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 (whether student or faculty/staff) 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.
  • SDSU Enrollment: For any Travel Registry category where travel takes place during a fall or spring semester in place of SDSU coursework, students are required to file a Leave of Absence for that semester to maintain enrollment at SDSU.
  • 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 and this trip will involve group travel, the Group Leader must FIRST request Group Leader status and receive email notification from the SDSU International Safety Unit (ISU) that they have been so granted BEFORE they register the proposed travel for approval through the Travel Registry system and create a Group Trip.
    • After the Group Leader receives the email notification from the ISU that they've been granted Group Leader status, the Group Leader can create the initial Group Trip in Travel Registry and add Group Members to the trip, including the student participants and other faculty/staff members traveling with the group. 
    • ISU will then review the trip and approve or deny it.
    • The Group Trip leader will receive an email notification via Travel Registry as to the approval / denial of the trip.
  • 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 create a Group Trip through Travel Registry for submission. The International Safety Unit will email you confirmation that you have been granted access as a Group Leader and then you can create a Group Trip in Travel Registry and add Group Members.
Process:
  1. Watch the Group Trip Instruction Video
  2. Submit the Group Leader Access Request form (see video link above)
  3. Wait for email notification from the International Safety Unit that you have been granted Group Leader access
  4. Create and submit a Group Trip in Travel Registry

IMPORTANT: You must be granted authorization as Group Leader before you create a Group Trip in Travel Registry and add Group Members. 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

Submit Travel Registry

  • Participating in any study abroad program or international internship that is not approved by SDSU (i.e. not listed in the SDSU Aztecs Abroad database), whether the experience is credit-bearing or not.
  • Participating in any other type of experience abroad (e.g. independent international volunteer project), that is not approved by SDSU (i.e. not listed in the SDSU Aztecs Abroad database) and does not fit into another Travel Registry category (i.e. not run by an SDSU department or student organization)
  • 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)

Submit Travel Registry

  • Group Travel: If faculty and staff wish to travel internationally with SDSU students on university-related business, a designated Group Leader must first FIRST request Group Leader status and receive email notification from the SDSU International Safety Unit (ISU) that they have been so granted BEFORE they register the proposed travel for approval through the Travel Registry system and create a Group Trip.  
    • After the Group Leader receives the email notification from the ISU that they've been granted Group Leader status, the Group Leader can create the initial Group Trip in Travel Registry and add Group Members to the trip, including the student participants and other faculty/staff members traveling with the group.
    • ISU will then review the trip and approve or deny it.
    • The Group Trip leader will receive an email notification via Travel Registry as to the approval / denial of the trip.
    • 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 create a Group Trip through Travel Registry for submission. The International Safety Unit will email you confirmation that you have been granted access as a Group Leader and then you can create a Group Trip in Travel Registry and add Group Members.
Process:
  1. Watch the Group Trip Instruction Video
  2. Submit the Group Leader Access Request form (see video link above)
  3. Wait for email notification from the International Safety Unit that you have been granted Group Leader access
  4. Create and submit a Group Trip in Travel Registry

IMPORTANT: You must be granted authorization as Group Leader before you create a Group Trip in Travel Registry and add Group Members. 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

Submit Travel Registry