TAMUK Sponsored Student International Travel Registration

I. University Policy

In compliance with state law and Campus Policy, Texas A&M University-Kingsville Student Travel Rule 13.04.99.K1, the following provisions apply to any student who travels internationally for an activity or event that is organized and/or sponsored by the university (including, but not limited to, travel under the scope and/or direction of a college, department, class, office, learning community, grant-funded program, registered organization, or their representatives) which meets at least one of the following criteria:

The travel is organized through and/or funded by the university; or
The travel is organized and/or funded by a student organization registered at the university.

These provision apply to all university faculty, staff and students who are engaging in international travel for any university business or related travel activities as noted above.

It is the responsibility of the TAMUK entity (e.g., university college, academic department, recognized student organization, academic program, etc.) endorsing the organized student travel to ensure compliance with the Office of Global Engagement through the registration processes listed below.

II. Registration Process

The registration process for all university-sponsored, international student travel falls under two main categories:

Non Academic Group International Travel: This is considered as any international student travel being coordinated by a TAMUK entity such as a student group/organization, service unit, academic department, and/or college not offering academic credit for the international experience.
Individual TAMUK Student International Travel: This is considered as any university student traveling internationally either as part of a university-sponsored Non Academic Group International Travel program or independently for purposes such as to conduct research, attend an internship (both credit or non-credit bearing), participate in a conference, presentation, or performance.

Below is a guide to help determine how to start the registration process for your university-sponsored student international travel.

Travel Category Registration Process Guide
Traveler Type	Concur Travel Request Status	Go To Registration Step
TAMUK Employee	Not Submitted	Submission Requirements for Concur Travel Requests of TAMUK Employees Traveling Internationally with Students
TAMUK Employee	Submitted/Approved	Non-Academic International Group Travel Registration Process
TAMUK Student - Non-Academic International Group Travel Participant	Not Applicable	Will be notified directly by Global Engagement to complete their individual registration process once the sponsoring TAMUK entity has completed the Non-Academic Group International Travel Registration process.
TAMUK Student - Independent International Travel	Not Applicable	Individual TAMUK Student International Travel Registration
TAMUK Student - Independent International Travel	Submitted/Approved	Not Applicable - Graduate students with an active travel request in Concur meet the international travel registration requirements for the university.

All employees traveling internationally with students on behalf of TAMUK are required to complete the travel request process through Concur and will need to include the following information on their requests:

Request Header
- Select either the 'faculty with students' or 'staff with students' option under the Traveler Type field
- Select the appropriate option under the Student Travel Activity Type field
- Input comment, "see attached", on the Non-Employee/Student Traveler field
Required Attachments
- Student Traveler List - Use the Non-Academic Group Travel Student List & Program Itinerary template or create your own list of the students traveling internationally including their full name and K-number (K00XXXXXX)
- Travel Itinerary - Use the Non-Academic Group Travel Student List & Program Itinerary template or create your own daily schedule of activities with locations to be visited or the conference agenda
- Export Controls Screenings - Attach the appropriate export controls screenings as required by TAMU System policy.

All Concur travel requests that indicate a TAMUK employee will be traveling internationally with students will be routed to the Office of Global Engagement for approval.

Global Engagement will only approve travel requests that include the above listed information and also have submitted the corresponding Non-Academic Group International Travel Registration form as directed in the next section below.

Non-Academic International Group Travel is considered as any international student travel being coordinated by a TAMUK entity such as a student group/organization, service unit, academic department, and/or college not offering academic credit for the international experience.

The Non-Academic Group International Travel Registration form will be required to be on-file with the Office of Global Engagement by any TAMUK entity sponsoring and/or organizing international student travel as part of the group activities INCLUDING groups with university employees that already have an approved travel request in Concur (see above section).

To begin, the primary contact assigned to coordinate the international travel on behalf of the non-academic group will need to submit the 'Non-Academic International Group Travel Registration' form in our Via Global platform.

The primary contact does not need to be traveling internationally with the group to complete this registration form but will need to list the Concur Request ID# for the main employee traveling with the students, if applicable.

Click the button below to create a profile and initiate the registration process:

Non-Academic International Group Travel Registration Form

Important Note: You will need to select the "Explore Programs" icon on your profile page to access the 'Non-Academic International Group Travel Registration' form. Do not click the "Register Travel" icon as it is not the correct option for completing this process and will not register the non-academic group's international student travel with the university.

Please use this guide to help complete the required registration process: Non-Academic Group International Travel Registration Guide

The registration process will only be complete once all students listed as travelers on the form complete their required Individual Student International Travel Registration form (see next section) with Global Engagement.

TAMUK students being sponsored by TAMUK to travel internationally, either independently or with a non-academic group, will need to create a profile in our Via Global platform and complete the below registration form:

Individual Student International Travel Registration Form

Important Note: You will need to select the "Explore Programs" icon on your profile page to access the 'Individual Student International Travel Registration' form. Do not click the "Register Travel" icon as it is not the correct option for completing this process and will not register your international student travel with the university.

Please use this guide to help complete the required registration process:

Individual Student International Travel Registration Guide

Once the Individual Student International Travel Registration form has been accepted by the Office of Global Engagement, this concludes the registration process for any TAMUK student traveling internationally, either independently or with a non-academic group, on behalf of the university.

Please email studyabroad@tamuk.edu regarding any questions or to request further support in completing the registration process.

III. Additional International Travel Resources

The Smart Traveler Enrollment Program (STEP) is a free service to allow U.S. citizens and nationals traveling abroad to enroll their trip with the nearest U.S. Embassy or Consulate. All travelers are encouraged to register with the program. Americans living abroad can register with their nearest embassy or consulate through the U.S. Department of State's website. By doing so, you will receive updated information on travel and security within the country to which you are heading. You also make it easier for the U.S. Embassy (and your family) to locate you in case of an emergency or disaster.

Texas A&M University-Kingsville wants all students and employees traveling internationally to be safe. Please keep the following phone numbers and email addresses on you while overseas. Also view emergency information from the Department of State.

TAMUK Emergency Contacts
TAMUK EMERGENCY CONTACTS
Contact	Contact Info
9-1-1 Abroad	Countries and Phone Numbers
TAMUK Police Department (UPD)	+1 (361) 593-2611 upd@tamuk.edu
CISI Insurance - only available if plan was purchased	+1 (855) 327-1411 Outside U.S.: +1 (312) 935-1703 mediassist-usa@axa-assistance.us

The following online resources related to health and safety for international travel.

Association for Safe International Road Travel (ASIRT)
Provides road travel safety information, including country-specific road travel reports and a Road Safety Toolbox for the study abroad community.

Centers for Disease Control and Prevention (CDC): Travelers' Health
Includes vaccination recommendations and information on the latest outbreaks of diseases around the world. Also provides health information on specific destinations.

Overseas Security Advisory Council (OSAC)
This Federal Advisory Committee promotes cooperation in the area of security between U.S. business and private sector interests worldwide and the U.S. Department of State as well as other U.S. government agencies. Provides region and country-specific news and reports, and a resource library on various topics.

U.S. Department of State Travel Warnings and Consular Information Sheets
Lists travel warnings for Americans in light of political unrest or health issues in individual countries as well as announcements for particular regions.

In addition, please visit the Nations Online site which pulls together global travel warning information from 10 different national governments plus the World Health Organization.