Special COVID-19 On-Program Travel Policy

With the safety and well-being of all exchange participants in mind, we are closely monitoring developments around the coronavirus disease 2019 (COVID-19). One important area in this regard concerns on-program travel. Until further notice, please refer to this special COVID-19 policy for on-program travel.

 

 

 

Normal On-Program Travel Policy Guide

 PAX is responsible for its students at all times. This includes trips throughout the program year. This guide provides an overview of the travel policy to ensure: (1) PAX is properly informed of all trips and (2) the necessary approval has been provided for qualifying travel.

Please submit travel requests for any overnight trip outside of the host community and all international trips, including day trips to Canada. For domestic travel, please submit the Travel Request Form two weeks in advance. For international travel, please submit the Travel Request Form one month in advance. Click the appropriate “Fast-Pass,” “Travel Request,” and “Signatures Sheet” links below to access each form.

 

1. Fast-Pass

Does the trip meet all of these criteria?

  • Domestic travel (within the 50 states)
  • Chaperoned by student’s host parents/coordinator or organized school trip
  • Cost to student $100 or less (excluding souvenirs)
  • No missed school
  • Trip ends no later than two weeks after last day of school

If so, your travel request will be automatically approved upon completion of the short fast-pass form.

The Fast-Pass Travel Form is unavailable due to special COVID-19 on-program travel policy. Please submit a Travel Request Form.)

 

2. Travel Request and Signatures Sheet

Any of these situations require the full travel request form and accompanying signatures sheet. Please print, sign, and upload the signatures sheet, when prompted, at the bottom of the online Travel Request Form. The signatures sheet must be signed by hand by a host parent and the student, as well as the adult chaperone if this person is not the student’s host parent or teacher for an organized school trip.

  • Travel with someone other than the student’s host parents or coordinator, e.g. friend’s family, youth group, etc.
  • Independent travel to chaperoned destination
  • Cost to student more than $100
  • Trip is international (click here for more information about international trips)
  • School absence
  • Belo trip

PAX staff will review the trip details and send the completed form to the student’s overseas organization for official natural parent approval, if required. Chaperones not already affiliated with PAX will be required to submit a criminal background check upon request. Although a student may indicate that natural family has given permission, PAX needs to secure all details, sharing these with the overseas partner for approval, if required.

CLICK HERE FOR THE TRAVEL REQUEST FORM

CLICK HERE FOR THE SIGNATURES SHEET

 

3. Cannot be Approved
  • International trip without host parents

  • Travel alone to international destination

  • Travel with chaperone under 25 years of age

  • International travel to Mexico by car (airplane or cruise OK)

  • Non-fast-pass travel without proper advance notice

  • Trips involving a visit with natural family or friends from home country before March 1