Policies & Procedures

AA4011.1 International or Domestic Travel Program Proposal Procedure

Procedure:	International or Domestic Travel Program Proposal Procedure	Procedure No.:	AA4011.1
Authority:	College President	Associated Policy Reference No.:	AA4011
Procedure Owner:	VP of Academic Affairs	Responsible Party:	Department Dean
Approved:	05/16/2023	Revised:	5/25/2026

Purpose

The purpose of this procedure is to provide details and requirements on the process of proposing both international and domestic travel programs in compliance with the Faculty-Led Student Travel Policy. Faculty and staff organizing, supporting, or leading such travel must adhere to the procedures outlined below. The Vice President for Academic Affairs and the Department Dean, in consultation with the sponsoring office or department, retain the authority to cancel or modify travel plans deemed to be an undue risk or liability.

This procedure applies to the development and approval of faculty-led travel courses associated with academic curriculum.

Faculty-led student travel that is not associated with a credit-bearing course (non-credit travel) follows a separate approval and documentation process, as outlined in the Travel Experience Forms & Process Overview and the International or Domestic Travel Procedure (AA4011.2).

Statement of the Procedure 

This procedure outlines the requirements for planning, approving, and implementing international and domestic travel courses. These activities include adhering to the Travel Course Process Timeline, reviewing and accepting co-leader responsibilities, and preparing essential proposal components such as budgets and safety plans.

• The Travel Course Process Timeline below serves as a detailed guide for faculty and staff, from the initial concept discussion to post-approval preparations. It ensures that all travel courses meet institutional policies, risk management protocols, and curricular standards, while providing an enriching educational experience for students. All proposed travel courses must adhere to the timeline and steps described, with final approval contingent on meeting safety, curriculum, and budgetary standards.
• All course co-leaders should review the travel leader responsibilities before planning their trip. Each co-leader must submit a signed Travel Course Faculty Co-Leader Responsibility Agreement.
• Before selecting a travel location, the department must evaluate the safety of the proposed country, region, and city. This assessment must include a comprehensive review of the base location, in-transit locations, and any planned side trip destinations.
  • Co-leaders will collaborate with the Office of Public Safety and the Travel Office, which will assist in conducting the safety review using recognized higher education risk-management best practices and established safety advisory resources. At a minimum, the review must include consultation of U.S. Department of State travel advisories, including current Alerts and Warnings for the proposed destination, as well as other relevant public health and safety guidance (e.g., CDC advisories).
  • Travel is prohibited to destinations classified by the U.S. Department of State as Level 4. Proposed travel to Level 3 destinations will be reviewed on a case-by-case basis, taking into account institutional risk tolerance and mitigation planning.
  • The outcome of this review will be documented in a Travel Emergency Preparedness Plan, which must be submitted to the Travel Experiences Committee as part of the Request to Conduct a Faculty-Led Travel Program. This safety review must be conducted again closer to the date of departure to account for changing conditions.

Planning Process:

During the planning stage, the co-leaders must work closely with the Travel Office to ensure the travel is planned as safely as possible, barring any unforeseen circumstances. Faculty participating in international or domestic travel must also participate in the required pre-departure safety orientation coordinated by the Travel Experiences Office and the Office of Public Safety.

Travel Experiences Committee:

The Travel Experiences Committee reviews proposals for faculty-led student travel programs and provides recommendations to the appropriate Dean and the Vice President for Academic Affairs regarding program approval.

The committee evaluates proposed travel programs to ensure alignment with SUNY Broome’s academic mission, safety standards, risk management practices, and financial feasibility. The committee also reviews proposed itineraries, service providers, transportation arrangements, and emergency preparedness planning.

Committee membership includes representation from across the College to ensure that travel proposals are reviewed from academic, operational, safety, and student perspectives. The committee provides recommendations regarding proposed travel programs; final approval authority remains with the appropriate Dean and the Vice President for Academic Affairs.

Travel Course Process Timeline

• Scope of Timeline: This timeline applies specifically to faculty-led travel programs associated with academic courses (credit-bearing travel courses) that require full curriculum development and approval.

Faculty-led student travel that is not associated with the development of a credit-bearing course, does not follow this extended timeline. These activities follow a separate approval and planning process as outlined in the International or Domestic Travel Procedure (AA4011.2) and the Travel Experience Forms & Process Overview.

Faculty should consult the Travel Office to determine the appropriate process and timeline based on the type of travel being proposed.

Step 1: Initial Concept Discussion (Informal consultation / idea vetting)

Activity: Develop concept 2+ years before the course is offered for registration.

• Description:
  • Consult with the Dean and Department Chair to discuss potential travel experience and initial course concepts.
  • Gather information about College policies and procedures, and understand the timeline and processes involved.
  • Obtain approval for any related exploratory travel and plans for funding or conducting such activities. This will require standard approvals for College business travel, which is covered under Travel Policy FI6004. NOTE: working with an approved agency may negate the need for exploratory travel.

Step 2: Course Development Approval

• Activity: Develop course upon initial concept approval
• Description:
  • Confirm departmental interest in proceeding with course development.
  • Faculty designated by the Department Chair begin developing the course through the College’s curriculum approval process.

