Faculty and Staff International Travel Policy

 

UT Travel CourseS AND UT EXPERIENTIAL EDUCATION ABROAD

For Faculty Directors, Program Directors and Program Assistants

Prior to any international travel and the actual incurring of expenses, all University-sponsored travel requires written approval by the appropriate designated authority (i.e. senior staff members, academic deans and associate deans). The approved travel report form must also be forwarded to the International Programs Office in order to monitor any travel advisories.

The International Programs Office monitors country travel warnings, advisories and/or public announcements set forth by the U.S. Department of State (or other agencies, e.g. the World Health Organization and the U.S. Centers for Disease Control and Prevention). If a travel warning, advisory or public announcement is in effect for the date of intended University-sponsored travel, the International Programs Office will forward information to the provost for further review, including potential recommendations for trip cancellation if there is found to be substantial risk to the traveler.

UT Travel Courses for academic credit and UT Experiential Education Abroad (e.g. community service-learning, athletics abroad and student research abroad) are unique opportunities for students to internationalize their plan of study and develop intercultural skills. Nearly 400 Spartans went abroad last year with over half choosing a UT academic experience. The International Programs Office is committed to making this process as streamlined and organized as possible, while maintaining a high level of quality and enhanced safety and security measures.

If you are interested in contributing to UT's internationalization efforts by leading your own UT Travel Course or UT Experiential Education Abroad during fall 2013, or spring and summer 2014, please submit a UT Education Abroad proposal form by March 1, 2013.
UT Travel Courses (for academic credit)
A UT Travel Course Proposal form is required by the International Programs Committee and the International Programs Office regardless if you have led the same course in the past. As part of your submission, please include the following items:
  • The UT Travel Course Proposal Form (Fall or Winter Programs) or the UT Travel Course Proposal Form (Spring or Summer Programs) with all requisite signatures for all new and recurring travel courses by Nov. 1 for fall or winter Programs and Feb. 15 for spring or summer programs. Please submit both a hard copy to the International Programs Office in Plant Hall 302 and complete the online application form.

    AND
  • The Curriculum Committee Course Form is required for all new travel courses. If the International Programs Committee approves your proposal, it will then pass on your completed course proposal form to the Curriculum Committee for review.

    OR
  • A Destination Change Memo is required for recurring travel courses that plan to change destination. Please submit the memo (see attached example) detailing the destination change when you submit the UT Travel Course Proposal Form.
UT Experiential Education
(community service-learning abroad, athletics and other programs not for academic credit)
A UT Experiential Education Abroad Form is required by the International Programs Committee and the International Programs Office regardless if you have led the same experience in the past. As part of your submission, please include the following items:

Helpful Guidelines for Preparing Your Proposal

UT Travel Courses Abroad
For your reference and to aid you in developing a UT Travel Course Proposal, below are some of the factors that the International Programs Committee considers when reviewing and approving proposals:
  • Inclusion of all required materials, including a syllabus for the course, and all relevant signatures
  • A clear curricular rationale for destination and each activity on the itinerary
  • A clear and complete budget breakdown including airfare, faculty director and program assistant costs, and all costs associated with student and faculty travel. (Tuition is billed separately by the Bursar's Office)
  • An overall program cost that is priced competitively for location and duration of the trip
  • Pricing based on a reasonable estimate of student participation (average travel course enrollment is 12-14 students)
  • Impact on other UT Travel courses or experiences that travel to similar regions and/or target similar groups of students (e.g. specific majors)
  • Consideration of possible student pool and eligible population to register for course. For example, will the course meet a Baccalaureate requirement and thereby be applicable to a large number of students?
  • Potential conflicts of interest if proposal includes teaching non-UT students at site locations
  • An understanding that summer teaching cannot be in-load
  • Housing and accommodations for students and faculty/staff abroad must be licensed, insured and vetted
  • An understanding that faculty and staff cannot use personal credit cards to book any part of the program (including airfare); all payments must go through a UT agency account approved by International Programs Office.
UT Experiential Education Abroad
For your reference and to aid you in developing a travel proposal, below are some of the factors that the International Programs Committee considers when reviewing and approving proposals:
  • Inclusion of all required materials and all relevant signatures
  • Approval of the UT Faculty/Staff Advisor, International Programs Office, the Dean of Students or the Athletic Director
  • A clear rationale for destination and each activity on the itinerary as it relates to student development/leadership
  • A clear and complete budget breakdown including airfare, program director and program assistant costs, and all costs associated with student and faculty travel
  • An overall program cost that is priced competitively for location and duration of the trip
  • Pricing based on a reasonable estimate of student participation (average travel course enrollment is 12-14 students)
  • Impact on other UT Travel courses or experiences that travel to similar regions and/or target similar groups of students (e.g. specific majors)
  • An understanding that a student cannot be a Program Director or Program Assistant
  • Housing and accommodations for students and faculty /staff abroad must be licensed, insured and vetted
  • An understanding that faculty and staff cannot use personal credit cards to book any part of the program (including airfare); all payments must go through a UT agency account approved by the International Programs Office.

Registration Policy For All Staff and Faculty Traveling Abroad

The University supports a broad range of international research, teaching and activities ranging from international travel by individual faculty and/or staff to travel by groups of faculty and/or staff organized by academic departments or programs. The risks and considerations associated with traveling to various international destinations vary depending on the destination, activity and travelers involved. This policy provides guidance in the following areas: (a) general safety and security considerations to be taken into account in programming involving international travel; and (b) situations in which the University arranges and/or sponsors a program involving travel to a destination subject to a crisis or emergency, whether caused by political or military circumstances, public health crises, natural disasters, or other circumstances or events.

Prior Approval

Prior to any international travel and the actual incurrence of expenses, all University-sponsored travel requires written approval by the appropriate designated authority (i.e. senior staff members, academic deans, and associate deans). The approved travel report form must also be forwarded to the International Programs Office in order to monitor any travel advisories.    

The International Programs Office monitors country travel warnings, advisories and/or public announcements set forth by the U.S. Department of State (or other agencies, e.g. The World Health Organization and the U.S. Centers for Disease Control and Prevention). If a travel warning, advisory or public announcement is in effect for the date of intended University-sponsored travel, the International Programs Office will forward information to the Provost for further review, including potential recommendations for trip cancellation if there is found to be substantial risk to the traveler. 

Faculty/Staff with U.S. Passports

In planning for international travel, faculty and staff members with U.S. passports need to be diligent in checking the expiration date on their passport. Travel can be denied if the passport will expire within six months of the date of return from travel. Also, it is the responsibility of faculty and staff members holding U.S. passports to arrange for all necessary travel visas, travel immunizations, re-entry documentation and/or other essential documentation prior to travel. It is the responsibility of each faculty/staff to officially register with the U.S. embassy or consulate in the country or countries he or she is visiting at www.travel.state.gov. Confirmation and proof of the registration process must be forwarded by the traveler to the International Programs Office.

Faculty and Staff with Non-U.S. Passports
Faculty and staff members holding non-U.S. passports need to be diligent in checking the expiration date on their passport and make sure their U.S. visa or permanent resident documents are valid for re-entry into the U.S. Travel can be denied if immigration documents are not in order or if the passport will expire within six months of the date of return to the U.S. from travel. Also, it is the responsibility of faculty and staff members holding non-U.S. passports to arrange for all necessary travel visas, travel immunizations and/or other essential documentation necessary for entry into other countries prior to travel. It is the responsibility of each faculty or staff member to officially register with his or her home country embassy or consulate in the country or countries he or she is visiting.

Supplemental International Travel Insurance

For All Staff and Faculty Traveling Abroad