International Travel

Table of Contents

• 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
• The Recognized Student Organization has received funding from the university that directly supports the international travel
• 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 Destinations are 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 & 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

VI. General Requirements 

Registration

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

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 on the Reves Center website.

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.

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.

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 & 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 & Other Documents

• Travel Alerts and Warnings
• Policy on Travel to CDC Warning Countries
• Student Code of Conduct