Student Travel and Education Abroad: Health and Safety

Introduction

The University facilitates international travel and education abroad by students for University purposes, while encouraging sound health, safety, and security measures that minimize risks to the traveler and institution. This policy includes the minimum pre-departure requirements and minimum requirements while abroad. The education abroad office on each campus may have additional requirements. For the purposes of this policy, there are four levels of facilitation:

• Notifying: communicating existing information about an opportunity or potential opportunity abroad not organized by or affiliated with the University of Minnesota, without specifically recommending it.
• Supporting: encouraging, guiding, or enabling (through financial support, guaranteeing of credit, degree requirement fulfillment, signing of forms or materials) the participation in an opportunity abroad that is not organized by or affiliated with the University of Minnesota.
• Promoting: distributing and/or creating specialized print, web, and other materials that contain information about a University of Minnesota affiliated opportunity or potential opportunity abroad not organized by the University of Minnesota where the intent is to encourage participation in that opportunity.
• Organizing: creating, developing, or maintaining an opportunity abroad by University of Minnesota faculty or staff when the opportunity would not exist without such an organization. Examples of activities include, but are not limited to, developing an application or application criteria, setting up exchange criteria, pricing an opportunity, or booking travel or on-site logistics on behalf of the student(s).
  • NOTE: All University units organizing credit-bearing travel abroad that allows undergraduate student participation must work with the Learning Abroad Center or Carlson Global Institute on the Twin Cities campus or the appropriate education abroad office on their campus to complete the organizing requirements.

Units Pre-Travel and Program Planning Requirements – Vary Based on Level of University Facilitation (as defined above)

Notifying: All University units (including campuses, colleges, departments, centers, offices, other operational units, and education abroad offices) must do the following when notifying student travel abroad:

• notify students of the Student Pre-Travel Requirements listed below;
• only notify students of opportunities abroad if they have knowledge that the opportunity is of sound academic value for which there is a compelling academic connection; and
• attach the disclaimer below on communication of all types, including verbal communication:

“This education abroad opportunity is not affiliated with the University of Minnesota and has not been fully vetted. Notification of an opportunity should not be construed as an endorsement by the University of Minnesota. For more information regarding participation on an education abroad opportunity, contact the Learning Abroad Center or the Carlson Global Institute on the Twin Cities campus. All other campuses should consult the appropriate education abroad office on their campus.”

Supporting: All University units (including campuses, colleges, departments, centers, offices, other operational units, and education abroad offices) must do the following when supporting student travel abroad:

• notify students of the Student Pre-Travel Requirements listed below;
• support students through the process of participation (“supporting a student through the process of participation” includes signing forms—or guiding students to the proper resources to do so—, as required and appropriate, and supporting students upon return regarding issues such as credit transfer, etc.); and
• provide students with a 24-7 University emergency contact.

Promoting: All University units (including campuses, colleges, departments, centers, offices, other operational units, and education abroad offices) must do the following when promoting student travel abroad not organized by the University of Minnesota:

• notify students of the Student Pre-Travel Requirements listed below;
• support students through the process of participation (“supporting a student through the process of participation” includes signing forms—or guiding students to the proper resources to do so—, as required and appropriate, and supporting students upon return regarding issues such as credit transfer, etc.);
• provide students with a 24-7 University emergency contact;
• complete a due diligence review of all affiliates, providers, and/or programs prior to promotion (see Administrative Procedure: Preparing for Student Travel and Education Abroad – Units); and
• ensure appropriate contracting of affiliates or providers prior to promotion;

Organizing: All University units (including campuses, colleges, departments, centers, offices, other operational units, and education abroad offices) must do the following when organizing student travel abroad:

Prior to student recruitment:

• obtain International Travel Risk Assessment and Advisory Committee (ITRAAC) approval before promoting any program in a USDOS Level 3 or 4 Travel Advisory location and
• complete a due diligence review of all affiliates, providers and/or programs prior to promotion (see Administrative Procedure: Preparing for Student Travel and Education Abroad – Units).

Prior to student departure:

• support students through the process of participation (“supporting a student through the process of participation” includes signing forms—or guiding students to the proper resources to do so—,as required and appropriate, and supporting students upon return regarding issues such as credit transfer, etc.);
• provide students with a 24-7 University emergency contact;
• ensure appropriate contracting of affiliates or providers;
• develop a 24-7 contact protocol and emergency plan;
• implement a system for gathering and accessing independent student travel information during program dates (if applicable) so that program leaders or University staff can contact students in an emergency;
• ensure completion of the student requirements; and
• ensure completion of faculty/staff leader requirements, where relevant.

Faculty/Staff Program Leader Requirements:

University Faculty/Staff Program Leaders must, prior to departure:

• complete the program leader registry process, which includes the program leader acknowledgement form;
• complete the program leader health and safety training within 12 months prior to the program departure date;
• complete the program leader companion process, if applicable; and
• ensure programs have a) two program leaders; OR b) one program leader with onsite partner who has agreed and is able to provide program support.

