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File Code: PRO.INTTRAV.POL
Approval Date: 1/22/2014
Approved By: President

International Travel

General:

There are many types of international travel undertaken by Western Illinois University students, faculty and staff. This policy defines each type of travel and the requirements that must be followed for each. In general, any student, faculty or staff member traveling abroad as part of his or her connection to Western Illinois University must consult with the Office of Study Abroad for approval of such travel. Different types of travel will have different requirements which must be followed in order to comply with this policy and minimize risk to the traveler and the University.

Travel Warning Policy:

This refers to countries for which the United States Department of State has issued a Travel Warning. These countries are listed at travel.state.gov. Note that Travel Warnings apply to entire countries rather than individual regions within these countries.

Faculty/staff:

Faculty/staff are discouraged from traveling to countries with Travel Warnings, but may do so for Academic Travel (following policies below and registering in the Travel Registry) or personal, recreational travel which is not covered by this policy. Faculty/staff who wish to travel to these countries are encouraged to seek guidance and advice from the Office of Study Abroad; the Office of Study Abroad may contact a faculty/staff member to confer if the Travel Registry includes such a country. Faculty may not take students to countries with Travel Warnings.

Students:

Students are discouraged from traveling to countries with Travel Warnings and may not do so except for personal, recreational travel which is not covered by this policy.

Exceptions to Travel Warning Policy:

Exceptions to the Travel Warning Policy may be granted on a case-by-case basis to students or groups of students led by faculty/staff. Anyone wishing to appeal for an exception shall submit a written rationale to the Office of Study Abroad, which will make a recommendation to the Provost regarding the appeal. The final decision will be made by the Provost in consultation with the Office of Study Abroad and Risk Management Officer.

Categories of Travel:

Faculty/Staff Travel:
  1. Study Abroad
    1. This category of travel includes faculty or staff members, including graduate assistants, leading study abroad programs.
    2. All study abroad programs must be proposed to and approved by the Office of Study Abroad.
    3. Requirements: Liability Paperwork, Pre-departure Orientation (Office of Study Abroad will register faculty/staff in the Travel Registry)
  2. Academic Travel:
    1. This is travel by faculty or staff which is not part of a study abroad or internship program.
    2. Examples include travel to conferences, research trips abroad, sabbatical trips abroad, or fellowship programs such as Fulbright.
    3. Faculty undertaking academic travel must meet all University requirements for doing so, especially if travel is part of employment outside the University.
    4. Requirements: Travel Registry; Optional: Pre-departure Orientation
  3. Extracurricular, University-Affiliated Travel
    1. This may include travel undertaken by an academic department which is not academic in nature.
    2. This may include travel undertaken by another campus office or organization, under the auspices of Western Illinois University but not as part of an academic program or for academic purposes (example: athletic teams participating in sports events in other countries).
    3. This may include trips in which a faculty member accompanies a group of students on a "study tour" organized by an outside company or vendor. If a faculty or staff member receives compensation from another institution or company for leading such a trip, he/she must request approval for outside employment from the Provost's Office. Students participating in such trips must also comply with policies below on this type of travel.
    4. If a faculty or staff member leads or participates in this type of travel outside the auspices of the university, i.e.: no university resources are used in planning or promoting the travel, nor is the university name or logo; faculty or staff member is not on contract during the travel; the travel does not originate in a club, class, or other existing university activity; faculty or staff member does not use his/her University title as part of this travel, this policy does not apply. No academic credit, including independent study, may be awarded for this type of travel.
    5. Requirements: Travel Registry, Pre-departure Orientation
Student Travel:
  1. Study Abroad:
    1. "Study Abroad" is any activity undertaken by a student for academic credit, for which the student travels to another country.
    2. To fall under this category, students may be participating in an organized program that is faculty-led, exchange, affiliate, or direct enroll, or engaging in independent study/internships/research. This category includes Category II and any other travel for which a student earns academic credit.
    3. This category of travel includes faculty or staff members, including graduate assistants, participating in study abroad programs.
    4. All study abroad programs and students must meet all other eligibility requirements and follow all procedures in the Registration Policy for Study Abroad.
    5. This category includes departmental internships as well as internships administered by an affiliated study abroad provider or university, which carry WIU academic credit.
    6. Requirements: GPA Screening, Good Judicial Standing, Medical Clearance, Liability Paperwork, Application Fee, Student Health Insurance, Pre-departure Orientation (Office of Study Abroad will register student in Travel Registry)
  2. International Internship without Credit:
    1. This category includes departmental internships as well as internships administered by an affiliated study abroad provider or university.
    2. This category includes internships with no academic credit earned for the internship, but obtained and undertaken as a result of being a Western Illinois University student.
    3. Requirements: GPA Screening, Good Judicial Standing, Medical Clearance, Liability Paperwork, Application Fee, Student Health Insurance, Pre-departure Orientation (Office of Study Abroad will register student in Travel Registry)
  3. Academic Travel:
    1. This is travel by students which is not part of a study abroad or internship program.
    2. Examples include travel to conferences abroad or travel with faculty members to assist in research, for which the student is not receiving academic credit.
    3. Requirements: Travel Registry, Student Health Insurance; Optional: Pre-departure Orientation
  4. Extracurricular, University-Affiliated Travel:
    1. This may include travel abroad undertaken by a student organization.
    2. This may include travel undertaken by another campus office or organization, under the auspices of Western Illinois University but not as part of an academic program or for academic purposes (example: athletic teams participating in sports events in other countries).
    3. This may include trips in which a faculty member accompanies a group of students on a "study tour" organized by an outside company or vendor. No academic credit, including independent study, may be awarded for this type of travel.
    4. Requirements: Travel Registry, Student Health Insurance; Optional: Pre-departure Orientation

