Faculty & Student Group Travel

If you are a Baylor faculty or staff member who will be leading a group of more than 10 students abroad for a trip that is not classified as a mission trip or short-term study abroad program, please follow the steps below. Please submit your application at least 60 days prior to departure.

If you will be leading a short-term study abroad program, please click here.

Please note, Travel Approval Form (found in the registration) must be completed in full with Department CoA and proper signatures and uploaded into BearsAbroad before your trip can be approved by the Vice Provost for Global Engagement.

Step 1: Register Your Travel - Group

• Register your group travel here.

• Note: This link is not to be used for Faculty-Led Study Abroad Programs. For these programs, please visit the Program Director Portal.

Step 2: Required Forms

• Upload a completed participant list to BearsAbroad. Be sure to complete all fields in the roster. All participants (faculty, staff, students, and guests/minors) should be listed on the participant list. 

• If minors will be accompanying your group, please notify the Center for Global Engagement. Paper forms for minors will need to be generated by the Office of General Counsel.

• If you or any participants will be taking Baylor-owned technology, make sure that you printed the Export License Exception form that is sent via email after completion of the travel registration. You will carry this document with you. 

Step 3: International Insurance

• Baylor faculty, staff, and students are enrolled in the university's international insurance policy when traveling abroad on Baylor business or using Baylor funds. The cost of insurance is $2/day of travel per participant. If guests (spouse, dependent, etc.) will accompany you for any part of your international travel, they are also enrolled in the international policy.  The Baylor insurance costs will be assessed to the sponsoring department upon return. The International Travel Approval Form will serve as the approval for the chargeback.

• Baylor international travel is covered by an On Call insurance policy. Your travel registration is your enrollment for insurance.  A digital card will be sent via email after completion of the travel registration. Scroll to the bottom of the digital card and add the contact information to your smartphone via QR code or link.