Non-Credit Travel Notification & Risk Management Process

This process supports the safe and informed participation of students engaging in non-credit travel activities. It is a notification and risk management process, not an approval process. The International Office reviews submitted travel information to identify and assess potential health, safety, legal, and logistical risks and to provide guidance on appropriate risk mitigation strategies.

In addition, this process ensures that relevant campus stakeholders are aware of travel activities so that appropriate support can be provided in the event of an emergency while the group is abroad. Depending on the destination and associated risk factors, some travel may require additional steps or review through institutional risk management channels.

Step 1: Trip Leader Submission of Required Materials

The Trip Leader (faculty member or designated program leader) is responsible for initiating the non-credit travel notification process by submitting the required documentation. This step ensures the institution has accurate information for risk review, emergency preparedness, and campus notification.

The following materials must be completed and submitted:

• Non-Credit Travel Notification Form
  Provides essential details about the program, destination, dates of travel, participant group, and purpose of travel.
• Flight and Travel Arrangements Form
  Documents transportation plans, lodging details, and itinerary information.
  Please make a copy of the form before completing it.
• Insurance Roster
  Lists all participating travelers and confirms insurance coverage information for each individual.
  Please make a copy of the form before completing it.

Submission of all three components is required for the review process to begin.

Step 2: Trip Leader Documentation, Participant Materials, and Campus Notification

Once the International Office has reviewed all materials submitted in Step 1 and confirmed that the Trip Leader is authorized to proceed, the Office will provide next-step instructions and required student forms. These include the Risk and Assumption of Risk Form, the online Medical and Emergency Contact Form, and instructions regarding acceptable identification documentation.

The Trip Leader is responsible for distributing these materials to participants and ensuring completion of the following:

• Risk and Assumption of Risk Form
  Acknowledges participation in non-credit travel activities and confirms understanding of potential risks associated with international or domestic travel.
• Medical and Emergency Contact Form (Online)
  Collects essential health information and emergency contact details to support appropriate response in the event of an incident abroad.
• Identification Documentation
  Students must submit a copy of their valid photo identification or passport, depending on the travel destination and entry requirements.

Step 3: Travel Health Insurance Enrollment

Using the Insurance Roster the International Office will enroll participating students in the University of Maine System travel health insurance plan.

Following enrollment, the International Office will provide the Trip Leader with information regarding the insurance policy, including coverage details, policy information, and instructions for accessing assistance while traveling. The Trip Leader is responsible for sharing this information with all participants prior to departure and ensuring that travelers know how to access insurance resources in the event of an emergency.

Step 4: Create a Google Folder to Collect Documentation

The Trip Leader must create a secure Google Drive folder to house all trip-related documentation. This folder should include copies of all materials submitted to the International Office, as well as additional planning documents such as itinerary, travel logistics, and participant information.

Step 5: Collect and Organize Participant Materials

Upon receiving the relevant forms outlined in step 2 from the International Office, the Trip Leader will collect all required participant documentation and upload it to the shared Google Drive folder. The Trip Leader is responsible for maintaining complete and organized records for all participants..

Step 6: Campus Stakeholder Notification

At least 2–3 weeks prior to departure, the Trip Leader must notify the following campus stakeholders of the upcoming travel. This notification is intended to ensure awareness of the travel, as stakeholders may play a role in the event of an emergency abroad and support appropriate institutional response and coordination.

The notification should also include a request that, if access to the Google Drive containing risk forms and emergency contact information is needed, stakeholders contact the Trip Leader directly to obtain access.

• USM Chief of Police
• USM Dispatch
• Department Chair
• Academic Dean
• Provost
• Dean of Students
• Any other key campus official with a critical role in the program.

This step ensures that appropriate campus partners are informed of travel plans in advance and are able to respond effectively in the event of an emergency while the group is abroad.