UIndy International Travel Policy

Responsible Office: Christel DeHaan Center for Global Engagement

Effective: April 2019

Purpose

Global engagement in all its facets is integral to the mission of our institution. UIndy recognizes international travel as an important component of this robust academic environment and supports and encourages such travel on the part of our Students, Faculty, and Staff, and others within our University community. This policy outlines the standards and expectations in place to ensure the safety of those traveling internationally in conjunction with or on behalf of UIndy and to address the potential risks associated with such travel in a consistent and comprehensive manner. This policy, and the documents associated with it, are also intended to provide resources to those who are engaged in University-Related International Travel in order to minimize personal and institutional risk.

Scope

This policy establishes the requirements for all University- Related International Travel undertaken by UIndy Faculty, Staff, Students, or others, for any university-related reason. This policy does not apply to personal International Travel for vacation or leisure which is entirely unrelated to the University, however it does include International Travel which is in any part University- Related International Travel even if such International Travel will be extended for purposes of vacation or leisure.

Policy Statement

How-to procedures can be elaborated in a Procedures section.

Definitions

Elevated Risk Region: A country or region identified by the University as presenting elevated risk for International Travel, based upon information from government sources such as the U.S. Department of State and the Centers for Disease Control and Prevention; the University’s travel assistance and insurance providers; and/or subject matter experts.

Faculty: For purposes of this policy, unless otherwise specified, “Faculty” will refer to any University employee whose primary responsibilities for the University are in a teaching role. In no instance will the designation of faculty include those staff members whose only teaching responsibilities are that of New Student Experience (NSE) courses.

Staff: For purposes of this policy, unless otherwise specified, “Staff” will refer to any University employee whose primary responsibilities for the University are in something other than a teaching role.

UIndy-Led International Travel Programs: Programs involving International Travel which are offered by the University and led by Faculty, Staff or other university-authorized Program Leaders who accompany Program Participants throughout the duration of the Program, whether or not such Programs are credit-bearing and regardless of Program length.

Independent Study Abroad Programs: Credit-bearing programs of study or international internships which are undertaken outside of the United States and which are not led by UIndy Faculty or Staff.

International Travel Oversight Committee (ITOC): The body which reviews, approves, and monitors all university-sponsored UIndy-Led International Travel Programs with regard to program structure, leadership experience, international destination, emergency preparedness and other issues of safety and liability. ITOC is chaired by the Associate Provost for International Engagement and Chief International Officer (Chief International Officer).

International Travel Registry: A centralized, online database of UIndy international travelers where travel information is registered.

Program Leaders: Faculty and Staff who lead International Travel Programs which have been approved by the ITOC. In special circumstances the ITOC may approve non-UIndy employees as Program Leaders.

Student: Any person currently enrolled in an academic program of the University, including but not limited to degree programs, credit bearing non-degree programs, and professional certificate or executive education programs.

University-Related International Travel: International Travel supported by or related to the University to destinations outside the Fifty States of the United States of America and the District of Columbia. Travel to U.S. territories (including American Samoa, Guam, Northern Mariana Islands, Puerto Rico, the U.S. Virgin Islands, and the United States Minor Outlying Islands) and journeys on the High Seas are considered International Travel. University-Related International Travel will include, but not be limited to, experiences that are:

Funded in part or in full by University funds, or
For which academic credit is awarded, or
Organized by or affiliated with a University group or organization, or
For purposes of University-related research, teaching, or conference attendance, or
Where International Travelers are representing the University on site.

Typical examples of University-Related International Travel include International Travel for study abroad programs, recognized student organization trips, research trips, internships, field studies, conferences, and service learning opportunities.

Policy Statement and Procedures

I. Registration of University-Related International Travel

All Faculty, Staff, and Students traveling abroad for University-Related International Travel must register their travel in the online International Travel Registry before the expected departure date. Whenever possible, travelers are expected to update the Registry, including travel dates, destinations, and on-site contact information, if updated information becomes available.

International Travel which is entirely for leisure, vacation, or personal purposes need not be registered. However, international travel which is in any part University-Related Travel, even if it will be extended for personal purposes, must be registered.

