Center for International Education


International Travel

Please email itr@utk.edu if you have questions regarding your international travel registration after reading the information below.

International Travel Registration

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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)

UT is committed to supporting and encouraging a wide variety of international opportunities for faculty and staff. The safety and security of UT faculty and staff as they travel abroad is important to the University.

UT International Travel Registration Process

UT requires that all faculty and staff traveling abroad on UT funds of any kind or conducting official university travel even 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;
– have access to International SOS or CISI insurance;
– be reimbursed for expenses; or
– receive academic credit (if applicable).

STEP (Smart Traveler Enrollment Program)

Faculty and staff are advised to register with the US Department of State STEP program. Complete this process online: https://step.state.gov/step/. 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 alerts.

US Department of State Travel Advisories and the Centers for Disease Control Travel Alerts/Warnings

The US Department of State now issues Advisory Levels for ALL countries and in some cases areas within countries. The advisory levels are as follows:

Level 1: Exercise Normal Precautions

Level 2: Exercise Increased Caution

Level 3: Reconsider Travel

Level 4: Do Not Travel

Although a country may have a level 1 or 2 advisory, specific areas within that country may have a Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” advisory. Travelers must take into consideration any Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” applicable to any country or any specific area within a country when planning international travel. UT does not recommend travel to destinations with:

  • an active US Department of State Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” 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 there is an active US Department of State Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or a Travel Health Warning issued by the Centers for Disease Control (Level 3). For exceptions, please see the travel policies below:

UT Faculty-Directed Programs

If the US Department of State issues a Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country or any specific area within 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. Petitions should be sent to itr@utk.edu. Waivers apply to one program only (unless specified by the committee). A waiver for one program in a country or area does not automatically apply to another program in that same country or area. The Provost will be notified if a UT program is approved to run in a country or area with an active Department of State travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel”. 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 Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country or any specific area within 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 official university business (outside of Center for International Education faculty-led programs)

If the US Department of State issues a Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country or any specific area within a country in which a UT faculty/staff wishes to conduct official university business, the faculty/staff may not use UT funds. Faculty/staff may complete a petition for a policy waiver. Petitions should be sent to itr@utk.edu. 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 before travel may commence. The university is not responsible for the health and safety of any faculty/staff who decide to travel to locations despite them being under a US State Department Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or CDC Travel Health warnings.

Faculty/staff may also appeal directly to the Provost if their travel 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 International Travel Registration Process

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;
– have access to International SOS or CISI insurance;
– be reimbursed for expenses; or
– receive academic credit (if applicable).

STEP (Smart Traveler Enrollment Program)

In addition, students are advised to register with the US Department of State. Complete this process online: https://step.state.gov/step/. 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 advisories.

US Department of State Travel Advisories and the Centers for Disease Control Travel Alerts/Warnings

The US Department of State now issues Advisory Levels for ALL countries and in some cases areas within countries. The advisory levels are as follows:

Level 1: Exercise Normal Precautions

Level 2: Exercise Increased Caution

Level 3: Reconsider Travel

Level 4: Do Not Travel

Although a country may have a level 1 or 2 advisory, specific areas within that country may have a Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” advisory. Travelers must take into consideration any Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” applicable to any country or any specific area within a country when planning international travel. UT does not recommend travel to destinations with:

  • an active US Department of State Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” 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 Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or a Travel Health Warning issued by the Centers for Disease Control. For exceptions, please see the travel warning policies below:

UT Faculty-Directed Programs

If the US Department of State issues a Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country or any specific area within 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 or area does not automatically apply to another program in that same country or area. The Provost will be notified if a UT program is approved to run in a country with an active Department of State Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or the Centers for Disease Control and Prevention issue a Travel Health 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 Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country or any specific area within 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 or area with an active Department of State travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or the Centers for Disease Control and Prevention issue a Travel Health 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

Students may participate in non-UT programs in countries with a US Department of State Advisory Level 1 or 2. If there is an area within the country at a higher level, students should not travel to these areas.

If the US Department of State issues a Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country or any specific area within 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 should be sent to itr@utk.edu. The International Risk Management Committee will review the petition, 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 or areas with Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” 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 health and safety of any student who decides to travel to locations despite them being under Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or Travel Health warnings.

Students (undergraduate and graduate) may appeal to the Provost if their travel advisory 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.

The Center for International Education may approve few select non-UT programs within a country holding a Level 3 “Reconsider Travel” based on program criterion. In such cases, the student would not complete a petition for exception with the International Risk Management Committee. The student would need to sign indicating an understanding of the elevated risk to the country. If a student chooses any other program or wants to conduct independent travel, then they would still need to go through the regular petition procedures.

 

UT Students conducting independent travel

If the US Department of State issues a Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country or any specific area within 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. Petitions should be sent to itr@utk.edu. 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 before travel commences. The university is not responsible for the health and safety of any student who decides to travel to locations despite them being under Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not 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) or areas.

Students (undergraduate and graduate) may appeal to the Provost if their travel 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
  • Experience Learning Risk Manager
  • 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 Chrome 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.

For answers to common questions about international travel, visit our FAQ page.

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