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KNOW BEFORE YOU GO (with students)

Know Before You Go (with Students)

This is a compilation of UA requirements, planning best practices, and resources to assist in travel planning.
 
Considering International Travel?

  • Email the International Risk Analyst for the Review Health and Safety Considerations: Planning Travel with Students (UA Field Trips).
  • Discuss potential travel with your department.
  • Determine risk level of destination(s).
  • Determine if any visas are necessary and what types.


Planning International Travel with Students

  • Register in the Smart Traveler Enrollment Program (STEP) to obtain Travel Alerts and Warnings for your destination.
  • Complete the Field Trip Risk Assessment, review with the Department Head, submit to International Risk Analyst for Review.  Travel to higher risk locations requires ITSOC review and Provost approval.
  • Work with the International Risk Analyst to create or review emergency medical and safety plans.  This includes an agreed upon meeting point and/or communication plan in case members of the group become separated from each other during an emergency.
  • As the Lead Traveler, you are required to determine if any export control licensing and DBA insurance are required.
  • Determine the insurance coverage for your group. U.S. health insurance policies do not generally cover international travel.  Please contact Risk Management with any questions regarding coverage. 
  • Arrange for required visas.
  • Read if you plan to drive.  As you make arrangements, be sure to consider road conditions, verify availability of seat belts, plan to limit road travel to daylight hours.

Required:  

  1. Work with your department administration.
  2. Gather passport, anticipated travel information, emergency contact information. Identify equipment, data, and materials you might take and if your travel is under a federal contract.
  3. Each traveler registers in the University International Travel Registry
    Students choose: “Field Trip Student Registry”
    Employees choose: “Travel Registry”
  4. Submit a Travel Authorization for each traveler in UA employee capacity


No less than one month prior to departure:

  • Determine if any travelers are under 18 years old, if so, notify the International Risk Analyst.
  • Export control licensing and DBA insurance requirements are addressed, if necessary.
  • Each traveler is registered in U.S. Dept. of State Smart Traveler Enrollment Program
  • Address all possible health considerations (allergies and medical conditions) are addressed for each traveler, guided by: 
    - CDC Travelers’ Health site  
    - UA Campus Health Travel and Immunization Clinic, or an outside Travel Health Clinic and/or personal physician if necessary/recommended.
    - Necessary vaccinations or medications are obtained.
    Determine if there are any unique health considerations for your group.  If so, work with the International Risk Analyst to plan accordingly.
    Determine if there are any restrictions on travelers’ personal medications. Recommended: Bring an extra 2-3 day supply, in case of travel complications and translate medications into the appropriate language.  
  • Verify each traveler has a valid passport that remains valid for at least 6 months after the planned return date.  There are no stamps in passports that may present problems for this trip.
  • Verify that each traveler has a visa, if needed.
  • The safety and security of the area has been reevaluated and determined to be stable for travel.  The U.S. State Department Travel Warning and Alerts were reviewed for this area.   
  • Determine if you should have additional insurance coverage.  
  • U.S. health insurance policies do not generally cover international travel.  Please contact Risk Management with any questions regarding coverage.
  • Arrange for required visas.
  • Driving Abroad.  As you make arrangements, be sure to consider road conditions, verify availability of seat belts, plan to limit road travel to daylight hours.


Week of Departure:

  • Verify your travel status is approved. 
  • Provide your emergency contact the UA International Emergency contact number: 520.307.9576
  • Continue to evaluate the safety and security of your destination(s).  If there are any questions or possible questions, contact the International Risk Analyst immediately. 
  • Verify access to emergency cash without ATM or credit cards.
  • Copy the first page your passport and insurance card and carry separately from your passport, provide your emergency contact with copies and verify how you may be contacted in an emergency.
  • The itinerary is confirmed to ensure that all road travel will occur during daylight hours, with sufficient time even if meetings or events are delayed, unless otherwise specifically advised.
  • Verify you have customs letters or export licenses, if required.
  • Pack medications in original containers and carried in carry-on luggage.
  • Enter emergency numbers into your cell phone and have a separate list of numbers, including numbers helpful if your wallet is stolen (credit cards, bank)