University of Delaware

Institute for Global Studies

ALUMNI Make a Gift

Study Abroad
OUR HISTORY""

Travel Assistant Instructions

Congratulations on being invited to participate as a TA for a UD travel study program!  Before we can move forward, please complete the following steps:

1. Register with IGS

To start the process, complete an on-line registration form with IGS. Log into our database via CAS, create a new profile (or update an existing profile), click the link to “Access/start a new Travel Assistant Registration,” and then click the button to “Start a New Travel Assistant Form.”

  • Unless you are an assistant on a domestic (U.S.-based) program, you will need a passport.
  • Your passport must be valid for at least 6 months after the end of your travel study program.  If your passport will expire, renew it NOW.  If you do not have a passport, apply for one NOW. 
  • IGS will review your registration form and notify you of acceptance.

2. Once Accepted as a TA

  • REVIEW & COMPLETE: Download a copy of the Agreement of Responsibility for Assistants and review it with your Faculty Director.  Submit a signed copy to your Faculty Director, and send a photocopy to the IGS office (100 David Hallowell Dr., Clayton Conference Center).
  • DOWNLOAD, READ and COMPLETE: Log in to your application, scroll down to the TA table, and do the following:
  • Acceptance & Plane Ticket Instructions for your program – read these. Note – IGS will purchase your plane ticket (unless other arrangements have been made). Do not purchase a plane ticket unless directed to do so.
  • Statement of Liability and Assumption of Risk and/or Company Visit Release form – if your program requires this release form, complete and return it to your Faculty Director.
  • Visa instructions (if required) – read this and begin to gather all required documents.
  • International SOS card - download a copy, and log into the UD portal on the SOS website to sign up for in-country alerts and look up your host country’s safety information.

3. ATTEND MEETINGS:

  • Go to all mandatory orientation meetings.
  • Go to mandatory health meetings if required for your program. Student Health Services will hold two sessions at the Student Health Center; you must attend one. Dates and times will post to your program’s website.
  • Watch for an email from SHS.  Follow their instructions to complete a health-related form before attending their meeting. You must complete the form and attend the meeting to be eligible to get vaccinations at SHS. 
    If you have a class conflict, SHS can provide a release note.  There will not be make-up SHS meetings – plan to go to one of the scheduled sessions. 
  • Go to a mandatory Liability and Conduct Meeting for faculty and travel assistants. IGS will hold two sessions; travel assistants must attend one.  Check this site early in the semester prior to your departure for dates and times. NOTE: This meeting is mandatory.  If you have a conflict, notify your Faculty Director.

4. UPDATE & REGISTER

About one month before departure:

  • Update your passport information - if you receive a new passport or renew your current passport, be sure to update the information on your application in our database.  It is important that we have valid passport information ahead of your departure.
  • Update your emergency contact information as needed.
  • IGS will purchase health insurance for assistants on programs abroad (not domestic). When you receive an email prompt from GeoBlue, follow the instructions in that email to register with them, and print a copy of your card.
  • 5. IF YOU CAN NO LONGER SERVE AS A TRAVEL ASSISTANT

    Notify your Faculty Director and IGS immediately.  If your plane ticket has already been purchased or other program funds have been spent on your behalf, you may be responsible for refunding the full cost to IGS. If you have any questions, please do not hesitate to contact IGS.

 

  • Institute for Global Studies  •  Clayton Hall, 100 David Hollowell Drive  •   Newark, DE 19716, USA
    Phone: (302) 831-2852  •   Fax: (302) 831-6042  •   © 2016