University International Travel Process

University International Travel Process

Table of Contents: 

Travel Registration

All students, faculty and staff who travel abroad for university-related or -funded activities must register with UD Travel Registry prior to travel, and provide the following information:

  • Name(s) of traveler(s)
  • Program or professionally-related purpose
  • Status on program (faculty, staff, student)
  • Flight & Contact information
Travelers are required to keep information current and updated as plans change.

International SOS

The University of Dayton has contracted with International SOS (SOS) to provide worldwide medical, travel and security assistance and evacuation services for all faculty, staff and students participating in university-related or funded travel. The SOS network of multilingual specialists operates 24 hours a day, 365 days a year, from SOS Alarm Center around the world. Be aware of information regarding services and specific locations. Access the SOS Portal by logging on using the University of Dayton member number: 11BYSG000008.

Before and during time abroad, all travelers should regularly review up-to-date International SOS reports on safety and security, health issues, medical care and vaccination requirements for the destination country.

All travelers should obtain from the Center for International Programs (CIP) an International SOS wallet card to carry with them. Travelers are NOT required to have a card to obtain services, however. International SOS can verify traveler coverage by contacting University of Dayton, if necessary.

Alert Traveler

Students, faculty and staff who have officially registered their UD-related travel also have access to real-time destination reports and alerts via the AlertTraveler mobile app.  The AlertTraveler app allows the University of Dayton to send quick push-notifications to travelers in the event of an emergency, making check-ins and communication between the University and its travelers quick and efficient.  The AlertTraveler app also makes available various country intelligence that is complementary to International SOS and is provided by iJet, an integrated risk management firm.  Push notifications are only available to those using the AlertTraveler app and is not a feature of the International SOS Assistance App.  Both mobile apps do provide alerts, country information and local emergency numbers; however, for UD communication, you must use AlertTraveler.

Travel Advisories and Restrictions

The University of Dayton's Center for International Programs (CIP) will monitor travel information issued by the U.S. State Department (DOS), U.S. Treasury Department (Treasury) and the Center for Disease Control (CDC). This information is accessible at the following web sites:

For University-sponsored, facilitated or organized instructional programs, including faculty-led instruction and other sponsored coursework/research, in countries or specific areas within countries for which the DOS has issued a Travel Warning*, or Treasury has issued OFAC Sanctions**, or the CDC has issued a Travel Health Warning***:

  • The University will suspend all programs.
  • The University will review on a case-by-case basis requests for waivers from the program director or administrator (see waiver requests below).
  • If a warning is issued after the program is underway, the University's International Risk Assessment Team (IRAT) will review each situation on a case-by-case basis to determine the appropriate course of action (see International Risk Assessment Team below).
  • Refunds will be evaluated on a case-by-case basis and may depend on specific service-provider refund policies.

For individual travel by students, faculty and staff who have University support**** to pursue research, study or other University-related business in countries or specific areas within countries for which the DOS has issued a Travel Warning, or Treasury has issued OFAC Sanctions, or the CDC has issued a Travel Health Warning:

  • The University will not provide support for undergraduates.
  • The University will not provide support for faculty, staff, or graduate/professional students for a country where a mandatory evacuation has been issued.
  • The University will review on a case-by-case basis requests for waivers (see waiver requests below).
  • If a warning is issued after the program is underway, the University will review each situation on a case-by-case basis to determine the appropriate course of action. The University reserves the right to seek reimbursement for funds expended or to terminate remaining funding.  
  • Should a traveler have concerns and decide to return home based on lower-level travel warnings, the University will not require the traveler to reimburse expenses already incurred.

Waiver Requests

Should an individual UD faculty, staff member or student, despite the DOS, Treasury and/or CDC travel warning and the University of Dayton's practice to adhere to those, faculty, staff or students may request permission to continue with their international travel plans by requesting a waiver. Requests for a waiver are considered under limited circumstances. Waiver requests should be submitted to the Center for International Programs and include the following:

  • (a) A description of the learning, service, and/or research objectives of the trip.
  • (b) The importance of the program to the educational, research, service, or professional development of the group or individual.
  • (c) The political and physical conditions at the proposed site that could impact health and safety.
  • (d) The level of risk to the individual or group health and safety, including the traveler(s) knowledge of the area and conditions.
  • (e) A description of travel conditions within the country and an evacuation plan should it become necessary.
  • (f) A signed high risk travel waiver/release for each traveler.

