Flight Management

Below are the required steps for flight arrangement for different scenarios (including steps for an approved deviation from the global education program itinerary). Per University travel policy, group flights must be booked via Ohio State’s contracted travel provider, ScholarTrip. Resident directors and the Office of International Affairs are not able to purchase flights directly from airlines or travel search engine websites (e.g. Expedia, Travelocity etc.)

Group flights

  1. The Office of International Affairs global education specialist will work with ScholarTrip to secure quotes and reserve seats for the maximum number of participants (students and resident directors)
  2. Resident director provides passport scan via their www.globaleducation.osu.edu profile
  3. Office of International Affairs processes deposit and final payment for flights
  4. Office of International Affairs issues flight itineraries and e-ticket copies
  5. Students are not permitted to deviate from the group flight

Resident director deviation from group flight

When traveling as a group, students receive leadership and logistical support from resident directors. At least one resident director must travel on all legs of a group flight. A resident director may only deviate with special permission from their global education specialist, department chair and global education liasion and should request permission when the daily itinerary is due.

If neither resident director is able to accompany the group and both resident directors receive permission to deviate, the resident directors must:

  • Identify an alternate (third) resident director to accompany the group during flights
  • Ask the college (or department) to pay for the flight and travel costs of the alternate (third) resident director
  • Pay the cost of their deviation if it is for personal reasons

Resident Director individual flights

  • Per University Travel Policy, airfare connected with business travel should be purchased at the lowest reasonable coach/economy fare that meets the business needs of the university (even when attached to personal travel).
  • Seating upgrades or pre-boarding options must not be purchased with university resources and will not be reimbursed.
  • Standard economy is the standard. To keep costs low for students, Global Education programs budget for standard economy flights.
  • Should a Resident Director wish to request a different class of seat for their individual flights, this request should be discussed with their College Liaison and OIA specialist as soon as possible, but no later than the time of budgeting. 
  • Note: University Travel Policy does not permit first class.

Individual flight - no deviations from program budget dates

  1. Specialist informs Global Education Program Manager that resident directors are ready to book.
  2. Program Manager emails the Resident Director (and cc specialist) instructions for booking an individual flight via ScholarTrip.
  3. When ScholarTrip emails the Resident Director, they will also cc the Program Management Team.
  4. Resident Director should “reply all” to keep all relevant parties on the email chain.

Individual flight - personal deviation

When a university traveler combines business and personal travel, they are required to provide a same-day cost comparison quote and personally pay the overage if the flight booked on personal travel dates costs more than a flight on the business-related dates. Refer to the University Travel Policy for more details.

  1. Specialist informs Global Education Program Manager that resident directors are ready to book. 
  2. Program Manager emails the Resident Director (and cc specialist) instructions for booking an individual flight via ScholarTrip.
  3. ScholarTrip will provide a quote for the actual dates of travel and a cost comparison quote for the program dates.
  4. When ScholarTrip emails the Resident Director, they will also cc the Program Management Team.
  5. Resident Director should “reply all” to keep all relevant parties on the email chain.
  6. If there is a difference between the actual flight and cost comparison, ScholarTrip will email a link through which the Resident Director can use a personal credit card to pay for the overage.

Individual flight - university business deviation (research or department business)

  1. Program manager will work with the fiscal officer of the resident director’s unit to manage the WorkDay processes, including creation of an individual spend authorization for the resident director.
  2. After the spend authorization is approved, the resident director will book a flight via Concur. 
  3. The College running the program will pay up to the budgeted amount (Resident Director flight quote in final program budget).
  4. If the flight cost is over the budgeted amount, the home unit pays for the difference/overage.

Flights: Delays and Cancellations

Program specialist will provide a document with specific steps for managing flight delays and cancellations. Below is general information about the current state of travel; communication protocol; and best practices, tips and tricks for managing these situations.

Current state of air travel

We can no longer rely on airlines to keep groups intact during delays or cancellations. Resident Directors should expect air travel delays and circumstances beyond OIA and the university travel agency’s control (weather delays, airline tech errors, global events, etc.).

  • Multi-day delays are possible.
  • The group should be prepared to be split onto different itineraries during delays.
  • Students should be prepared to fly independently if circumstances require it.
  • Students are responsible for covering their own meals during a delay/cancellation.
  • Expectations around the current state of air travel should be covered in pre-departure orientations.

Communication chain

  • Communicate directly with the airline for flight delays and cancellations within 24 hours of travel. The airline has sole control over the reservation at this time. 
  • Contact ScholarTrip, the University’s travel agency, for assistance procuring emergency transportation or overnight accommodations (due to an airline delay).
    • ScholarTrip Business Hours 8am-6pm EST: 1-214-765-6197
    • ScholarTrip After Hours: 1-855-452-0376
  • Global Education Program Specialists are not on call 24/7. Contacting the Specialist before communicating with the airline or ScholarTrip could delay resolution.
  • Once the issue has been resolved, update your Program Specialist with the new itinerary and travel plans.Specialist will notify in-country contacts.
  • In rare circumstances, if the group is in a remote location and/or if there is a lack of internet connectivity, OIA may need to inform students’ emergency contacts about the delay.

Important reminders

  • Ohio State Global Health and Safety does not advise Resident Directors (or students) to rent vehicles or use rental vehicles in lieu of university-organized transportation.
  • Students are responsible for covering their own meals during a delay/cancellation.
  • Students should stay in airports during delays, even if delays are significant.
  • The group can be re-booked on multiple, separate flights, if necessary. In this situation, Resident Directors should split up – one on each flight – if possible.

Best practices and tips

  • Download the airline app. The app provides the most updated travel information and will allow you to file a rebooking request or voucher requests.
  • Keep all documentation and messaging from the airline. If an update (i.e. new departure time) is communicated via the app, save messaging via screen shots/pictures to document changes as the message history may not be tracked in an airline app. This documentation will help with reimbursement claims and providing context in Ohio State expense reports.
  • Remain calm. Demonstrating how to manage a challenge is critical to maintaining a positive group dynamic (even after the delay is resolved) and teaches students important life skills. Demonstrating resilience, maintaining a sense of humor, self-advocating in a calm and respectful manner are all skills that students need in-country. 
  • Maintain perspective. Travel delays are frustrating and stressful, and if everyone is safe and healthy, it’s not an emergency. 
  • Manage stress. Recognizing that the situation is stressful helps manage the stress and allows you to take a moment to calmly consider next steps.
  • Communicate. Keep Global Education up-to-date and in the loop via email to maximize outcomes and increase efficiency.
  • Divide and conquer. When possible, have one RD focus on working with the airline/ScholarTrip/the travel logistics and the other RD focus on the student group. Help them craft a message to family/supporters. Do they need to find a place to sit? Do they need food or drink? Can the wait time be used for group or program-related activities?

U.S. Department of Transportation delay and cancellation information