Step 3: Curriculum Approval

• Activity: Seek approval for course curriculum – at least 2 years prior to offering the course
• Description:
  • Complete the College’s curriculum approval process.
  • Ensure the course is officially approved and recorded as an official College course.

Step 4: Travel Approval Process

(Formal proposal review and institutional approval) Note: The submission of a complete travel course proposal in this step represents the first point at which the Travel Experiences Committee conducts a formal review for approval. If prior consultation occurs in earlier steps, it does not replace or fulfill this requirement.

• Activity: Initiate travel approval process after receiving curriculum approval
• Description:
  • Submit a detailed travel course proposal to the Travel Experiences Committee using the Request to Conduct a Faculty-Led Travel Program documentation. This proposal package will require information such as:
    • An approved course description from curriculum paperwork,
    • A course syllabus including proposed names of trip co-leaders, estimated travel schedule, and any activities occurring prior or post travel.
    • A travel itinerary: outlining where, when, lodging and travel to and from site,
    • An Emergency Preparedness Plan for the course that complies with the Travel Emergency Procedure (AA4011.5) and the College Travel Emergency Response Plan.
    • And a Course/Trip Cost Estimation Worksheet.
  • Submissions must include the College-approved tour company/vendor (unless an exception is granted), a proposed itinerary outlining anticipated locations, dates, lodging, and travel arrangements, a comprehensive cancellation process, and projected costs. Given the extended planning timeline for many travel programs, these materials represent reasonable, good-faith estimates at the time of submission. All components must be reviewed and updated as necessary to reflect changing conditions, vendor adjustments, pricing fluctuations, and safety considerations prior to final approval and departure.
  • Transportation arrangements included in the proposed itinerary must comply with the transportation priorities and requirements outlined in the Faculty-Led Student Travel Policy (AA4011), including adherence to the College’s Transportation Priority Order and use of contracted transportation providers coordinated through the Purchasing Office, unless an exception is formally approved. Faculty may not independently secure or commit to transportation services outside of these requirements. ○ Proposal undergoes review and vetting by the Travel Experiences Committee.

■ Travel Experiences Committee Review Timeline

Formal review by the Travel Experiences Committee occurs only after submission of a complete proposal in Step 4. Proposals are reviewed at regularly scheduled Committee meetings, and faculty should anticipate that review will occur within a reasonable timeframe based on the Committee’s meeting schedule and the completeness of the submission.

Incomplete proposals or those requiring additional information may be returned for revision and resubmission, which may extend the review timeline.

○ The Dean and Vice President for Academic Affairs (VPAA) receive recommendations from the Travel Experiences Committee and make final approval decisions.

Final decisions are typically communicated within approximately 2–3 weeks following Committee review, depending on the complexity of the proposal and any additional information required. Faculty may be asked to provide clarification or revisions prior to approval, which may extend the timeline. The Travel Office will coordinate communication of final decisions and any required follow-up actions.

Step 5: Final Approval and Course Listing

• Activity: Travel courses must receive full institutional approval prior to being listed on the academic schedule, posted to the Travel Experiences website, or otherwise advertised or promoted in any format.Full institutional approval refers to the completion of all required reviews and approvals for the travel program, including formal recommendation by the Travel Experiences Committee, final approval by the Dean and Vice President for Academic Affairs, and completion of applicable risk management and operational reviews.

• Description
  • Risk Management Review: The Travel Emergency Preparedness Plan submitted as part of the proposal in Step 4 will be reviewed by the Office of Public Safety and the College attorney as part of the institutional risk management review process. This review occurs after departmental endorsement and prior to final institutional approval. (This review does not require submission of a separate plan but may result in required updates prior to final approval.)
  • A complete submission will typically be reviewed within 15 business days. Additional revisions or clarifications may be requested based on this review.
  • Work with the travel and finance offices to establish the appropriate budget account, trip charges, and payment processes.
  • Complete the Faculty Co-Leader Responsibility Agreement
  • The Travel Office will submit final paperwork to SUNY Global for review and approval. This submission supports system-level oversight and compliance with SUNY policies related to faculty-led travel and study abroad programs. It does not make the course available to students at other SUNY institutions, nor is that the purpose of the submission.
  • Approval Confirmation and Course Listing: Prior to being listed on the academic schedule or otherwise advertised, travel courses must have received full institutional approval as defined in this procedure. This includes formal recommendation by the Travel Experiences Committee and final approval by the Dean and Vice President for Academic Affairs. NOTE: This checkpoint does not represent an additional approval stage, but rather confirms that all required approvals, reviews, and compliance steps have been completed prior to course listing, marketing, or student enrollment. No student deposits, financial commitments, or travel arrangements may be finalized until full institutional approval has been granted.
  • Any advertisements must be approved by the Department Chair and Dean prior to submitting design requests to MarCom.

