Center for International Education


International Travel

 

International Travel Registration

Faculty/Staff Registration (Create new registration) One for each international trip

Is this all I have to do to register my travel?

If you are going to a country under a U.S. Department of State Travel Warning or CDC Travel Alert, you are required to complete a request for exception.  The request should be emailed to the Center for International Education at itr@utk.edu.  Travel will not be approved until this step and the review is complete.

Faculty/Staff Registration (Login to saved registrations)

 

Student Registration (Create new registration) One for each international trip

Is this all I have to do to register my travel?

If you are going to a country under a U.S. Department of State Travel Warning or CDC Travel Alert, you are required to complete a request for exception.  The request should be emailed to the Center for International Education at itr@utk.edu.  Travel will not be approved until this step and the review is complete.

Student Registration (Login to saved registrations)

Travel Policy (Faculty, Staff, and Students)

Travel Policy: Knoxville Campus

Travel Policy: UTIA

Additional Guidelines on International Travel Policy (Faculty/Staff)

Faculty and staff

UT is committed to supporting and encouraging a wide variety of international opportunities for faculty and staff. The university is also concerned about the safety and security of its faculty and staff as they travel abroad and has established general guidelines to address these concerns.

UT requires that all faculty and staff traveling abroad on UT funds of any kind or conducting university business at no cost to complete the online International Travel Registration process. International travel registration is critical to the university’s risk management program, and will allow the university to communicate with faculty and staff in the event of an emergency. All students traveling on a faculty/staff member’s travel authorization request must also complete the online international travel registration process before the faculty/staff member’s travel authorization will be approved. (Students participating on study abroad programs through the Center for International Education are automatically registered and do not need to register again.)

In order to begin the International Travel Registration process, please click here: International Travel Registration

If faculty and staff do not complete the registration process, they will not receive travel authorization and they will not be reimbursed for expenses or receive academic credit if applicable.

In addition, faculty and staff are advised to register with the United States Embassy. This process can now be done online. In the event that issues affecting the safety of US citizens unexpectedly arise, the US Embassy needs up-to-date contact information for visitors in order to disseminate safety information, evacuation orders, or other updated travel warnings.

Travel to Destinations with Travel Warnings or Travel Health Warnings

UT does not recommend travel to destinations with an active US Department of State Travel Warning or a Travel Health Warning issued by the Centers for Disease Control.

Please note that UT funds cannot be used for travel to any destination where this is an active US Department of State Travel Warning or a Travel Health Warning issued by the Centers for Disease Control (Level 3). For exceptions, please see the travel warning policies below:

 

UT Faculty-Directed Programs located in countries with Travel Warnings or Travel Health Warnings

If the US Department of State issues a Travel Warning or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country in which UT operates faculty-directed study abroad programs before the departure date of the programs, the programs will be immediately suspended. The faculty leaders of the impacted program(s) may petition the International Risk Management Committee for a program suspension waiver. Waivers apply to one program only (unless specified by the committee). A waiver for one program in a country does not automatically apply to another program in that same country. The Provost will be notified if a UT program is approved to run in a country with an active Department of State travel warning. The Provost has the final decision and may overturn the decision of the international risk management committee.

If the petition is denied by the international risk management committee, faculty and staff leading the program may appeal to the Provost directly. Faculty/staff have 14 days to appeal after notification of the committee’s decision. As part of this appeal, the faculty/staff may include additional information not included in the initial petition. It is the responsibility of the faculty/staff member to submit the appeal directly to the Provost. The Provost will notify the international risk management committee’s designee of his/her decision.

If the US Department of State issues a Travel Warning or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country in which UT operates faculty-directed study abroad programs while the program(s) is in session but where circumstances pose no immediate threat to student health or safety, the program will be reviewed by the International Risk Management Committee, which will decide if the program is to continue. The Provost will also be notified if a UT program is approved to continue. The Provost has the final decision and may overturn the decision of the international risk management committee.

In the case of an immediate threat to student health, safety, or welfare, the International Risk Management Committee in consultation with the Provost has the discretion to suspend the program and begin evacuation immediately.

