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Faculty/Staff Traveling with Students

How do I obtain approval from the Office of Global Safety & Security for University-affiliated international travel with students?

The following steps apply to all LMU faculty and staff traveling abroad—including to U.S. territories and possessions—with students who are not participating in a Study Abroad Program through an external provider. Click each step below to review the required process.

 

  • This step evaluates your proposed program from a health, safety, and security perspective and helps program organizers develop a safe and well-prepared program.

    Before submitting the Program Viability Form:

    1. At least one Trip Leader must complete Module I: Setup, Safety & Student Preparation of the Risk Management training course in Brightspace.
    2. If the Trip Leader completed Module I within the past 12 months, they do not need to complete it again.
    3. If you have not completed Module I within the past 12 months, use the link below to self-enroll in the Risk Management Brightspace course and complete Module I. You do not need to complete Module II at this stage.
    4. At least two Trip Leaders must complete both modules no later than 14 days before departure.

    Risk Management Course

    After completing Module I, proceed to the Program Viability Form.

    Program Viability Form

  • This step serves to finalize key information for the Office of Global Safety & Security (GSS) to support essential pre-departure processes, facilitate emergency preparedness and response, and create emergency information sheets.

    Program organizers are requested to return to the Program Viability Form previously submitted and complete the following updates:

    • Update any program changes.
    • Upload the final itinerary to the Box folder.
    • Upload the final Travelers' List to the Box folder.
    • Schedule the Pre-Departure Orientation (Click on Calendar to schedule.)
    • Order required safety supplies in the form:
      • First Aid Kits (1 per 20 travelers)
      • COVID-19 Test Kits (10% of travelers, unless otherwise directed)
      • Masks (10% of travelers, unless otherwise directed)

  • All Travelers (Includes students, faculty, staff, and invited guests traveling on LMU-sponsored international student programs.)

    Deadline (unless otherwise noted by College or Unit)

    • Air Travel: No later than 14 days before program departure
    • Land Travel: No later than 7 days before program departure

    Required:

    • Join the program-specific WhatsApp group (Link & QR code will be provided to travelers 5 weeks prior to program start date.)
    • Complete the Health & Wellness Disclosure Form.
      • Should be completed as early as possible if trip contains physical component.
    • Complete the International Travel Registry, including:
      • Input all flights (including transit airports)
      • Upload a copy of your passport.
      • Upload your complete flight itinerary.
      • No lodging information required (Input NA until 10/01/26).

    Strongly Recommended (Links will be provided 5 weeks prior to program start date):

  • Required Before Departure

    • Complete All Registration Requirements
      • Ensure all required travel registration items have been submitted and approved by the deadline.
      • 14 days prior or IAW College or Unit deadlines.
    • Attend the Pre-Departure Orientation (PDO)
      • Mandatory for all travelers.
      • Conducted virtually by the Office of Global Safety & Security.
      • Customized for your program and destination.
      • Covers essential health, safety, security, emergency procedures, and travel expectations.
    • Risk Management Training (Brightspace)
      • Both Trip Leaders are required to complete the two (2) Risk Management Training modules 14 days prior to program start date.

  • Approximately 7–10 days before departure, the Office of Global Safety & Security (GSS) will provide the following pre-departure resources:

    Trip Leaders will be provided a link to a secure Box folder containing:

    • Flight & Safety Profile Report:
      • Registered flight, lodging, and travel itinerary information
      • Emergency contact information for each traveler
      • Health & Wellness disclosure information
    • Emergency Response Documents:
      • Emergency Information Sheets (digital)
      • Emergency Action Plan

    The Safety Pak, containing the following, can be picked up in VDA 130 (Study Abroad office):

    • Printed Emergency Information Sheets for each traveler
    • First Aid Kit(s)
    • COVID-19 Test Kits
    • Face Masks