Appendix N: Student Travel Policy for International Locations

1. Policy Statement
   It is the policy of the University of Texas at Austin to promote safe international travel by students to and from events and activities covered by this policy.

   Under this policy, the University reserves the right to cancel any international activity or require UT students, faculty, and staff to return to the main campus for safety and/or other concerns. Current travel policy and restricted travel information can be found on the International Office Web site .

2. Scope
   This policy applies to the travel of enrolled undergraduate, graduate, or professional students to attend activities or events (whether required or optional) that occur in an international location, including U.S. protectorates.

   The types of activities and events covered by this policy include:

   • trips organized and/or sponsored by the University of Texas at Austin that are part of or contribute to an academic course or degree program, including internships, practicums, and research;
   • academic-related international service learning, internships, practicums, research, and volunteer opportunities organized and/or sponsored by the University of Texas at Austin;
   • travel by members of a registered student organization regardless of whether or not the organization requires its student members to attend the activity or event;
   • other trips organized and/or sponsored by the University of Texas at Austin, including the activities of sponsored student organizations;
   • travel to meetings of academic-related, professional associations including conferences; and
   • official study abroad programs. 
3. Definitions
   1. An organized event is one that is initiated, planned, and arranged by a member of the University's faculty or staff, or by the members of a sponsored student organization, and is approved by an appropriate administrator.
   2. A sponsored event or activity is one that the University endorses by supporting it financially, or by sending students to participate in it as official representatives of the University.
   3. An enrolled student is one who has been admitted to and is attending classes at the University.
   4. An appropriate administrator is a dean, department chair, or director of an administrative unit, or their delegate.
4. Travel Authorization
   In order to assure that the events or activities that involve student international travel are within the course and scope of the University's mission, and that student safety issues have been addressed, international travel undertaken pursuant to this policy must be authorized in advance by an appropriate administrator. All types of activities and events outlined in the scope statement must follow the authorization protocol below, with the exception of official study abroad program participants who follow parallel processes outlined by the Study Abroad Office.
    
   1. Attend the UT International Travel Workshop, a pre-travel orientation session conducted by the UT International Office, within twelve months prior to the proposed travel.
       
   2. Collect and complete the following information/documents along with the Student International Travel Authorization Form. Forms and sample documents to comply with the requirements listed below are available online.

      When leading group travel, faculty or staff members should carry emergency contact information, proof of medical insurance coverage, and the authorization for emergency medical treatment for each participant.

      Faculty members who teach courses that involve frequent international field trips (same locations and the same participants) should collect the following information from students at the beginning of each semester and keep it on file with the appropriate administrator for use throughout a semester.

      1. A list of participants including their names, local addresses and phone numbers, and the names and phone numbers of persons to contact in case of an emergency.
      2. Copies of valid operators' licenses for any students who will operate vehicles.
      3. Completed and signed Release and Indemnification Agreements for each participant.
      4. Completed and signed Authorization for Emergency Medical Treatment forms for each participant.
      5. Verification of each participant’s attendance of the UT International Travel Workshop.
      6. A completed Emergency Response Plan, which includes names and phone numbers of persons to contact abroad in the case of an emergency and the name and phone number for the responsible University employee(s) who will be available to the students at all times during the travel and activity.
      7. If traveling to a Restricted Region, participants must comply with the requirements set forth by the International Oversight Committee (IOC).
   3. Submit the Student International Travel Authorization Form, along with the required documents and information to the appropriate administrator for approval. The request should be submitted two to six months prior to the proposed travel.

      Participant Category	Submit To
      Individual Student	Department Chair
      Group Travel with Accompanying Faculty	Department Chair
      Registered Student Organization	Dean of Students
      Sponsored Student Organization	Sponsoring Department

   4. If traveling to a Restricted Region, participants must comply with the requirements set forth by the International Oversight Committee (IOC).
      Individuals and groups should not seek final approval without IOC endorsement.
       
   5. Obtain approval for travel from the International Office, by submitting the following.

      Once approved, the organization or individual may begin to travel.

      1. A signed copy of the Student International Travel Authorization Form and all accompanying documents, including IOC endorsement if applicable.
      2. Copies of current international health insurance coverage, meeting the standards set by the UT International Office, for each person who wishes to participate in the activity or event. The purchase of a reasonably priced policy can be arranged by academic and administrative units on behalf of students who do not have, or cannot verify, current international medical coverage. Information concerning this coverage is available from the UT International Office.
      3. Proof of travel registration with the UT International Travel Registry.
      4. Proof of travel registration with UT’s international emergency assistance provider.
5. Non-Compliance
   This applies to any individual, organization or unit travel that falls within the scope of this policy. Failure or refusal to comply with this policy may result in the Dean of Students initiating disciplinary proceedings under subchapter 6-500 and/or subchapter 11-200 of the Institutional Rules. Disciplinary proceedings will be initiated by the Dean of Students as appropriate and necessary under Rights and Duties of subchapter 6-300.

   If a faculty or staff member administratively responsible for the program fails or refuses to comply with policy directives, the International Office will inform the appropriate chair and dean. Sanctions could result in the withholding of reimbursement for travel expenses.

   In both cases, if the University incurs expenses on behalf of the student, faculty/staff, organization, or program, the individual or corresponding college/school and/or department will be held financially responsible.

6. Travel by Air
   Students must inform themselves of current air travel rules and regulations set by the Transportation Security Administration, including but not limited to the Acceptable Identification at Checkpoint. See http://www.tsa.gov/travelers/airtravel/acceptable_documents.shtm  for more information.

7. Document Requirements
   Students must obtain the appropriate identification documents as indicated by the U. S. Department of State and the foreign country granting entry or passage.
   1. Passport
      Students are required to have a valid passport to exit and re-enter the United States.
      Information about passports can be found at: http://www.state.gov/travel/ .
   2. Visa
      Some countries require individuals to obtain an entry or long term stay visa. Requirements differ by country.
      Check the appropriate Embassy Web site for details (http://travel.state.gov/travel/cis_pa_tw/cis/cis_4965.html ).
      Failure to comply can result in denial for entry. It can also result in fines and detention.