International Travel Volunteer Agreement

international students

Central State University supports global awareness and international experiences for faculty, staff, and students when alignment to cultural or academic enrichment is aligned. International travel for a limited expanse of time and for a specific purpose has internal protocols that may or may not be inclusive to the full scope covered by study-abroad programs. 

The protocols listed below are specific to short-term international travel often associated with campus auxiliary groups. The initiation of these protocols begins with Academic Chairs and Deans. 

All international travel by faculty and student groups under the representation or sponsorship of the University must be approved by the Provost before any internal or external contractual or verbal commitments are made. 

All requests for travel must follow the protocols below.

Six months before travel (Academic Deans and Chairs, Organization Advisors) 

  • Invitations from international vendors for CSU participation must be presented to General Counsel and Academic Affairs. All invitations must be presented within 36 hours of receipt. Only written invitations will be considered for approval. 

  • A U.S. State Department travel advisory must be submitted with the written invitation. Travel advisories can be accessed at travel.state.gov. 

Four months before approved travel (Academic Deans and Chairs, Organization Advisors) 

If there is tentative approval by Academic Affairs: 

  • All students and staff who will be traveling must be identified in a written manifest. Only currently enrolled students will be permitted to travel. Students must be verified in good standing by Student Affairs before travel. Any student failing to remain in good standing through the date of travel will not be permitted to travel with the group 

  • Any other participants who travel with the group must be approved in writing by Academic Affairs and will be required to have a background check prior to travel. 

  • Applications for passports, visas, and any other travel documentation must be filed, and copies of the receipts for travel documents for each traveler must be submitted to Academic Affairs and Student Affairs. 

Two months before travel (Academic Deans and Chairs, Organization Advisors) 

The department/unit travelling must prepare a travelers' manifest that includes: 

  • Names and University ID numbers of travelers.

  • Chaperones contract or volunteer agreement.

  • Copies of all passports.

  • Verification of travel insurance and emergency medical insurance for each traveler (insurance can be obtained by contacting the Center for Global Education for information on the current University insurance contract).

  • Confirmed transportation arrangements (airfare and ground transport) and hotel accommodations stateside, while traveling to the destination, and during the time in the destination country.

  • Food and international travel budget.

  • Travel itinerary (with daily details).

  • Signed liability waiver from each traveler and, if a minor, the liability waiver must be signed by a parent/guardian.

  • Emergency contact form and FERPA waiver for each traveler.

  • Evidence that each traveler has the independent financial means to travel back to the U.S. should this become necessary. 

Vendor and/or traveler payments should be received by Cash Management at least three months before the date of travel unless otherwise specified by written contract. 

Notification of travel to the American Embassy is required before travel. 

Policies and forms required for international travel may be reviewed here.