Travel Processes for USF Health Faculty/Staff Accompanying Students Abroad

  1. Contact your college’s International office (Associate Dean- International) for review and approval of group travel program.
    • First iterations of study abroad group programs will be required to complete the USF Health- Faculty-Led Study Abroad Group Program            Proposal Form provided by your college's international programs office. 

  2. If you are planning on traveling to a High-Risk Destination, contact your college’s International Programs office ASAP.
    • 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. (Note- High-risk travel requests must be submitted a minimum of 60 days prior to departure or will not be approved)

  3. Complete the USF Health Study Abroad-Group Travel Approval Form and submit to USF Health International (minimum 60-90 days prior to travel departure)

  4. Register your group program for travel by completing the online Student-Related Travel Group Proposal via the USF Health Portal. (minimum 45-60 days prior to travel departure)
    • Once the group proposal is completed and reviewed by USF Health International and USF Education Abroad for safety risk and security, the program leader will receive a unique program registration link which shall be provided to all student participants to register for travel and the university’s required travel and medical evacuation insurance.

  5. ALL participants of the travel program are required to register for travel and the university’s travel medical and evacuation insurance via one of the below application links:
    • Lead Associate Traveler Application- the lead (or one) faculty/ 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.
    • Associate Traveler Application- to be completed by any additional faculty, staff, medical resident, post-doc and any non-USF participant
    • Student Participant Application- all USF student participants must register via the unique program application link provided by the program leader.
      • Currently distributed links are also posted under group programs on the USF Health Portal.

  6. ALL participants of the travel program are required to complete travel pre-departure orientation requirements as detailed below:
    • Associate Travelers and Student Program Leaders (which includes all faculty, staff, medical resident, post-doc 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 university-related travel program as dictated by USF Policy, Florida Law and Federal Law. Required completion of the full length, face-to-face session once every 2 years; online refresher acceptable on off 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. 
    • Student Participants - are required to complete the online USF Health Student Pre-departure orientation course via CANVAS.
      • Student participants will receive an email invitation to join the online CANVAS course within 5-10 business days of initiating online travel application.

  7. Review Travel Resources: all participants are strongly encouraged to review the following travel, pre-departure information:
  8. Consider purchasing additional travel insurance
    • Enrollment for the university’s required UHCG 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. 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 UHCG 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.  

  9. Prophylaxis and Vaccinations: It is strongly recommended that faculty follow the Centers for Disease Control and Prevention (CDC)'s travel guidelines regarding prophylaxis and vaccinations for their travel destination(s). Please go the CDC's website for travel health information. 

  10. Record the USF 24/7 Emergency Phone Number +1-813-317-5815.
    • Print Emergency Card or stop by USF Health International (MDA 1007) to pick up printed copy
    • 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

Student 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 purchase register for the travel medical and evacuation insurance coverage as part of the university’s UHCG student-related travel group policy. Thus, any faculty and staff accompanying students abroad are not eligible for the should not register for the university’s UHCG faculty/staff business travel insurance coverage and are only required to purchase register for coverage through the university’s UHCG student-related travel group policy.

USF Health International Programs offices contact information:

USF Health International

Cristienn Joudaane, MBA, MS
Director of International Programs
WELL Building – MDA 1007
(813) 974-4003
cjoudaan@health.usf.edu

USF Health International

Tina Huynh
Program Assistant & Travel Coordinator
WELL Building – MDA 1020
(813) 974-4384
hhuynh@health.usf.edu

Morsani College of Medicine

Linman Li, MBA
Director, Asia Programs
17 Davis Bldg, Suite 412
(813) 844-8204
Lli1@health.usf.edu

College of Nursing

Stephen Mcghee, MS, RNC
Director, Global Affairs
MDN 3034
(813) 974-9133
stephenmcghee@health.usf.edu

College of Pharmacy

Umesh Jinwal, Ph.D.
Chair, International Committee
Byrd Institute, ALZ 308
(813) 396-0673
ujinwal@health.usf.edu

College of Public Health

Jesse Casanova, MS
Director, International Programs
WELL building – MDA 1006
(813) 974-4247
jcasanov@health.usf.edu