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RSO Trip Leader Checklist

At least six weeks prior to departure:

  1. Confer with your Registered Student Organization (RSO) Advisor: Meet with your RSO Adviser to discuss your trip including your destination, onsite partners and any health, safety or security concerns. Review the U.S. DOS Travel Advisory for your destination for useful background. If your preferred destination is restricted by Northwestern, you must seek special Travel Permission. When meeting with your adviser, explain: 1) why the value of the trip warrants exposure to additional risk and 2) why no similar experiences are available in unrestricted locations.
  2. Risk Management Plan: If your RSO plans to travel to an “unrestricted” destination, you need to complete the RSO Risk Management Plan Survey at least 4 weeks before departure. The OGSS Data Analyst will respond within 3-5 business days of submission.  
  3. Comply with the Undergraduate Travel Policy: If you plan to travel to a restricted location and your RSO Adviser has approved your tentative plan, you must follow the University Undergraduate International Travel Policy to submit a formal request. Contact the Office of Global Safety and Security (OGSS) to schedule an appointment to discuss your trip travel permission request.
  4. Register your Trip with Northwestern: The trip leader / organizer will need to contact Julie Friend to gain access to Northwestern’s International Travel Registry to create a Group Trip and submit your Travel Permission request, if required. You do not have to have a confirmed list of participants at this time. OGSS provides training on how to comply with this step.
  5. Engage Your Travelers: Identify participants and prepare them for travel. Direct them to complete the International Travel Registry at least two weeks before departure. 
  6. Itinerary: Shortly before your departure, submit a flight and daily itinerary, including the address and phone number(s) of all accommodations and volunteer sites to your RSO Advisor with whom you should develop a communication plan in case of an emergency. 

During the Trip:

  • Check-in and Assessment:  Confirm your safe arrival with your RSO Adviser and encourage participants to check-in with their families. Assess transportation, housing and working conditions, especially for students with disabilities (if applicable.) Report any incidents, such as illness, injuries, or altercations to your advisor and / or the Northwestern “Administrator on Call” after-hours. The after-hours “Administrator on Call” number is 847-467-3022.

After the Trip:

  • De-brief: Gather participants to de-brief within four weeks of your return date. Distribute evaluations or record feedback and summarize suggested changes for your RSO Advisor within eight weeks from return date.