Officer of Instruction/Researcher/Postdoc Checklist
The following is a list of required or recommended steps and advice that are meant to complement the instructions and requirements that you receive from your School/Department/Institute/Center and the University’s International Travel Planning Policy. Global Travel strongly recommends that you review the included links to other resources and visit other resources on this website for additional information
Faculty, Employees, and Postdoc Checklist
- 2-3 Months Before Travel
- Research your destination Online Resources:
- Determine security or health risks for your destination.
- Research country’s environmental, financial, health, legal, medical, political, safety, and telecommunications information.
- Research cultural norms and dress (cultural awareness) for your destination.
- Determine the Crisis24 Risk Rating and CU Travel Restrictions for your destination.
- 2-3 Months Before Travel
- Check Passport and Visa requirements Online Resources:
- VisaHQ for World Travel
- U.S. Department of State - Passports
- International Students and Scholars – Visas and Travel
- Get a passport or check that your passport will be valid for at least 6 months after the date of your return.
- Determine Visa requirements (i.e., dependent on type of visa, some countries require official letters of invitation).
- (if necessary) Request a passport and visas well in advance of the planned trip; the process may take up to 15 weeks.
- For CU-related international travel, travelers can use VisaHQ through World Travel (CU’s contracted travel agency). Detailed information on visas, entry requirements, and passport services for outbound travel from the U.S. may be found on the VisaHQ for World Travel, Inc. site. Visa costs and service fees must be billed to a corporate card or a personal card and cannot be billed to the CU Central Pay card. The expense must be approved in advance by the respective School/dept.
- 2-3 Months Before Travel
- Complete health check-ups Online Resources:
- Faculty and Staff should call Human Resources Benefits Center (212-851-7000) or your physician for immunizations and medications.
- 2-3 Months Before Travel
- Comply with any pre-departure requirements
- At least 30 days prior to departure, verify your destination’s International SOS Travel Risk Rating and Elevated Evacuation Status, and complete any required steps. Countries with an ISOS Elevated Evacuation Status require that you have itinerary reviewed by ISOS, and *receive written approvals from dean/administrative unit head and, for Morningside affiliates, from the Provost and for CUIMC affiliates, from the EVP and Dean of the Faculties of Health Sciences and Medicine
- 2-3 Months Before Travel
- Will you have in-country business needs?Online Resources:
- These could be best supported through coordination in advance by CU Central Administration.
- Will you need to hire people?
- Will you need to make payments?
- Will you be running a meeting or conference?
- Are you bringing equipment?
- Are you adequately insured?
- 2-3 Months Before Travel
- Research destination’s current stateOnline Resources:
- Advisories and Alerts
- CDC Travel Health Notices
- U.S. Department of State Travel Advisories
- Determine most current security or health risk(s) for your destination.
- Resources include the U.S. Department of State, the Centers for Disease Control and Prevention and the ISOS country-specific page.
- 2-3 Weeks Before Travel
- Research destination’s current state Online Resources:
- Advisories and Alerts
- CDC Travel Health Notices
- U.S. Department of State Travel Advisories
- Determine most current security or health risk(s) for your destination.
- Resources include the U.S. Department of State, the Centers for Disease Control and Prevention and the ISOS country-specific page.
- 2-3 Weeks Before Travel
- Register Your TripOnline Resources:
- Enter all required trip information through Crisis24 Horizon
- Faculty traveling with students must register their travel and ensure all student travelers have registered their trip.
- Register with STEP (U.S. Department of State)- Optional
- 2-3 Weeks Before Travel
- Make a Financial PlanOnline Resources:
- Contact your bank to confirm your credit/debit card will work at your destination
- Exchange enough cash to last the first few days in your destination or plan to withdraw cash at an ATM or currency exchange kiosk
- Take only necessary cards and ID
- (If conducting research) and will need to make payments or other transactions in country, email [email protected]
1-2 Weeks Before Travel
- 1-2 Weeks Before Travel
- Develop safe transportation, lodging, preparedness and communication plans Online Resources
- Consider purchasing a flexible or refundable airline ticket.
- Research your neighborhood and plan your daily route to and from your lodging and place of study, research, or work.
- On Traveler Preparedness Plan, write emergency numbers and store them in your phone, email, or secure cloud-based storage.
- Arrange a regular call schedule with someone at home; if you miss a call, that person can alert Columbia.
- 1-2 Weeks Before Travel
- Make sure your laptop, smartphone, and other gadgets are ready Online Resources:
- Research cell phone plans and calling cards; verify your carrier operates in your destination country/region.
- Prepare your computer for secure internet connections and remove unnecessary confidential data
- Download Columbia VPN client to access online resources
- Determine if Eduroam is available at your destination(s)
- Obtain a reliable physical lock for your laptop (public transportation and airports are a prime location for laptop theft)
- If you are taking a mobile device or purchasing one in your host country, you should immediately input the numbers for all the resources listed above and the following:
- Number(s) at your host country to reach your trip leader or emergency contact (whichever is applicable)
- Number to your hotel or other lodging
- Airline number, both in the U.S. and in-country
- U.S. (or your home country's) Embassy in your Host Country (listing of U.S. Embassies)
- The “911” Equivalent for your Host Country
- Download and configure the Crisis24 Horizon App
- 1-2 Weeks Before Travel
- Get, Print, Make Copies and Take Online Resources:
- Traveler Preparedness Plan
- Make copies to prepare for the possibility that you could misplace, lose, or someone steals items you need:
- Passport Identification Page and Visa and License
- Insurance and ISOS cards (front and back)
- Flight and Other Travel Itineraries
- Immunizations and Prescriptions; other medical history
- Traveler Preparedness Plan
- Important Telephone Numbers
- Save a copy of the Traveler Preparedness Plan/Emergency Response Plan (ERP). If traveling with students, keep a copy of the ERP for your program and the students on the trip.
- Make copies to prepare for the possibility that you could misplace, lose, or someone steals items you need:
During Your Trip
- During Your Trip
- Update Crisis24 HorizonOnline Resources:
- Include any changes to your lodging and contact information, especially if you purchase a new phone or SIM card.
- Add any day trips, overnight stays, or weekend trips.
- Changes can be made in the Horizon App on your phone.
- During Your Trip
- In case of injury or illness
- Crisis24: +001-208-758-8809
- Use the Crisis24 App for assistance
- Call your local emergency number, if appropriate.
- Contact Crisis24 for medical referrals and report any illness or injury requiring a doctor, even after the fact.
- During Your Trip
- When departing
- Make sure to comply with any exit requirements of the country, and any entry requirements of your destination. This includes any vaccination requirements, quarantine/isolation, or any other requirements.
For the PDF versions:
- Officer/Postdoc Checklist
- Traveler Preparedness Plan
- Travel Preparedness Plan for Faculty/Program Leaders
Questions? Email : [email protected]