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UW Policy Directory

SGP 211 Student International Travel Policy

Table of Contents

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1.  Purpose

This policy establishes health and safety related requirements and measures to support international educational opportunities for and minimize undue risks to University students engaged in official international student travel.

The University offers, supports, and facilitates a wide variety of opportunities for student engagement abroad, including foreign study programs, international exchanges, research and service learning opportunities, and international internships. The University reserves the right to cancel or alter any international program or activity if it is determined there is undue risk to the health and safety of students.

2.  Scope

This policy applies to undergraduate, graduate, and professional degree-seeking University students who participate in official international student travel that is funded, sponsored, administered, arranged, or approved by the University.

3.  Official International Student Travel Definition and Exclusions

  • University administered study abroad and international exchange programs;
  • Research, internship and/or service learning activities for which students are receiving prearranged University academic credit;
  • University funded or sponsored travel even if it is not curricular or degree-related, including participation in international meetings and conferences; and
  • Bonderman Fellowship travel and activities abroad.

Travel and activities abroad that are not funded, sponsored, administered, arranged, or approved by the University are not considered official international student travel.

Examples include: travel arranged independently by a student for which the student receives no University funding support and no prearranged University academic credit; travel facilitated through University student groups (including Registered Student Organizations); volunteer projects or activities not formally affiliated with the University; and travel funded by fellowships, grants, or scholarships that are not administered by the University.

4.  Roles and Responsibilities

A. Office of Global Affairs

The Office of Global Affairs (OGA) oversees many of the University’s global activities including:

  • UW study abroad programs and international exchanges for University students and faculty,
  • Support for University sponsored international research and centers,
  • Maintenance of the UW International Travel Registry, where students (as well as faculty and staff) can register their locations and contact information while participating in official University international travel and activities. Such information may be used in the event of an emergency to help locate University travelers and communicate emergency information.

1) Within the OGA, the Global Travel Security Manager (GTSM):

  • Supports the welfare and safety of University students, faculty, and staff traveling in connection with official University international activities,
  • Serves as the University’s initial point of contact for international emergencies and coordinates the University response,
  • Is responsible for managing the UW travel registry, and
  • In consultation with the International Travel Risk Assessment and Safety Committee, is responsible for the Travel Warning Waiver review process.

2) UW Study Abroad

As a unit of OGA, UW Study Abroad (UWSA) facilitates international educational opportunities for University students through a wide variety of programming, such as faculty led study abroad programs and international exchanges. UWSA also offers study abroad advising services, oversees student registration for many University international educational opportunities and provides orientation programming for students and faculty.

3) International Travel Risk Assessment and Safety Committee

The International Travel Risk Assessment and Safety Committee (ITRASC) is an advisory committee to the Provost, chaired by the Vice Provost for Global Affairs, that helps OGA assess travel risks and reviews requests for Travel Warning Waivers, allowing student travel to countries under travel warnings issued by the U.S. Department of State or the U.S. Centers for Disease Control. In addition, ITRASC advises the Provost on managing other health, safety, and security risks abroad.

B. University Units

All units of the University that have any connection with official international student travel are required to ensure that student travel is properly registered through OGA prior to departure. This requirement applies to group travel and to individual travel.

C. Students

All students participating in official University sponsored international travel and activities are required to follow the guidance and instructions of University units for registering their travel with OGA prior to their departure. Students who fail to register their international travel in accordance with this policy may not receive University assistance in case of emergency.

5.  Restrictions on Travel to High Risk Destinations and Travel Warning Waivers

A. Travel to High Risk Destinations

University students participating in official University international student travel are not authorized to travel to or in countries subject to active travel warnings issued by the U.S. Department of State or the U.S. Centers for Disease Control (CDC), or otherwise determined by ITRASC to be high risk travel, unless a Travel Warning Waiver for the travel has been approved by the Provost (or Provost’s designee). Students who travel to countries under a travel warning or to other high-risk destinations (as determined by ITRASC) in violation of this policy will be considered independent travelers and may not receive University support or assistance in the event of an emergency.

B. Travel Locations That Become High Risk

During the course of official international student travel, if a travel warning is issued relating to the location of that activity (or if the University determines that the location of the activity has otherwise become a high risk destination), the University may cancel or alter the activity as it deems necessary to protect the health and safety of participating students.

C. Travel Warning Waivers

Travel warnings may be specific to a particular area of a country, and there may be compelling academic reasons for a student to travel to that country. The student may submit a request for approval to travel to the location through the Travel Warning Waiver review process. Student requests for a Travel Warning Waiver will be evaluated on a case-by-case basis. The waiver application must be reviewed by ITRASC and approved by the Provost prior to travel.

6.  Registering Student Travel with the Office of Global Affairs

A. Registering Official International Student Travel

All units that have any connection with official international student travel are required to ensure that student travel is properly registered through OGA prior to departure. This requirement applies to group travel and to individual travel.

Students whose official international travel is not properly registered in accordance with this policy may not receive University assistance in case of emergency, which may endanger their health and safety. This could create significant risk for the student, the University, and for units involved with official international student travel.

B. Global Travel Security Protocols

OGA’s global travel security management protocols include maintaining a global travel registry, providing 24/7 global emergency support, assisting in pre-departure emergency planning and preparedness, liaising with international insurance providers, providing training and information on emerging health, safety, and security risks and best risk-management practices. These services are intended to support student health and safety abroad and to reduce financial and reputational risk to the University.

7.  Student Insurance Abroad

Students traveling abroad in connection with official University international student travel must purchase (and maintain for the duration of their official University activities abroad) comprehensive international medical and emergency assistance and evacuation insurance.

Students are required to purchase the UW Student Abroad Insurance Plan unless they receive a waiver of this requirement based upon proof of equivalent coverage. Students must provide OGA with proof of UW Student Abroad Insurance (or alternative insurance with an approved waiver) prior to traveling abroad. Students who fail to purchase and/or maintain required insurance may not be permitted to participate (or to continue participating) in their University international program or activity.

8.  Responsible Office and Additional Information

This policy is administered by the Office of Global Affairs. For additional information concerning this policy, contact the Global Travel Security Manager, Office of Global Affairs.

For campus-specific assistance, see the following units:

9.  History

AP, March 22, 2017; RC, April 13, 2017; AP, February 15, 2022.