Office of International Experiences

Organizations and Students (Non-Study Abroad)

Travel Authorization and Compliance Requirements

In accordance with Texas A&M International University’s international travel policies and The Leader Student Organization Handbook, all student travel must be properly documented and approved prior to departure. International travel must be requested at least thirty (30) days in advance of the intended departure date.

The University requires that the Travel – Student/Organization Travel Approval Form be completed through Presence each time a student or group of students travels outside the Laredo city limits.

International Travel Process

When travel will occur outside of the United States, the group leader or individual traveler must complete the Travel – Student/Organization Travel Approval Form in Presence in accordance with the required advance timeline.

Upon submission of this form, the group leader or individual traveler is responsible for initiating contact with the Office of International Experiences by emailing international@tamiu.edu to request access to the TerraDotta platform. A unique TerraDotta link will then be provided for the travel group. Failure to do so in a timely manner may result in delays in the review and approval of international travel.

The group leader or individual must include the following information in their email:

• Names of all travelers
• Contact information for all travelers
• Travel dates
• Travel destination(s)

Once access is granted, the group leader will share the TerraDotta link with all participants.

TerraDotta Platform

TerraDotta is the Office of International Experiences’ secure online system used to manage international travel applications, required documentation, compliance materials, and approval processes. Through this platform, travelers will complete all required forms and upload necessary documents to ensure compliance with university policies and risk management requirements.

Each participant will receive access to the appropriate International Travel Registration Module and will be responsible for completing and submitting all required materials.

Application Process: Pre-Decision & Post-Decision Requirements

The TerraDotta application process is divided into two phases: Pre-Decision and Post-Decision.

• Pre-Decision Phase:
  Students must complete all initial application requirements under the Pre-Decision section. This includes submitting preliminary information needed for program review.
• Committed Status:
  Once all Pre-Decision requirements are successfully completed and reviewed, the student’s application status will be updated to “Committed.” This status grants access to the Post-Decision requirements within TerraDotta.
• Post-Decision Phase:
  After being marked as Committed, students must complete all additional required forms and uploads listed under the Post-Decision section.

Important:

Completion of both Pre-Decision and Post-Decision requirements is mandatory. Students will not receive final approval to travel from the Office of International Experiences until all required materials in both phases have been fully completed and approved. Requirements must be completed at least two weeks before departure.

Required Documentation in TerraDotta

Each individual traveler is required to complete the TerraDotta International Travel Registration Module and submit the following:

• Submission of flight and/or travel itinerary (when available)
• Submission of a detailed program itinerary (when available)
• Submission of passport copy(ies) for all travelers
• Completion of the Emergency & Travel Information Form
• Completion of the Travel Waiver Form

All materials must be completed and submitted in TerraDotta prior to receiving approval from the Office of International Experiences.

Additional Requirements

In addition to completing all requirements within TerraDotta, all student travelers must also:

• Complete the University-required electronic Travel Waiver
• Attend a pre-departure orientation organized by the Office of International Experiences
• Obtain Cultural Insurance Services International (CISI) coverage, which must be arranged through the Office of International Experiences and funded by the student, organization, or department

Failure to complete these requirements may result in delays or denial of travel approval.

Disclaimer

Please note that the submission of documents on TerraDotta applies only to the IE review process and does not constitute full travel approval. Applicants are still required to complete all additional requirements and procedures as outlined by the appropriate university offices, including Student Orientation, Leadership, and Engagement (SOLE), in order to obtain final authorization for travel.