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Checklist for Planning Your Trip All boxes should be checked “Yes” or “Not Applicable” before you depart on the trip. [R] means that the activity is required for all travel. Required Actions Yes No N/A 1 [R] Have you reviewed read the College Policy on short-term international travel? 2 [R] Have you planned your trip? (see list below) Sample Program Planning and Approval Form For groups: Have you assessed safety conditions at the site, or obtain a safety evaluation? For groups: Have you determined how to provide adequate supervision for your group? For groups: Have you determined how you will monitor the local environment and provide safety updates to the participants (or advised them of resources to aid them in doing this for themselves)? For groups: Have you evaluated the safety issues surrounding any program events, excursions, or other services, whether arranged by the institution or by a third party? For groups: Have you ensured that safe means of transportation will be provided at the location/s you will be traveling to? For groups: Have you developed an Emergency Response Plan (definition)? For groups: Have you developed a Crisis Management Plan (definition)? For groups: Have you designed and plan to deliver an orientation that includes important information regarding health, safety and cultural conditions at the travel destination? Please provide the date of the orientation:_______________________ 3 [R] Have you completed a budget for the trip? (see list below) Sample budget worksheet For groups: If applicable, have you billed or collected the program fees? For groups: If applicable, have you determined if the program will award scholarships or aid to participants? For faculty and individual travelers: Have you set up New Income and Expense Accounts for the Program with the Business Office? 4 [R] Has your trip been approved? (see list below) Faculty and Individual Travelers: Have you completed the Program Planning and Approval Form, and included a draft of your syllabus, budget, etc. Athletic Coaches/Teams: Have you completed the… Clubs and Organizations: Have you completed the… International Experience Grant Recipients: Have you completed the International Experience Grant Proposal Internship Participants: Have you completed the paperwork required, submitted it to the appropriate office and has it been approved? Graduate students: Have you completed the… House Events: Have you completed the… Summer Travel: Have you completed the… Student Aid Society Funding: Have you completed the… 5[R] Have you and/or each participant registered by creating your Personal Travel Locator (PTL) on International SOS? The Five College, Inc. member number is: 11BCAS000005 For group leaders: Have you reviewed AIG/Assist Program for Medical Evacuation & Repatriation with participants? 6 [R] Have you completed and submitted the travel waiver? 7[R] Have you checked Related College Policies for other useful or pertinent information? 8[R] Have you registered with the embassy where you will be staying? A completed checklist and all supporting documents must be submitted to the office coordinating your funding, your supervisor, your trip advisor, the Associate Provost or the Dean of Students Office.
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