蘑菇传媒

Introduction

International travel is an integral part of the academic, research, and healthcare mission of the URochester, and 蘑菇传媒 broadly encourages and supports international travel by its faculty, staff, and students in support of that mission鈥攖hese opportunities offer valuable learning experiences for students and provide faculty members with mechanisms to enhance their research and teaching.

Objective

The goal of this policy is to help ensure the health, safety, and security of members of the 蘑菇传媒 community undertaking international travel consistent with the broad activity and intellectual exploration inherent to the international reach of a research university. It seeks to enable consistent planning, operation, and response among widely varied academic units and activities; provide for expeditious and consistent institutional support for 蘑菇传媒 global activities in the event of crisis; reduce risk to travelers and the institution; and connect 蘑菇传媒 travelers with appropriate resources and support.

Scope

This policy applies to all 蘑菇传媒-sponsored or -supported travel; it does not apply to non-蘑菇传媒 or personal travel. This policy does not cover all requirements for international employment or international student programs[2]. In additional to compliance with this policy, all international programs involving student travel abroad must conform to the 蘑菇传媒 Education Abroad Program Policy.

Definitions

• Foreign Country of Concern: China, North Korea, Russia, Iran, and any other country determined to be a country of concern by the Secretary of State.
• International Travel Review Committee (ITRC): The ITRC is a standing committee advisory to the Provost on matters related to international travel, health, and safety of all 蘑菇传媒 faculty, staff, students, and post-docs traveling or studying abroad on 蘑菇传媒-affiliated programs or business. Responsibilities also include policy review, travel proposal review, and other risk-related recommendations.
• High-Risk Destinations: Countries under current U.S. Department of State Travel Advisory levels 3 (鈥淩econsider Travel鈥�) and 4 (鈥淒o Not Travel鈥�), or regions, provinces, and cities that contain the language 鈥淩econsider Travel鈥� or 鈥淒o Not Travel鈥� within the narrative of any level 1鈥�4 Travel Advisory. Locations under a Centers for Disease Control and Prevention (CDC) designation of 鈥淲arning Level 3, Avoid Nonessential Travel鈥� are also considered high-risk. The 蘑菇传媒 may apply the designation 鈥渉igh risk鈥� to locations that pose a specific health, safety, or security concern as indicated by other sources, such as our insurers or intelligence providers.
• International Travel: Travel undertaken outside the 50 United States.[1]
• Sanctioned Countries: Countries subject to comprehensive United States trade or economic restrictions administered by the U.S. Office of Foreign Assets Control, including Cuba, Iran, North Korea, Russia, and the following regions of Ukraine: Crimea, Donetsk, and Luhansk.
• Sponsoring Unit: A department, school, college, center, office or other 蘑菇传媒 entity that organizes, approves, or supports an overseas activity.
• Travel Registration: 蘑菇传媒 record (completed by traveler or traveler proxy prior to departure) of traveler name, date, destination, itinerary, and contact information.
• 蘑菇传媒-Sponsored or Supported Travel: Academic or business travel undertaken by 蘑菇传媒 Faculty, Staff, or Students and, in the case of students and medical residents, developed, funded, or administered by the URochester, or in the case of faculty/staff, related to the individual鈥檚 role at 蘑菇传媒 or developed, funded, or administered by 蘑菇传媒 (including travel pursuant to a funded research project). Such travel may include, but is not limited to: teaching, research, conferences, administrative work, for-credit study, internships, field studies, service learning, volunteer or work programs and other experiential learning, performances, athletic competitions, and trips abroad in connection with student organizations recognized by any 蘑菇传媒 academic or administrative unit, and students in absentia.
• Waiver of Liability: A legal document signed by a person participating in an activity, acknowledging that the individual is aware of the risks associated with participation in the activity and agreeing to waive any claims against the 蘑菇传媒 arising from any loss or injury suffered while participating in the activity.

Travel Authorization

Individuals traveling internationally on 蘑菇传媒-sponsored programs or 蘑菇传媒-supported travel must conform to all pre-travel requirements, including all appropriate approvals and authorizations. General requirements are summarized below, and all travelers are responsible for ensuring compliance with additional policies implemented within their department. 蘑菇传媒 personnel must comply with policy items that align to the capacity in which they are traveling (e.g., a staff member who is also enrolled as a student and is traveling as part of a credit-bearing course must comply with all requirements for student travel.)