The International Travel Registry is a confidential and secure database for maintaining critical travel information regarding Faculty, Staff and Students engaging in University-Related International Travel. The Chief International Officer is responsible for the overall management of the International Travel Registry.

The International Travel Registry is maintained as the official source of traveler information for locating and communicating with travelers, responding to emergencies, and managing media and public relations in the event of critical incidents abroad. It also serves as the central source of travel abroad data for institutional reporting.

Access the International Travel Registry

II. University-Related International Travel Without Student Travelers

Faculty or Staff who will be undertaking University-Related International Travel which will not include Student travelers should notify their department of such travel, regardless of whether University funds are being requested. Any travel to an Elevated Risk Region, as outlined in Section IV of this Policy, must be reported to the Chief International Officer and to the University Risk Manager who will determine if additional liability coverage will be needed. Any such additional coverage will be at the expense of the Faculty, Staff, or the Faculty or Staff traveler’s department.

All travel under this section must be registered on the International Travel Registry prior to departure.

III. International Travel Oversight Committee (ITOC) Approval of UIndy-Led Programs

All UIndy-Led International Travel Programs, regardless of length or purpose, and regardless of whether such Programs are credit-bearing, must be approved by the ITOC.

Program Petitions requesting the approval of a UIndy-Led Program must be submitted to the Office of Study Abroad at least six-weeks prior to the anticipated date of travel and must include:

Responses to all questions found on the UIndy-Led Travel Program Petition for Approval;
A trip itinerary;
The signature of the department that will be responsible for oversight of the Program.

It will be the responsibility of the ITOC to review Program Petitions to determine whether the Program includes travel to Elevated Risk Regions, to approve the Program Leaders, and to determine whether trips can be safely undertaken. The ITOC will vote on all Program Petitions submitted and it will require a majority vote of ITOC members for a UIndy-Led Program to be approved.

All UIndy-Led Programs that are credit-bearing must be housed within an academic area and require approval and ultimate supervision of the Academic Dean.

IV. International Travel to Elevated Risk Regions

The safety and security of UIndy community members is of utmost importance. As such, UIndy will, in some instances, limit travel to Elevated Risk Regions. The following are some, but not necessarily all, of the policy considerations for travel to Elevated Risk Regions:

