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KNOW BEFORE YOU GO (with students)

CONSIDERING INTERNATIONAL TRAVEL WITH STUDENTS?

Please note that travel to higher risk locations requires review by the University's International Travel Safety Committee and possible Provost approval.


PLANNING INTERNATIONAL TRAVEL WITH STUDENTS

  • U.S. citizens should register in the U.S. Department of State Smart Traveler Enrollment Program (STEP) to obtain Travel Alerts and Warnings for their destination.
  • 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.
  • All faculty/staff traveling together must register in the University International Travel Registry
  • If you are the Lead Traveler on a Study Abroad Program, you are expected to attend a Health & Safety session with International Travel once a year. 
  • Arrange for required visas, if needed.
  • Read the U.S. Department of State’s page on Driving and Road Safety Abroad if you plan to drive abroad.  As you make arrangements, be sure to consider road conditions, verify availability of seat belts, plan to limit road travel to daylight hours
  • Determine your type of travel; review the information below and on International Travel’s page of Guidelines and information for Registering Travel: 
    • If traveling with students for a single day without an overnight stay OR if traveling on a trip that will not award academic credit to the students, please register using the “Faculty/Staff” registration button from the Travel Registry Homepage and have the students register in the Travel Registry under “Graduate Travel” or “Undergraduate Travel” according to their academic standing.
    • If traveling with students on a credit-bearing including at least one overnight stay, you will be prompted to fill out a Program Lead or Repeat Program Lead application when completing your travel registration. After you complete a Program Lead application, Study Abroad will send you an application link for the students; all student participants will apply to your program or trip through this trip-specific link. UA Study Abroad will post a $3/day International Travel charge on students’ Bursar’s accounts for emergency insurance and services (if the department would like to pay for the students International Travel services, please indicate this on the Program Lead application)  
 

NO LESS THAN ONE MONTH TO DEPARTURE

  • Determine if any travelers are under 18 years old, if so, notify International Travel. Those under the age of 18 and traveling to higher-risk locations are not permitted to register with us.
  • Address export control licensing and DBA insurance requirements if necessary. To find out more, head to Risk Management Services website and click on the “International Travel Compliance Issues” tab.
  • Ensure that each traveler is registered in U.S. Dept. of State Smart Traveler Enrollment Program
  • Provide the following links to all travelers so that they may address all possible health considerations:
  • Verify each traveler has a valid passport that remains valid for at least 6 months after the planned return date and that there are no stamps in passports that may present problems for this trip.
  • Verify that each traveler has a visa, if needed.
  • Review the safety and security of the area to determine if it will be stable for travel.
  • Log on to Crisis24's Horizon Platform with your UA NetID and password for detailed, up-to-date security alerts and travel advice.  
  • Determine if you should have additional insurance coverage (for pre-existing health conditions, routine care not covered by UA insurance)
     

WEEK OF DEPARTURE

  • Verify your travel status is approved.
  • Provide your emergency contact the UA International Emergency contact numbers:
    • Call: +44 1202 937 401
    • Text: +44 7766 556 078
  • Continue to evaluate the safety and security of your destination(s).  If there are any questions, contact International Travel 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.
  • Confirm your itinerary 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 in carry-on luggage.
  • Enter emergency numbers into your cell phone and have a separate non-electronic list of numbers, including phone numbers and others (credit card, bank) in case your wallet is stolen