O. International Travel Policy

(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.III.O.1.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

1.   Purpose and Scope

The University's International Travel Policy is intended to promote the health, safety and security of all members of the University community while traveling abroad. The university supports and promotes travel on its behalf by individuals whose business or scholarly activities involve international travel while encouraging sound business practices and security measures that minimize risks to the traveler and the institution.

The International Travel Policy applies to all faculty, staff and students traveling outside of the United States of America, including travel to off-shore United States territories and possessions, on University-related activities, which may comprise but are not limited to study, research, internships, service, conferences, presentations, teaching, performances or athletic competitions.

The International Travel Policy outlines the University's requirements with regard to: (2) the University International Travel Registry, (3) the International Travel Assistance & Insurance Program and (4) International Travel Risk Review.

2.   International Travel Registry

2.1   Definition

2.1.1   The UNH International Travel Registry is a database for maintaining critical travel information for faculty, staff and students traveling abroad on University-related activities. The UNH International Travel Registry is the official and authoritative source of traveler information that forms the basis for the University’s emergency response protocols and communications strategy (e.g. alerts, warnings, evacuation notices) when responding to an emergency or critical incident abroad.

2.1.2   The Center for International Education (CIE) is responsible for the management of the UNH International Travel Registry.

2.2   Policy

2.2.1   All faculty, staff and students traveling abroad for University-related purposes shall register their international travel in the UNH International Travel Registry a minimum of two weeks before the expected departure date and shall update the Travel Registry as additional information becomes available or changes occur throughout the duration of the trip.

2.2.2   Completing the International Travel Registry process ensures enrollment of UNH travelers in the UNH International Travel Assistance & Insurance Program. Without registration, UNH travelers are not insured for any emergency assistance services.

2.2.3   All students participating in UNH-Managed, UNH-Exchange, or UNH-Approved study abroad programs who fail to sign up for and complete the International Travel Registry according to their program's deadline will not be registered for Study Abroad and thus will not receive academic credit, will not be eligible for financial aid (if applicable) and will not be enrolled in the UNH International Travel Assistance & Insurance Program.

2.2.4   Among other data, the International Travel Registry shall establish and collect two distinct date types—UNH activity dates and travel dates.   UNH activity dates comprise the start and end dates of the University-related experience as defined by, including but not limited to: an activity supervised, led, arranged, or sponsored by an UNH department or faculty or staff member; activity supervised, led, arranged, or sponsored by a University office, organization (band, athletic team, etc.) or by a University recognized student organization; research sponsored or supported by a University research office unit or committee; presentation at a conference about University programs, activities, or research; work that falls within the scope of an employee’s official duties or association with the University.   Travel dates are defined by the individual's dates of travel, which may or may not match the University-related activity dates. For example, individuals may engage in personal travel before or after the UNH-related activity. The specific and accurate travel details should also be completed in the International Travel Registry, regardless of how they coincide with the UNH-related activity dates.   Refer to International Travel Policy Section 3.2, the International Travel Assistance and Insurance Program, for the policy on how these dates impact insurance coverage.

2.3   In accordance to FERPA, information contained in the International Travel Registry is confidential and access is limited to the purposes contained in the statute and regulations.

2.4   UNH International Travel Registry data is secured by The ANVIL Group, an internationally renowned risk management consultancy, accredited with ISO 9001, the International Quality Management and Control Standard, and ISO 27001, the Information Security Systems Management Standard.

2.4.1   The accreditation demonstrates the independence of ANVIL's internal controls and that their organizational risks are properly identified, assessed and managed. ANVIL’s systems are designed to meet Corporate Governance, Data Protection and Business Continuity requirements. The ANVIL Group is Safe Harbour Certified and registered under the United Kingdom’s Data Protection Act.

3.   International Travel Assistance & Insurance Program

3.1   Definition

3.1.1   The University of New Hampshire provides an international travel assistance service and emergency travel insurance program to students, faculty and staff traveling abroad on University-related activities. The definition of a University-related activity can be found in Section of the International Travel Policy.

3.1.2   There are 2 components to this program:   Travel assistance services — Provides resources to travelers to help with medical, security and logistical questions, concerns and situations.   International travelers’ accident/sickness/disaster insurance — Provides insurance benefits to cover emergency accident/sickness/disaster services costs in the event of an incident abroad.   Details of the Program, including Evidence of Benefits and policy exclusions, are on the CIE website  http://www.unh.edu/cie/unh-intl-travel-policies-resources.

3.2   Policy

3.2.1   All faculty, staff and students traveling abroad on University-related activities, as defined in Section of the International Travel Policy, shall be covered by the UNH International Travel Assistance and Insurance Program to provide risk management and emergency support and services for travelers on UNH business.

3.2.2   Completion of the International Travel Registry process enrolls the UNH traveler in the University's International Travel Assistance & Insurance program.

3.2.3   Failure to register in the University’s International Travel Registry precludes the traveler from coverage by the University's International Travel Assistance and Insurance program.

3.2.4   For properly registered UNH international travelers, the Program provides defined benefits between the official UNH activity start and end dates.   The Program provides UNH international travelers the opportunity to purchase additional optional coverage if the traveler is adding personal travel or travelers in conjunction with the UNH-related activity.

4.   International Travel Risk Review

4.1   Definition

4.1.1   It is a goal of the University of New Hampshire strategic plan to ensure that students will have maximum exposure to international experiences. To minimize health hazards and safety risks, UNH established the International Travel Risk Review Committee (ITRRC) to evaluate UNH-sponsored education abroad activities when a significant health or safety concern is raised and to decide whether to suspend that activity.

4.1.2   This health or safety concern may arise from a number of sources. Examples of such sources may include but are not limited to: the U.S. State Department, governmental/NGO health organizations, travel assistance providers, UNH faculty and staff with an expertise in the area, on-site staff officials or other indicators of potential health or safety threats.

4.2   Policy

4.2.1   UNH policy prohibits student activities in countries for which a U.S. State Department Travel Warning is in effect and in other potentially high risk destinations.

4.2.2   There may be instances when an individual UNH student or a UNH-sponsored group considers that there is a compelling educational interest to conducting an activity in a country on the U.S. State Department Travel Warning list or in other potentially high risk destinations and that it is possible to mitigate the risks. In these cases an individual student or a unit may petition to the International Travel Risk Review Committee (ITRCC) for prior approval.

4.2.3   The International Travel Risk Review Committee (ITRRC) is the responsible body for deciding whether or not to suspend an international student activity due to health or safety issues. ITRRC may decide to suspend an education abroad activity before it starts or while it is in process.

4.2.4   Information, guidelines, and forms are available on the Center for International Education website: http://www.unh.edu/cie/unh-intl-travel-policies-resources.

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