State Department Travel Warnings
1. The U.S. Department of State (the State Department) monitors the many aspects of international safety and security and maintains a comprehensive system of rating the relative safety of travel using a scale from Level 1, “Exercise Normal Precautions,” to Level 4 “Do Not Travel,” for every country in the world. It is important to note some countries will have regional warnings which differ from the warning level assigned to the country as a whole. In such instance it will be the responsibility of the University to consider the relative safety of the destination region in light of the warning levels in the region and those which surround it.
2. UIndy will not sponsor, organize, or approve any UIndy-Led Program nor authorize or approve any Independent Study Abroad Program for Student travel to a destination which has been assigned a Level 4, “Do Not Travel” warning by the US State Department.
3. UIndy will not normally sponsor, organize, or approve any UIndy-Led Program for Student travel to a destination which has been assigned a Level 3, “Reconsider Travel” warning by the State Department. In the event a Petition for approval of a Program to a Level 3 destination is filed with the ITOC, the ITOC may, at its discretion, make consideration of the trip approval conditional upon increased safety requirements including, but not limited to:
  1. Enrollment in the Smart Traveler Enrollment Program (STEP), a free service of the Bureau of Consular Affairs which provides important safety updates regarding the destination country and allows the Embassy a means to contact registered travelers in the event of an emergency. Learn about the Smart Traveler Enrollment Program
  2. Development of an expanded itinerary with a safety plan which correlates to the specific activities of each day (for example, how Program Leaders will ensure safety in a market place versus safety while traveling on public transportation, etc.).
  3. Completion of pre-departure safety training that corresponds directly to the safety concerns detailed in the State Department warning.
  4. Execution of expanded liability waivers specifically indicating awareness and acceptance of the increased travel risk in the Elevated Risk Region.
4. Except upon a showing of exceptional circumstances, UIndy will not authorize or approve any Independent Study Abroad Program for student travel to a destination assigned a Level 3, “Reconsider Travel” warning by the US State Department. Exceptions to this section should be made only upon a petition, made in writing, to the ITOC which will consider evidence of exceptional circumstances which might warrant such travel and will make a recommendation to the Provost. The decision of the Provost regarding travel under this section will be final. Should a student choose to pursue travel without approval under this section, such travel will not be considered University-Related Travel and will instead be considered to be undertaken by the Student independently and at their own risk.
5. While determination of the appropriateness of Faculty and Staff International Travel ultimately rests with the Faculty and Staff members and their departmental supervisors, it is the position of the University that travel to a destination which has been assigned a Level 4 “Do Not Travel” warning by the US State Department should be discouraged or prohibited except in extraordinary circumstances. UIndy will not normally provide University funds for Faculty or Staff travel to a destination assigned a Level 4, warning. Special petitions for the use of University funds to a Level 4 region must be made, in writing, to the Office of the Provost and Executive Vice President for Academic Affairs. In instances where Faculty or Staff will be traveling to a region covered by a Level 4 warning, additional requirements may be imposed by University administration including, but not limited to, the purchase of additional liability coverage, at the Faculty or Staff member’s expense, and the execution of a liability waiver to indicate the understanding that the Faculty or Staff member is undertaking such travel at their own risk and without the support or approval of the University.
6. Find Information on State Department Travel Warnings
Treasury Department Office of Foreign Asset Control (OFAC) Sanctions
1. UIndy will not normally sponsor, organize, or approve any UIndy-Led Program or Independent Study Abroad Program for Student travel to a country under economic sanctions imposed by the United States Treasury Department OFAC. Exceptions will be made upon approval of the ITOC after investigation of the circumstances surrounding such sanctions and the relative safety of the destination region.
2. While determination of the appropriateness of Faculty and Staff International Travel ultimately rests with the Faculty and Staff members and their departmental supervisors, it is the position of the University that travel to a destination under economic sanctions imposed by the OFAC should be discouraged or prohibited except where it can be shown the sanctions do not significantly jeopardize safety and security in the destination region.
3. Get information on countries currently under economic sanctions
Centers for Disease Control and Prevention Travel Warnings
1. The Centers for Disease Control and Prevention (CDC) maintains a system of travel notices designed to inform travelers and clinicians about current health issues related to specific international destinations. These issues may arise from disease outbreaks, special events or gatherings, and natural disasters which may affect travelers’ health. CDC categorizes destinations into one of the following Levels:
  1. Watch Level 1: Exercise Normal Precautions
  2. Alert Level 2: Practice Enhanced Precautions
  3. Warning Level 3: Avoid Nonessential Travel
2. UIndy will not sponsor, organize, or approve any UIndy-Led Program or Independent Study Abroad Program for Student travel to a destination assigned a Warning Level 3, “Avoid Nonessential Travel” by the CDC.
3. While determination of the appropriateness of Faculty and Staff International Travel ultimately rests with the Faculty and Staff members and their departmental supervisors, it is the position of the University that travel to a destination assigned a Warning Level 3, “Avoid Nonessential Travel” by the CDC should be discouraged or prohibited except in extraordinary circumstances.
4. See information on Center for Disease Control and Prevention Travel Warnings

V. Insurance Requirements for University-Related International Travel

All Faculty and Staff engaging in University-Related International Travel, all Students participating in an Independent Study Abroad Program, and all Program Participants in UIndy-Led International Travel Programs, should ensure they have adequate medical insurance coverage during their travel. To that end:

