Faculty-Led Study Abroad Program Development Guide

WCU Center For International Programs



Travel Signatures/Export Control

International travel (outside of the contiguous United States: this includes Hawaii, Alaska, Puerto Rico, Canada, and Mexico), must be approved in writing by both the Provost and the University President.

Please take note of the following:

  • The traveler should prepare the international travel authorization form at least 3 weeks before departure, and before any reservations are made (if University funds will be used.) If the authorization form is received in the Provost/President Office after the traveler has departed, travel will not be approved.
  • In all instances, the Department Chair or Manager/supervisor must sign and date the Advance Travel Authorization Form, after which the Dean or Director signs and dates.
  • Additional signatures may be required by the Associate Vice President of Sponsored Research if funding is provided by a Federal granting agency or by the local Faculty Grants Development (FGD) Committee. Additional signature may be required by the Assistant Vice President for International Programs. Their signatures signify that the travel expenses are authorized
  • After signatures are obtained from the department and funding unit(s), forms must be sent to the Provost/President’s Office.
  • When all approvals have been obtained, the Provost Office will notify the relevant Dean/Director‘s Office that the forms may be picked up.

Helpful Information to include on or with the international travel authorization - to speed up approval:

Detailed information on the purpose of the travel, i.e., is this an invited presentation? And what is the topic/format.

  • If the trip is an exploratory visit to develop a new course, or agreement with a foreign institution, please explain in detail, and list the expected outcomes of the visit.
  • A statement about how the travel expenses will be covered (i.e., grant, allotted travel funds from department, etc.)
  • Arrangements for covering classes - how many classes will be missed/who will cover/how many will have on-line instruction? How is this provided - via video/live connect, or students use D2L or other means.

The same process should be followed upon return and when filing for reimbursement using the travel expense voucher form.

WCU employees are also required to complete the TCP (Technology Control Plan) Form prior to international travel.

Embargoes and Export Control

During the past year, PASSHE and WCU developed procedures that will ensure that each of the System schools is in compliance with Federal government regulations regarding Embargoes and Export Control. The PASSHE-wide document will be available very soon. For now, our University Office of Sponsored Research (OSR), in collaboration with the Division of Information Services (IS), has developed a Technology Control Plan (“TCP”) that will ensure your international travel compliance with Export Control Laws. The rules require all travelers to ensure that sensitive digital research data is appropriately protected. To ensure that all prospective travelers are appropriately and adequately served, the IS Division will need at least a two week notice to review the software and data contained on the laptop (or any other technical device) being taken out of the country.

Travelers should contact the University Designated Officer (UDO) for IS - Mr. JT Singh. He may be reached at: E-Mail: Jsingh@wcupa.edu or Voice: 610) 436-1045

For additional information, please visit this OSR website.

Prior to travel, the TCP (Technology Control Plan) Form must be successfully completed. The form is available on the Sponsored Research website.