UT Faculty/Staff conducting independent travel in countries with Travel Warnings or Travel Health Warnings

If the US Department of State issues a Travel Warning or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country in which a UT faculty/staff wishes to conduct independent travel, the faculty/staff may not use UT funds. Faculty/staff may complete a petition for a policy waiver. The International Risk Management Committee will review the petition. If the committee grants an exception to the policy, then faculty/staff must complete the normal international travel registration process. The university is not responsible for the decision of the faculty/staff to travel to locations under Travel or Travel Health warnings.

Faculty/staff may also appeal directly to the Provost if their travel warning petition is denied by the international risk management committee. Faculty/staff have 14 days to appeal after notification of the committee’s decision. As part of this appeal, the faculty/staff may include additional information not included in the initial petition. It is the responsibility of the faculty/staff member to submit the appeal directly to the Provost. The Provost will notify the international risk management committee’s designee of his/her decision.

Additional Guidelines on International Travel Policy (Students)

Undergraduate and Graduate Students

UT is committed to offering and encouraging a wide variety of international education opportunities to its undergraduate, graduate and professional students. The university is also concerned about the safety and security of its students as they travel abroad and has established general guidelines to address these concerns.

UT requires that all undergraduate and graduate students traveling abroad on UT funds of any kind or those who wish to receive UT academic credit to complete the online International Travel Registration process. International travel registration is critical to the university’s risk management program, and will allow the university to communicate with students in the event of an emergency. All students traveling on a faculty/staff member’s travel authorization request must also complete the online international travel registration process before the faculty/staff member’s travel authorization will be approved.

Students participating on study abroad programs through the Center for International Education are automatically registered and do not need to register again.

In order to begin the International Travel Registration process, please click here: International Travel Registration

If students do not complete the registration process, they will not receive travel authorization and they will not be reimbursed for expenses or receive academic credit if applicable.

In addition, students are advised to register with the United States Embassy. This process can now be done online. In the event that issues affecting the safety of US citizens unexpectedly arise, the US Embassy needs up-to-date contact information for visitors in order to disseminate safety information, evacuation orders, or other updated travel warnings.

Travel to Destinations with Travel Warnings or Travel Health Warnings

UT does not recommend travel to destinations with an active US Department of State Travel Warning or a Travel Health Warning issued by the Centers for Disease Control.

Please note that UT funds and academic credit cannot be used/awarded for travel to any destination where this is an active US Department of State Travel Warning or a Travel Health Warning issued by the Centers for Disease Control. For exceptions, please see the travel warning policies below:

UT Students conducting independent travel in countries with Travel Warnings or Travel Health Warnings

The International Risk Management Committee will not approve students to travel on university funds to countries where the US Department of State Travel Warning recommends that US citizens depart from the country or defer all non-essential travel to it. Academic credit cannot be awarded for work completed in these countries.

UT Faculty-Directed Programs located in countries with Travel Warnings or Travel Health Warnings

If the US Department of State issues a Travel Warning or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country in which UT operates faculty-directed study abroad programs before the departure date of the programs, the programs will be immediately suspended. The faculty leaders of the impacted program(s) may petition the International Risk Management Committee for a program suspension waiver. Waivers apply to one program only (unless specified by the committee). A waiver for one program in a country does not automatically apply to another program in that same country. The Provost will be notified if a UT program is approved to run in a country with an active Department of State travel warning. The Provost has the final decision and may overturn the decision of the international risk management committee.

If the petition is denied by the international risk management committee, faculty and staff leading the program may appeal to the Provost directly. Faculty/staff have 14 days to appeal after notification of the committee’s decision. As part of this appeal, the faculty/staff may include additional information not included in the initial petition. It is the responsibility of the faculty/staff member to submit the appeal directly to the Provost. The Provost will notify the international risk management committee’s designee of his/her decision.

If the US Department of State issues a Travel Warning or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country in which UT operates faculty-directed study abroad programs while the program(s) is in session but where circumstances pose no immediate threat to student health or safety, the program will be reviewed by the International Risk Management Committee, which will decide if the program is to continue. The Provost will be notified if a UT program is approved to run in a country with an active Department of State travel warning. The Provost has the final decision and may overturn the decision of the international risk management committee.

In the case of an immediate threat to student health, safety, or welfare, the International Risk Management Committee in consultation with the Provost has the discretion to suspend the program and begin evacuation immediately.

