Group Travel and Trip Leaders

Group Travel

Group travel includes any university-sponsored activity where participants travel together under designated leadership. Examples include:

OCALs are Cornell faculty, staff, or students who:

Officially represent Cornell abroad
Lead organized trips involving Cornell participants, primarily students
Operate within Cornell's official travel framework (see definition of Cornell Travel)
Hold primary responsibility for group safety and well-being:
- Oversee participant welfare throughout the duration of the trip
- Make critical decisions regarding group activities and safety
- Ensure compliance with Cornell travel policies and procedures
Function as the primary emergency contact:
- Available 24/7 during the trip for emergency situations
- Coordinate with Cornell and local resources when needed
- Maintain communication with Cornell's travel support services

1. Begin Early - At least four weeks prior to departure

2. Designate a Leader

3. Request OCAL Access

4. Create Group Trip Registration

Log into Travel Registry.
Select “Group Trip” option using the toggle button in the upper right-hand corner.
Choose appropriate trip purpose:
- Faculty/Staff options:
  - Group Trip PRIMARY Leader: In Partnership with Education Abroad, Office of Global Learning (OGL)
  - Group Trip Leader: Independently Arranged - not OGL supported (taking one or more travelers abroad)
  - Athletics/Head Coach Leading Group Travel
Student option:
- Group Trip Leader: Leading a Group of One or More Students Abroad
Only trip leaders or their delegates can initiate group registration.
Trip details must be submitted through the Travel Registry.

5. Add Traveling Participants

Use ‘Group Travelers’ tab on left side of the screen.
Add all participants by entering NetIDs or last names (include students, faculty, and staff).
Do not use alias emails, as system will not recognize participant.

6. Wait for Reviews

Once the Group Trip has been entered into the Travel Registry, the relevant offices will be notified.
Monitor email for follow-up communications.
Risk Management and Insurance (RMI) will review your trip details and prepare a customized Agreement to Assume Risks, Release Claim and Hold Cornell Harmless for International Programs or Activities (Hold Harmless). This form will be shared with the trip participants directly.

7. Manage Participant Requirements

After the OCAL adds participants, participants will be notified to begin their registration process; they must use the link provided in the email notification.
- NOTE: Please inform group participants that they should NOT begin their travel registration until they receive an official invitation to do so. Students cannot complete their registration until the Hold Harmless agreement has been prepared and shared with them.
- Each group participant must complete their own travel registration, which will be affiliated with the itinerary submitted by the OCAL or delegate.
- All student participants must sign and upload the Hold Harmless agreement before their travel registration will be accepted.

8. Monitor Participant Completion

OCALs should track participants' registration status by logging into the group trip. Follow-up with participants with incomplete registrations.

9. Submit Trip for Final Approval

After all participants' registrations have been successfully submitted, the OCAL must submit the group trip registration for review and approval.
Note: Trip registration is not complete until all students have completed their travel registration, including signing all documents. It is the OCAL's responsibility to follow up with students.