Faculty and staff who are going abroad on University-Related International Travel will be expected to verify and maintain adequate medical insurance coverage throughout the entirety of their time abroad.
Faculty and staff who are going abroad on University-Related International Travel are strongly encouraged, but not required, to purchase (for a minimal fee) the university- administered supplemental insurance which is available through the Center for Global Engagement. This program provides not only insurance coverage but also discounts, photo identification, and other services during travel.
Students who are traveling abroad on University-Related International Travel, whether UIndy-Led Programs or Independent Study Abroad Programs, must purchase insurance coverage through the University-administered insurance program unless supplemental insurance is already a part of their Information on purchase of the University- administered insurance program may be obtained through the Center for Global Engagement.
Faculty and staff are strictly prohibited from renting any motor vehicle at University expense and for official University business while abroad in any country other than The University’s insurance carrier expressly disclaims insurance coverage for any such prohibited international motor vehicle rentals. This provision does not, however, prohibit any private motor vehicle rentals a University employee may wish to engage privately in his or her non-University capacity and at personal expense for personal travel before or after any official University business travel. The University’s insurance shall not be available or apply to any such instances of private motor vehicle rental for personal travel purposes.

VI. Emergency Preparedness during University-Related Travel

The Center for Global Engagement will maintain a 24-hour on-call phone number which will be provided to all Faculty and Staff, all Students participating in Independent Study Abroad Programs, and all Program Leaders and Program Participants in UIndy-Led International Travel Programs. Program Leaders should maintain this phone number in their possession at all times in case of emergency.

The CGE 24-hour emergency number is 317-400-7640.
All Faculty and Staff undertaking University-Related International Travel, all Students participating in Independent Study Abroad Programs, and all Program Leaders and Program Participants in UIndy-Led International Travel Programs will be provided with information on the assistance services available through our University liability carrier in the event of emergency.
Students participating in Independent Study Abroad Programs, and all Program Leaders and Program Participants in UIndy-Led International Travel Programs are required to provide a copy of their Passport to the Office of Study Abroad prior to departure. Faculty and Staff traveling on University-Related International Travel are also encouraged (but not required) to provide a copy of their Passport to the Office of Study Abroad for use in the event of an emergency.

VII. Special Policy Considerations for UIndy-Led Travel

Every Program Participant traveling on UIndy-Led Travel must be required to sign a Participant Agreement prior to departure. It is the responsibility of the Program Leader to ensure all students understand and acknowledge the important provisions found in the Participant Agreement.
All Program Leaders must complete the Pre-Departure Training offered through the Center for Global Engagement’s Office of Study Abroad. This training provides important information updated annually and therefore Program Leaders will be expected to complete the training prior to each UIndy-Led Program.
Program Leaders must ensure that a copy of the Passport of every Program Participant has been filed with the Office of Study Abroad prior to departure. Program Leaders must also ensure the Passports of Program Participants have at least one blank page per country to be visited, are valid for at least six-months after the date of departure, and are complete with any Visa required to be obtained prior to the Program Participant’s arrival at the destination country. It will be the responsibility of any international Student traveling abroad to ensure they are in good standing and will be able to gain entry to any foreign country and reentry to the United States. Program Leaders must carry and securely maintain a copy of the Passport of all Program Participants at all times while abroad.
UIndy-Led International Travel Programs require the identification of two Program Leaders for every Program. For UIndy-Led Programs which are credit-bearing, it is the expectation at least one of the Program Leaders will be a Faculty member and at least one of the Program Leaders has previous experience in leading an International Travel Program. For purposes of this section, “Faculty” will normally mean full-time ranked Faculty members and Adjunct Faculty will not normally be approved to lead credit-bearing UIndy-Led Programs. However, when extenuating circumstances dictate and when an Adjunct Faculty member is provably qualified and experienced in international travel, the ITOC may approve that Adjunct Faculty to lead a credit-bearing UIndy-Led Program. While it is preferred both Program Leaders be UIndy Faculty or Staff, in special circumstances the ITOC may approve non-UIndy employees as Program Leaders. Due to wage and hour restrictions, non-exempt (hourly) employees are not eligible to serve as co- leaders for a UIndy-Led Program.
Normally it will be expected Program Leaders will be present and leading the UIndy-Led Program consistently from the time of departure until the Program has safely returned at the completion of the Program. A Program Leader may petition the ITOC for an exception to this requirement which may be granted upon a showing that any such deviation will not significantly jeopardize the safety or security of the Program Participants.
Except in emergency situations, such as the administration of medication to counteract an allergic reaction, Program Leaders should not provide, control, or administer medications to Program Participants.
Prior to departure, Program Leaders must develop a detailed Emergency Plan for their Program. Emergency Plans should be provided to Program Participants and their emergency contacts. Emergency Plans must include:
1. Contact information detailing how the Program Leader(s) may be reached during travel;
2. Name and address of the relevant Embassy or Embassies;
3. Name and address of the hospital facilities nearest the destination site(s);
4. Name and contact information for all hotels or other lodging;
5. Other information regarding emergency procedures in the event of crime, illness, natural disaster, or civil unrest.
Program Participants must provide an Emergency Contact prior to departure and that contact may not be another Program Participant.
It is expected all Program Participants will follow the conduct provisions of the UIndy Student, Faculty, and Staff Handbooks, whether or not such Program Participants are Students, Faculty, or Staff. It is also expected that Program Participants will follow all rules and expectations set forth by the Program Leaders, the host institution(s), any travel arrangers or in-country agencies that might be visited or utilized during the Program.

