Officers of Administration/Support Staff Checklist
The following is a list of required and recommended steps or advice that are meant to complement the instructions and requirements that you receive from the staff for the program through which you plan to travel (unless you are traveling independently) and the University’s Travel and Activity Planning Policy (TAPP).
We strongly recommend that you review the included links to other resources and visit additional Resources.
2-3 Months Before Travel
- 2-3 Months Before Travel
- Complete school’s pre-departure requirementsOnline Resources:
- Undergraduate Students: Undergraduate International Travel Planning Policy
- Graduate Students: Planning Columbia-related Travel and Activities
- Advisories & Alerts
- In addition to your School/Program’s requirements, review Columbia’s international travel policies and begin any pre-departure requirements.
- Review the travel Advisories & Alerts and prepare accordingly.
- Review the expectations for conduct in the student handbook.
- (If conducting research on human subjects) contact your School’s Institutional Review Board.
- 2-3 Months Before Travel
- Research your destinationOnline 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.
- 2-3 Months Before Travel
- Check Passport and Visa requirementsOnline 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).
- 2-3 Months Before Travel
- Comply with any pre-departure requirements
- At least 30 days prior to departure, verify your destination’s Crisis24 Risk Rating or determine if your destination is on the CU Travel Restrictions list, and complete any required steps:
2-3 Weeks Before Travel
- 2-3 Weeks Before Travel
- Research destination’s current stateOnline Resources:
- Determine most current security or health risk for your destination.
- Resources include Global Risk, Safety, and Operations (GRSO), the U.S. Department of State, the Centers for Disease Control and Prevention and the Crisis24 country-specific page.
- 2-3 Weeks Before Travel
- Register Your TripOnline Resources:
- Crisis24 - Registering in Horizon
- Enter all required trip information through Crisis24 Horizon
- 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 need to make payments or other transactions in country, email [email protected].
- 2-3 Weeks Before Travel
- Develop safe transportation, lodging, preparedness and communication plansOnline Resources:
- Research Your Destination
- Traveler Preparedness Plan
- 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 the Traveler Preparedness Plan, write emergency numbers and store them in your phone, email, and/or secure cloud-based storage.
- Arrange a regular call schedule with someone at home; if you miss a call, that person can alert Columbia.
- Remain cognizant of your surroundings at all times – maintain situational awareness.
- 1-2 Weeks Before Travel
- Make sure your laptop, smartphone, and other gadgets are readyOnline 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 necessary resources 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) Embassy in your Host Country (visit the website of U.S Embassies, Consulates, and Diplomatic Missions from the U.S. Dept. of State)
- The “911” Equivalent for your Host Country
- Download the Crisis24 Horizon App
- 1-2 Weeks Before Travel
- Get, Print, Make Copies and Take Online Resources:
- Traveler Preparedness Plan
- Make copies (and keep in a safe place) to prepare for the possibility that you could misplace, lose, or have your items stolen:
- Passport Identification Page and Visa and License
- Insurance card (front and back)
- Flight and Other Travel Itineraries
- Immunizations and Prescriptions (including the original prescription); other medical history (e.g., surgeries, allergies)
- Traveler Preparedness Plan
- Important Telephone Numbers (write these down, do not rely on always having them programmed in your phone
- Make copies (and keep in a safe place) to prepare for the possibility that you could misplace, lose, or have your items stolen:
During Your Trip
- Crisis24During Your Trip
- Update Your Trip RegistrationOnline 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.
- Crisis24During Your Trip
- If You Need Any Assistance
- Crisis24 - +001-208-758-8809
- Use the Crisis24 App for assistance
- Call your local emergency number, if appropriate.
- Contact Crisis24 for any type of assistance, including but not limited to medical referrals, injuries, security concerns, and mental health support.
- Crisis24During Your Trip
- When departing
- Make sure to comply with any exit requirements of the country, and any entry requirements of your destination.
Questions? Please email: [email protected]