University Student Activity Travel Procedures

To provide mandatory procedures for organising, authorising, booking and undertaking funded and self-funded University student activity travel.

This document is intended to be read in conjunction with the following:

Application

This document applies to:

  • students organising and undertaking University student activity travel
  • travel organisers who are involved in organising, supporting or authorising such travel

Introduction

For the purposes of these procedures, University student activity travel refers to international travel for any student activity:

  • undertaken to fulfil a requirement for academic progress at the University or
  • organised or supported by the University or
  • endorsed by the Approving Manager and directly related to the to the student’s professional/academic development
  • University student activity travel does not include activities organised solely by a student or group of students unless they otherwise meet the above definition of University student activities

Students and travel organisers should refer to the Travel Expenses Procedures and the Travel Booking Procedures when organising or undertaking funded University travel.

Procedures

Authorising University student activity travel

1. All students participating in University student activity travel must register  their travel activity and itinerary details with 360 International prior to departure through the Student International Travel Registration Form.

Note - University Health Safety and Wellbeing Field Activity Standards must be adhered to.

Booking University student activity travel and communicating itineraries

2. Where travel is being organised for students by a University staff member, regardless of funding source, the University’s Travel Management Company (TMC) must be used, and details of the activity and participating students must be shared with 360 International at the outset of planning for the activity.

Note - Please contact 360 International for more information.

Note - Students arranging and paying for travel directly are encouraged to use the University’s preferred TMC, Orbit, at travel.uoa@auckland.ac.nz or their leisure travel agency, House of Travel Parnell at monicas@hot.co.nz.

3. Whether booking through the TMC or an alternate travel provider, all students must record their activity details and itinerary in the Student International Travel Registration Form.

4. Traveller information and itinerary details will be shared with the University’s emergency assistance providers who follow up with travellers in the vicinity of an incident to ensure their safety and wellbeing. Data regarding learning abroad activity type, location and duration may also be reported in the University’s annual learning abroad benchmark reports. 

5. Travellers must refer to the Travellers Checklist for University student activity travel to ensure they have complied with the Travel Policy and these procedures.

Travel Insurance and Travel Risk

6. Students must read the University Student Activity Travel Insurance Terms & Conditions to confirm their eligibility for University-provided insurance and determine any additional steps to declare any pre-existing medical conditions and purchase additional insurance.

Note: Travellers must purchase insurance through the University’s insurance broker for days outside of the allowable coverage. This is important if you are combining Personal travel with University student activity travel.

7. Travellers not eligible for University-provided insurance must purchase appropriate travel insurance for international journeys.

8. Students travelling outside of New Zealand for University activities must attend pre-departure workshops if required to do so.

Definitions

The following definitions apply to this document:

Approving manager is the traveller’s line manager or travelling student’s supervisor, designated programme coordinator or the 360 International Office.

International Office is the service division within the University that supports the University’s internationalisation objectives.

360 International is the service division within the International Office that supports the University’s outbound student mobility objectives, including the management of the exchange/study abroad arrangements and the registration of sub-doctoral University student activity travel for travel outside New Zealand.

MFAT refers to the Ministry of Foreign Affairs and Trade.

Personal travel is travel for non-University purpose either in conjunction with or wholly separate from University travel or University student activity travel.

Programme contact is the University staff member assigned to manage student participation in any overseas University student activity.

Staff member refers to an individual employed by the University on a full or part time basis.

Student is an individual enrolled in a programme of study at the University excluding University of Auckland Public Programmes.

Travel Management Company (TMC) means Orbit World Travel, the travel agency contracted by the University to supply travel management services.

Travel organiser is the member of staff arranging, requiring or supporting the trip or activity, as recognised by the approving manager.

University means the University of Auckland, including all subsidiaries.

University Public Programmes are open to all learners aged 16 and over regardless of whether tertiary education has been completed.

University student activity travel refers to international travel for any student activity:

  • undertaken to fulfil a requirement for academic progress at the University or
  • organised or supported by the University or
  • endorsed by the Approving Manager and directly related to the to the student’s professional/academic development.

University student activity travel does not include activities organised solely by a student or group of students unless they otherwise meet the above definition of University student activities.

University travel is travel that has been approved as being for University purpose and is funded by the University or third party.

Key relevant documents

Include the following:

Document management and control

Owner: Chief Financial Officer
Content manager: International Office/ Performance and Risk
Approved by: The Vice-Chancellor
Date approved: 31 January 2019
Review date: 31 January 2024