RSO Travel Guidelines
Although Registered Student Organization (RSO) trips are not official university activities, university policy establishes requirements for RSO travel abroad.
Considerations
The same considerations apply to RSO trip leaders as those planning short-term programs abroad. Trip leaders should carefully consider all the requirements before and during planning group travel. We are available to consult with students planning such trips.
Should you lead a short-term program?
Leading a short-term program abroad can be very rewarding. However, experienced program leaders comment that leading a short-term program often requires more work than teaching a semester course on campus. The level of attention given by RSO Trip Leaders should be the same, if not more. We have outlined some of the increased responsibilities that first-time leaders should consider below.
- Time commitment before travel. RSO trip leaders are expected to devote considerable time coordinating all aspects of the program. This includes all aspects of logistics (travel, lodging, meals, activities), provide pre-departure orientations, make personal travel preparations, monitor other student preparations, and constantly communicate with various stakeholders, to include any national chapters or organizations.
- Time commitment during travel. While abroad, leaders perform many roles and accrue responsibilities that normally do not apply while on campus or as regular student. Leaders are expected to continually coordinate requirements, serve as an advocate for others, and be accessible to students at all hours and in unique circumstances.
- Regional knowledge. While regional knowledge or expertise is not required to successfully lead a short-term program abroad, it is extremely beneficial. Leaders should consider their comfort level traveling and interacting with different cultures, as well as their knowledge of the local culture and language. One method to mitigate this issue is incorporating additional chaperones or assistants with the requisite background; local providers can also be employed to guide programs but RSO trip leaders are still expected to exercise responsibilities on behalf of the university. National chapters or organizations may be able to link or provide access to additional support in the destination country.
Health, Safety, & Security Considerations
If you are ready to lead a RSO trip, consider the health, safety, and security factors that may impact your program. International travel will always entail a degree of risk. However, incorporating risk management strategies can reduce the likelihood of negative occurrences and/or mitigate the resulting impact. We encourage RSO trip leaders to incorporate risk management ideas in planning all aspects of short-term program abroad to develop the safest program possible.
Education Outcomes & Student Demographics
Consider the purpose for the trip and the intended location(s). In considering the academic outcome, what makes the intended location special or unique? Can other locations abroad be used to obtain similar results? What is the program’s intended audience? How important are particular student skills or knowledge? What levels of maturity or responsibility are important considering the location or academic content? Consider program accessibility (see the DRES website for additional resources).
Country & City Specific Information
Consider general information regarding the program location using the various references found on the Resource Library page. Two critical resources are the U.S. Department of State Country Advisory Level and the Centers for Disease Control and Prevention Traveler Information. Aspects for consideration include political and socio-economic conditions, the physical environment, entry requirements, and other identified risks.
Travel
International air travel is safer today than ever before while ground transportation remains as dangerous in many parts of the world. Carefully consider transportation requirements and arrangements. The U.S. Department of State Driving and Road Safety Abroad website provides information and additional resources to research transportation abroad. Do not assume public or third-party vendor transportation is safe or reliable; always research transportation modes and plan for alternate means as a backup. When traveling over road, always plan for travel during daylight hours.
Third-Party Support
Consider whether the program will require support from third-party providers, including academic institutions, vendors, or other organizations. How are those providers selected and vetted? Consider the support they can and will provide and the type of agreement required to secure the support. It is recommended to have contingency ideas or plans in case arrangements do not materialize. Consult your national chapters or organizations for support and guidance for contracting or purchasing mechanisms to ensure you support in case of discrepancies.
Accommodations
Consider the accommodations that will be used for the program. Multiple aspects of lodging should be considered: location; physical layout; building and room security features; amenities; and availability of safe and reliable transportation.
Other Facilities
Considerations for academic facilities are similar to those for accommodations. Aspects for evaluation include: location; physical layout; safety and security measures and attributes; logistic support (meals, restrooms, transportation); and any special requirements, such as laboratories.
Emergency Services
Consider the emergency services that will be available during travel abroad. Services in many parts of the world are not equivalent to those in the United States. Considerations should include: the level of available medical care; the nearest location of immediate and advanced medical care; public health concerns and mitigation techniques; and the general reputation of police and security services.
