International Travel Policy

Title: International Travel Policy
Effective Date:  May 1, 2017
Revision Date:  First Version
Responsible Office: Reves Center for International Studies

I.  Purpose
II.  Scope
III.  Definitions
IV.  Travel Warning Review and Appeal
V.  Types of International Travel and Approvals
VI.  Requirements

a. Registration
b. Insurance
c. Annual review
d. Orientation
e. Overseas laws and student conduct

VII.  Export Control
VIII.  Approval and Amendment
IX.  Related Policies and Other Documents

I.  Purpose

An international perspective is essential to William & Mary’s academic mission, and the university has long supported international travel to conduct research, promote collaboration with peer institutions, learn from other cultures, and carry out other academic, administrative, and sanctioned student activities. The purpose of this policy is to outline the approval process for university-supported or university-related international travel, and related requirements, thereby promoting such travel while mitigating associated risks.

II.  Scope

This policy applies to William & Mary, including the Virginia Institute of Marine Science (the university), and addresses the approval process for university supported or related travel.  Any student, faculty or staff member proposing to undertake university-supported or university-related international travel must follow the appropriate approval, insurance, travel security and related requirements set forth in this policy.

Recognized Student Organizations (and their members) are subject to this policy in the following situations:

  • The activities and/or travel of the Recognized Student Organization have administrative support or an academic purpose that is under the supervision, direction, and/or advisement of a department or unit at William & Mary and/or,
  • The Recognized Student Organization has received funding from the university that directly supports the international travel and/or,
  • The activities of the Recognized Student Organization (while engaged in international travel) would be perceived to represent the university (example, competing under the name of W&M).

Please note: Student members of Recognized Student Organizations who choose to travel internationally but whose organization does not match the criteria above shall be considered to be engaged in private/individual travel.  Such student members are encouraged to adhere to the travel guidelines and best practices proposed in the International Travel Policy; however, travel that is not formally aligned with or supported by an academic or administrative department, and/or funded in part or whole by the university, and/or perceived to represent the university shall not be subject to the scope of this policy and/or be eligible for insurance provided by the university.

III.  Definitions

International Destination – anywhere outside the United States. Alaska and Hawaii are not considered international travel.  International Destinations do include U.S. territories such as American Samoa, Guam, Northern Mariana Islands, Puerto Rico, and the U.S. Virgin Islands.

Restricted Destinations -- comprise those countries currently characterized by extreme health, safety or security risks.

High-Risk Destinations - comprise those countries currently subject to U.S. Department of State Travel Warnings, for all or part of the country. William & Mary may also apply the designation “High-Risk” to locations that pose a specific health, safety or security concern as indicated by sources other than U.S. Department of State, such as the Centers for Disease Control and Prevention, insurers, U.S. Embassies and/or Consulates, or travel providers. 

Low-Risk Destinations comprise those countries that are not on the list of Restricted or High Risk destinations.

IV.  Travel Warning Review and Appeal

William & Mary will have a university travel risk rating for each country that is subject to review on a monthly basis or as the Travel Warning Review Committee (TWRC) deems necessary. The link for a list of countries and their risk ratings can be found on the Reves Center website.

All students, undergraduate and graduate, must check the Reves Center’s travel risk rating system for each country (W&M Country Risk Rating) prior to engaging in international travel to see if there is a warning that requires further review by the Travel Warning Review Committee (TWRC) under the Policy for Student Travel to Travel Warning Countries.  The TWRC is made up of the International Travel and Security Manager (Chair), the Director of Global Education, and William & Mary’s Chief Compliance Officer.

Appeal of denial of travel to a Travel Warning Country – each student who petitions through the TWRC and is denied may appeal to the Vice Provost of International Affairs (VPIA) for further consideration.

V.  Types of International Travel and Approvals

 

Type of Student International Travel

Required Written Approvals for Persons Traveling

Undergraduate students studying internationally (traveling to another country to participate in an academic program for credit or transfer credit at W&M—under any auspices, including study away—at any time of year and for any duration).

Students in this category must consult the Global Education Office (GEO) at the Reves Center for all academic and travel policies and requirements.

Graduate students participating in a program organized by W&M faculty for academic study.

Students in this category must consult their respective Dean or appropriate designee for all academic and travel policies and requirements.

Undergraduate and Graduate students traveling under the auspices of:

  • Student Organizations
  • W&M affiliated sports programs
  • Service learning trips
  • Club sports
  • Individual or group travel for internships or research purposes connected to their academic work.

Low Risk: for travel connected to non-academic work, obtain approval from Sponsoring VP or appropriate designee.  For academic work, obtain approval from faculty advisor/program director/department chair.

Restricted and High Risk: obtain approval from Sponsoring VP, Vice Provost for International Affairs or appropriate designee or, if connected to academic work, faculty advisor/program director/department chair and the Travel Warning Review Committee. Note: Travel on sponsored projects requires Office of Sponsored Programs approval. Undergraduates are prohibited from traveling to countries on the W&M restricted list.  Graduate students must apply to the TWRC if traveling to a restricted country.

Type of Faculty or Staff International Travel

Required Pre-travel Approval for Faculty or Staff Travel

Without students to Low Risk Destinations

 

No formal approval needed, unless otherwise required by individual office, school, or departmental policies.  It is recommended to purchase W&M international health insurance through the Reves Center.