Education Abroad Offices

In addition to the requirements above, each education abroad office in the system must also:

• register students for USDOS Smart Traveler Enrollment Program (STEP) or advise them on self-registry;
• implement the student health disclosure form and process;
• implement consistent processes for any participant under the age of 18;
• implement the student behavior review and Code of Conduct policy/process; and
• for any program with a program leader, assist the program leader with the following requirements:
  • completion of the program leader registry process, which includes the program leader acknowledgement form;
  • completion of the program leader health and safety training within 12 months prior to the program departure date;
  • implementation of the program leader companion process, if applicable; and
  • verification that programs have a) two program leaders; OR b) one program leader with onsite partner who has agreed and is able to provide program support.

Student Pre-Travel Requirements

University-purpose student travel abroad that is either non-credit bearing or consists exclusively of graduate student travelers does not require collaboration with an education abroad office. All students must complete the following requirements in advance of University-purpose travel:

• register their travel officially with the University;
• sign a Student Release and Waiver detailing their academic, financial, behavioral, travel risk, and health-related responsibilities while abroad;
• complete the mandatory online health and safety orientation;
• receive University-approved international travel, health, and security insurance (enrollment upon completion of registration process);
• ensure an appropriate emergency communications plan is in place; and
• when applicable, obtain International Travel Risk Assessment and Advisory Committee (ITRAAC) approval.

Students working through an education abroad office will complete the above requirements through a program application process. All other students will complete these requirements through the Student International Travel Registry.

All student travelers are strongly encouraged to:

• discuss independent travel plans with a University faculty and/or staff member prior to confirming travel plans;
• address any health and safety concerns prior to departure (e.g., check-ups, immunizations);
• register with the USDOS Smart Traveler Enrollment Program (STEP); and
• review the U.S. Department of State (USDOS), Centers for Disease Control (CDC), and World Health Organization (WHO) resources for their planned destination.

Travel Approval

The University does not encourage travel to any country or location designated as Level 3 or 4 Travel Advisory by the U.S. Department of State (USDOS).

Pre-Approval of Student Travel

Any student planning to travel for University purposes, as well as any faculty or staff member planning to lead or travel with any University students, to a USDOS Level 3 or 4 Travel Advisory location must obtain approval from the International Travel Risk Assessment and Advisory Committee (ITRAAC). Units who wish to organize an education abroad opportunity in a USDOS Level 3 or 4 Travel Advisory location must receive ITRAAC approval prior to promotion. The University, in its sole discretion, may deny approval for international travel. In addition, travelers may be required to submit a request for permission to travel to locations or participate in programs that pose a specific health, safety, or security concern as indicated by authorities other than the U.S. Department of State, such as the Center for Disease Control (CDC), World Health Organization (WHO), non-U.S. government authorities (e.g., Australian or Canadian authorities), and University of Minnesota authorities.

Suspension of Travel

ITRAAC will review student travel currently in process when a significant health or safety concern arises regarding that travel including new and renewed USDOS Travel Advisories, travel warnings from the CDC or WHO, natural disasters, wars or other political disturbances, or other indicators of potential health or safety threats. The University, in its sole discretion, may withdraw approval for international travel at any time.

While Abroad

Students and faculty/staff/units traveling with students and/or organizing, promoting, or supporting student programs abroad must keep their 24/7 University emergency contact apprised of any changes to their address and contact information while abroad. Changes should be submitted as soon as possible and at a minimum within 24 hours of the change taking effect.

Students are held to Board of Regents Policy: Student Conduct Code while abroad for University purposes in addition to any additional codes of conduct or behavior codes from the University unit organizing, promoting, or supporting travel or the education abroad office, affiliate, or host.

Students are not permitted to drive motor vehicles (including but not limited to electric or gas-powered scooters, motorbikes, motorcycles, and cars) while participating in an education abroad opportunity.

Faculty and staff may not drive vehicles in which students are passengers abroad without an approved exception from the Office of Risk Management and Insurance in advance of departure from the U.S. Faculty and staff who need transportation for students must either use public transportation or hire a local driver/vehicle.

Travel in Violation of this Policy

Students who choose to travel in violation of this policy are acting outside the control and responsibility of the University. If the travel is occurring during a required term, the student must take a leave of absence from the University, where possible. Students on leave of absence from the University are not eligible for financial aid, scholarship, travel stipends, and other University supports including credit. If a leave of absence is not an option, students who travel in violation of this policy risk losing their student status.

Exclusions

This policy does not apply to personal, non-University travel by students. For information on reimbursement for travel and faculty and staff travel requirements, see Administrative Policy: Traveling on University Business.