International Travel Policy

Introduction

International travel is an integral part of the academic, research, and healthcare mission of the University of Rochester, and URochester 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.

Objective

The goal of this policy 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. It seeks to enable consistent planning, operation, and response among widely varied academic units and activities; provide for expeditious and consistent institutional support for University of Rochester global activities in the event of crisis; reduce risk to travelers and the institution; and connect University of Rochester travelers with appropriate resources and support.

Scope

This policy applies to all University of Rochester-sponsored or -supported travel; it does not apply to non-University of Rochester or personal travel. This policy does not cover all requirements for international employment or international student programs[2]. In additional to compliance with this policy, all international programs involving student travel abroad must conform to the University of Rochester Education Abroad Program Policy.

Definitions

• Foreign Country of Concern: China, North Korea, Russia, Iran, and any other country determined to be a country of concern by the Secretary of State.
• International Travel Review Committee (ITRC): The ITRC is a standing committee advisory to the Provost on matters related to international travel, health, and safety of all University of Rochester faculty, staff, students, and post-docs traveling or studying abroad on URochester-affiliated programs or business. Responsibilities also include policy review, travel proposal review, and other risk-related recommendations.
• High-Risk Destinations: Countries under current U.S. Department of State Travel Advisory levels 3 (“Reconsider Travel”) and 4 (“Do Not Travel”), or 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” are also considered high-risk. The University of 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 intelligence providers.
• International Travel: Travel undertaken outside the 50 United States.[1]
• Sanctioned Countries: Countries subject to comprehensive United States trade or economic restrictions administered by the U.S. Office of Foreign Assets Control, including Cuba, Iran, North Korea, Russia, and the following regions of Ukraine: Crimea, Donetsk, and Luhansk.
• Sponsoring Unit: A department, school, college, center, office or other URochester entity that organizes, approves, or supports an overseas activity.
• Travel Registration: URochester record (completed by traveler or traveler proxy prior to departure) of traveler name, date, destination, itinerary, and contact information.
• University of Rochester-Sponsored or Supported Travel: Academic or business travel undertaken by University of Rochester Faculty, Staff, or Students and, in the case of students and medical residents, developed, funded, or administered by the University of Rochester, or in the case of faculty/staff, related to the individual’s role at URochester or developed, funded, or administered by URochester (including travel pursuant to a funded research project). Such travel may include, but is not limited to: teaching, research, conferences, administrative work, for-credit study, internships, field studies, service learning, volunteer or work programs and other experiential learning, performances, athletic competitions, and trips abroad in connection with student organizations recognized by any University of Rochester academic or administrative unit, and students in absentia.
• Waiver of Liability: A legal document signed by a person participating in an activity, acknowledging that the individual is aware of the risks associated with participation in the activity and agreeing to waive any claims against the University of Rochester arising from any loss or injury suffered while participating in the activity.

Travel Authorization

Individuals traveling internationally on University of Rochester-sponsored programs or University of Rochester-supported travel must conform to all pre-travel requirements, including all appropriate approvals and authorizations. General requirements are summarized below, and all travelers are responsible for ensuring compliance with additional policies implemented within their department. University of Rochester personnel must comply with policy items that align to the capacity in which they are traveling (e.g., a staff member who is also enrolled as a student and is traveling as part of a credit-bearing course must comply with all requirements for student travel.)

• All Students: Undergraduate and Graduate Students (including Medical Students): Students must receive approval from their schools and departments and meet all requirements set forth by the Center for Education Abroad (CEA) and the Office for Global Engagement. Students participating in: Rochester Programs, Direct Enroll Programs, Exchange Programs, Third-party Programs, Partner Programs, Non-partner programs, or non-credit experiences should consult the Center for Education Abroad to ensure all requirements are met.
• Postgraduate Medical Trainees: Travel by medical residents and fellows is permitted when approved by the Graduate Medical Education Office.
• Faculty and Staff (including fellows and post-docs): Faculty and staff traveling abroad, without students, to locations that generally do not pose elevated levels of risk (e.g., not designated as high-risk, not sanctioned by U.S. government, etc.) are not required to seek authorization through Global Engagement.

  Faculty and staff traveling abroad as a leader, organizer, or facilitator for a student (or group of students) must contact CEA for a formal review of the planned program. Program review ensures that all programs are developed in alignment with CEA policy and guidelines, including industry standards and best practices.

Export Control Matters

Individuals traveling internationally on University of Rochester-sponsored programs or University of Rochester-supported travel must comply with the following notifications for export control compliance purposes at least five (5) business days before undertaking the travel.

• All Students (including Undergraduate, Graduate Students, and Medical Students), Postgraduate Medical Trainees, Faculty and Staff (including fellows and post-docs): Students, medical residents and fellows, and faculty and staff traveling on University of Rochester-sponsored programs or University of Rochester-supported travel must notify the University of Rochester’s Export Control Officer before traveling (1) to a Sanctioned Country, (2) internationally with “technical data” controlled by the International Traffic in Arms (ITAR), or (3) traveling to a Foreign Country of Concern with a University of Rochester-owned electronic device (other than a “loaner” device furnished by the URochester).

Travel Registration

Travel registration enables the University of Rochester to provide resources and support to travelers prior to, and during, international travel. Timely registration is also critical for ensuring enrollment in University of Rochester-provided travel insurance and ensuring compliance with evolving federal research security mandates. Failure to register travel could result in ineligibility for university coverages, leaving a traveler without critical support, such as financial reimbursement for medical emergencies or other forms of assistance during a medical or security emergency while abroad.

