FOREIGN TRAVEL Good Practices & High Hazard Approval Zachary Gifford Associate Director, Systemwide Risk Manag

1. FOREIGN TRAVEL Good Practices & High Hazard Approval Zachary Gifford Associate Director, Systemwide Risk Management The California State University – Office of the Chancellor Rob Leong CSURMA Program Administrator Alliant Insurance Services

2. Foreign Travel Ins Program • Broad Foreign Coverage for CSU and/or Auxiliary Organization sponsored foreign travel involving low hazard activities such as: • Recruiting • Research • Workshops • Partnership meetings • Present/Attend Conference • Study Abroad = By Campus

3. Foreign Travel Coverage Who is Covered: • California State University Risk Management Authority (CSURMA) • California State University (CSU) • CSU Auxiliary Organizations 3

4. Lessons Learned (the hard way) High-Risk Travel

5. Laying the Groundwork • What is the University’s mission anyway? • What are the desired outcomes? • How to achieve the outcomes? • Get the word out – make it as personal as you can

6. Travel Preparation Part 1 • Begin planning as early as possible • Review Trip Resources • Scope and purpose of Travel • Skill of Travelers • Do not advance to part 2 until concerns are resolved

7. Travel Preparation Part 2 • Get to know your travelers and their destinations better • Overseas Security Advisory Council (State Department Bureau of Diplomatic Security) • Familiarize yourself with local conditions and laws - State Department web site at http://travel.state.gov/travel/cis_pa_tw/cis/cis_1765.html  has useful safety and other information • Identify and plan for potential hazards and dangerous conditions • Itineraries, emergency phone numbers, email addresses, Facebook, Twitter – everything you can get your hands on • Get details, details, details. . . • Do not advance to part 3 until concerns are resolved

8. Travel Preparation Part 3 • Pre-Trip Orientation – trip leaders and travelers • Include Emergency Preparedness • Confirm and update information from part 2 and make appropriate trip adjustments

9. Travel • Periodic check-ins and/or incident reviews • Support and assistance for critical events • Post-return support, assistance and debriefings

10. FTIP Reporting Procedures • Report foreign travel to Alliant and include the following required information at least 30 days prior to travel: • Date of Departure • Date of Return • Destination – Include all regions (cities/towns) of travel • Purpose of Travel • Number of Employee(s) Traveling • Number of Student(s) Traveling • Number of Other(s) Traveling and relationship to traveler • Names of All Travelers

11. FTIP Reporting Procedures (cont’d) • Confirm whether or not the country(s) participants are traveling are located on the following lists: • CSURMA High Hazardous Country List (attached) • U.S. State Department Travel Warning List (attached) (http://www.csurma.org/) • If a country appears on the CSURMA High Hazardous Country or the U.S. State Department Travel Warning list the following guidelines apply: • Campus President and Chancellor Approval (make every effort to give 30 days’ notice)

12. High Hazard Requests – tips to get to… “YES” • Fill out the on-line form as complete as possible https://csyou.calstate.edu/Tools/high-hazard-travel/Pages/default.aspx • Travel Antacids - • Traveler sign up for “STEP”? • Pre-trip orientation? (especially with student travel) • Traveler’s familiarity with destination. • In-country travel….how is it being done? What is being done to mitigate risk?

13. Plop, Plop, Fizz, Fizz…cont’d • 30 days+ notice • Itinerary • Traveler can convey good practices by acknowledging “additional security concerns” and providing more detail than not regarding the travel, the country, etc. • Robust description regarding purpose of travel

14. CSYOU Intranet: https://csyou.calstate.edu

15. Select on Tool and Services

16. Select on High Hazard Travel

17. Complete Online Form

19. Attach Supporting Documents / Select Submit

20. To Print:Select “View My Requests”

21. Select & Open the request you want to print

22. Select Fileand Print Obtain President signature Scan all documents and email Charlene Minnick at cminnick@calstate.edu

23. FTIP Reporting Procedures • Upon receipt of approval from the Chancellor’s Office, confirmation of binding coverage, the rate for the trip, and the Travel Assist Card will be forwarded (by Alliant) • For all High Hazardous/U.S. State Department Travel Warning countries, the following additional information is required (same as what is requested on Chancellor approval form): • Contact information for the participant traveling • Contact information of where the participant will be staying • How will the participant be traveling from where he/she is staying and where he/she is conducting university business • What airport will the participant be traveling to • What additional security is in place for the participant while traveling to the high hazardous country ** There are high hazardous countries that require the approval of the Underwriter

24. High Hazardous Countries Afghanistan Algeria Angola Bosnia & Herzegovina Burundi Central African Republic Cote d'ivoire Democratic Republic of Congo (formaly Zaire) Eritrea Ethiopia Guinea-Bissau Haiti Iran Iraq Israel Jordan Kosovo Kuwait Lebanon Liberia Libya Mali Northern Korea Rwanda Serbia Sierra Leone Sudan Syria Uganda West Bank and Gaza (Palestinian Terroritories) Yemen Zimbabwe • Albania • Armenia • Azerbaijan • Bahrain • Cambodia • Colombia • Cuba • Egypt • Federal Republic of Yugoslavia • Georgia • India • Indonesia • Kenya • Kyrgyz Republic • Macedonia • Nigeria • Northern Ireland • Oman • Pakistan • Peru • Philippines • Qatar • Saudi Arabia • Sri Lanka • Tajikistan • Turkey • United Arab Emirates • Uzbekistan • Venezuela

25. U.S. State Department Travel Warning List • Burundi - 04/18/2012 • Eritrea - 04/18/2012 • Mali - 04/09/2012 • Niger - 04/06/2012 • Kenya - 04/04/2012 • Chad - 03/29/2012 • Yemen - 03/27/2012 • Israel, the West Bank and Gaza - 03/19/2012 • Syria - 03/06/2012 • Nigeria - 02/29/2012 • Colombia - 02/21/2012 • Mexico - 02/08/2012 • Pakistan - 02/02/2012 • Iraq - 01/19/2012 • Congo, Democratic Republic of the - 01/12/2012 • Sudan - 01/11/2012 • Philippines - 01/05/2012 • Central African Republic - 01/04/2012 • Republic of South Sudan - 12/22/2011 • Cote d'Ivoire - 12/16/2011 • