Monitoring Travel Requirements

This information applies to:

• Trip leaders monitoring completion of travel requirements for their own group trips
• Trip organizers monitoring completion of travel requirements on behalf of a trip leader (e.g., departmental staff or grant administrators)

The process for monitoring completion of travel requirements is the same for both roles. Steps for logging in and locating a trip differ slightly.

Trip Leaders

1. Go to travelregistry.northwestern.edu
2. Log in with your Campus ID
3. From Upcoming Trips, select your group trip
4. Open the Group Travelers tab

Trip Organizers

1. Go to northwestern-travel.terradotta.com
2. Log in with your Campus ID
3. Select Search, then choose Trip Search
4. Adjust the Date Filter to match the trip dates
5. In the Traveler field, begin typing the trip leader’s name and select it from the list
6. Select Apply Filter (the icon with two circular arrows)
7. Choose the Trip Name, then open the Group Travelers tab

Use the Group Travelers tab to monitor the completion of travelers' requirements.

Review Student Compliance Status

On the Group Travelers tab, you can view each student's program toward completing required pre-departure steps. 

• All dashes indicate that all requirements are complete and the student is cleared to travel
• Numbers indicate outstanding requirements in that category
• Hover over requirement icons to view a description of what each icon represents

Remove Students Who Are No Longer Participating

If a student has dropped the trip, select the trash can icon next to the student’s name to remove them from the group.

You may send reminder messages to students who have not completed required pre-departure steps either through the International Travel Registry (ITR) or outside the system.

Send Reminder Messages Through the ITR

Trip leaders and trip organizers may send reminder messages directly from the Group Travelers tab.

• Trip leaders must use the purple Send Reminder button to email students who are still missing required steps
• Reminders are sent only to students with incomplete requirements
• A custom message must be added in order for the reminder to send

Sample ITR Reminder Language

Initial reminder

Dear (School, Department, or Unit) traveler:
(School, Department, or Unit) and the Office of Global Safety and Security remind you to complete your required pre-departure trip steps by DATE. The process is brief and straightforward.

Final reminder

This is your final reminder to complete required pre-departure trip steps. Students who remain out of compliance may jeopardize participation in future Northwestern travel. The deadline is TIME and DATE.

Follow Up Outside the ITR (Recommended After Missed Deadlines)

Once a deadline has passed, direct outreach is often more effective than automated reminders.

Consider using:

• Individual email messages
• Text message or WhatsApp
• Canvas or Slack (for course-related travel)

Sample Email Language

Dear (Student Name),

(School, Department, or Unit) and the Office of Global Safety and Security remind you that all students must register university-affiliated international travel and complete required pre-departure requirements. Registration allows Northwestern to share health and safety information and reach travelers in an emergency.

Please log in to the International Travel Registry using your Northwestern credentials. If you experience difficulty accessing the site, contact globalsafety@northwestern.edu for assistance.

Registration is due two weeks prior to departure for DESTINATION.

If you cannot access the International Travel Registry or encounter technical issues, contact the Office of Global Safety and Security at globalsafety@northwestern.edu.