• All Students: Undergraduate and Graduate Students (including Medical Students): Students must receive approval from their schools and departments and meet all requirements set forth by the Center for Education Abroad (CEA) and the Office for Global Engagement. Students participating in: Rochester Programs, Direct Enroll Programs, Exchange Programs, Third-party Programs, Partner Programs, Non-partner programs, or non-credit experiences should consult the Center for Education Abroad to ensure all requirements are met.
• Postgraduate Medical Trainees: Travel by medical residents and fellows is permitted when approved by the .
• Faculty and Staff (including fellows and post-docs): Faculty and staff traveling abroad, without students, to locations that generally do not pose elevated levels of risk (e.g., not designated as high-risk, not sanctioned by U.S. government, etc.) are not required to seek authorization through Global Engagement.

  Faculty and staff traveling abroad as a leader, organizer, or facilitator for a student (or group of students) must contact CEA for a formal review of the planned program. Program review ensures that all programs are developed in alignment with CEA policy and guidelines, including industry standards and best practices.

Export Control Matters

Individuals traveling internationally on 蘑菇传媒-sponsored programs or 蘑菇传媒-supported travel must comply with the following notifications for export control compliance purposes at least five (5) business days before undertaking the travel.

• All Students (including Undergraduate, Graduate Students, and Medical Students), Postgraduate Medical Trainees, Faculty and Staff (including fellows and post-docs): Students, medical residents and fellows, and faculty and staff traveling on 蘑菇传媒-sponsored programs or 蘑菇传媒-supported travel must notify the 蘑菇传媒鈥檚 Export Control Officer before traveling (1) to a Sanctioned Country, (2) internationally with 鈥渢echnical data鈥� controlled by the International Traffic in Arms (ITAR), or (3) traveling to a Foreign Country of Concern with a URochester-owned electronic device (other than a 鈥渓oaner鈥� device furnished by the 蘑菇传媒).

Travel Registration

Travel registration enables the 蘑菇传媒 to provide resources and support to travelers prior to, and during, international travel. Timely registration is also critical for ensuring enrollment in 蘑菇传媒-provided travel insurance and ensuring compliance with evolving federal research security mandates. Failure to register travel could result in ineligibility for university coverages, leaving a traveler without critical support, such as financial reimbursement for medical emergencies or other forms of assistance during a medical or security emergency while abroad.

Registration does not constitute a request for travel approval, and completion of the registration process does not constitute 蘑菇传媒 approval.

In addition to the travel resources available through the registration process, travelers are strongly encouraged to reach out to 蘑菇传媒 IT directly and discuss additional resources such as the use of loaner devices while abroad. Many travelers may be eligible to use a loaner device, which can lessen security risks.

• All Students: Undergraduate and Graduate Students (including Medical Students): All 蘑菇传媒 students traveling abroad on 蘑菇传媒-sponsored or 蘑菇传媒-supported travel are required to register their trip. Registration should be completed as early as possible and no less than 30 days prior to departure.聽 This includes travel that is developed, funded, administered, or otherwise supported by the URochester.

  The 蘑菇传媒 provides a secure for students to register their travel plans when they are going on 蘑菇传媒-sponsored or 蘑菇传媒-supported travel. Students who have applied to and been accepted to a program in the are already registered in the EA Portal with an appropriate program and the Student Travel Form is not required.

  Travel registration for students participating in the following specialty, experiential, or service learning abroad including (but not limited to): Artistic Performance, Athletic Team Trip, Business, Work, Conference, Internship, and Research are required to complete the Student Travel Proposal Form.

• Postgraduate Medical Trainees: Medical residents and fellows are required to register their travel with the Office for Global Engagement.
• Staff: Staff are required to register their travel with the 聽(via web-based portal) before undertaking any 蘑菇传媒-sponsored or 蘑菇传媒-supported international travel.
• Faculty (including fellows and postdocs):聽Faculty are required to register their travel with the 聽(via web-based portal) before undertaking any 蘑菇传媒-sponsored or 蘑菇传媒-supported international travel.

