International Travel Policy

Policy Title International Travel Policy
Policy Category Operational Policies
Policy Approval Date January 27, 2020
Responsible Office Office of the Provost & The College of Global Studies
Related Policies Export Control Policy
Policies Superseded None
Frequency of Review 3 Years
Date of Revision January 27, 2023

I. Scope

This International Travel Policy (“Policy”) applies to all undergraduate and graduate students, faculty, staff, and volunteers who participate in University-Sponsored International Travel1. All participants in University-Sponsored International Travel are required to review and abide by the related International Travel Procedures as defined in Section IV below. See Section V below for the definitions of capitalized terms contained in this Policy.

1This Policy does not apply to personal travel or programs organized by the Arcadia University Alumni Association under the Office of Alumni Relations, or related alumni organizations.

II. Policy Statement

The mission of the University is to provide a distinctively global, integrative, and personal learning experience for intellectually curious undergraduate and graduate students in preparation for a life of scholarship, service, and professional contribution. International study and work experiences abroad are integral to this mission. To that end, the University is committed to promoting the health, safety, and security of students, faculty, staff, and volunteers pursuing University-Sponsored International Travel in support of the mission of the University. This Policy establishes standards and expectations for International Travel and outlines the safety and security measures available to reduce risk for travelers and the University.

III. Policy

A. Approval of University-Sponsored International Travel

All University-Sponsored International Travel must be approved by the appropriate authority at the University, as defined below, in advance of travel. The University reserves the right to restrict, deny, cancel, or postpone any University-Sponsored International Travel. Opportunities to participate in University-Sponsored International Travel, such as new academic programs abroad, may not be formally marketed until approval has been granted as set forth below:

  1. Office of International Programs  ​​​​​​
    1. Departments or faculty members wishing to offer overseas programs or opportunities for students must have approval from the Chair, Director, and/or Dean of the sponsoring department or unit.
    2. In addition, departments or faculty members organizing overseas programs or opportunities for students must discuss course travel with the Office of International Programs ten (10) months prior to departure, in order to address matters of program location, student selection, health, safety, and risk management. See Office of International Programs Travel Procedure for full details.
  2. The College of Global Studies
    1. Programs or activities administered or organized by The College of Global Studies must be approved by the Vice President and Executive Director for The College of Global Studies.
  3. Students
    1. Undergraduate and graduate students traveling abroad on University-Sponsored International Travel must be in good disciplinary standing.
    2. Undergraduate students studying abroad for credit on semester or summer programs must have approval from the Office of Study Away, and their academic department, and must meet posted application deadlines.
  4. Individual Faculty and Staff Travel
    1. Faculty and staff traveling abroad individually for University-Sponsored International Travel must have approval from their immediate supervisor.

B. Registration of University-Sponsored International Travel

All University travelers are required to register University-Sponsored International Travel with the appropriate office. Travelers are required to enter their travel plans along with all other requested information in advance of any planned University-Sponsored International Travel. Refer to the relevant procedures in Section IV below for registration deadlines.

  1. University-Sponsored International Travel administered or organized by The College of Global Studies must be registered with its Director of Health, Safety, and Security (“DHSS”).
  2. All other University-Sponsored International Travel must be registered with the University’s Travel Health and Safety Manager (“THSM”).

Registered travelers will be eligible for insurance coverage, as described in Section F below; emergency assistance; and other services. Failure to register may impact access to and eligibility for such services and the ability to use University funds for travel. Students who do not register to travel may not receive credit for the course/program.

C. Restrictions on High Risk Travel

The University defines high risk destinations as those that meet one or more of the following criteria:

  • Countries rated Level 3 (Reconsider Travel) or Level 4 (Do Not Travel) by the U.S. Department of State Travel Advisory. See http://travel.state.gov for more information;
  • Cities or regions rated “Reconsider Travel” or “Do Not Travel” in countries with overall lower risk ratings (Level 1 or 2) by the U.S. Department of State;
  • Countries that have a Center for Disease Control Warning Level 3 (Avoid non-essential travel). See wwwnc.cdc.gov/travel/notices for more information; and/or
  • Countries, cities, or regions rated High or Extreme risk by the University’s Travel Assistance Provider.

Anyone seeking to travel to areas deemed high risk must request approval from the University. Requests for travel to high risk destinations will be reviewed by the University’s Travel Advisory Committee (“TAC”). The TAC will review information collected from governmental offices and the University’s Travel Assistance Provider and will make a recommendation to the Provost or appropriate Vice President under whom the high risk destination travel will occur. The Provost or Vice President will provide a final decision on appropriate risk in light of the TAC’s recommendation. See High-Risk Travel Petition Procedures for details.

D. Travel Waiver

All University student travelers, both undergraduate and graduate, must sign a travel waiver acknowledging that they: 

  • understand the risks associated with International Travel,
  • have reviewed and comprehended the relevant safety-related materials,
  • understand they will assume the risks related to their International Travel, and
  • understand that they will indemnify and hold the University harmless against any risk of loss.

Travelers will sign and submit the waiver when registering their travel as described in Section B above. Students under the age of eighteen (18) must obtain a parent or guardian’s signature on the waiver.

E. Cancellation and Evacuation

In cases where there is a change to the risk rating of a country, city, or region, or an emergency or event occurs abroad prior to leaving that has the potential to seriously impact the health and well-being of University travelers, the TAC will meet to reassess if planned travel to the location is reasonable or must be canceled.

