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Faculty Traveling with Students

2024-2025 Academic Year

Update regarding faculty/staff traveling with students. For questions, please contact Jason Kinnear, Associate Dean of Study Abroad, jason.kinnear@unc.edu.

 

INTERNATIONAL TRAVEL
Consistent with UNC System guidance, University-affiliated international travel requires prior approval – more information is available on the UNC Global Affairs website. Faculty or staff who plan to travel abroad with a group of two or more undergraduate students abroad should seek approval for their entire group through the process detailed below if the undergraduate students accompanying them abroad if the proposed travel:

  • Is for international research, field work, internships, conferences, or other academic exchange.
  • Includes two or more undergraduate students participating in a not-for-credit experience or are obtaining independent study, internship, or research credit from a department at UNC (not from a study abroad program) and not organized by the Study Abroad Office or Kenan-Flagler Undergraduate Global Programs.
  • Includes students who may or may not be receiving funding to support the proposed activity.
  • Travel is to a State Department Level 1 or Level 2 destinations (Level 3 or Level 4 countries are not eligible for university funding or sponsorship).

PROCESS
The process involves two steps:

  1. Faculty will complete a request in the Study Abroad Office’s HeelsAbroad Portal and provide information about the activity abroad, onsite support, and a roster of participants.
    1. All UNC faculty and staff traveling abroad with students are required to participate in an online training in Carolina Talent.
  2. The Study Abroad Office will contact the students with instructions for completing releases and other components as required by UNC through the HeelsAbroad portal.

Please note: this process does not apply to the following:

TIMELINE
Faculty leaders must submit their request no later than two months (60 days) prior to anticipated departure date to allow adequate time for review and opportunity for SAO staff to collect required information from students and enroll them in the required GeoBlue international health insurance.

SAO FEES FOR SERVICES
Fees per student (billed to their UNC account):

  • Study Abroad Office Admin Fee: $150
  • GeoBlue international health insurance: approximately $1.50/day (arranged by SAO)
  • International SOS Support is provided at no cost.

 

Faculty/staff leaders can arrange required GeoBlue coverage through their department or personally.

 

DOMESTIC TRAVEL
Consistent with the University of North Carolina at Chapel Hill Policy on Faculty-Led Off-Campus Domestic Academic Travel, faculty & staff leading domestic academic field trips off-campus with undergraduate students must register their travel with the Study Abroad Office. In addition, faculty traveling with students for research, conferences, academic exchange, or other activities considered exceptions to the policy are encouraged to register their travel with the study abroad office to ensure students complete university releases related to off-campus travel.

PROCESS
The process involves two steps:

  1. Faculty will complete a request in the Study Abroad Office’s HeelsAbroad Portal and provide information about their travel activity and a roster of student participants.
  2. The Study Abroad Office will contact the student participants with instructions for completing releases and other components as required by UNC through the HeelsAbroad portal. Faculty and departments will not need to collect any waivers or releases from students.

If the intended travel requires collecting funds for participation from students, the Study Abroad Office can bill students for this cost. Once students have paid their balance due for the travel, SAO will transfer collected funds to the department. Faculty should not be collecting money from students.

TIMELINE
Faculty leaders must submit their request no later than the following:

  • If travel occurs during Fall semester (including Fall Break) or Winter Break: submit by second week of classes of Fall semester.
  • If travel occurs during Spring semester (including Spring Break): submit by second week of Spring semester
  • If travel occurs during Maymester or Summer I: April 1
  • If travel occurs during Summer II: May 1

SAO FEES FOR SERVICES
There is no cost to students for registration for domestic field trips.

Faculty who need assistance with planning their travel and paying for services (such as housing, transportation, excursions, etc.) can contact the Study Abroad Office to discuss services and fees for additional levels of support.