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Global Cornell

Cornell University

Group Travel and Trip Leaders

Group Travel

Group travel refers to university-sponsored activities where participants travel together under designated leadership. This may include, but is not limited to: 

  • Study abroad programs
  • Research projects
  • Collaborative work
  • Athletic competitions
  • Artistic performances
  • Service projects

Key Characteristics of a Group Trip

  • Official connection to Cornell through sponsorship, organization, and/or funding
  • Designated leader responsible for the group (referred to as an Off-Campus Activity Leader (OCAL)
  • Shared program dates and itineraries
  • Common activities at the destination
  • Similar accommodations
  • Interdependent group dynamics

Off-Campus Activity Leaders

Off-Campus Activity Leaders (OCAL) are faculty, staff, or students who:

  • Serve as official Cornell representatives leading groups 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

Learn more about OCAL responsibilities.

Steps for Registering a Group Trip

  1. Designate an OCAL responsible for group travel. OCAL must be a traveler with a profile in the Travel Registry. A profile is created automatically the first time a traveler logs into the Travel Registry.
  2. Create a “Group Trip” designating the appropriate trip purpose.
    • For faculty and staff, the following trip purpose choices trigger a Group Trip:
      • Group Trip Leader: In Partnership with Education Abroad
      • Group Trip Leader: Independently Arranged
      • Athletics/Head Coach Leading Group Travel
    • For students, the following trip purpose choice triggers a Group Trip:
      • 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.
  3. Obtain necessary reviews and approvals
    • Once the Group Trip has been entered into the Travel Registry, the appropriate campus offices will be notified.
    • Monitor email for follow-up communications.
    • Based on your submitted trip agenda, 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).
  4. Send the participant list to International Health, Safety, and Security (IHSS).
    • While RMI reviews your trip, please email the names and NetIDs of all group participants to intlsafety@cornell.edu along with your trip name and dates.
    • IHSS will share the list of group participants with RMI, who will then send the Hold Harmless agreement to the individual students.
  5. Group participants added to the Group Trip record.
    • The IHSS team will add group participants to your trip and notify participants to begin the registration process.
    • Participants must complete their own travel registration, which will be affiliated with the itinerary submitted by the OCAL or delegate.
    • Participants must sign and upload the Hold Harmless agreement before their travel registration will be accepted.
  6. Trip registration is complete when all students have completed their travel registration, including signing all documents.