Note: By university policy, all students must register for the university-approved international insurance for short-term programs abroad. Visit the International Insurance page for more information.
Language & Culture
Consider the impact of language and culture on the program. A key aspect of education abroad is exposure to new languages and culture; students grow and develop when exposed to new ideas and worldviews. However, cultural considerations also play a role in traveler well-being and safety. Consider differences in culture and how students will interact with local populations; determine if the program will require unique rules or expectations for students that need to be communicated before departure.
Activities
Consider the activities that are planned for the program or may be available in the vicinity of the program location. Leaders should review the Exclusions and Limitations from international insurance. We strongly encourage programs not to participate in excluded activities; if such activities will be undertaken, participation must be voluntary, require a special waiver, and purchase additional insurance. Learn more about Other Insurance Products.
Planning Your Program
- Policy and protocol review. RSO trip leaders should be familiar with university policy for travel abroad. Visit the Travel Policies page of our website for a complete list. If RSO trip leaders have questions, they should contact us.
- Itinerary preparation. Beyond the obvious of avoiding or mitigating risky locations, activities, or general situations, a good itinerary can benefit programs by channeling the travelers’ focus.
- Develop a preemptive itinerary. Travelers should be engaged constructively. Providing too much leisure time allows the travelers’ focus to wander, creating conditions for potential problems. The goal should be an itinerary that allows travelers time to explore, but generally keeps them focused throughout the program.
- Guide leisure time pursuits. Take the time to research area attractions and activities as part of building the itinerary. Incorporate leisure time in areas with appropriate or constructive activities, then provide travelers with suggestions. Be sure you understand what activities are excluded from international insurance and plan appropriately.
- Program leader orientation. The University Policy on Health and Safety in Study Abroad requires RSO trip leaders to attend a health, safety, and security orientation before taking students abroad. earn more about Program Leader Orientation.
- Student preparation. RSO trip leaders should prioritize their efforts to prepare travelers prior to departure. Preparation must include an orientation; other steps include clarifying expectations for the program and building rapport between participants.
- Student orientation. The University Policy on Health and Safety in Study Abroad requires leaders to provide a health, safety, and security orientation to students before program departure. Pre-Departure Orientation for Students.
- Student expectations. The idea of traveling abroad, potentially for the first time, creates many expectations. RSO trip leaders should manage those expectations as part of the orientation and preparation process. Even for short programs, travelers should be prepared for culture shock, large and small inconveniences, and differences between “postcard” images and reality.
- Expectation of travelers. It is important to manage a traveler’s expectations and help them understand what is expected of them. In the program itinerary, clearly spell out what is expected behaviors and dedicate time during the orientation to explain the importance of those expectations. Explain the cultural differences that may require conservative dress, refraining from taking pictures, or other actions considered normal in the United States.
- High-risk travel destination requirements. The University Policy on International Travel requires a review and consultation for programs traveling to high-risk destinations designated by the U.S. Department of State as Travel Advisory Level 3 (Reconsider Travel) or Level 4 (Do Not Travel). Visit our Identifying High-Risk Destinations page for a complete list. Program information must be recorded on the RSO International Travel Reporting Form (PDF) and submitted to us at least 60 days in advance.
Program Review & Consultation
We strongly encourage RSO trip leaders to submit any short-term program abroad plans for review and consultation.
Mandatory Review
The University Policy on International Travel requires a review and consultation for programs traveling to high-risk destinations designated by the U.S. Department of State as Travel Advisory Level 3 (Reconsider Travel) or Level 4 (Do Not Travel). Program information must be recorded on the RSO International Travel Reporting Form (PDF) and submitted to International Safety and Security at least 60 days in advance.
Optional Review & Consultation
For travel to non-high-risk destinations, we encourage RSO trip leaders to provide their plans for review. We will provide insight on areas of potential risk and how to mitigate those risks.
RSO Travel Waiver
All participants in RSO-related travel abroad must read, understand, and complete the Acknowledgment and Assumption of Risks, Release of Liability, and Waiver of Rights for RSO Travel Abroad below.