In the event of conduct violations, Program Leaders have the right and authority to institute disciplinary procedures up to and including dismissal from the Program. Every attempt should be made to correct the offending behavior prior to dismissal from the program and in most instances a Program Participant should be presented with a behavioral plan, in writing, which should be signed and acknowledged. In the event, however, a Program Participant is dismissed from the Program, the following policy provisions will apply:
1. Once the decision has been made to dismiss a Program Participant from the Program, the Center for Global Engagement should be immediately notified by calling the on-call number provided.
2. Program Participants will be expected to return home unaccompanied, as specified in the Participant Agreement. Program Leaders may, but are not obligated to, accompany the Program Participant to the airport or other point of transit.
3. The Program Participant who has been dismissed will be given the option to make their own travel arrangements. However, if the dismissed Program Participant cannot or will not make such arrangements the Program Leaders may make such arrangements or may request that such arrangements be made by the Center for Global Engagement. All travel necessitated by dismissal from the Program will be at the Program Participant’s expense, as specified in the Participant Agreement.
4. In the event the Program Participant refuses to return home upon dismissal from the Program, they will be no longer be allowed to participate in excursions, travel with the Program, remain in Program housing, or engage with the Program Leaders or Program Participants. Program Leaders should immediately notify the Chief International Officer, the University Risk Manager, and the Dean of Students if a dismissed Program Participant has refused to return home upon dismissal.
5. Upon return, the Program Leaders must complete an Incident Report, available through the Center for Global Engagement. If the dismissed Program Participant was a Student, the Incident Report will be forwarded to the Dean of Students for possible additional disciplinary action.

VIII. Protection of Electronic or Other Sensitive Information During International Travel

When traveling with or accessing sensitive electronic information such as student and health records while abroad, care should be taken to ensure the confidentiality of the electronic records. Use of the UIndy VPN is recommended wherever permitted by law and it will be the responsibility of the Faculty or Staff member traveling abroad to ensure compliance with the laws of the country to which they have traveled. The UIndy VPN ensures that all communication is encrypted. Sensitive information should never be accessed from an internet cafe, nor any other untrusted computer. Visit the UIndyIT Tech Guides for more information about connecting to the UIndy VPN.
It is strongly recommended, but not required, Faculty and Staff who travel internationally institute a manual scan of their University computer upon return to the United States. Faculty or Staff who return from abroad may bring their University computer to the IT Help Desk for assistance with scanning the machine for viruses and malware. Students who return from abroad may also bring their personal computers to the IT Help Desk, however Help Desk personnel will only advise as to procedures for scanning personal computers and will not themselves run the scan.
If traveling with paper documents which contain sensitive information such as student and health records, care should be taken to keep these documents in a carry-on bag or securely locked so they cannot be accessed. If sensitive data is lost or stolen, please report the theft immediately to the Chief International Officer and the University Risk Manager.