Without students to Restricted and High Risk Destinations

 

If traveling to a restricted warning destination, the traveler must apply for approval from the TWRC. If traveling to a High Risk destination, no formal approval is required. Traveler is required to purchase W&M international health insurance. Travelers are strongly encouraged to review the W&M country rating, U.S. Department of State’s travel planning resources and other pertinent information, as well as the Centers for Disease Control.

With students to Low Risk Destinations

Faculty Travel Organizers - obtain approval from VPIA, Sponsoring Dean, or appropriate designee.  Required to purchase W&M international health insurance.  Graduate and undergraduate students accompanying the faculty or staff organizer must follow the relevant international travel policies described above.

Staff Travel Organizers - obtain approval from Sponsoring Vice President or Dean or appropriate designee. Required to purchase W&M international health insurance. Graduate and undergraduate students accompanying the faculty or staff organizer must follow the relevant international travel policies described above.

With students to Restricted and High Risk Destinations

Faculty Travel Organizers - obtain approval from Sponsoring Dean or appropriate designee.  Required to purchase W&M international health insurance.  Must apply to the TWRC.  Undergraduate students are prohibited from traveling to Restricted Destinations.  Graduate students accompanying the faculty organizer must follow the relevant international travel policies described above. 

Staff Travel Organizers - obtain approval from Sponsoring Vice President or Dean or appropriate designee. Required to purchase W&M international health insurance. Must apply to the TWRC. Undergraduate students are prohibited from traveling to Restricted Destinations.  Graduate students accompanying the faculty organizer must follow the relevant international travel policies described above. 

VI.  General Requirements 

A. Registration

All faculty, staff, and students (undergraduate and graduate) must register with the William & Mary international travel registry. (Full implementation will be 2017-2018)

B. Insurance

All undergraduate and graduate students must purchase international travel insurance.  Faculty and staff traveling internationally to High-Risk destinations for any university-related purpose are required to purchase a comprehensive international insurance plan provided by the university’s authorized vendor. The university’s authorized insurance must be obtained for/by students traveling internationally regardless of whether the traveler has other related coverage.

Insurance Exclusions:

The travel insurance purchase obligation does not apply for:

  • Travel by W&M faculty, staff or students outside of the U.S. for purposes of vacation, winter or spring break travel not associated with a W&M-sponsored program or activity, or pleasure.
  • W&M students who travel outside of the U.S. on their own or as a group with a program not approved or sponsored by W&M.
  • W&M students who travel overseas during a leave of absence from W&M or who are not enrolled during the fall, summer and/or spring semester(s).
  • W&M faculty/staff travel for work outside their employment at W&M.

Find full information about the university’s authorized health and emergency evacuation vendor at: http://www.wm.edu/offices/revescenter/studyabroad/healthsafety/healthinsurance/index.php.

C. Annual Review

The International Travel and Security Manager will review the relevant international travel policies and requirements of W&M academic and administrative units with the appropriate Deans, Vice Presidents, or their designees on an annual basis.

D. Orientation

Student Orientation

  • All students on study abroad or other W&M-sponsored activities abroad (including staff and community members participating as students) must participate in a health and safety pre-departure orientation, developed and maintained by the Reves Center. The orientation for study abroad is delivered by the Global Education Office or its designee, and participation is recorded in the university’s travel registry.
  • Registered Student Organizations (RSOs) are briefed on international activity issues (reporting requirements, insurance, fees, and orientation requirements) during the required briefing by Student Leadership Development Staff or the Reves Center.

Faculty/Staff Orientation

  • Group leaders must attend a pre-departure orientation before taking students abroad to a High Risk Destination. If there are multiple leaders, it is necessary for a leader identified as the primary leader to attend the orientation; all other leaders are encouraged to attend.
  • Study Abroad program directors are required to attend the GEO Workshop.

E. Overseas Laws and Student Conduct

  • While abroad, students are expected to abide by the laws of the host country as well as U.S. laws.
  • William & Mary regulations and policies concerning student conduct, as codified in the Student Handbook, also apply to students abroad.
  • Students traveling on a sponsored activity are strongly discouraged from driving any type of motorized vehicle, especially motorcycles, mopeds, and similar vehicles. Graduate or  professional students who must use a vehicle to conduct their research or to access clinical facilities should use utmost care while driving.

VII.  Export Control

If you are taking with you any equipment (such as a laptop computer) or information (including collaboration or training with foreign nationals), or working with a country subject to a U.S. trade embargo, please contact the International Travel and Security Manager at the Reves Center to seek clarity with regard to compliance with U.S. laws concerning export control. A full list can be found on the U.S. Department of State’s website.

VIII.  Approval and Amendment

This Policy was approved by the Provost.  The Provost has delegated to the Vice Provost for International Affairs the authority to amend or revise this policy. 

IX.  Related Policies and Other Documents

Travel Alerts and Warnings:
http://www.wm.edu/offices/compliance/policies/student_travel_to_travel_warning_countries/index.php

Policy on Travel to CDC Warning Countries:
http://www.wm.edu/offices/compliance/policies/travel_cdc/index.php

Student Code of Conduct:
http://www.wm.edu/offices/deanofstudents/services/studentconduct/studenthandbook/student_code_of_conduct/index.php