Definitions of International Travel Requirements:

  1. Travel Registry:
    1. This is a database in which travelers enter information about their travel, such as dates, contact information, countries/locations to be visited, etc.
    2. The database is administered by the Office of Study Abroad.
  2. Study Abroad Screening:
    1. This refers to screening by the Office of Study Abroad for basic eligibility for the travel.
    2. This may include GPA screening, checking with the Office of Student Judicial Programs, and medical clearance.
  3. Liability Paperwork:
    1. This includes signing agreements such as a liability waiver, drug use policy, and all other paperwork required for participation in a study abroad program.
    2. This requires different documents from students and faculty members participating in study abroad.
    3. These requirements may be completed online if possible at the time of travel.
    4. These must be completed as far in advance as is practical; there will be specific deadlines for specific travelers.
  4. Application Fee:
    1. This is a fee ($45 as of November 2012 but subject to change) charged to travelers for inclusion in the Office of Study Abroad database. This fee helps to financially support the study abroad database, which allows the Office of Study Abroad to track study abroad students and groups, make sure all paperwork is in order for students participating, and generate reports on who is abroad and where at any given time.
  5. WIU Student Health Insurance Requirement:
    1. This refers to the requirement that students traveling abroad must be covered by or purchase WIU Student Health Insurance, or equivalent coverage including worldwide coverage, evacuation, and repatriation, for the time they will be abroad.
    2. This does not refer to health insurance for faculty or staff members, except those who are also students. Faculty and staff members participating in study abroad as students fall under V.a. above.
  6. Pre-departure Orientation:
    1. This refers to programming provided by the Office of Study Abroad which covers such topics as health and safety, what to do in an emergency, requirements during travel, and intercultural adjustment and learning.
    2. This may be provided as part of a group study abroad program, in individual meetings, or in a group setting for all traveling during a certain time period; the Office of Study Abroad determines which of these solutions will be for which specific travelers.
Requirements for different categories of travel
  Travel
Registry
GPA
Screening
Good
Judicial
Standing
Medical
Clearance
Liability
Paperwork
Application
Fee
Student
Health
Insurance
Pre-departure
Orientation
Faculty/Staff Travel
Study Abroad Faculty/Staff X       X     X
Academic Travel (faculty/staff), except as part of study abroad X             O
Extracurricular, University-Affiliated Travel (faculty/staff) X             X
Student Travel
Study Abroad Students (including independent study and research abroad) X X X X X X X X
Internships – Credit (same as Study Abroad Students) X X X X X X X X
Internships - No Credit X   X X X   X X
Academic Travel (students) X   X X X   X O
Extracurricular, University-Affiliated Travel (students) X   X X X   X O
X = Mandatory
O = Optional