Requirements
When high-risk travel approvals are needed
High-Risk Travel: Approvals, Reviews, and Restrictions
Travel approval requirements for high-risk destinations
Undergraduate student travel
All undergraduate students (and any faculty or staff leading them) going to high-risk destinations on University-sponsored or supported programs or activities must get special permission from the International Travel Review Committee (ITRC).
- To request permission to travel to a high-risk destination: Start a travel approval review process by emailing travelsecurity@rochester.edu.
- For faculty-led trips: The sponsoring unit or faculty/staff member in charge is responsible for ensuring that all participants (including any students) have this approval well in advance of their departure.
Email us to start the travel review process
Non-student travel
University-sponsored or supported travel to high-risk destinations is not restricted unless traveling with students. However, faculty and staff members are encouraged to seek advice from the Director of Global Travel Risk Management to develop steps to help mitigate risks. Email travelsecurity@rochester.edu to get support.
High-risk destination definition
Countries that hit any of the following criteria are considered high-risk, and will require special approval to travel to:
- Countries under current US Department of State Travel Advisory levels 3 (“Reconsider Travel”) and 4 (“Do Not Travel”)
- Regions, provinces, and cities that contain the language “Reconsider Travel” or “Do Not Travel” within the narrative of any level 1–4 Travel Advisory
- Locations under a Centers for Disease Control and Prevention (CDC) designation of “Warning Level 3, Avoid Nonessential Travel”
Rochester may apply the designation “high risk” to locations that pose a specific health, safety, or security concern as indicated by other sources, such as our insurers or travel providers.
Getting permission to travel to a high-risk destination
If your high-risk travel includes undergraduate students, you’ll need to submit a Travel Permission Request form and initiate a review.
To start the review process, please reach out to travelsecurity@rochester.edu.
This process should be started at least three months prior to departure. However, we suggest submitting as early as possible to allow for any logistical changes that might have to be made to your travel plans.
Frequently asked questions
When are approvals needed
Reference our definition of high-risk destinations.
Any University-sponsored or supported academic or business travel to a high-risk destination requires a Travel Permission Request if it includes undergraduate students. This includes travel that is developed, funded, or administered by the University. Such travel may include, but is not limited to:
- Teaching, research, or conferences
- Administrative work
- For-credit study
- Internships, field studies, or service learning
- Volunteer programs, work programs, and other experiential learning programs
- Performances or athletic competitions
- Trips abroad in connection with student organizations recognized by any University academic or administrative unit
- Students in absentia
University-sponsored or supported travel to high-risk destinations is not restricted unless traveling with students. However, faculty and staff members are encouraged to seek advice from the Director of Global Travel Risk Management to develop steps to help mitigate risks. Email travelsecurity@rochester.edu to get support.
All staff are required—and all faculty are strongly encouraged—to register their travel plans.
The University may evaluate and make recommendations regarding any trip interruption and/or evacuation. Faculty and staff who fail to heed instructions to interrupt or evacuate do so at their own risk and may forfeit emergency coverage, expense reimbursements, etc.
Reference the University of Rochester’s International Travel and Program Development Policy (PDF) for more information.
All travel to high-risk destinations that is sponsored or supported by the University requires a Travel Permission Request regardless of where you are traveling to your country of origin, although this is heavily factored into the review process.
Depending on the timing of travel and the situation in the destination country, the University may approve all travel at one time. Alternatively, we may approve the first trip and then require follow-up prior to subsequent travel. If you are returning for subsequent travel after receiving permission for one trip, you may edit and resubmit your original proposal to request approval for the new travel.
The US Department of State usually updates Travel Advisories and country-specific information at least annually. Please review the Advisory details, alerts, and related information before each trip. Then, make any necessary changes to your proposal before submitting it.
Approval process
Contact the Director of Global Travel Risk Management by emailing travelsecurity@rochester.edu to receive the appropriate form. We can also provide you with a sample Travel Permission Request form you can use for reference.
Every request is different, and some require more time to review than others. We recommend submitting requests as early as possible, but all requests should be submitted at least two months in advance of proposed travel. Contact the Director of Global Travel Risk Management at travelsecurity@rochester.edu with any questions.
You should not purchase any flights, promote the program, or fundraise until after receiving written approval from the International Travel Review Committee.
No. All decisions are final.
Email travelsecurity@rochester.edu with any questions. We can also share a sample Travel Permission Request form with you to guide you through the process.
International Travel Review Committee
The ITRC evaluates the health, safety, and security of University-sponsored or supported international programs and activities that involve Rochester students traveling to high-risk destinations. The ITRC also reviews operational logistics, planning, and risk mitigation strategies for in-country program components. The ITIC reviews requests and issues written travel approvals.
The ITRC comprises representatives from The Office for Global Engagement, Office of Counsel, Department of Public Safety, Center for Education Abroad, International Services Office, University Health Service, and each school at the University.