Group International Travel

This page covers the international travel process for recognized student organizations (RSOs), university-sponsored student groups, and other groups traveling abroad which are not part of an approved Education Abroad program. Travel through Education Abroad is addressed separately under Steps to Study Abroad.

University-affiliated group travel includes:

All international group travel with five or more students accompanied by a university employee.
All international travel by university-sponsored student groups (U-SP).
All international travel by Recognized Student Organizations (RSO) which includes at least two students.
Delegations of five or more employees.

This includes travel to professional or academic conferences, meetings, competitions, or for any other university-affiliated purpose, even if paid for by an outside organization.

Groups of five or more student participants that include undergraduate students must be accompanied by a minimum of two (2) university employees. Global Safety recommends additional group leaders be considered for larger groups:

1 to 4 students: A minimum of one group leader.
5 to 20 students: A minimum of two group leaders.
21 or more students (round number of students up to next 10): A minimum of two group leaders, augmented by one additional group leader for each additional 10 students. For example, a group with 35 students (which rounds up to 40) is recommended to have at least four leaders.

Recognized Student Organizations (RSOs) and groups consisting entirely of graduate, medical, or law students are required to designate "student" leaders. These leaders must meet the same training and accompaniment requirements as those outlined for employees and are expected to fulfill all other leadership requirements established by the university for group travel. This ensures consistent oversight and adherence to safety and program guidelines during international travel.

Travelers are expected to comply with all relevant university policies, including the university's International Travel Requirements (TR01) and Student Group Travel Policy (FN20), along with all applicable policies of host institutions. Additionally, students are expected to adhere to the Penn State Student Code of Conduct.

In addition to the group travel process for international travel outlined on this page, Recognized Student Organizations (RSOs) should submit all travel through OrgCentral.

If your group is traveling through an approved Education Abroad program (including embedded or faculty-led programs), you do not need to separately complete this process. All group travel requirements for these programs are handled through the LionsABROAD portal.

The proposal process for RSOs, U-SPs, and all other non-Education Abroad group travel can be initiated by either a group leader or a non-traveling administrator.

Group travel proposals must follow a separate process from GSN record submissions for individual travel.

Proposals can be submitted up to one year in advance, but they should be submitted no less than four months before the intended departure date. This timeline ensures that all necessary procedures are completed on time, and that all participants meet the required travel requirements at least 30 days before departure.

Group leaders are expected to devote their attention to the oversight of students while traveling. Spouses/domestic partners and dependent children may be permitted to accompany group leaders with prior authorization as part of the group proposal process. If you are a group leader and intend on having guests or dependents join you on your proposed travel, please complete the Request for Authorization for Traveling Guests or Dependents form as soon as possible.

Group leaders should begin the group travel process by submitting a Group Proposal Form, or by contacting Global Safety at +1-814-863-8788 or globalsafety@psu.edu. Do not enter any information into the Global Safety Network (GSN) until after a Global Safety representative has contacted you following a review of your group proposal.

Travelers are strongly discouraged from purchasing any non-refundable tickets or lodging until they have been notified that their group proposal is approved. Travelers will not be refunded for any expenses related to denied proposals.

Group leaders are expected to devote their attention to the oversight of students while traveling.
All designated group leaders are required to attend a Pre-Departure Orientation for Leaders (POL) hosted by Global Safety prior to their departure. Leaders must attend a POL session once every two years. To meet this requirement, group leaders must have attended a session within two years prior to the last day of their group's proposed travel dates.
Leaders of university-affiliated international group travel are responsible for oversight of the group throughout the entire trip, including academic coursework, extracurricular and cultural activities, student support, health and safety, and travel logistics.
Group leaders are required to carry a non-Wi-Fi dependent cell phone that works internationally. The phone must be kept on and charged at all times in case of emergencies. Leaders must provide their phone number to Education Abroad (for EA programs) or Global Safety in advance, or immediately upon arrival if the phone is purchased locally.
Group leaders are required to enroll their travel in the Smart Traveler Enrollment Program (STEP) through the U.S. Department of State. This provides the nearest U.S. embassy a record of the group's travel in case of emergency, and registers the group leader to receive any emergency embassy alerts.

Global Safety oversees the Predeparture Orientation for Leaders (POL) in adherence to Penn State's International Travel Requirements (TR01). Group leaders must attend a POL session before their trip, which covers topics such as international emergency medical insurance, health management abroad, preparation for group travel, incident response, safety, security, and more.

