KNOW BEFORE YOU GO (with students)
* There have been recent changes to how UA faculty/staff traveling with UA students are to be registered. If you are planning to travel with students, please familiarize yourself with the UA requirements, best practices, and resources listed below.
CONSIDERING INTERNATIONAL TRAVEL WITH STUDENTS?
- Review UA Global Travel's Handbook for UA Employees Traveling Abroad with Students. Email UA Global Travel with any questions or concerns following review of the Handbook.
- Discuss potential travel with your department.
- Determine if any visas are necessary and what types.
- Learn about potential risks associated with the destinations of your travel:
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 Global Travel Registry
- As the Lead Traveler, you are expected to attend a Health & Safety session with Global Travel once every two years. Please see this website, under the Faculty Workshop Series tab for session dates, times, and locations.
- Arrange for required visas, if needed.
- Read 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
- If traveling with students for a single day without an overnight stay OR if traveling for 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 Global will post a $3/day Global Travel charge on students’ Bursar’s accounts for emergency insurance and services (if the department would like to pay for the students Global 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 Global Travel.
- Address export control licensing and DBA insurance requirements if necessary. To find out more, head to this link 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 Drum Cussac’s Risk Monitor with your UA NetID and password for detailed, up-to-date security updates and travel advice.
- Determine if you should have additional insurance coverage (for pre-existing health conditions, activities 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 or possible questions, contact Global 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 and carried in carry-on luggage.
- Enter emergency numbers into your cell phone and have a separate non-electronic list of numbers, including numbers helpful if your wallet is stolen (credit cards, bank)