INTERNATIONAL TRAVEL POLICY UAM 1404 Approved and signed by President Johnson September 2015 Pending online upload to UAM

Purpose and Background 1.Establish a process to ensure duty of care is met for international travel for students/staff 2.Provide training and resources for Faculty led and student initiated travel 3.Centralize recordkeeping for all international travel 4.Meet compliance requirements for Export Controls and Fly America Act 5.Identify and coordinate resources for emergency response to medical and security emergencies and natural disasters

General Information International Travel Committee develops policy and procedures; makes recommendations related to travel and coordinates emergency responses. Procedures, Guidelines and Forms have been developed. Travel Leaders for Student Travel will have significant responsibilities for pre-trip orientations, document processing, travel oversight and emergency planning and response.

Key Components of International Travel Policy 1.An International Travel Authorization Request form must be submitted for review and approval-30 day notice-Faculty Travel included. 2.All Student Travel must be authorized in advance and approved by the Provost’s office. 3.Faculty and Staff Travel to countries with Department of State Travel Warnings must be approved by the Provost’s office. 4.Risk Assessment Forms (all Student Travel and Faculty/Staff Travel to Warning Counties) must be submitted at least 30 days prior to travel to the Risk Management Office. 5.Export Control Licenses, if applicable, must be obtained prior to travel (6 weeks or more) 6.Fly America Act-applies to federally funded travel

Export Controls Compliance Everything a traveler takes or ships ahead is an export, including items, technology, and software. Most things are not controlled for export, but some are. Transactions with embargoed countries and entities on restricted party lists are also controlled. The form asks some export control questions: What is being taken or shipped? Who is paying for the trip? What will the traveler be doing in the foreign country? OSP will follow up as needed

Fly America Act If travel is being paid with federal funds, the Fly America Act applies. Requires the use of U.S. flag air carriers, or foreign air carries that code share with a U.S. flag carrier, for all air travel. Some exceptions apply. Additional cost is not a sufficient justification for use of foreign carriers.

Faculty and Staff Travel Complete International Travel Authorization Request form and forward to Risk Management 30 days prior to travel to allow time for review. Unanticipated travel can receive fast track review, but should be by exception only. Send regular Travel Request form for reimbursement purposes to Travel Office as normal. Complete Faculty Risk Assessment Form only if traveling to a country with a Department of State Warning. Travel not approved until confirmation received.

International Travel Authorization Form

Faculty Risk Assessment Form Traveler Information Department Contact Signatures A. Describe the current Department of State Warning/Alert and the specific areas/regions identified B. Describe specifically where the proposed travel will take place and its vicinity to the areas/regions identified in the Department of State Warning/Watch

Faculty Risk Assessment Form C. Describe the measures that will be taken to mitigate, avoid or respond to the identified risks D. Describe your transportation plans while in the country E: Describe how you will maintain communication with your Department and personal emergency contact F: Describe the availability of emergency medical treatment facilities or options in the travel area

Faculty Risk Assessment Form G. Travel Insurance and Services H. Emergency and Emergency Evacuation Plans I. Smart Traveler Enrollment Program J: US. Embassy/Consulate Information K: In -Country Emergency Contact

Student Travel Leader Responsibilities Review International Travel Leader Checklist and Procedures Prepare/Submit Student Travel Risk Assessment Form Upon approval obtain all student documents ** Review/Understand Emergency Response Plan Present Pre-trip Orientation Meeting to Travelers** Hold or arrange for on site Orientation and review of Emergency Plans Promptly report travel issues to Department Contact Report Emergencies to Provost or Vice Provost, U.E.

Student Travel Forms Emergency Contact Information Sheet Student Waiver, Release and Indemnification for International Travel Student Agreement for International Travel Student Health and Safety Clearance Packet Student Guidelines Copies of Student Travel Insurance Cards/ Passports/STEP Program Enrollment Emergency Cards

Pre-trip Orientation Topics Destination Information Travel Documents Health and Medication Issues Security and Safety Information Cultural Differences and Information Conduct Expectations Communication Protocols Emergency Plan Travel Insurance

Student Travel Risk Assessment Form

A.Program Description and Location B.Participant Profile and Projected Enrollment C.Program Itinerary and Activities D.Arrival/Departure Transportation Logistics E.Program Transportation F.Housing/Program Facilities G.Medical/Emergency Facilities and Travel Insurance

Student Travel Risk Assessment Form H. Program Risk Management Strategy including review of Department of State Alerts/Warnings I.Smart Traveler Enrollment Program (STEP) J. Pre-Departure Cultural Awareness K. Pre-Departure Health/Safety/Security L. Pre-Departure Waiver M. Accommodations for Disabilities N.Code of Conduct Violations O.Day to Day Communications

Student Travel Risk Assessment Form R. Emergency Response Plan Acknowledgement S. On-Site Emergency Contact T. Back Up Travel Leader