For Faculty/Staff

The Center for International and Intercultural Studies (CIIS) encourages faculty to incorporate off-campus study opportunities for students in their courses, either including a travel component as part of their semester courses or developing summer courses. 

All faculty and staff taking any students off-campus for a course, program or research (excluding athletics) must complete the list of responsibilities associated with being the faculty leader as listed below.

Responsibilities of the Faculty Leader of Short-term (including course components) and Summer-term programs:

  • Discuss the planned course travel component or summer term course with the department chair.
  • Meet with the Associate Dean of International and Intercultural Studies well before (typically 3-6 months in advance of) the intended program departure, to discuss all administrative issues involved in taking students abroad, including financial, legal, logistical, and security matters.
  • Review the Faculty Handbook for Leading Short-Term Travel, which CIIS can provide.
  • Contact CIIS to obtain Assumption of Risk, Liability, and Medical Disclosure templates, for students and parents to complete and sign.
  • Plan the trip, publicizing, recruiting, selecting, budgeting, booking of air travel, host country accommodations, guides, etc.
  • Contact the Director of the Health Center to discuss any health risks that may be involved with the proposed travel sites (typically 3 months in advance).  Submit the names of students and where they are traveling to arrange for individual consultation and possible inoculations.  Note that some destinations may require vaccinations administered months in advance of departure.
  • Provide information to participants about passport and visa requirements.
  • Verify that students have insurance that covers them outside the United States, if applicable, along with medical evacuation and repatriation coverage.  If students do not have medical evacuation and repatriation as part of their coverage (the SLU student policy includes this coverage), CIIS can provide information about obtaining it.
  • Ensure that counseling, the health center, student services and student financial services have cleared all students for participation , approximately one month prior to departure.
  •  Plan and conduct a pre-departure orientation for students.
  • Maintain records of all forms completed by student participants and when you travel, take the medical emergency forms and other essential health records, especially noting special medical conditions and medications for participants, with you.
  • Provide essential information to parents about itinerary and contacts.
  • Handle all finances appropriately and report all expenses when travel is completed.
  • Complete the REQUIRED electronic Travel Registry Form (including a detailed itinerary with dates, accommodations, contact names and phone numbers) and submit the Registry form, waiver forms, and emergency contact information forms to CIIS at least one week prior to departure.
  • Students and faculty/staff advisors whose travel is funded through an external grant should also contact the campus grants office.

Short-term Travel Policy     Short-term Travel Application     Summerterm Travel Application     Travel Registry     CIIS Fellows Program

Short-term Travel Policies

This policy outlines a common procedure to be observed by all faculty offering semester courses with short-term travel components. (This does not cover courses offered in summer term.)

The purpose of having a common policy is so that we can, to the greatest extent possible with limited resources, make semester-long courses with travel components accessible to all students. This policy is consistent with the university statement that the comprehensive fee covers all tuition expenses, room and board (University Catalog/Financial Information). The university will continue to seek additional resources to provide financial support for more short-term travel components.

All travel components that are part of a semester course must be supported by the University either through departmental discretionary funds, other university resources, and/ or through funds administered by CIIS. Specifically, the on-site expenses of such components (room, board, lecture fees, and other expenses associated with learning) must be covered by the university. However, students may be (and typically will be) required to cover travel expenses to and from the off-campus sites (as well as passport, visa, and immunization costs). Faculty who offer travel components should be alert to the fact that international student participants may face additional regulations associated with travel. Departments will ensure that those courses which may sometimes or regularly include a travel component are fully described in the University catalogue with an indication that students in the course will be expected to contribute to the cost of travel. A course with a travel component may not be required for a major or a minor. The travel component will not normally carry additional credit. The instructor or department will determine in advance of registration whether the component is required or elective for participants in the course. Course instructors will work with the Registrar to make every effort to inform students at the time of registration for the course about the approximate travel cost of the component.

Faculty seeking CIIS support for on-site expenses of a travel component must apply by Sept. 24 (for spring semester courses) or by Feb. 1 (for fall semester courses), using the application for short-term travel found below.

Partial or complete funding for the on-site costs of a travel component through CIIS will be available on a competitive basis. The CIIS advisory committee will review all applications and determine which courses will be funded.

In addition to funding for on-site costs, CIIS will assist high need and moderate-high need students by providing limited financial assistance for airfare costs. Such students should be directed to apply to CIIS prior to the start date of the course.

All faculty taking student groups off campus as part of a course, irrespective of the source of funding for the component, must complete the electronic registry attached to the CIIS site, develop an appropriate waiver of liability form, and provide CIIS with the "Emergency Contact Information Form" (available on the CIIS website) Faculty planning to offer short-term travel components outside North America, regardless of source of funding, are expected to complete all of the steps listed above as the group organizer.

Short-term Travel Application

Faculty wishing to apply for CIIS funding for short-term components must complete this application.

Summerterm Travel Application

All faculty who take students out of the country as part of a Summer-term course must follow the steps listed above for Faculty Leaders of Programs and Complete the Summerterm Travel Application.

Travel Registry

All faculty and/or staff taking students off-campus (excluding athletics) must fill out this registration form.

Independent Travel Registry

Group Travel Registry

You need to login, using your SLU Network user name and password, to submit this form.

CIIS Fellows Program

The CIIS Fellows Program is designed to enhance opportunities for faculty-student collaboration on research undertaken in another country or within a minority U.S. culture. Application deadline is February 15.

The CIIS Fellows Program provides funding for a faculty member and one to three students to pursue research outside the regular semester and to share an experience of working off-campus in a significantly different cultural setting. The students' research will not be credit-bearing though it may lay the foundation for future academic work and will involve learning essential research skills.

Faculty members interested in this program should contact the Associate Dean of International and Intercultural Studies.