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Group Travel Review

You can request a review for group travel if:
 
  •  The trip dates and locations are the same for all travelers
  • The group will be together for the vast majority of the trip

Your request to review travel should be received at least 4 weeks prior to departure and within the published deadlines. Please note that it is recommended that you submit early in case any adjustments have to be made. Please also understand that this process requires a bit of information gathering on your part - do not underestimate the effort and start early! Remember, we strongly urge you to not purchase any flights until you have received written approval of your travel.

Be sure to check out these important dates to prepare for your submission.



Submission

Here are the steps to a successful submission:

1. Login to the Travel Review System via the link below to get an overview of what you information (your risk mitigation plan) you are required to enter?

2. Familiarize yourself with the destination and the associated risks (consult our Resources)

3. Write a detailed proposed travel itinerary (include potential accommodations, methods of transportation, communication, day-to-day activities)

4. Fill out the pre-travel assessment form and email it to International SOS at securitysupport@intlsos-cr.com? - then call ISOS to receive your specific brief. It will also be emailed to you. Please remember to upload a copy to your review materials. Download pre-travel assessment form: Pre-Travel Assessment Form. Travel Review.docx

5. Based on the information you have received and your own research, fill out the Risk Mitigation Plan (the more granular, the better)

6. Obtain signatures from your sponsoring unit on campus (generally the school you are enrolled in or the program you are travelling with) if you are receiving funding

7. Collect all UTNLs (i.e. jsmith01) from the trip participants and enter the information on the provided excel sheet (see below).

Tip: You can always start a travel review and continue to add information - you will always be able to log back in. (Simply click "Save" instead of "Submit" prior to exiting).



Please note that your submission is entirely online. You will, however, need to upload the endorsement form which contains the signature of your sponsoring unit as well as the trip roster. Both can be downloaded here:
 
Start your Group Travel Review

 


Outcomes

Fully Approved itinerary
The travel itinerary and mitigation strategies have been fully approved by the Committee and the travel is authorized.

Approved with conditions
Upon reviewing the travel plans, the Committee might require students to take additional steps before and during their travel to these countries in order to obtain approval.  Examples of such additional steps are (but not limited to):
  • Carrying a satellite phone or tracking device
  • setting up regular contacts with a Tufts official/administrator
  • limiting side trips/not approving side-trips without prior to submission
  • Requiring a change of accommodation
While Tufts will make a reasonable effort to assist in accommodating these requirements, it is the traveler's responsibility to ensure that all conditions are met and assume all related costs.

Denied
Tufts reserved the right to withhold approval if the Committee determines after the review that the travel would be imprudent based on the particular facts of the case. Should a travel review result in the denial of the travel, a summary of reasons supporting the decision will be offered to the applicant or the applying unit.


Changes during travel

The University reserves the right to suspend an ongoing or previously approved international activity for student, staff or faculty member if a significant health, safety, or security concern is raised regarding that experience. In making the assessment, the University will consider the risk management plan for the students, staff, or faculty involved in the activity and the balance between the value of the academic or professional experience in that specific location versus the risks associated with that location/activity. It is possible that a specific program, activity in a specific location (city, region, or country), or all activities abroad would need to be modified or suspended by the University due to a health or safety concern. This concern may arise if a new U.S. Department of State Travel Warning/Alert is issued for a location, or if individual conditions at a location have changed significantly as determined by ISOS and/or U.S. Department of State. Risk Management will consult with relevant administrative units overseeing the activity, consult with members of the International Travel Safety Review Committee and other appropriate individuals to determine the best course of action.
All Tufts affiliates are required to comply with the recommendations.

Registration of Travelers

Once your trip has been approved, your group will receive an email acknowledging that the trip is active in the Tufts Travel Registry. All trip participants are required to log into the Travel Registry and:
 
  • Provide their emergency contact information in the U.S. or their home country
  • Provide their passport information
  • Sign the university travel waiver and risk notification statement

Any questions can be directed to Chelsea Ferrell, Program Manager for International Safety and Operations.

Video: "How to complete an existing travel Registration"


Click on the video or the launch button below to start the brief tutorial.

travel reg video
 

Launch Presentation

 

Last modified 11/03/2016