William & Mary Travel Policies (Updated May 1, 2021) Despite progress with vaccination, the global COVID-19 pandemic continues. Given these circumstances, stringent limitations on university travel, both domestic and international, continue to be warranted.
William & Mary Travel Policies (Revisions Effective May 1, 2021)
Overview: Despite progress with vaccination, the global COVID-19 pandemic continues. Given these circumstances, stringent limitations on university travel, both domestic and international, continue to be warranted. In order to protect the health of the university and greater Williamsburg community, non- essential William & Mary travel remains suspended until conditions improve. W&M leadership recognizes that in a limited number of cases, university travel may be essential. Accordingly, this policy establishes travel protocol and a review and approval process for travel and meals deemed essential by the cabinet-level supervisor or Dean and appropriate for an exemption. Non-essential travel and meals will remain suspended.
HEALTH PROTOCOLS FOR ESSENTIAL OVERNIGHT TRAVEL
Consistent with current CDC guidance, those traveling domestically overnight who have not been fully vaccinated will be required to:
- Test negative for COVID-19 1-3 days prior to travel,
- Maintain appropriate public health protocols, including masking, distancing and handwashing,
- Test 3-5 days after travel, and
- Self-quarantine for at least 7 days before returning to work in-person.
Those traveling internationally who have not been fully vaccinated will be required to follow the same protocols AND those traveling internationally via air will be required to present a negative COVID-19 test result no more than 3 days prior to arriving back in the U.S, along with following all national travel requirements of the foreign country or countries visited.
Travelers who can document that they were fully vaccinated (i.e., at least two weeks past the final recommended vaccine shot) prior to embarking on the trip are exempt from these requirements and may return to work immediately after travel if they are asymptomatic. To be exempted, you must upload photos of the vaccination card you obtained when you received a COVID-19 vaccine. Kallaco Health & Technology has introduced the ability to upload proof-of-vaccination in the Kallaco portal. If you do not have a Kallaco account, create one by choosing “Forgot Password,” and do not use your W&M password. Visit the Records section of the Kallaco portal and follow the prompts to upload a photo of your vaccination card. You must complete this upload process for each vaccine dose on your card. Those traveling internationally who have documented through the Kallaco portal that they are fully vaccinated must still notify the ITRC in advance of travel.
REVIEW AND APPROVAL FOR DIFFERENT TYPES OF TRAVEL
Grant- and Contract-funded Travel: Some faculty and student travel may be required for the timely completion of deliverables set out in formal W&M grants, cooperative agreements, and contracts. Requests to authorize domestic travel related to ongoing grants and contracts will be considered by the Office of Sponsored Programs (Williamsburg/Gloucester campuses) in collaboration with members of the COVID-19 Response Team, wherever that is necessary, and approved on a case-by-case basis.
Requests to authorize international travel related to ongoing grants and contracts will be considered by both the Office of Sponsored Programs and the International Travel Review Committee (ITRC), which has access to relevant faculty expertise.
Other Domestic Scholarly Travel: Some travel may be vital to the research and teaching of faculty members and students working on domestic themes. Wherever possible, faculty and students should explore alternative ways to carry out domestic research and teaching projects using distance technology or locally available sources and data. In exceptional cases, requests to authorize domestic travel by faculty and students should be submitted to the dean for review. In Arts & Sciences, such requests should be made to the Travel Review Committee, which has access to relevant faculty expertise. The TRC will review them according to criteria from the Centers for Disease Control and Prevention, as well as factors such as the academic necessity of travel at the time, the public health environment in the destination U.S. location, and the preparation of the traveler for limiting the health and safety risks of such travel.
International Scholarly Travel: Some travel abroad may be vital to the research and teaching of faculty members and graduate students working on global themes. Whenever possible, faculty and graduate students should explore alternative ways to carry out global research and teaching projects using distance technology or locally available sources and data. In exceptional cases, requests to authorize international travel by Arts & Sciences faculty and graduate students should be submitted to the TRC, which will review them according to criteria from the Centers for Disease Control and Prevention and the U.S. Department of State, as well as factors such as the academic necessity of travel at the time, the public health environment in the destination country or countries, and the preparation of the traveler for limiting the health and safety risks of such travel. As is always the case under the university’s international travel policy, TRC decisions about international travel will be made in consultation with relevant faculty experts. For international travel by faculty and students outside of A&S, requests should be submitted to the ITRC.
Professional Travel for Faculty and Staff: Recognizing the need to travel in delivering essential academic, research and business services – when such travel can be done safely – authorization for W&M professional faculty and staff travel may be requested through the relevant dean for faculty and staff working in one of the five schools, and for all others through the appropriate Cabinet members. Travel necessary for the completion of grants, contracts or cooperative agreements will be considered by the Office of Sponsored Programs (Williamsburg/ Gloucester campuses).
Staff travelers must submit a pre-approval request through Chrome River for all travel, including day trips and meals. Pre-approval will be routed to the appropriate dean or other Cabinet member.
Delegates may not approve on behalf of the Cabinet member unless such delegation is approved by the Chief Operating Officer or Provost.
Undergraduate Student Travel within the U.S.: Most domestic undergraduate student travel continues to be suspended during spring semester and summer. Exceptions for student athletes must be approved by the athletics director. Exceptions for undergraduate research assistants must be approved by the Office of Sponsored Programs.
Study Abroad Travel: In line with the W&M International Travel Policy, given the current CDC and Department of State Travel Alerts, all spring and summer 2021 study abroad or other essential undergraduate international travel requires approval by the ITRC. As in fall 2020, limited exceptions will be considered by the ITRC to accommodate international students with no way of returning to Williamsburg at this time, and other students with exceptional reasons for undertaking study abroad this spring or summer and considerable in-country support.
If you have additional questions, please email the COVID-19 Response Team at COVIDResponse@wm.edu.