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Frequently Asked Questions

The following is a list of frequently asked questions from across the offices supporting Columbia College and Columbia Engineering collected here in one place for your convenience. You can browse by topic/department or search by keyword.

How to Use the Undergraduate Travel Web App, Student Affairs

I couldn’t find my internship or program on the list, now what?

Are you traveling alone?

If you have obtained Columbia funding for international travel (Funding Source) — i.e. the Work Exemption Program, the Columbia College Alumni and Parent Internship Fund, the Columbia College Alumni-Sponsored Student Internship Program, the Columbia Undergraduate Scholars Program Summer Enhancement Fellowship, etc. — and/or secured an opportunity on your own, you may not find your internship or program on the list and will therefore be asked a few additional questions about your travel plans while filling our your School Sponsorship application.

After you log into the Undergraduate Travel Web App, choose “Add Your Program” and then identify your Funding Source. 

To add your program, you must have the following information available:

  • Name of program; if you do not have a program name, please use the following format to create a unique name for your program: 
    [Last Name] [Related Office or Department or Funding Program] [Program Type] [Year]
  • Program type (i.e. internship, study abroad, conference, service-learning, etc.)
  • Name of the office or department you’ve worked with on your travel plans
  • Description of Program
  • All locations you plan on traveling to while abroad, including side trips and any travel seven days before your program beings or after your program ends
  • Dates of travel
  • Program Contact (if other than yourself)

Are you traveling with a group?

If you have secured an opportunity that is led by a student group, faculty member or staff member and do not see your program on the list of pre-approved programs, please ask the faculty, staff or student group advisor to apply for Program Approval. Once you have confirmed that Program Approval has been secured you will be able to apply for School Sponsorship.

Are you the program organizer?

After the key logistical components of your trip are established (i.e. all destinations to be visited, accommodation and transportation plans, activities and/or excursions), please apply for Program Approval. You must complete a Program Approval application at least six weeks prior to the program start date. If you are a student program organizer, please work with your student group advisor during this process.

Can I add additional destinations into my application once it’s been approved?

Yes, this is required for all additional destinations you will be visiting while abroad, including travel seven days before or after your program.

You may make edits to to your application for School Sponsorship at any point in the process. Please note that the addition of new destinations will place your School Sponsorship application in “review” status until newly added travel has been reviewed, assessed and approved. If destinations added are of a medium, high or extreme risk rating, your application may require additional steps, including, but not limited to, an International SOS Itinerary Review.

How do I withdraw my School Sponsorship application?

Visit the Undergraduate Travel Web App, click on the “Withdraw” button on your dashboard and confirm approval. Should you need to withdraw any pending applications, please do so as soon as possible.

How will I know if my School Sponsorship application has been received? Approved? Denied?

You will receive an email from utrc@columbia.edu when your application is received, as well as when a final determination has been made on your application. You may also check the status of your application, as well as confirm any additional required steps, by logging in to the Undergraduate Travel Web App.

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