Co-Curricular International Approvals
Virginia Tech requires all faculty- or staff-led Co-Curricular International Programs involving student participants to follow the procedure listed below. This includes programs at both the undergraduate and graduate level for group travel, group research, groups attending a conference, international service trips, and other programs that are Virginia Tech sponsored co-curricular (non-credit) programs. Registered student organizations (RSOs) or student groups with a special interest are not university supported nor are they university affiliated.
Program directors (VT faculty/staff) should submit the information several months in advance of when their program is proposed to leave. Programs should not be recruited for until the Hokie Sentinel Global Travel Assessment is approved.
Send all required documents and any questions to Meghan Weyrens Kuhn at email@example.com or 540-231-1356.
Download and fill out the Virginia Tech Co-Curricular International Travel Planning Assessment.
Virginia Tech Policy 1070: Global Travel Policy, does not authorize any university-supported international travel to locations where the Centers for Disease Control and Prevention (CDC) has issued a Travel Health Notice Level 3 or higher. Also, Policy 1070 does not authorize student university-supported international travel to locations where the U.S. Department of State has issued a Travel Advisory Level 3 or higher. Group leaders can petition the Global Travel Oversight Committee (GTOC) for an exception to policy for high-risk travel. Exceptions are not guaranteed. If your program requires an exception to policy, see the Procedure to Request an Exception to Policy – International Travel for how to submit the petition to the GTOC.
Once you have completed the co-curricular international travel planning assessment form, please send it to Meghan Weyrens Kuhn via email firstname.lastname@example.org.
College of Agriculture and Life Sciences
Peter Ziegler, CALS Academic Programs
College of Architecture and Urban Studies
Kathryn Albright, Associate Dean for Academic Affairs
Pamplin College of Business
Jennifer Clevenger, Director of Global Study Abroad
College of Engineering
Nicole Sanderlin, Director of Global Engagement
College of Liberal Arts and Human Sciences
Farida Jalalzai, Associate Dean for Global Initiatives and Engagement
College of Natural Resources and Environment
Keith Goyne, Associate Dean
College of Science
Michel Pleimling, Director Academy of Integrated Science
Aimée Suprenant, Dean, Graduate School
Paul Heilker, Associate Dean for Academic Affairs
Virginia Tech Carilion School of Medicine
David Trinkle, Associate Dean, Community and Culture
Program directors (VT faculty/staff) must require students to submit the following forms and program documentation at least one month prior to program departure. Once VT Engage receives your Co-Curricular International Trip Planning Assessment form, the department will create a google drive for you to submit the following forms for your trip.
Student form checklist
All students must turn in the following forms and documents. The information will be collected and audited by VT Engage.
- Voluntary health disclosure form
This form should be collected in paper form and kept by the faculty leader.
- Liability agreement
- Financial agreement (if applicable)
Program information checklist
Program directors are required to submit the following information to VT Engage at least one month prior to departure:
- Final participant list
- Complete flight itinerary (including dates and flight numbers) during program.
- Final program itinerary
- Program leader’s overseas cell phone number
- Travel medical insurance confirmation for all participants (see below for information)
- STEP enrollment confirmation for all US citizen participants (see below for information)
Per Virginia Tech’s Global Travel Policy all program participants must be enrolled in the university’s mandatory travel medical insurance plan.
CISI is a leading provider in travel emergency and evacuation situations, which offers affordable coverage that can be purchased in small increments (one week/two week/three weeks/monthly). Self-enroll online by following the instructions below.
- Email Meghan Weyrens Kuhn (email@example.com) for the Sponsor Code.
- Go to the CISI self-enrollment page.
- Under Personal Data, you may enter the Program Name, but you do not need to enter a Participant ID.
- Be prepared to pay for the insurance with a credit card. CISI costs approximately $33/month, regardless of your age or destination.
- Once your payment has processed, you will be able to save as a pdf, print, or email your insurance information and ID card. (You can also login to the online system at any time to retrieve this information.)
- Email the confirmation of CISI purchase to firstname.lastname@example.org.
Please note: CISI is only available for Virginia Tech sponsored programs (Study Abroad, Co-Curricular Programs, Research, Conferences, USCO/USLP Programs.)
CISI is NOT available if: you are traveling for leisure OR if you are a Registered Student Organization traveling internationally.
To find other travel insurance providers, click here.
Register U.S. citizen travelers with the Smart Traveler Enrollment Program (STEP) prior to departure. STEP sends the latest travel updates and information on any destination.
Leaders must email confirmation of STEP enrollment to email@example.com.
The Department of State’s Office of American Citizens Services and Crisis Management (ACS) administers the Consular Information Program, which informs about conditions abroad that may affect their safety and security while traveling.
VT Engage will supply all travelers with an emergency card upon receipt of travel information at least one month prior to departure. Students are required to carry the emergency card while abroad.
Program Director(s) must notify VT Engage if there are any changes in participants, contact information or other pertinent information.