Travel Registration Process

Once your travel is approved, you must begin planning and prepare your travel itinerary.

The University requires all students travelling overseas for a professional experience placement to lodge their travel information at least six weeks before departure.

Once your flights, itinerary and placement details are confirmed, you must begin the travel registration process:

1. Complete the JCU Overseas Travel Plan Diary and save the completed form and your itinerary to your computer.

2. If your trip includes a private travel component, you must obtain private travel insurance. Save evidence of this insurance to your computer.

3. Travel Registration:

A. Immediately before travelling, review the Department of Foreign Affairs and Trade (DFAT) advice on the Smartraveller website and  subscribe for updates.

The Australian Government provides 24-hour consular emergency assistance:

+61 2 6261 3305 from overseas

1300 555 135 from within Australia

B. If you have not booked your authorised travel through JCU’s preferred provider, Corporate Travel Management (CTM), using Concur, you must add your travel itinerary and plans to TripIt using the app or by emailing your itinerary to plans@tripit.com.  First-time users must set up their TripIt account through Concur:

1. Log in to Concur through the JCU website using your JCU login details.
2. Select the App Centre tab at the top of the screen, then select the TripIt app.
3. Follow the prompts to create and verify your account. Use only your JCU email address.
4. Download the TripIt app to your smartphone to receive alerts about events that may affect your travel, such as security incidents, severe weather, natural disasters, flight status updates and gate changes.
5. Email your travel itineraries and confirmations from your JCU email account to plans@tripit.com so they can be added to your profile.
6. If your plans change, email your updated itinerary to plans@tripit.com.

Be mindful that JCU must be able to locate you if you require assistance.

4. Emergency Assistance from Chubb

In the event of an emergency, illness or injury anywhere in the world, students can access 24/7 medical, travel and security assistance by contacting JCU’s travel assistance provider, Chubb Assistance. Visit the website to review the services available while travelling. Save the Chubb Assistance telephone number and JCU policy number to your phone and/or laptop:

Chubb Assistance phone: +61 2 8907 5995 (Students can reverse charges via the operator)

JCU Policy Number: 04PP007672

5. When you have completed the above steps, you can complete the online Student Overseas Travel Submission form.  Complete the online form and upload the requested documents. During this process, students must:

1. Go to the JCU Insurance webpage and read:
   1. Student Travel Insurance Brochure (PDF, 218 KB)
   2. Student Personal Accident Insurance Brochure (PDF, 263 KB)
2. Provide a copy of additional insurance cover for any private component of your trip.
3. Upload a copy of your travel or flight itinerary.
4. Upload a copy of the JCU Overseas Travel Plan Diary.
5. Complete and download the Overseas Travel _ Pre-departure Briefing & Personnel Critical Incident Information form

6.  In the event of an incident, accident, or injury whilst on placement, please complete the Student Placement Accident, Incident, or Injury Report Form.

Once you have provided all relevant information and uploaded the required evidence, your overseas professional experience placement will be recorded in InPlace, the student placement system.