High-Risk Travel

• All Students: Undergraduate and Graduate Students (including Medical Students): Students must submit a travel permission request form to travelsecurity@rochester.edu for required review and approval by the International Travel Review Committee (ITRC). Standing approvals for frequent or recurring travel may be issued at the discretion of the ITRC.

  All high-risk travel requests should be submitted as far in advance as possible and at least two months prior to proposed dates of travel.

• Postgraduate Medical Trainees: Travel to high-risk locations by medical residents and fellows is permitted only when approved by the Graduate Medical Education Office.
• Faculty & Staff (including fellows and postdocs):聽Faculty and staff travel to high-risk destinations may be reviewed for health, safety, or other risk management purposes. Travelers are encouraged to seek advice from the 聽early in the planning process to develop plans to help mitigate risks.

Minors

Travel for 蘑菇传媒 programs involving the participation of minors must comply with 蘑菇传媒鈥檚 Policy on Minimum Standards for Programs for Minors and Children and human resources policy for the Employment of Minors.

Waivers of Liability

Each Sponsoring Unit must ensure that all participants sign a Waiver of Liability form prior to departure on 蘑菇传媒-sponsored or 蘑菇传媒-supported international travel to high-risk destinations.

In each case, the form used must be a standard 蘑菇传媒 form and must be tailored to the specific program and risks. Signed forms must be kept on file by the Sponsoring Unit for four years from the end of the trip or program.

Insurance and Travel Assistance

All individuals traveling on 蘑菇传媒 business or 蘑菇传媒-sponsored or 蘑菇传媒-supported international travel are eligible for international travel insurance and assistance coverage, fully sponsored by URochester. Details of coverage are available through Global Engagement鈥檚 website or may be obtained by contacting Global Engagement at travelsecurity@rochester.edu.

International travel insurance plans are not intended to replace primary healthcare coverages. Students undertaking 蘑菇传媒-sponsored or 蘑菇传媒-supported international travel must possess health insurance that meets minimum standards, and faculty and staff are strongly encouraged to review their personal health insurance coverage.

Note: Exclusions to insurance coverages apply. Some activities, especially those that are not organized by the 蘑菇传媒 or the 蘑菇传媒鈥檚 partners, may not be covered. Common exclusions include but are not limited to: willful criminal activity, unlicensed operation of motor vehicle, skiing, skydiving, other sporting activities, etc. All travelers are responsible for understanding limitations of coverage and must individually procure any additional necessary coverages.

Emergency Evacuation and Trip Cancellation

If the safety or security of a location changes after the traveler receives permission to travel, the 蘑菇传媒 may revoke the approval or require travelers to meet additional stipulations or travel requirements.

In cases of a serious emergency or other event that raises a serious safety or health concern while a traveler is abroad, the 蘑菇传媒 may require travelers to return early or adjust their travel itinerary. In such scenarios, 蘑菇传媒 will evaluate specific travel situations and protocols regarding travel evacuation or cancellation with any affected stakeholders.

During all international travel, and especially in emergency situations, travelers must follow directives and guidelines from local authorities. Travelers are also expected to comply with any entry restrictions implemented by the United States government, state governments, or local authorities upon their return from abroad.

Reporting of Incidents Abroad

Incidents, including accidents, injuries, illnesses, mental-health-related issues, criminal activity and the like, that impact the health or safety of any 蘑菇传媒 person during international travel, must be reported to the 蘑菇传媒 Public Safety or the Director of Global Travel Risk Management.

If a student is seeking assistance related to an incident of sexual misconduct and does not want to make a formal report about the incident to the URochester, the student should be referred to options for anonymous reporting on the Sexual Misconduct and Title IX website here.

Student Conduct

Student conduct while on international travel is subject to existing . Disciplinary procedures followed will be fundamentally fair and consistent with the 蘑菇传媒鈥檚 procedures to the maximum extent feasible under the circumstances.

[1] U.S. Territories are considered outside the 50 United States.

[2] Additional resources are located in Appendix I