Head Coach (or his/her designee) must complete the Faculty Application for International Travel Involving Notre Dame Students and submit the completed form to Ray Pellegrini in the Office of International Studies (OIS), 105 Main Building, at least 30 days before departure. Please note that most foreign trips/tours involving student-athletes will be deemed “mandatory” such that liability waivers referenced on the OIS website are not needed.
Business Office can prepare traveler’s checks in $100 denominations
Take a limited amount of cash, both US dollars and foreign currency; complete a cash advance form for each currency needed and submit to Bev at least two weeks in advance
NCAA Bylaw 30.7.9 allows the institution to provide a student-athlete with $20 per day for up to 21 days (in addition to the usual away-from-home meals or money) for incidental expenses in connection with a foreign tour
Cell phones: Most iPhones are compatible abroad. Please contact Ann Karwoski (Email, 631-7476) if you need to borrow an iPhone, and for details regarding the international rate plans available through Sprint.
If leaving from Notre Dame, determine where to park while you are gone (this can be an important topic if you will be traveling during a special event, such as commencement)
Contact: Les Niedbalski, NDSPD ("Email"mailto:Niedbalski.email@example.com, 631-8036) (to determine where to park)
For a student to leave a vehicle on campus, the vehicle must be registered with campus security. A special pass will be issued by NDSP Parking Services, obtained from Major Korros, and parking is only allowed D6 or D2 Lots.
Contact: Patrice Mullen (Email, 631-5031) (to notify her where you will be parking)
General rules for staff members on Notre Dame’s health insurance plans:
PPO will reimburse for overseas medical treatment at 65% after deductible
HMOs will reimburse only for medical emergencies that occur overseas
Contact Human Resources at 631-5900 to discuss plan coverage in more detail
Student-athletes should discuss their plan coverage with the insurance carrier. Many policies contain high deductibles, limitations in coverage or no extension for travel abroad.
HTH Worldwide provides excellent overseas coverage to supplement existing medical insurance and is available to students (and staff, even though the website appears to be set up for students only) for a minimal charge. More information is available on their website (access code GQA-9848 for weekly rates and GQB-9847 for monthly rates)
Weekly rate is approximately $10.00 (two week minimum) per participant up to age 49 (rates increase for individuals 50-64 and 65 + over)
Contact: Barb Davey, Risk Management (firstname.lastname@example.org, 631-5037) SAOF funds may be available to help student-athletes with supplemental insurance costs
University Health Services can advise as to whether there are required/suggested vaccinations for your destination
Contact: Mary Ellen McCaslin, R.N., Assistant Director of Clinical Services, UHS (Email, 631-8661)
This call should be made at least 2 months in advance
Athletic trainer or team physician must accompany the team
Note that some prescription medications common in the US are illegal in other countries; UHS Travel Nurse and team/UHS physicians can assist in determining (i) whether any prescription medications that will be taken into the country by your traveling party need special authorization and (ii) what medication can be dispensed by the Athletic Trainer
Plan for unique issues in destination country such as lack of availability of ice and allergy seasons
Anthony Travel provides a variety of service levels to our programs that are planning a foreign tour
If Anthony Travel is planning all aspects of your foreign tour: you can assume that the contracts, insurance provisions and other required items are in place
If you are utilizing travel partners other than or in addition to Anthony Travel to handle all of or certain aspects of your tour (e.g., air, ground transportation, hotels, meals, scheduling of opponents), you should do the following with each such entity:
Coach/sport administrator should conduct due diligence regarding the provider (i.e., request and Contact at least two references, preferably other Division I colleges/universities)
Confirm through travel partner that local transportation providers and event hosts have insurance
Ask for a contract detailing the services, which must be approved and signed in advance
Identify an Athletic Department representative who is not traveling with you to serve as your campus contact; exchange contact information and provide him/her with a full travel itinerary
E-mail a full travel itinerary to each of the emergency contacts
Make multiple copies of passports and emergency contact information (provide one copy to your primary travel provider(s), leave one copy with your campus contact, and take two copies with you)
Conduct an orientation for student-athletes and other members of the travel party close to the time of departure
Contact: Jill Bodensteiner (Email, 631-6721) to help you prepare an agenda for orientation, provide a campus speaker from Risk Management/OIS, and/or provide a person with specific knowledge of travel in your destination.