International Travel for Undergraduate Registered Student Organizations
To help plan a safer, healthier international travel experience, all Registered Student Organizations (RSOs) must complete all pre-departure requirements for group trip leaders and group trip participants outlined below.
Trip leaders
- Consult your RSO Advisor: Meet with your RSO Advisor at least a quarter before your planned departure to discuss possible trip ideas, destination, onsite partners, and any health, safety, or security concerns. Review the U.S. Department of State (DOS) Travel Advisory for your destination for useful background.
- Travel Permission Request: If your destination is rated a level 3 or higher or otherwise considered high-risk, you must begin a Travel Permission Request (TPR) at least two months prior to departure to obtain trip approval.
- Register your Trip with Northwestern: Complete the Group Trip Survey as part of Group Trip Enrollment at least six weeks prior to departure. You do not need to have a confirmed list of participants to register.
- Enroll in STEP: At least one trip leader must enroll in the U.S. DOS Smart Traveler Enrollment Program (STEP) to receive and share timely safety alerts relevant to your destination from the nearest embassy or consulate.
- Engage Your Travelers: Identify participants and prepare them for travel. Direct them to complete the International Travel Registry once they are invited, at least two weeks before departure.
- Communication Plan: Develop a communication plan with your RSO advisor in case of an emergency.
All trip participants
- Complete Trip Requirements: Once the RSO trip leader has completed the Group Trip Survey and the trip is registered, all participants will be invited via email to complete trip requirements in the International Travel Registry at least two weeks before departure; do not register independently.
- International Health Insurance: RSO trip participants are covered under Northwestern’s Blue Cross Blue Shield Global Solutions (formerly GeoBlue) International Health Insurance plan for the duration of their trip provided they register their travel.
Other information
- Check-in and Assessment: Confirm your safe arrival to your destination with your RSO Advisor and encourage participants to check-in with their families. Report non-emergency health or safety incidents to OGSS.
