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Updated February 2009
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Travel Warnings
- The University of Dayton’s Center for International Programs (CIP) will monitor travel information issued by the U.S. State Department (DOS) and the Center for Disease Control (CDC). This information will be maintained on the CIP web site (international.udayton.edu).
- For University-sponsored and organized instructional programs, including faculty-led instruction and other sponsored coursework/research, in countries or specific areas within countries for which the DOS has issued a Travel Warning
(see below), or the CDC has issued a Travel Health Warning
(see below):
- The University will suspend all programs.
- The University will review on a case-by-case basis requests for waivers from the program director or administrator (see High Risk Travel Waiver/Release Form).
- If a warning is issued after the program is underway, the University’s International Response Team (IRT) will review each situation on a case-by-case basis to determine the appropriate course of action (see International Response Team below).
- Refunds will be evaluated on a case-by-case basis and may depend on specific service-provider refund policies.
Travel Warnings are issued when the U.S. State Department recommends that Americans avoid a certain country.
Travel Health Warning is a recommendation issued against nonessential travel to an area because a disease of public health concern is expanding beyond the locales or populations that were affected initially. The purpose of a travel warning is to reduce the volume of traffic to affected areas, limiting the risk for spreading the disease to unaffected areas.
- For individual travel by students, faculty, and staff who have University funding to pursue research, study or other University-related business in countries or specific areas within countries for which the DOS has issued a Travel Warning, or the CDC has issued a Travel Health Warning:
- The University will not provide funding for undergraduates.
- The University will not provide funding for faculty, staff, or graduate/professional students for a country where a mandatory evacuation order has been issued.
- The University will review on a case-by-case basis requests for waivers (see waiver requests below).
- If a warning is issued after the program is underway, the University will review each situation on a case-by-case basis to determine the appropriate course of action. In general, the University will not require the traveler to reimburse already expended funds. However, the University reserves the right to terminate remaining funding.
- Should a traveler have concerns and decide to return home based on lower-level travel warnings, the University will not require the traveler to reimburse expenses already incurred.
- Requests for a waiver will be considered under limited circumstances. Waiver requests should be submitted to the Center for International Programs and include the following:
- A description of the learning, service, and/or research objectives of the trip.
- The importance of the program to the educational, research, service, or professional development of the group or individual.
- The political and physical conditions at the proposed site that could impact health and safety.
- The level of risk to the individual or group health and safety, including the traveler(s) knowledge of the area and conditions.
- A description of travel conditions within the country and an evacuation plan should it become necessary.
- A signed waiver for each traveler.
In addition to review of the warnings in question and the required waiver, the University’s CIP will seek to obtain information regarding the actions of U.S. companies and organizations in country (e.g. are families of employees being asked to leave). The CIP will also make every attempt to contact the U.S. Embassy or Consulate, as well as Catholic organizations in country to obtain additional information and advice on the situation.
The IRT will review the waiver application along with the additional information collected by the CIP and make a recommendation. The CIP will make the final decision regarding travel waivers. There is no appeal process for waivers that are denied.
International Response Team
- The University has an International Response Team (IRT) that:
- Reviews and makes recommendations on all travel waiver applications.
- Reviews and develops a plan for any situation requiring a comprehensive response that occurs while an individual or group is out of the country. When necessary and at the discretion of the CIP, the CIP may take action prior to full consultation with the IRT.
- Makes recommendations for enhancements or changes to travel guidelines to the international steering body of the University.
- The IRT is composed of representatives of relevant offices and units across campus as follows:
- Campus Ministry
- Center for International Programs
- Education Abroad
- International Student/Scholar Services
- Legal Affairs
- President’s Office
- Provost’s Office
- Public Relations
- Public Safety
- Safety/Risk Management
- Student Development
- Temporary members may be added to address case-specific situations (e.g. representative from program, faculty with expertise)
- Each office/unit will appoint its representative on the team.
- The CIP will be responsible for gathering as much information as possible to present to the IRT for individual cases and situations.
Travel Registration
- All students, faculty and staff who travel abroad for university-related or funded activities must register with the UD Travel Registry prior to travel, and provide the following information:
- Name(s) of traveler(s)
- Program
- Status on program (faculty, staff, student)
- Flight information
- Itinerary and contact information, including telephone and addresses of the travelers’ stays while abroad
- A plan for communicating with the University in case of emergency while traveling
- Travelers are required to keep information current and updates as plans change.
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