Travel Review for Group Travel
Prior to starting the Travel Review process, it is very important that you familiarize yourself with the submission deadlines to ensure that you are submitting the information early enough. Please note that, from experience, it takes approximately 4-6 weeks for this process to be complete.
Please also be sure to review the submission deadlines.
Please further ensure that your trips meets the eligibility requirements for a group travel review. You can apply as a group if:
- All participants have the same itinerary (same arrival/departure date)
- All participants are staying in the same accomodation
- All participants are using the same in-country transportation
- There is a dedicated group leader that can serve as the liason to Global Operations and as the dedicated emergency contact for the group
- Is this group travel subject to review?
- What information/materials do I need?
- What happens during the ITRC Review?
- Outcomes of the ITRC Review
- How do my fellow participants get registered?
- I have questions and need to speak to someone.
Start Group Travel Review Request
Overall Group Travel Review Process
Your Group Travel Review Request
Do your research! Prior to completing the request for travel review, you need to know a lot of information about your destination. We recommend the following resources, but you can-of course- use your own:
To start the process, you will need to submit a request for travel review. You will be asked to enter the proposed dates and locations of your travel. You will then be directed to your application/request page where you can see all required elements.
- To start the process, you need to submit a Request for Travel Review
- Start by entering the proposed dates and locations of your travel
- Complete all elements of the request
Overview of required documents and materials
What will this look like?
Review by the International Travel Review Committee (ITRC)
During the review, the committee will weigh a variety of factors, not limited to
- Travelers demonstrated understanding of the risks associated with the travel
- Transportation choice, sourcing, and reasoning
- Accommodation choice, sourcing, and reasoning
- Communication plan developed in relation to the travel itinerary and location-specific needs
- Inherent risk of location in relation to provided risk mitigation strategies
- Inherent risk of traveler in relation to provided risk mitigation strategies
- Local affiliation on the ground, if applicable
- Ability to provide emergency support
In addition to the information received by International SOS, the Committee will consider information from multiple other sources including governmental reports (including the U.S. Department of State, the U.S. Centers for Disease Control and Prevention, the U.S. Department of Homeland Security and the U.S. Department of Agriculture), the University’s travel assistance providers, the University’s insurance carriers and other expert sources in providing relevant operational, legal and risk management advice to travelers.
Outcome of the ITRC Review
The travel itinerary and mitigation strategies have been fully approved by the Committee and the travel is authorized.
More Information needed
Upon reviewing the travel plans, the Committee may require the traveler to submit additional information for the Committee to make a decision. If so, Global Operations will contact the traveler to obtain the requested information.
Changes to the Travel Plans required
Upon reviewing the travel plans, the Committee might require the traveler to alter their current travel plans to further mitigate the risks associated with this travel. Examples of such requested changes are (but not limited to):
- requiring a change in accommodation/transportation choice
- additional security assistance through in-country provider
- change in overall itinerary
The committee needs to verify that the changes have been made prior to approving the travel.
Approved with Conditions
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
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.
How do my fellow participants get registered?
After your trip has been approved, Global Operations will use the UTLNs that were provided to create travel registrations based on the information provided in review. The participants will receive a message to login to the system and complete their personal information (passport and emergency contact) and to sign the applicable waivers. The trip leader(s) will also be required to complete their personal information. Their registration will remain in pending status until all required information has been submitted.
The trip leader will receive automatic emails from the registry system to alert them when a participants has registered. It is the responsibility of the trip leader to ensure that all participants are registered.
Questions? Please contact Chelsea Ferrell, Program Manager for Global Operations.
Program Manager, Global Operations