If University travelers are already on site in the affected location, the TAC will assess if an evacuation or alternative itinerary is necessary. In such scenarios, the University will evaluate specific situations and protocols regarding travel evacuation or cancellation with any affected stakeholders at that time. TAC will advise the Provost or appropriate Vice President of their assessment in order to assist them in making a University decision.

University travelers who fail to heed a University instruction to evacuate do so at their own risk, may forfeit emergency travel insurance coverage, academic credit, tuition payments or expense reimbursement, and may be held responsible for any and all expenses incurred by the University due to the individual’s refusal to follow this Policy. University travelers may also be subject to disciplinary action, as applicable.

F. Insurance, Liability and Emergency Travel Assistance

The University requires all University travelers to have adequate health insurance. As such, participants in University-Sponsored International Travel that have been approved and registered are covered by the University’s international travel medical and assistance program. Information about the services offered by this program will be provided to University travelers before departure.

Faculty and staff participating in University-Sponsored International Travel are hereby advised that liability coverage exists only when employees are traveling on University-Sponsored International Travel that has been approved and registered as described above.

Refer to the relevant procedures in Section IV below for registration deadlines

G. Orientation and Training

  1. Students
    All students traveling abroad on University-Sponsored International Travel are required to participate in a health and safety orientation or briefing before departure.
     
  2. Faculty, Staff, and Volunteers Traveling without Students
    Faculty, staff, and volunteers traveling abroad on University-Sponsored International Travel will receive information on health and safety protocols abroad before departure from the University’s THSM or the DHSS for The College of Global Studies.
     
  3. Faculty/Staff Program Leaders
    Faculty and staff leading groups of students abroad, including Global Field Studies and Preview courses, must participate in a health and safety session led by the University’s THSM or the DHSS for The College of Global Studies, as well as Title IX training, prior to departure every year.

H. Other University Policies Related to International Travel

The requirements set forth in this Policy are distinct from, and in addition to, all other relevant policies and procedures, including but not limited to University-required financial and academic approvals relating to domestic and International Travel. University travelers should also refer to the University’s Export Control Policy and “Working With Third Party Providers On University-Sponsored International Travel: Insurance and Contractual Guidelines.”

 

V. Definitions

The College of Global Studies organizes semester-long, year-long, and summer study abroad programs for academic credit for Arcadia and non-Arcadia students and operates the University’s Centers abroad.

The Director of Health, Safety, and Security (“DHSS”) is responsible for developing and maintaining The College of Global Studies’ emergency protocols and policies; collaborating with overseas staff on risk assessment, program safety and security; and training staff on health and safety issues.

International Travel is defined as travel undertaken outside of the fifty (50) United States. Travel to U.S. territories is considered International Travel for the purposes of this Policy.

The Office of International Programs (“OIP”) oversees Preview and Global Field Studies as well as other short-term international programs; OIP works collaboratively with University departments and faculty members who deliver international programming that is both congruent with the mission of the University and meets this Policy and all related procedures.

The Office of Study Away is under the auspices of The College of Global Studies and is responsible for advising Arcadia University undergraduate students who wish to study abroad on approved semester-, summer-, and year-long programs that best meet their academic, career, and personal goals.

The Travel Advisory Committee (“TAC”), appointed by the Provost and Vice President of The College of Global Studies, is a group that assists with the review of, and provides input on, University-sponsored travel proposals. The Office of the Provost is responsible for the establishment and maintenance of the TAC. The TAC reviews and offers advice on the policies, procedures, and proposals related to University-sponsored travel. The TAC meets every semester and works in partnership with travel proposers and Vice Presidents to ensure that University-sponsored travel aligns with this Policy and all related procedures, and the University’s risk tolerance. The TAC is comprised of seven (7) members or their designees who will serve on an annual basis, including representatives of Academic Affairs, the Office of General Counsel, and The College of Global Studies. The chair will be designated by the Provost.

Travel Assistance Provider is a business partner that provides up-to-date information concerning locations of University-Sponsored International Travel. Information concerning travel is reported to the University through website updates, reports, and phone support. The Travel Assistance Provider also supports University-sponsored travelers in-country.

The Travel Health and Safety Manager (“THSM”) maintains details, including information pertaining to travelers, locations, schedules, and activities, on all University-Sponsored International Travel not associated with The College of Global Studies. The THSM serves as the point-person for the TAC on matters of travel to high risk destinations, and is primarily responsible for travel health and safety procedures.

The University is Arcadia University, its colleges, schools, affiliates, divisions and subsidiaries.

University-Sponsored International Travel is defined as travel organized, administered, affiliated with, supported, and/or funded by Arcadia University and undertaken by undergraduate and graduate students, faculty, staff, and volunteers, including:

  • Undergraduate and graduate students traveling abroad for opportunities, including, but not limited to, faculty-led travel for courses, semester and summer study abroad, internships, and clinical rotations; ● Travel that is directly related to, or in support of, academic research or fieldwork;
  • Travel that is funded, in full or in part, by the University or University funds (grants, stipends, scholarships, fellowships, financial aid);
  • Travel that is accompanied by University faculty or staff acting in their role as a University employee;
  • Travel that is undertaken by one or more members of a student organization officially recognized and sponsored by the appropriate University entity when the purpose of travel is within the scope and mission of the University; and
  • Travel that is completed within the course and scope of employment at the University, regardless of funding source.

VI. Effective Date

This Policy is effective on the date that it is signed by the President

VII. Date of Approval

January 27, 2020