Registration does not constitute a request for travel approval, and completion of the registration process does not constitute University of Rochester approval.

In addition to the travel resources available through the registration process, travelers are strongly encouraged to reach out to University of Rochester IT directly and discuss additional resources such as the use of loaner devices while abroad. Many travelers may be eligible to use a loaner device, which can lessen security risks.

• All Students: Undergraduate and Graduate Students (including Medical Students): All URochester students traveling abroad on University of Rochester-sponsored or University of Rochester-supported travel are required to register their trip. Registration should be completed as early as possible and no less than 30 days prior to departure.  This includes travel that is developed, funded, administered, or otherwise supported by the URochester.

  The University of Rochester provides a secure Education Abroad Portal for students to register their travel plans when they are going on University of Rochester-sponsored or University of Rochester-supported travel. Students who have applied to and been accepted to a program in the Education Abroad Portal are already registered in the EA Portal with an appropriate program and the Student Travel Form is not required.

  Travel registration for students participating in the following specialty, experiential, or service learning abroad including (but not limited to): Artistic Performance, Athletic Team Trip, Business, Work, Conference, Internship, and Research are required to complete the Student Travel Proposal Form.

• Postgraduate Medical Trainees: Medical residents and fellows are required to register their travel with the Office for Global Engagement.
• Staff: Staff are required to register their travel with the Office for Global Engagement (via web-based portal) before undertaking any University of Rochester-sponsored or University of Rochester-supported international travel.
• Faculty (including fellows and postdocs): Faculty are required to register their travel with the Office for Global Engagement (via web-based portal) before undertaking any University of Rochester-sponsored or University of Rochester-supported international travel.

High-Risk Travel

• All Students: Undergraduate and Graduate Students (including Medical Students): Students must submit a travel permission request form to travelsecurity@rochester.edu for required review and approval by the International Travel Review Committee (ITRC). Standing approvals for frequent or recurring travel may be issued at the discretion of the ITRC.

  All high-risk travel requests should be submitted as far in advance as possible and at least two months prior to proposed dates of travel.

• Postgraduate Medical Trainees: Travel to high-risk locations by medical residents and fellows is permitted only when approved by the Graduate Medical Education Office.
• Faculty & Staff (including fellows and postdocs): Faculty and staff travel to high-risk destinations may be reviewed for health, safety, or other risk management purposes. Travelers are encouraged to seek advice from the Office for Global Engagement early in the planning process to develop plans to help mitigate risks.

Minors

Travel for University of Rochester programs involving the participation of minors must comply with URochester’s Policy on Minimum Standards for Programs for Minors and Children and human resources policy for the Employment of Minors.

Waivers of Liability

Each Sponsoring Unit must ensure that all participants sign a Waiver of Liability form prior to departure on University of Rochester-sponsored or University of Rochester-supported international travel to high-risk destinations.

In each case, the form used must be a standard University of Rochester form and must be tailored to the specific program and risks. Signed forms must be kept on file by the Sponsoring Unit for four years from the end of the trip or program.

Insurance and Travel Assistance

All individuals traveling on University of Rochester business or University of Rochester-sponsored or University of Rochester-supported international travel are eligible for international travel insurance and assistance coverage, fully sponsored by URochester. Details of coverage are available through Global Engagement’s website or may be obtained by contacting Global Engagement at travelsecurity@rochester.edu.

International travel insurance plans are not intended to replace primary healthcare coverages. Students undertaking University of Rochester-sponsored or University of Rochester-supported international travel must possess health insurance that meets minimum standards, and faculty and staff are strongly encouraged to review their personal health insurance coverage.

Note: Exclusions to insurance coverages apply. Some activities, especially those that are not organized by the University of Rochester or the University of Rochester’s partners, may not be covered. Common exclusions include but are not limited to: willful criminal activity, unlicensed operation of motor vehicle, skiing, skydiving, other sporting activities, etc. All travelers are responsible for understanding limitations of coverage and must individually procure any additional necessary coverages.

Emergency Evacuation and Trip Cancellation

If the safety or security of a location changes after the traveler receives permission to travel, the University of Rochester may revoke the approval or require travelers to meet additional stipulations or travel requirements.

In cases of a serious emergency or other event that raises a serious safety or health concern while a traveler is abroad, the University of Rochester may require travelers to return early or adjust their travel itinerary. In such scenarios, URochester will evaluate specific travel situations and protocols regarding travel evacuation or cancellation with any affected stakeholders.

During all international travel, and especially in emergency situations, travelers must follow directives and guidelines from local authorities. Travelers are also expected to comply with any entry restrictions implemented by the United States government, state governments, or local authorities upon their return from abroad.

Reporting of Incidents Abroad

Incidents, including accidents, injuries, illnesses, mental-health-related issues, criminal activity and the like, that impact the health or safety of any University of Rochester person during international travel, must be reported to the University of Rochester Public Safety or the Director of Global Travel Risk Management.

If a student is seeking assistance related to an incident of sexual misconduct and does not want to make a formal report about the incident to the University of Rochester, the student should be referred to options for anonymous reporting on the Sexual Misconduct and Title IX website here.

Student Conduct

Student conduct while on international travel is subject to existing University of Rochester’s codes of conduct. Disciplinary procedures followed will be fundamentally fair and consistent with the University of Rochester’s procedures to the maximum extent feasible under the circumstances.

[1] U.S. Territories are considered outside the 50 United States.

[2] Additional resources are located in Appendix I