Step 6: Preparing to Travel

• Activity: Students prepare to travel as they register for the approved course and complete required participation steps.
• Description:
  • Students must receive clear communication regarding projected costs, payment deadlines, cancellation policies, and participation requirements prior to submitting deposits.
    • Cancellation Policy Guidance: Cancellation terms for faculty-led travel programs are established based on the terms and conditions of approved travel providers and related contractual agreements. These terms are specific to each travel program and do not constitute a College-wide cancellation policy.
    • Faculty are not responsible for independently developing cancellation policies. The Travel Office will provide guidance and support in reviewing, aligning, and communicating applicable cancellation terms to ensure consistency, compliance, and clarity for students.
    • Cancellation terms may vary by program depending on vendor requirements, travel timelines, and financial commitments; however, all terms must be clearly communicated to students prior to any deposits or financial commitments.
    • All financial processes, including establishment of budget accounts, trip charges, and vendor payments, must be coordinated with the Travel Experiences Office and Finance Office. Vendor contracts must follow College contracting procedures. No airline tickets, vendor payments, or other non-refundable expenditures may be finalized until minimum enrollment thresholds are met and required deposits have been collected.
    • All participating students and employees must complete required documentation prior to departure, including the Travel Course Participation & Eligibility Form/Agreement and the Student Health Information Form. Emergency contact information is collected through the Student Travel Registry and must be accessible to the Department Chair, Dean, VPAA, Office of Public Safety, and the Travel Experiences Office.
    • The Director of Public Safety will conduct any additional risk and liability assessments if travel alerts are identified and at least once within sixty (60) days prior to travel.
    • All travelers are required to complete a pre-departure training and safety presentation session with the Travel Experiences Office and Office of Public Safety prior to departure.

Faculty Co-Leader Responsibilities

Faculty co-leaders play a critical role in the success, safety, and educational value of faculty-led travel experiences.

All co-leaders must sign the Faculty Co-Leader Responsibility Form, which outlines the roles, responsibilities, and expectations associated with leading a travel course. All participating faculty must have current Title IX training.

Faculty and staff participating in faculty-led travel programs are considered mandatory reporters under College policy. This designation reflects their responsibility to report incidents of discrimination, harassment, or sexual misconduct in accordance with Title IX requirements. It does not require additional certification beyond the College’s standard Title IX training; however, faculty and staff are expected to understand and fulfill these reporting responsibilities throughout all College-sponsored travel activities.

Exploratory Travel

Exploratory Travel refers to travel undertaken by faculty or staff for the purpose of assessing the feasibility, logistics, and academic value of developing a new travel-based course or program. This type of travel is typically conducted prior to submitting a formal proposal for a faculty-led travel course and involves activities such as:

• Evaluating potential destinations, accommodations, and transportation options.
• Establishing connections with local organizations, institutions, or service providers.
• Assessing the educational and cultural opportunities available at the proposed location.
• Identifying potential risks or challenges associated with the travel experience.

All exploratory travel must align with the strategic goals of the College and comply with institutional travel policies. It requires prior approval from the appropriate dean and Vice President for Academic Affairs, including the approval of any funding sources or plans to cover costs associated with the trip. Exploratory travel does not guarantee approval for a future travel-based course and must adhere to the guidelines outlined in the “Propose International or Domestic Travel Program” procedure if further course development is pursued.

Travel Insurance Requirements

Insurance requirements for approved travel programs are defined in AA4011.2 and must be incorporated into program planning and student communications prior to any financial commitments.

Student Eligibility:

Student participation in faculty-led travel programs must comply with the eligibility and participation requirements established in the Faculty-Led Travel Policy (AA4011). Eligibility is verified through the required Travel Participation & Eligibility Form/Agreement and associated institutional review processes.

Related Policies (by number)

AA4011 Travel Policy

To whom it applies (title or department)

• College-sponsored student travel: Any student travel that takes place off campus that is organized, supported, led, or financed by a faculty member, staff member, office, department, or division of the College.
• Exclusions: This procedure does not apply to non-faculty-led Student Activities or Athletics travel, such as non-academic club trips or sports away-games. Additionally, they do not apply to staff traveling for College business, which is covered under Travel Policy FI6004.

Appendix

Appendix A: Required Forms, Waivers, and Documents

Pre-Approval Requirements for Faculty-Led Travel Programs:

1. Request to Conduct a Faculty-Led Travel Program:

Submission of a formal request to conduct a travel program.

2. Travel Course Faculty Leader Responsibility Agreement:

Completed and signed acknowledgment of responsibilities for faculty co-leader(s).

3. Proposal from a College-Approved Travel Agency:

Must include the following:

• Detailed budget of per-student costs based on the minimum (10) of potential student participants.
• A fully developed itinerary with comprehensive details.
• Syllabi and/or course description.

4. An initial Travel Emergency Response plan for this specific course.

Post-Approval Requirements for Faculty and Students are detailed in Appendix A and B of the International or Domestic Travel Program Procedure.

Appendix B: Approval Document Filing Locations

Faculty Co-Leader Responsibility Agreement

Appendix C: Approval Document Filing Locations

Approved documents filed with:

• Department Chair, Dean, VPAA, Public Safety, the Travel Experiences Committee and Travel Office