Checklist and Pre-Departure Considerations

Checklist for Student Group Leaders

Below are the chronological steps that the student program leader should follow to plan for their group program abroad. Education Abroad is
here to assist with any questions you have about the process. Please call (979) 845-0544 or email abroad@tamu.edu.

8-10 months prior to departure

Vet your chosen destination(s) for Travel Risk
- It is important to ensure your chosen destination(s) are not on the Texas A&M University System International Travel Advisory List. Any travel planned to and/or through extreme-risk and/or high-risk regions included on this list, see page 7, will require additional travel authorization approval.
- If your destination(s) are on the list, please email abroad@tamu.edu to obtain recommendations for consideration. If your destination(s) are not on the list, please proceed to the next items.

Submit the International Student Group Proposal by the deadline.

Once you submit the Proposal, an Education Abroad Advisor will review it and send you directions on how to complete the next steps. This must be done before making any financial commitments and selecting students.

Check for updated information about your destination:
- Texas A&M University System International Travel: Click on “TAMUS International Travel Advisory List”. If your destination country is on the list, additional approval will be required.
- U.S. Department of State Travel Advisories

5-7 months prior to departure

Select student participants and provide Education Abroad with finalized list of participants

Inform student participants of host country requirements (e.g., valid passport, COVID-19 guidelines, and so forth)

Send out the link to the Program Application provided by Education Abroad. The unique program application link will facilitate the individual student participant’s registration with Education Abroad.

2-3 months prior to departure

1 month prior to departure

Payment of Education Abroad Service Fee which will include the group enrollment with CISI for international health insurance and emergency assistance coverage.
- If the college/department or student organization will be paying the fee, the Education Abroad advisor will send an invoice for the total amount owed to the program leader. If student participants will be paying the fee, students will see the fee on their Texas A&M student accounts. Payment deadlines are set by Student Business Services.

Send any updates or changes about the program to the Education Abroad Advisor. Especially dates, flights, locations, and emergency contact information.

Complete items in Maroonlink, StuAct Portal and collect waiver forms from student participants. Contact StuAct for this information.

Receive Departure Packet. Your Education Abroad advisor will e-mail all program leaders a departure packet that includes:
- CISI insurance card for all participants
- Copy of each participant’s medical information
- Emergency contacts for each participant and in-country provider
- Additional resources for emergency assistance

Pre-Departure Considerations

Below are some pre-departure considerations for your pre-departure planning.

Program Logistics

Education Abroad can provide advice and recommendations upon request. However, it is expected that the Program Leader
will coordinate or assist in coordinating the following:

Program location(s) and dates
Number of participants and support staff needed
In-country arrangements, including lodging accommodations, transportation, cultural and educational activities, etc.
Bus, flight, or transportation arrangements to/from the destination

Budgeting & Payments

Create budget based on itinerary and program activities.
Coordinate with the college or organization business office to post program fees to student accounts, if applicable.
Coordinate with the college or organization business office to execute payment of all program-related expenses (e.g.
hotels, airfare, and other vendors) or work with third-party provider to pay associated fees.

Passports

Ensure that students who do not have a passport or who have an expired passport apply for one at least 6 months prior to departure. More information on the passport application process, fees, and processing time can be found at: http://travel.state.gov/passport/passport_1738.html.
Ensure that all participants’ passports will be valid for the required length of time after the program’s end.
Each country has different validity requirements. For country-specific requirements, visit https://global.tamu.edu/ea/program-development/non-academic/student-groups/checklist-and-pre-departure-considerations.
- Most countries require passports to be valid for at least 6 months after your departure date from your foreign destination

Visa Requirements

Non-U.S. Citizens (including International Students & Green Card Holders)

Non-U.S. Citizens may need a visa to enter the destination country. Refer to the destination countries’ embassy website for entry requirements based on citizenship. International students also need to have a valid student visa to re-enter the United States upon return from the program.
International students are required to check their visa status and obtain a Travel Signature with TAMU’s International Student Services (ISSS) prior to traveling abroad.

Research International Travel and Security Information

Health and Medical Considerations

Vaccinations - might be required. See the Center for Disease Control’s website (http://cdc.gov) for country specific vaccination requirements. IMPORTANT: For those groups staying at one of the A&M Centers or Partners (Santa Chiara, Soltis Center, or Santa Clara), students must provide proof of bacterial meningitis vaccinations for all student participants per university regulations.
Prescription Medications - should be transported in its original container with the prescription attached. Remind participants to bring a sufficient supply.
CISI Medical Insurance - All participants are enrolled for the duration of the program. Review the current policy.
Doctors and Medical Facilities - for information regarding doctors and medical facilities worldwide, consult the CISI website and log into their online portal.
Emergency Contacts, Medical Information & Consent Form - The form collects information about allergies, medications, and medical conditions that the student discloses. Should a participant need medical assistance and is incapacitated, this information can be given to the assisting doctor or medical personnel. This form is embedded in the student’s application. Approximately one month before the program starts, Education Abroad sends a summary of the information provided to the program leaders along with all participants’ CISI international health insurance cards. Program leaders should travel with a copy of this document, always keeping it in a secure place. This document must be destroyed upon completion of the program.

Pre-Departure Preparation and Orientations

All students are required to complete the health and safety pre-departure orientation in the application offered by Education Abroad.
Program leaders should also provide at least one orientation specific to their program for all student participants. Suggested pre-departure orientation topics include, but are not limited to: Behavior and expectations (pre-departure and while abroad)
- Budget and financial information
- Cultural and country-specific information
- Health and safety advice
- Travel and packing guidance
Education Abroad provides information about scholarships and financial aid for credit-bearing international experiences. Encourage students to check out the resources available on our Funding page.
The program leader must check and make sure that students are enrolled in the required courses, if the program is credit bearing, prior to departure.

Copies of Documents

Register group with the U.S. Embassy or Consulate

Destination Considerations

Final Program Preparations

Confirm all in-country logistics, including accommodation reservations, transportation, museum appointments, etc.
Finalize and distribute a final copy of the program itinerary, emergency contact information, etc. to all participants.
Confirm that participants requiring special documentation (e.g., visa) are prepared for internationaltravel.
Verify that all participants have submitted required materials (e.g., copies of important documents, medical
information, etc.)

Final Check for Safety of Travel Announcements

Check to see if there are any warnings on the Texas A&M Country Risk List: Texas A&M University System International Travel Click on “TAMUS International Travel Advisory List”.
For information regarding U.S. Department of State Travel Advisories, visit: https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html
For other news involving international travel for U.S. citizens, visit: https://travel.state.gov/content/studentsabroad/en.html

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