Trip Leader Hub

If you are traveling in a leadership role with Penn students, you are a trip leader.  Review important guidelines and resources to ensure you are meeting your responsibilities as a trip leader.

3 to 6 Months Prior

Three to six months prior to your travel date, complete the following:

Travel Smart Part 1

Penn faculty, staff, and students on Penn-affiliated trips should complete this online training. Trip leaders can track student completion rates by contacting our office.

Travel Smart Part 2

Travel Smart Part 2 includes additional content for trip leaders only. You must complete Part 1 to access Part 2.

Review Penn’s International Travel Policies, Protocols & Guidelines

Familiarize yourself with Penn’s policies and procedures related to travel abroad. Trip Leaders are expected to plan and execute trips in compliance with these guidelines.

Review WhatsApp Do’s & Don’ts

Many trip leaders will use communication apps to create group chats during travel. Learn how to use these platforms appropriately when communicating with Penn students.

Familiarize yourself with Penn’s Travel Insurance Program

Penn’s travel assistance and insurance program is available to faculty, staff and students on Penn-affiliated trips. Trip leaders should be familiar with the benefits, exclusions and process to open a claim.

3 Months Prior

Approximately three months prior to your travel date, complete the following:

Schedule Global Health Consultation (as needed)

Student Health and Counseling provides individual and group travel health consultations. The group consultation, which can include vaccinations, is available upon request. Contact Christine Delmar for more information: delmarc@upenn.edu.

Schedule Global Safety Consultation (as needed)

The Office of Risk Management and Insurance provides individual and group travel safety consultations. Trip Leaders may include a global safety presentation as part of their pre-departure orientation. Contact our office for more information.

Host a Pre-Departure Orientation

Meet with students to discuss the daily itinerary and important topics related to health, safety and emergency procedures. If you need assistance, please contact our office. If a detailed orientation is not possible, at a minimum, travelers should complete Travel Smart Part 1.

Apply for Visas (as needed)

Depending on the citizenship and/or the trip destination, members of your group may need to apply for a visa. Processing times and application materials will vary by country, traveler citizenship, and visa type. Visit Outbound Travel Visas for more information.

International Students – Update Travel Documents

International students should work with their ISSS advisor to ensure their travel documents are up to date and in good order prior to departure.

Distribute Link to Intake Form

All student travelers should complete a pre-travel intake form which gives travelers an opportunity to disclose pre-existing health conditions, allergies, disabilities, dietary restrictions and other information that may be helpful during the planning phase of the trip. Contact our office to access the form link and related procedures.

Draft Contingency Plan

Complete a contingency plan so that you are prepared to respond in the event of an emergency. This template will prompt you to list important contacts and resources.

2 Months Prior

Approximately two months prior to your travel date, complete:

Review Intake Form Responses

Intake form responses are viewed by a designated administrator in your program office. It is that person’s responsibility to inform the trip leader(s) of any items of concern disclosed by students on the form. Trip leaders should address the concern directly with the student (in a private setting) to better understand how to support the student before and during the trip. If you are not comfortable speaking directly with a student or you would like to discuss a complicated matter disclosed on the intake form, please contact our office.

Contact Global Safety Team

1 Month Prior

Now that your trip is almost here, and only a month away, make sure to do the following.

Register the Group Trip

Required for all Penn-Affiliated Travel

Register the group to activate Penn’s insurance program for all travelers. Please wait until the roster and travel dates are finalized before registering the group.

LEARN MORE

Review Contingency Plan & Emergency Procedures with Students

Share the contingency plan and emergency procedures with all travelers. Encourage all travelers to save important numbers to their mobile phone, including the phone number of the trip leader that will be available 24/7 in an emergency. Passport inserts with important numbers are also available for distribution by contacting our office.

The emergency procedures for Penn students while abroad are as follows:

  1. Contact Trip Leader
  2. Contact International SOS for advice and/or referral
  3. Remind students to inform family/loved ones (students call them directly, NOT the trip leader)
  4. If further action is needed, contact Penn Police
24/7 ASsistance Abroad

Download International SOS app

Download the ISOS app to your phone and log-in using your UPenn email address to access travel reports, advisories and 24/7 chat with ISOS medical and security professionals.

Download

Make Copies of Passports, Visas and Travel Documents

Encourage all travelers to make two copies of their passport and travel documents. Keep one copy at home and take the other with you on the trip.

Contact Global Safety Team

Contact our office for any of the resources mentioned on this page or for any related inquiries.

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