Thank you for working to ensure access to global opportunities for CUNY students! This page includes resources for staff who work to make these opportunities possible. If programs are run by an academic department, through Student Affairs or an student organization, Continuing Education or other office, that office must coordinate with the campus Study Abroad Office or International Education Liaison to ensure that all requirements are met.

Use the Travelers Template when submitting data to CUNY Central, and submit them together with a Word or PDF itinerary of each trip.  (This step replaces the previously required Program Dates template).

Tips for Filling Out the Template:

  • Please note that the template is frequently updated, and start the reporting process each time by downloading the most current version from this website.
  • When asked to enable macros, you should accept.
  • Remember that you do not fill in the columns whose headings include “(RM)” unless the traveler is not participating in a program listed in Terra Dotta. (i.e. independent travelers)
  • Students whose travel is related to their studies at CUNY according to CUNY’s International Travel Guidelines must also be registered. In addition to direct enrollment in a program, this may include international travel outside of a program, e.g. conference travel, research, or an internship abroad. These travelers’ location(s) and itinerary must be described in the columns whose headings include (RM). If their itinerary has more than one location, register each location as a separate trip (on a new row). The dates may overlap on travel days.
  • Traveler spreadsheets should also include information on staff or faculty accompanying students (please indicate “Staff” or “Faculty” in the Role column).
  • Please use the pop-up tips and drop-down menus; it’s important to enter everything in the requested format (e.g. Queens instead of Queens College, 01/01/2014 instead of 14Jan14, etc.), or they can’t be uploaded. You must enable macros to see these prompts.

Risk Management Reporting: Division of Responsibility

  • The college sponsoring a trip is responsible for reporting students, staff and faculty on its programs (including EPermit students), and for making sure they are insured under CISI’s insurance plan.  The CUNY host college is responsible for reporting the student even if s/he uses Opportunities Funds to pay for the trip.
  • If you have students on a trip sponsored by another CUNY college, do not submit data on that student.  The trip’s sponsor college is responsible for that student.
  • Students enrolling directly in non-CUNY programs should be reported by their home institution, which should also verify their enrollment in CUNY’s CISI insurance plan, even if the provider requires another policy.  Exception:  If a student uses Opportunities Funds to help finance a non-CUNY program, Macaulay Honors College, not the home college, is responsible for reporting the student’s travel.
 

College sponsoring program

Home College

Macaulay Honors College

Participants (students, faculty and staff) on a CUNY study abroad program or other international trip
(Includes MHC students doing a CUNY study abroad program with or without Opportunities Funds)

Yes

No

No

Student doing a non-CUNY study abroad program or other international trip

n/a

Yes

No (see exception below)

Exception:  MHC student doing a non-CUNY study abroad program with Opportunities Funds

n/a

No

Yes

However: MHC student doing a non-CUNY study abroad program without Opportunities Funds

n/a

Yes

No

Frequently Asked Questions

  • Who needs to be registered? Any student international travel connected to study at CUNY (including conference participation, research, internships, etc). must be registered and insured under CUNY’s CISI plan. In addition to students, staff and faculty traveling abroad with students must be registered (and insured under CUNY’s CISI plan). If in doubt, please ask.
  • Are Study Abroad Officers responsible for reporting international travel by student clubs? No, this will be handled by student affairs staff and student club officers. They should inform you about pending trips, but reporting on them is their responsibility. Questions from Student Affairs colleagues about registering international travel can be referred to global@cuny.edu.
  • Do I need to convert the file before sending it? No, please submit it as an email attachment to global@cuny.edu in the same format you downloaded (Excel).  Remember to attach the itinerary of each trip (this replaces the previously required Program Dates Spreadsheet).
  • How detailed does the itinerary need to be?  It should clearly show which city (or non-city location if applicable) the trip participants are in each day.  Generally, this requirement can be met by attaching the same itinerary shared with trip participants.