Prepare for Travel
In addition to completing the appropriate travel checklists (below), be sure to do the following.
Download the App
Faculty, Staff, Students
Submit Your Information
If you have booked your trip through Stanford Travel (e.g. Egencia, FCM (formerly Casto), United Corporate Direct, or Student Universe), your itinerary is automatically registered and you do not need to do anything further.
If you qualify for an exemption and have not used Stanford Travel, before departing on your trip, register your trip details by forwarding your itinerary confirmation from your Stanford email address to StanfordTravel@itinerary.internationalsos.com.
Make sure you have entered crucial data (including health information) into your MyTrips account.
Extra Steps for "High" or "Extreme" Risk Travel
For faculty, staff, postdocs, and graduate students
Global Risk Management has developed some guidelines for travel to "high" or "extreme" risk destinations. Some of the protocols are:
- Secure program and Dean of School trip approval, indicating travel is related to a Stanford purpose
- If you are a U.S. citizen, register with the local US Embassy through the Smart Traveler Enrollment Program (STEP). (If you are not a U.S. citizen, the Department of State's equivalent in your country might have a similar program.)
- Contact Global Risk Management (email@example.com) to review itinerary, security, and logistics
- Receive/acknowledge receipt of country/region/city risk reports
- Sign the Stanford waiver, if necessary
- Ensure all key program agreements/contract(s) are in place
- Keep emergency contacts/communication plan on file
- Verify medical insurance, including medical care abroad, medical evacuation and repatriation of remains
Key Travel Steps for Faculty, Staff, & Postdocs
Apply for a Stanford Travel Card
Identify in-country challenges and develop a contingency plan
Get a passport or check your passport's expiration date
Book your travel
Review the Stanford International Travel Policy
Individual faculty, staff, graduate student and postdoctoral scholar travelers: Stanford University strongly recommends against, but does not prohibit, travel to countries where the International SOS risk rating (either the medical risk or travel risk) is “High” or “Extreme,” or where there is other reliable information of significant health or safety risks for either the country destination, or for the particular region or location.
Undergraduate student travelers: will not be permitted to countries, regions or cities where the International SOS risk rating (either the medical risk or travel risk) is “High” or “Extreme,” or where there is other reliable information of significant health or safety risks for either the country destination, or for the particular region or location.
Additional Travel Resources
Find forms, webinars, and additional travel resources on the Travelers page of the International Affairs website.