Travel Registry
Register Your SDSU International Travel
Who must complete Travel Registry?
- Students: Travel Registry is required for San Diego State University (SDSU) undergraduate and graduate students traveling internationally, unless they have already applied to participate in an approved* SDSU international program in the SDSU Aztecs Abroad database.
- Faculty & Staff: All SDSU faculty and staff must now complete the Travel Registry when planning to travel internationally for SDSU business-related travel.
- Group Travel: If SDSU students will be traveling as a group (either with faculty and/or staff), one Group Leader must submit the initial request through the Group Trip functionality. Instructions can be found below under the SDSU Student Club and Organization International Travel and Faculty/Staff - Traveling Abroad WITH SDSU Students types of travel.
* Approved SDSU international programs (e.g. SDSU exchange programs, SDSU partner programs and internships, SDSU faculty-led study abroad programs) do not require Travel Registry. Students on these programs apply via the SDSU Aztecs Abroad database, and complete all requirements within Aztecs Abroad.
Process:
- Deadlines / Timeline: The Travel Registry process should be completed and submitted as soon as your participation is confirmed. If your travel dates change, it is your responsibility to edit your dates of travel in the Travel Registry and on your SDSU Travel Abroad Insurance. If you decide not to travel, you must contact [email protected] immediately to cancel your trip in the Travel Registry. It is your responsibility to cancel your SDSU Travel Abroad Insurance.
- Health & Safety: SDSU's Travel Registry allows SDSU to monitor and communicate with affected students, faculty and staff in the case of a health and safety emergency.
- Contact: If you are unsure whether your situation requires you to complete the Travel Registry, please contact the Global Education Office at [email protected] or call (619) 594-2475.
Submit Travel Registry
There are 5 potential categories from which to choose. Select the appropriate option based on the user and situation. Follow the links within each catagory to submit a Travel Registry Request.
- Group Travel: If students plan to participate in any international travel for activities sanctioned by a registered SDSU student club or organization, the Group Leader must first register the proposed travel for approval through the Travel Registry system.
- The travel will be reviewed by the SDSU International Safety Unit.
- Once approved, the Group Leader may add the remaining Group Members to the trip, including the student participants and other faculty/staff members traveling with the group.
- Required: The Group Leader must submit the travel through Travel Registry no less than 45 days prior to departure
- All travelers must complete the required action items of the Group Trip for Travel Registry
- All travelers must purchase SDSU Travel Abroad Insurance
- Group Leader: It is very important that you first watch the Group Trip Instructions (linked below) and follow the steps provided. You need to first be given access as a Group Leader before you can submit a Group Trip through Travel Registry.
Process:
- Watch the Group Trip Instruction Video
- Submit the Group Leader Access Request form (see video link above)
- Submit a Group Trip in Travel Registry
IMPORTANT: You must be granted authorization as Group Leader before you submit a Group Trip in Travel Registry. Follow the instructions in the linked video.
- A non-credit experience related to an academic program or international experience requirement that is organized and or led by an SDSU professor or department
- Traveling abroad related to an SDSU class/project/grant/scholarship not already listed in Aztecs Abroad (see above)
- Examples include the noncredit travel component of HSEC 797; noncredit experiences abroad to satisfy the Sustainability major international experience requirement; as well as group trips for research, fieldwork, conference attendance, and theatrical performances. Travel is sometimes led by a faculty member, but not in all cases.
- Note that this registration is still required for student travelers using the T2 process
- Required: Purchase SDSU Travel Abroad Insurance and Complete Travel Registry
- Participating in a credit-bearing study abroad program or international internship that is not approved by SDSU (i.e. not listed in the SDSU Aztecs Abroad database)
- Participating in an independent international volunteer project, internship, or other non-credit travel experience that is not approved by SDSU (i.e. not listed in the Global Education office database)
- Student is not receiving any funding from SDSU or an SDSU academic department
- SDSU faculty and/or staff are not traveling with student(s)
- Required: Complete Travel Registry only (SDSU Travel Abroad Insurance recommended, but not required)
- Group Travel: If faculty and staff wish to travel internationally with SDSU students on university-related business, a designated Group Leader must first register the proposed travel for approval through the Travel Registry system.
- The travel will be reviewed by the SDSU International Safety Unit.
- Once approved, the Group Leader may add the remaining Group Members to the trip, including the student participants and other faculty/staff members traveling with the group.
- Examples of Group Travel include: research, fieldwork, conference attendance, and theatrical performances etc.
- Requirements: The Group Leader must submit the travel through Travel Registry no less than 45 days prior to departure
- Travel Registry travel is non-credit bearing (credit bearing travel must go through the Faculty-led Program Proposal process)
- Faculty and Staff will still complete the T2/FTIP process through their department
- Group Leader: It is very important that you first watch the Group Trip Instructions (linked below) and follow the steps provided. You need to first be given access as a Group Leader before you can submit a Group Trip through Travel Registry.
Process:
- Watch the Group Trip Instruction Video
- Submit the Group Leader Access Request form (see video link above)
- Submit a Group Trip in Travel Registry
IMPORTANT: You must be granted authorization as Group Leader before you submit a Group Trip in Travel Registry. Follow the instructions in the linked video.
- All SDSU faculty and staff traveling on university business must now submit their travel through Travel Registry
- Travel to U.S. Department of State (DOS) level 3 or 4 countries will require a Safety, Security and Risk (SSR) assessment by the International Safety Unit
- Travel to DOS level 1 or 2 countries is automatically approved once submitted via Travel Registry
- You will still complete the T2/FTIP process through your department