Waiver requests should be emailed to Karen McBride, Director of Education Abroad and Partnerships, at kmcbride1@udayton.edu and Kelly Trail, Associate Director for Education Abroad, at ktrail1@udayton.edu or they may be dropped off in Alumni Hall, 2nd Floor attn: Director of Education Abroad and Partnerships.

Waiver requests must be submitted well in advance of travel (i.e., at least 60 days ahead in advance) and prior to any financial or other commitments being made towards the trip, and/or recruitment of participants/travelers.  For travel warnings issued within 60 days of travel, whether for the first time or after a previous waiver approval, the traveler must ensure that the Director of Education Abroad and Partnerships is notified, and the IAT will endeavor to review the new waiver as quickly as possible. 

Frequent university-related travel to locations with travel warnings remain subject to all travel advisories and restrictions, including the submission of a high risk travel waiver/release, though the process of requesting a high risk travel waiver may be modified, as advised by the IAT.

Any anticipated guests accompanying UD travelers to locations with travel warnings are subject to review by the IAT.  The IAT may require additional information and/or documentation pertaining to the traveler or guest.  Approval by IAT for UD travelers to travel to location(s) with travel warnings does not necessarily mean the IAT necessarily will extend the waiver to permit guests to join the trip. 

In addition to reviewing the warning in question and the required waiver with the IAT, the University's CIP will seek to obtain information regarding the actions of U.S. companies and organizations in country (e.g. are families of employees being asked to leave). The CIP will also consult with relevant country experts at International SOS or other relevant organizations in country to obtain additional information and advice on the situation.

IAT members will have the opportunity to review the waiver application along with the additional information collected by the CIP and provide input. The CIP makes the final decision on all waiver. There is no appeal process for waivers that are denied.

U.S. Department of Treasury/OFAC Compliance and the University of Dayton's Insurance Carriers

The U.S. DOT Office of Foreign Asset Control requires all insurers to fully comply with OFAC sanctions. All insurance coverage will be null and void in any situation proved to be in violation of any United States OFAC Sanction.
  • Name(s) of traveler per trip to each country
  • Defined secured evacuation plans
  • Preferred travel/logistical arrangements
  • Trip purpose to travel in these countries
  • Signed high risk travel waiver/release

The Center for International Programs will send this information to the Chair of the UD Insurance Review Committee who will seek a response from the insurance provider. The decision will be communicated to the travelers.

International Assessment Team (IAT)

The IRAT reviews and makes recommendations on all travel waiver applications, and its members may assist with reviewing and developing a comprehensive response that occurs while an individual or group is out of the country (emergency response) with the CIP. The IRAT is composed of representatives of relevant offices and units across campus as follows:

  • Campus Ministry
  • Center for International Programs
  • Education Abroad
  • Legal Affairs
  • Provost's Office
  • President's Office
  • Public Relations
  • Public Safety
  • Safety/Risk Management
  • Student Development
  • Title IX, Equity and Compliance
  • Temporary members may be added to address case-specific situation. (e.g. representatives from program, faculty with expertise)

Each office/unit will appoint its representative(s) on the team.

The CIP will be responsible for gathering as much information as possible to present to the IRAT for individual cases and situations.

International Health and Safety Protocols

The University has established measures to ensure the maximum safety of all UD travelers that go abroad for research, study or other University-related business. These include the following:

These measures are managed by the Center for International Programs. They are reviewed and developed in consultation with representatives from offices serving on the IRAT and also aligned with the protocols and systems of UD's Campus Awareness Response and Evaluation Team (C.A.R.E.). Protocols are updated bi-annually and implemented by the CIP.

For more detailed information on these resources, please visit the Office of Education Abroad homepage here


 

*Travel Warning issued when the U.S. State Department recommends that Americans avoid a certain country.
**Office of Foreign Asset Control (OFAC) Sanctions prohibit trade, financial transactions and other dealings with specific countries.
***Travel Health Warning is a recommendation issued against nonessential travel to an area because a disease of public health concern is expanding beyond the locales or populations that were affected initially. The purpose of a travel warning it to reduce the volume of traffic to affected areas, limiting the risk for spreading the disease to unaffected areas. Levels 2 and 3 are especially considered.
****Support includes, but is not limited to, funding, transfer credit, travel arrangements, etc.

CONTACT

Education Abroad and Partnerships

Alumni Hall
300 College Park
Dayton, Ohio 45469
937-229-3278
Email