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Travel Resources

Trip Sponsor/Leader Responsibilities

Trip leaders and sponsors should be ready for various situations or emergencies, including family emergencies, natural disasters, strikes, political turmoil, health problems, injuries, crime, and terrorism. Leaders should be familiar with relevant University policies.

The following is provided to assist leaders and sponsors. Not all items apply to sponsors.

Pre-Trip

  • Attend Orientation for Leaders or Sponsors of Activities Abroad.
  • Create a trip emergency plan for this trip with information that might be needed in an emergency. A template may be used to assist in this process.
  • Understand the risk specific to the destination. Resources include:
  • Be sure to read both the U.S. State Department Travel Advisory website for planned countries of travel as well as the U.S. State Department Country Background Notes. Both will contain valuable information.   
  • Ensure that all immigration requirements are met. Check the visa requirements for each country you are visiting to see if you need a visa to enter that country.
  • Contact the Travel Clinic at the Yale Health Plan, 432-0093. The Clinic provides group and individual pre-travel care including consultation, education, vaccination, travel medications, and, if necessary, referrals. This service is also available to individuals who are not Health Plan members.
  • Hold orientation for participants using University pre-trip of topics to be addressed (Trip Sponsors should ensure participants attend the orientation for participants traveling without a group).
  • Understand and communicate all of the applicable University Policies regarding conduct and travel.
  • Distribute student waivers and obtain signed originals.
  • Ensure your cell phone will operate in the destination countries.
  • Collect Emergency Contact info.
  • Issue MEDEX cards.
  • Register the group on the Office of the Secretary emergency travel form.

Upon Arrival and While Abroad (not applicable for Trip Sponsors)

  • Conduct arrival orientation using upon arrival.
  • Establish contact with local Yale staff or alumni.
  • Register with the local U. S. Embassy or consular service.
  • Stay in regular contact with participants.
  • Address any emergencies or hazardous conditions or activities.
  • Report and address any conduct or behavior issues immediately.

Post-Trip

  • Conduct post trip meeting.
  • Collect evaluations of trip.

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