International Travel for Students

These directions apply to individual international student travel, including students who travel for research, conferences, volunteer activities, internships, or study abroad with a partner agency, or any study abroad not led by a UT San Antonio faculty or staff member. 

Note: If you are enrolled in a study abroad program led by a UT San Antonio faculty or staff member, including an Athletic tournament or exhibition, this section does not apply to you. You will follow a slightly different  process in the study abroad portal. If you are traveling to a restricted region on your study abroad program, your program leader will submit a request to the International Oversight Committee on behalf of the group.  Follow all directions in the Study abroad portal in a timely manner.

International Travel Process for Students

1. Submit your intended travel to Study Abroad Portal If you are participating in independent research (for credit or non-credit), a third-party program not affiliated with UT San Antonio, attending a conference abroad, or engaging in another independent international learning, volunteer, or service experience, you are required to register your travel in the Study Abroad Portal. This process also enrolls you in our international travel assistance provider, On Call.   
   • Complete the General application for International Learning Experiences. in the portal.  Be sure to complete all questionnaires including “International Learning Experience Questions.” Complete and "submit" by deadline provided. 
   • Upon “acceptance”, you must log back in and “commit” to the program, then complete “post-acceptance” materials and questionnaires (emergency contacts, upload passport scans, flights, etc.).  
   • If seeking  academic credit for your experience, complete the credit verification forms as well: https://global.utsa.edu/study-abroad/student-directory/steps-to-study-abroad.html
2. Check Restricted Regions List 
   • If your travel requires review of the IOC, go to Step 2.  
   • If your travel is does not require review of the IOC, go to Step 3. 
3. Request review of the IOC
   • Submit your completed documents to the International Oversight Committee (IOC) at least 60 days prior to your intended transportation purchase. The IOC review process typically takes 2–4 weeks. 
   • The committee meets every two weeks and does not review requests off-cycle. All submissions must meet established deadlines to be considered. IOC calendar
   • Please note that each academic department may have different procedures for routing documents and obtaining required signatures from the Department Chair/Supervisor and Dean/VP/Unit Leader. It is the traveler’s responsibility to track the status of their IOC forms, ensure all approvals are obtained, and submit completed materials on time to: globaltravel@utsa.edu. 
   • Individual Student Request Form  
4. Request a Travel Authorization 
   • If you are being funded or reimbursed by your department for any part of your trip, a travel authorization (TA) is required.  Students who expect to receive travel reimbursement must work with their department to complete a TA in addition to the international travel process documented here and in the study abroad portal. The TA authorizes travel expenses and is administered at the department level.  Note that a reimbursement is different from a scholarship.  A TA is not necessary for a scholarship.  Most students traveling on study abroad do not need a TA. 
5. Review Information about Insurance Coverage While Abroad
   • UT System requires all students participating in any international travel activity including any study abroad program, any conference, volunteer activity, internship, or other activity connected with the university or based on your student status.  This includes activities that do not receive academic credit. 
   • Part of this UT System requirement is to carry international travel accident and sickness insurance and be registered with On Call International for the duration of their program.
   • Students are automatically enrolled in this required coverage through On Call International at a cost of $25 per week. This insurance covers travel accidents, illness, and related travel assistance services. Coverage is mandatory and cannot be waived, regardless of any other insurance held and regardless of destination and even if you are traveling to your home country. Read more here   
6. Attend Mandatory Risk Mitigation Meeting, also known as Pre-Departure Orientation with Study Abroad Team
   • All students are required to attend a pre-departure orientation session prior to travel. Sessions are held via Zoom and typically last 90 minutes. No registration is needed—simply click the Zoom link at the scheduled time and remain for the full session. During the orientation, you will learn how to use On Call International services, enroll in the STEP program, and access important health and safety resources. https://global.utsa.edu/study-abroad/student-directory/resources-and-tips/pre-departure-orientation.html.

7. Review Health & Safety Resources to help you prepare for your trip and check out the Study Abroad Resources and Tips | Global Initiatives 

8. Register your trip in the Smart Traveler Enrollment Program (STEP) 
   • If you are a U.S. citizen or legal permanent resident, Register in the Smart Traveler Enrollment Program (STEP) through the U.S. Department of State. This will inform the U.S. Embassy you are in-country and allow them to email you critical alerts and travel/security advice while abroad.  
   • Citizens of other countries can register their trip in their home country’s equivalent of STEP.