Non-UT Programs located in countries with Travel Warnings or Travel Health Warnings

If the US Department of State issues a Travel Warning or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country in which a UT student wishes to study on a non-UT program, the student is required to complete a petition for a policy waiver before UT funds may be used or academic credit received. The petition will be reviewed by the International Risk Management Committee, and the student will be notified of the decision. If the International Risk Management Committee denies the petition request, the student may not use any UT funds (including the TELS scholarship and existing financial aid package) for his/her study abroad program or receive academic credit.

In addition, the Center for International Education will not provide any support to students who still wish to participate in program(s) located in countries with Travel Warnings and will not be able to maintain the student’s enrollment at UT during the study abroad term. If the International Risk Management Committee approves the petition, then the student may participate in the program and will receive access to all regular study abroad services offered by UT. The university is not responsible for the decision of the student to travel to locations under Travel or Travel Health warnings.

Students (undergraduate and graduate) may appeal to the Provost if their travel warning petition is denied by the international risk management committee. Their appeals must be sent to international risk management committee’s designee at itr@utk.edu. Students must conduct all communication with the designee. Students have 14 days to appeal after notification of the committee’s decision. The Provost’s decisions are final.

UT Students conducting independent travel in countries with Travel Warnings or Travel Health Warnings

If the US Department of State issues a Travel Warning or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country in which a UT student wishes to conduct independent travel, the student may not use UT funds or receive academic credit. This policy applies to all UT students (undergraduate and graduate) who are receiving funds from UT to pay for a portion or all of their expenses for independent travel (independent study, research, conference attendance, etc). Students may complete a petition for a policy waiver. The International Risk Management Committee will review the petition. If the committee grants an exception to the policy, then students must complete the normal international travel registration process. The university is not responsible for the decision of the student to travel to locations under Travel or Travel Health warnings. If the committee does not approve the petition, then students may not use UT funds or receive academic credit for work completed in the country(ies).

Students (undergraduate and graduate) may appeal to the Provost if their travel warning petition is denied by the international risk management committee. Their appeals must be sent to international risk management committee’s designee at itr@utk.edu. Students must conduct all communication with the designee. Students have 14 days to appeal after notification of the committee’s decision. The Provost’s decisions are final.

Cultural Insurance Services International (CISI)

Cultural Insurance Services International (CISI)

CISI is an insurance provider.  Students on certain study abroad programs and non-credit group travel within colleges and department will have CISI.  Individuals with CISI should use their informational portal and call CISI if you need assistance while abroad.

Business travelers (and dependents) can also purchase CISI for the duration of your travels. Instructions for purchasing the insurance can be downloaded here.

International SOS

International SOS

International SOS is not insurance. It is an emergency assistance company and information source.

UT’s membership login is 11BCAS080063.

International Risk Management Committee

Risk Management Committee

The International Risk Management Committee was appointed by the provost to review safety and security conditions associated with UT study abroad programs and independent international travel undertaken by students, faculty and staff. The committee is responsible for deciding when individuals associated with UT may travel for UT business, use UT funds and/or receive academic credit for travel to international destinations. In addition to the  US Department of State Travel Warnings and Centers for Disease Control and Prevention Travel Health Warnings, the committee considers a variety of factors—the most important being the safety of UT students, faculty and staff.

The International Risk Management Committee may consist of the following permanent members:

  • Associate Provost of the Center for International Education (Convening Chair)
  • Dean of Students Representative
  • Director of the Office of Risk Management
  • Student Health Service Administrator
  • Director of the Programs Abroad Office
  • Director of the Office of International Partnerships and Exchanges
  • Appointed Faculty Member

Should circumstances warrant, the International Risk Management Committee may also invite the following individuals to provide additional information:

  • Additional UT faculty member(s) with significant expertise in the affected country or region
  • Dean of the college sponsoring the study abroad program or independent travel
  • Appointed General Counsel
  • Other individuals as needed

 

For optimal performance of the International Travel Registration process we strongly recommend the use of the Firefox internet browser.  You will receive error messages when creating new registrations through Internet Explorer (IE). If you have questions, please contact the Center for International Education, itr@utk.edu.

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