International Travel Policy

International Travel

This manual is a resource for administrators, faculty and staff in the review and approval requirements for non academic international travel and in the planning and preparing for health and safety issues that may arise in the context of students participating in international education or travel programs.

Faculty Led

This faculty handbook is intended for Group Leaders who accompany and teach students abroad. It is designed to provide you with general assistance as you develop, and then lead, a Fairfield University Short-term Study Abroad Program. In it you will find information outlining the responsibilities of both the faculty and the OSA, travel guidelines, suggestions for dealing with behavioral problems, procedures to follow in the event of an emergency, and other important topics.

Forms for Faculty Led/Study Abroad Travel

Please prepare a proposal for international travel using the Faculty Led Program Proposal. Groundwork for program development and logistics should be well underway prior to submission of a proposal. Program proposals that have the support of the chair(s) and dean(s) of the sponsoring Fairfield University department(s) and college(s) will be reviewed by the Faculty Committee on Study Abroad for approval.

 

Forms for Approved Programs – Once a program is approved the Program Leader and the Office of Study Abroad will work together to process and distribute the forms below.

  • Student International Waiver →
    • All students must sign and upload into their Study Abroad Post Decision Application.
  • Student and Faculty Medical Form →
    • This form is required to be completed by all those attending the trip, Program Leaders, Students, etc. After completing the form, please enclose in a sealed envelope and bring with you on the first day of the trip to give to the Group Leader. An envelope will only be opened in a true medical emergency. All unopened envelopes will be returned to participants at the end of the program.
  • Incident Report →
    • To be used by faculty when deemed necessary. Please see Faculty Led Guidelines for details.
  • Group Leader Checklist →
  • Student Checklist →

Forms for Non Academic Travel

Please prepare a proposal for international travel using the International Travel and Program Proposal specific to the program you are leading. Groundwork for program development and logistics should be well underway prior to submission of a proposal. Program proposals that have the support of the sponsoring Fairfield University department Director will be reviewed by the Committee for final approval.

 

Forms for Approved Programs - Once a program is approved the Program Leader and the Office of Study Abroad will work together to process and distribute the forms below.

  • Student International Waiver →
    • All students must sign and upload into their Study Abroad Post Decision Application.
  • Student and Faculty Medical Form →
    • This form is required to be completed by all those attending the trip, Program Leaders, Students, etc. After completing the form, please enclose in a sealed envelope and bring with you on the first day of the trip to give to the Group Leader. An envelope will only be opened in a true medical emergency. All unopened envelopes will be returned to participants at the end of the program.
  • Incident Report →
    • To be used by faculty when deemed necessary. Please see Faculty Led Guidelines for details.
  • Group Leader Checklist →
  • Student Checklist →

Training Schedule and Resources

The OSA will be hosting training opportunities that will assist with completing a proposal and emergency protocols when leading a group. All leaders are required to attend the Emergency Protocol training prior to leaving the country. Please see the list below of training sessions to enroll in.

STA Travel

All Fairfield and Non-Fairfield University students who are committed/enrolled into a Fairfield University approved study abroad program must follow the Fairfield University International Travel Policy which requires all students to book their refundable, round-trip flights through STA travel.  All students must purchase their refundable, round-trip ticket based on the following information found in the student’s “Learning Content – Booking Your Flight” in their application portal.  The ticket must:

  • Arrive into the designated airport
  • Arrive on the designated program start date
  • Arrive within the specified arrival times
  • Have a departure date, time and location

There are no exceptions to this policy. Should students plan to travel prior to the start of the program, they must arrange their travel so as to arrive at the designated airport, on the designated program start date and within the specified arrival time. Early or late arrivals are not approved.

Why STA Travel?

STA Travel is the world’s leading student and youth travel agency, successfully enabling young adults to explore the world since 1979.  Fairfield University has partnered with STA to ensure that students are provided with low cost tickets that also include risk management assurances such as changeability, emergency support and program specific bookings that gets you to your program on time, every time.

  • BOOK NOW, PAY LATER
    STA Travel’s exclusive Airfare Deposit Program.  Guarantee your airfare with a nonrefundable.  Full payment is due 7 days prior to departure
  • PERSONALIZED SERVICE
    STA emphasizes personalized, high quality service and has a team of “real people” who are experts in booking flights and travel arrangements specifically for study abroad programs
  • 24/7/365 TRAVEL HELP
    • Available any time, the Travel Help department has access to all bookings created by STA Travel so they can assist in emergency situations.
    • Available via live chat or phone/skype
    • STATravelCares – comprehensive website for safety and security of STA’s travelers

How to Book with STA Travel

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