation- (required completion of the full length, face-to-face session once every 2 years; online refresher acceptable on off years)

      • To register- Log onto GEMS. At the main menu select Self Service > Learning and Development > Request Training Enrollment. Search by Course Name: EAO Risk & Security Orientation and View Available Sessions. 

    • For concerns with registration, email hhuynh@health.usf.edu

*USF Self-Insurance Program

Each USF student, resident and/or faculty member is provided professional liability coverage through the USF Self-Insurance Program in the amount of $200,000 per claim/$300,000 per occurrence (with any additional coverage, if desired, to be purchased by the individual). Providers not employed by USF and students not enrolled in a USF Health Sciences Center college have no professional liability coverage under the USF Self-Insurance Program.

Faculty leaders shall organize a program specific travel and safety pre-departure orientation with all group participants before departure.  

  • Enrollment for the university’s medical and evacuation insurance does not provide coverage outside of the dates of the university-related travel program. Those who plan to travel independently, either in advance of the program or after the program ends, must independently ensure that they have insurance coverage valid outside the U.S. and travel at their own risk. The university’s insurance provider (UHCG) offers students and their dependents, travelling on their own time, before or after program dates, to purchase travel medical and evacuation coverage, by calling the enrollment center 1.800.732.5309 (to pay via credit card) or via the Outbound Enrollment paper form (to pay via check). Reference the USF ID #: 902238160. Review the UCHG - USF Policy and FAQ

  • The university’s medical & evacuation insurance does not include trip cancellation coverage or travel insurance (theft, costs due to delays in travel time, etc.), or pre-existing conditions. If you are concerned about travel insurance coverage, you are advised to seek travel insurance coverage through your own carrier.

It is strongly recommended that travelers follow the Centers for Disease Control and Prevention (CDC)'s travel guidelines regarding prophylaxis and vaccinations for their travel destination(s). Visit the CDC's website for country specific travel health information.

  • Obtain printed Emergency Cards from the USF Health International Travel Coordinator.

  • It is recommended to distribute this to students no more than 2 weeks prior to departure.

  • Note the emergency phone number as well as those of your in-country and home emergency contacts in your cell phone which you will have in use while abroad