University of Southern Maine students who intend to travel must complete the below steps in order to ensure they are registering their trips with the correct offices as well as indicating where their funding is coming from in order to receive approval. Please review the USM Student Organization Travel Policy (PDF), and if you have any further questions about this process call 207-780-4035 or email usmdeanofstudents@maine.edu.

STEP 1

Please fill out the following two forms:

  1. Student Travel Registration Form – This includes the name of the Trip Coordinator, the information for your trip, as well as a list of all students who are planning to travel. Only ONE of these forms needs to be submitted per trip.
  2. Risk Waiver & Emergency Contact form – This form must be completed by each traveler who is listed on the provided travel roster.

Students who are planning to travel must be enrolled in classes during the academic year in which the trip will take place (meaning, enrolled in at least one semester) and must be 18 years or older. After an enrollment check is completed and the office providing funding is notified, you will receive an email from the Dean of Students Office to indicate whether or not your trip has been approved.

STEP 2

Once you have received notification that your travel has been approved, provide the following information (if applicable to your trip):

Travel Itinerary

  • For flights and train travel, official documentation from the airline or train company including flight numbers, dates, and times, for both departing and return flights must be submitted for each individual traveling.
  • For buses and cars, departure date, time and estimated arrival time are needed for both to and from the location. Official documentation from the bus company must be provided.

Day to Day Itinerary

  • If the travel will only be in one location (such as a conference at a hotel or convention center), the location, dates and times are needed.
  • If traveling during the trip (doing service projects, field trips around town, tours, etc.) a detailed schedule of where the group will be traveling must be included.

Lodging Information

  • Name, address & phone number of lodging location (must be confirmed once paid for).

Please be sure to include the representative or advisor for the department or organization providing funding for the travel (the same person copied in your initial travel registration form submission email).

Any changes to your itinerary and/or lodging information must be communicated immediately to the Dean of Students Office and the office funding your travel.