International Travel Policy for Faculty and Staff

University of Colorado Denver | Anschutz Medical Campus


This policy provides guidance for faculty and staff concerning University of Colorado Denver l Anschutz Medical Campus-related or sponsored international travel, whether by faculty or staff or faculty accompanied by students. It also covers non-university travelers (such as volunteers, spouses and family members, and independent contractors) accompanying university travelers. It outlines the obligations of faculty who are overseeing student international travel when the faculty member does not accompany the student(s). This policy provides guidance to mitigate and manage risk for faculty and staff entailed in international travel under the auspices of the University. Such travel includes all international travel related to the faculty or staff member’s professional responsibilities at the University, including travel pertaining to research, teaching, invited presentation, and all travel that includes supervisions of students, residents, fellows or other trainees. (Note: Grant-funded international travel, where the grant is processed through the University or the CU Foundation, is subject to this policy as well as to any regulations set by the granting agency.)

Faculty and Staff are responsible for compliance with official University System and University of Colorado Denver l Anschutz Medical Campus international travel policies and with relevant federal regulations. This policy covers travel under the auspices of the University; it does not pertain to international travel that has no connection to the University, such as personal vacations.

a.    Required Travel Authorization

The official administrative policy statement of the University of Colorado System requires that all university personnel traveling internationally secure department approval for official university business travel. International travelers are required to provide in-country contact information and other related data.

b.    Procurement Requirements

Faculty and Staff must comply with the Procurement Procedural Statement: Travel and follow all Procurement guidelines.

c.    Required registration with University International Assistance Provider (International SOS)

All international travelers under the auspices of the University are required to register with our international assistance provider (International SOS). This is a one-time process to create a travel profile.

When travel arrangements are made through the University preferred travel agent, the itinerary is automatically uploaded into the International SOS database. If the travel arrangements are made through any other source, faculty and staff who are traveling under the auspices of the University must manually add their travel itinerary prior to undertaking international travel.  Registration with International SOS provides information that will enable the University to activate intervention services on the traveler’s behalf in the event of an emergency. 

d.    Registration with State Department

Prior to travel, University travelers (U.S. citizens only) should register with the State Department through the web-based registration service. Non-U.S. citizens should check with their respective governments for appropriate protocols.

e.    Insurance for International Travelers (Employees)

Each University traveler is responsible for understanding his/her insurance coverage provided by the University. It is the responsibility of the traveler to determine whether appropriate supplemental insurance is needed, such as international travel health insurance. Departmental or project funds, if available, may be used to pay for supplemental international travel health insurance.

 

a.    Non University personnel accompanying university travelers

The University is not responsible for providing support or services to unaffiliated travelers.  Prior to travel, all accompanying unaffiliated travelers (family members, friends, unaffiliated colleagues) must complete and sign the Travel Agreement, Notice of Risk and Waiver of Responsibility and send it to the International Risk Management coordinator. There may be prohibitions on unaffiliated travelers in certain instances.

b.    Non-University personnel traveling internationally on university business

Unaffiliated personnel who are volunteers or independent contractors on temporary assignment pertaining to university business must comply with all university international travel policies for the duration of their travel and must sign the Authorized Volunteer Agreement, Notice of Risk, and Waiver of Responsibility and send it to the International Risk Management coordinator prior to travel. 

 

Faculty and staff who travel abroad under the auspices of the University must notify the Office of International Affairs of their intention to travel to countries and regions for which the U.S. State Department has issued an official travel warning and to countries for which the Center for Disease Control and Prevention has issued an official travel health warning.  Consult the Office of International Affairs International Travel Site for information and procedures

Faculty and staff who travel abroad must notify the Office of International Affairs of their intention to travel to an OFAC Sanctioned Nation. Consult the Office of International Affairs International Travel Site for information and procedures.

All university faculty members who will be accompanied by University students on international travel must inform the Office of Global Education. Faculty leading/taking students abroad must ensure that students comply with all Global Education policies and procedures

a.    Faculty Compliance with Student Travel Policy

Faculty leading/taking students abroad must ensure that students comply with all Global Education policies and procedures.

b.    Faculty Mentoring, Supervising and Advising Students’ International Travel and Activities

Faculty who mentor, supervise or advise students participating in international learning activities, but do not accompany students abroad, must comply with protocols designed to manage the learning, safety, and activity of the student. These protocols are established and administered by the Office of Global Education.

c.    Faculty Compliance with Student Travel Policy

All university faculty members who mentor, supervise or advise University students’ international travel and activities must inform the Office of Global Education. Faculty must ensure that students comply with all Global Education policies and procedures.

Certain departments and programs have established protocols for participation in international internships, clinical rotations, practicum and other international learning experiences and academic departments.  Faculty should be aware of these program specific protocols.

Faculty should take care not to promote learning and experiential opportunities involving international travel that have not been vetted by the University and that are not affiliated with the University. If faculty or departments do list these providers and opportunities on university web sites or by other means, they must include the following disclaimer:

“THE PROGRAM is operated by an organization independent from and not affiliated with or sponsored by the University of Colorado Denver l Anschutz Medical Campus. Students who choose to participate in THE PROGRAM do so with the understanding that the University does not oversee, operate or manage this program and will not be liable to the student, family, heirs, or assigns under any circumstances for anything which may arise during the course of this program or during independent travel that may occur after the program has ended.”