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Global Engagement

Travel

Your safety and wellbeing are our priority while you’re abroad.

International travel is an integral part of the academic, research, and healthcare mission of the University of Rochester, and the University broadly encourages and supports international travel by its faculty, staff, and students in support of that mission – these opportunities offer valuable learning experiences for students, and provide faculty members with mechanisms to enhance their research and teaching. Our goal is to help ensure the health, safety, and security of members of the University of Rochester community undertaking international travel consistent with the broad activity and intellectual exploration inherent to the international reach of a research university.

Register Your Travel

 

What is the University of Rochester travel registry? (for individual travelers)

The University of Rochester provides a secure registry system for faculty, staff, and students to record individual travel plans and contact information to help ensure smooth communication and rapid, consistent institutional support for University of Rochester global activities in the event of a serious emergency abroad. The UR has created a simple, online form which allows University faculty and staff to register their upcoming travel plans with the Office for Global Engagement.

 

What is the Education Abroad Portal?

The Center for Education Abroad staff reviews proposals for exchange and faculty-led programming. They work with students, faculty, and staff, to provide comprehensive services such as pre-departure programming, faculty training, health and safety resources, and marketing.

If you are a faculty or staff member leading and/or coordinating travel which involves a student and/or group of students abroad, please contact the Center for Education Abroad for information on program proposals and review.

Center for Education Abroad Hours: 9am – 5pm, Monday – Friday
Location: 2-161 Dewey Hall
Phone: (585) 275-7532
Email: abroad@rochester.edu

 

What is considered university-sponsored or supported travel?

Academic or business travel undertaken by UR faculty, staff, or students. In the case of students and medical residents, travel that is developed, funded, or administered by UR. In the case of faculty/staff related to the individual’s role at the University, travel that is developed, funded, or administered by UR. Such travel may include, but is not limited to, teaching, research, conferences, administrative work, for-credit study, internships, field studies, service learning, volunteer programs or work programs and other experiential learning, performances, athletic competitions, trips abroad in connection with student organizations recognized by any UR academic or administrative unit, and students in absentia.

 

How and where do I register?

Use the chart below to determine how you will record your UR-sponsored or supported travel or programs.

Travel Registry Education Abroad Portal
Study (courses, credit and non-credit), research, fieldwork, internships X
Volunteer, student organizations, athletics, competitions, conferences, professional development X

 

Register your travel through the Travel Registry.

Register your travel through the Education Abroad Portal.

Travel Insurance

 

Determine your health insurance coverage.

  • I am a STUDENT (undergraduate, graduate, post-doc, etc.)
    • I am enrolled with University-sponsored health insurance, UHS Aetna Plan.
    • I am on my own, or my parents’, health insurance:
      • Check with your insurance provider to see what they cover internationally.
      • Obtain a copy of your health insurance ID card.
    • I wish to enroll in the University-sponsored health insurance, UHS Aetna Plan.
  • I am a FACULTY/STAFF member
    • I am currently enrolled in a UR health plan. Here is what each plan covers:
      • Aetna When Traveling—PDF describes covered services for plan members while traveling (e.g., pharmacy, non-life threatening situations, and life threatening situations) as well as emergency contact information.
      • BCBS Global Core—Search providers, get news alerts and access emergency information and medical translations.Note: When you initially visit the website, you must agree to the terms and conditions, and then enter the first three letters of your insurance ID. Those letters are: “URL.” For all UR health plan members, these letters are the same.
    • I am NOT currently enrolled in a UR health plan. Next steps:
      • Check with your insurance provider to see what they cover internationally. Some topics to ask your provider about include:
        • Medical emergency coverage
        • Obtaining prescription drugs overseas
        • Locating health service providers abroad
      • Obtain and copy of your health insurance card.


Immunization

Many countries require you to have specific immunizations before coming into the country.

We recommend that you:

  • Check the Centers for Disease Control and Prevention (CDC) website, http://www.cdc.gov/www.cdc.gov, for information about immunizations you need before studying abroad.

The website provides requirements for every country. Travel advisories are also listed on this site. If you need immunizations before you travel, you can receive them at University Health Service. You may prefer to go to your physician at home, to your county health department, to Passport Health (located in Helen Wood Hall across from the Medical Center), or to another health care facility. You may want to inquire about the cost when you call to schedule. Since some immunizations require more than one visit or cannot be taken in combination with others, it is recommended that you take care of your immunizations well in advance of your departure.


Review Your Resources

Travel Assistance

 

Review your travel assistance coverage.

Travel Assistance is DIFFERENT than Insurance coverage and thus has a separate ID card. You may print the ID card from the Global website (University NetID required). All University Students, Faculty, and Staff are covered under the AXA Assistance Plan, services by Mercer. There is NO additional cost for this benefit. Travel Assistance provides support services in case of emergencies, including:

  • Medical Services
  • Travel Services
  • Security and Safety Services

You may also wish to access the travel assistance provider’s secure website for more detailed location-specific information. To access this site:

  • PRINT your Mercer Campus Travel Assistance Services ID card (University NetID required).
  • Visit the Mercer website www.mercertravelassist.com to register.
    • For the initial sign in, you must use the username and password provided at the bottom of the ID card.
  • After you sign in for the first time, you will be asked to create your own username. An email will be sent to your username with a temporary password. Confirm your email and change your password by clicking on the link in your email.

We recommend that you:

  • Familiarize yourself with your travel assistance coverage prior to travel
  • Print and carry your travel assistance ID card at all times

Carry copies of your health insurance AND travel assistance ID cards, as well as of your passport.

Safety and Security

Alan Ryon provides guidance and expertise to all students, faculty, and staff who travel internationally and ensures responses to incidents abroad are managed appropriately.

Alan Ryon
Manager for International Travel and Security
Taylor Hall
+1 585-275-8699
C: +1 585-857-1168 (iMessage, WhatsApp, Viber compatible)
WeChat ID: URtravelManager
alan.ryon@rochester.edu
24/7 Emergency Assistance Line: +1 585.275.3333


Online Resources

  • Travel Alerts and Warnings (Travel alerts and warnings issued by the Department of State).
  • Learn About Your Destination (Review country specific information. Visa requirements, crime and security information, health and medical considerations and more).
  • The Smart Traveler Enrollment Program (The Smart Traveler Enrollment Program (STEP) is a free service to allow U.S. citizens and nationals traveling abroad to enroll their trip with the nearest U.S. Embassy or Consulate).

Additional Resources