This orientation is offered regularly throughout the calendar year. Orientation dates and times can be found via the Predeparture Orientation for Leaders Registration Form. Pre-registration is mandatory for participation. Applicable Zoom or other online links should not be shared with individuals who have not individually registered. Attendees without prior registration attending online will need to retake the training.

Submitting a Group Proposal Form

Do not enter any information into the Global Safety Network (GSN) until after a Global Safety representative has discussed your trip particulars with you and/or your group participants.

Group leaders should begin the group travel process by submitting a Group Proposal Form, or by contacting Global Safety at +1-814-863-8788 or globalsafety@psu.edu.

Travelers are strongly discouraged from purchasing any non-refundable tickets or lodging until they have been notified their group proposal is approved. Travelers will not be refunded for any expenses related to denied proposals.

Proposal Review

All proposals will be reviewed for approval. Reviews generally take between 3-4 weeks. Once the group's proposal has been approved, the group will then be able to move forward with purchasing flights/accommodation, making any non-refundable purchases, and meeting contract deadlines. Please be sure to plan accordingly.

Approved Proposal Process for Final Travel Approval

1. Submit Preliminary Details to Global Safety

The group leader should submit the group's Preliminary Roster Form (which will be provided to them). It should include all travelers' names, phone numbers, Penn State e-mail addresses, and dates of birth.

Flight and lodging details for all students must also be provided. If all members are traveling together, the group leader may submit this information for the entire group. For members traveling separately, this information must be provided individually.

These details will be used by Global Safety to create the group's travel record in the Global Safety Network (GSN).

Step 2: Global Safety Network (GSN) Group Travel Record

Global Safety will create the group's travel record in GSN and notify the group leader of next steps. Group members will then be able to log in to the GSN, where they will see this record already created for them under 'Upcoming Trips'. Group members should not enter any group travel information into the GSN until the group leader has received a notification from Global Safety to proceed.

Note: When the designated group leader logs into their group travel record, a prompt will appear asking, "Do you want to apply these same responses for your group’s forms? One or more of your travelers may have the same form on their registration." If you see this prompt, please click "No." Clicking "Yes" will automatically duplicate the group leader’s own responses into the GSN forms for all group members, which may not be appropriate for all individuals.

Step 3: Final Itinerary and Roster Submitted

Group leaders will need to upload an itinerary of the entire program (including dates of all cities visited, transportation arrangements, housing addresses, schedule of events, activities, and/or field trips).

They will also need to upload a Final Group Roster to Global Safety at this time.

Step 4: Complete the Appropriate Pre-Departure Training

For Group Leaders:

Register for one of our upcoming Predeparture Orientation for Leaders (POL) sessions. Leaders are required to attend a session within two years prior to the last day of their group's proposed travel dates.

For Non-Leader Participants:

All students (undergraduate, graduate, medical, and law students) and authorized community members traveling on university-affiliated international travel are required to complete the online Emergency Preparedness Workshop (EPW) module prior to their departure.

In place of the online module, the entire group can instead opt for an in-person session with a Global Safety team member. Attendance will substitute in place of the online EPW requirement. If any group members cannot attend, they must separately complete the online module. If interested in scheduling an in-person session for your group, please contact Global Safety at +1-814-863-8788 or globalsafety@psu.edu.

Step 5: Receive Group Travel Receipt

Once all participants have completed their pre-departure requirements, the group leader will receive a final notification that each of the participants is authorized to travel on the approved trip. This is done in the form of a GSN group travel receipt.

Authorized volunteers are defined as non-employees or non-students who accompany a university group at the request of the group leader, with the endorsement of the College or Campus executive, to enhance the group's experience through their subject matter expertise, language skills, geographical knowledge, or other relevant expertise. Approval by the Vice Provost for Penn State Global or their designee is required for authorized volunteers to accompany university-affiliated international student group travel.

Once all associated requirements are complete for an approved group trip, the group's travel record in the Global Safety Network (GSN) will be finalized and the designated group leader will receive the group's GSN travel receipt to their e-mail. This GSN receipt can then be distributed amongst participants and will need to be provided when submitting any request for reimbursement from the university.

For any questions regarding group international travel, please contact Global Safety at +1-814-863-8788 or globalsafety@psu.edu.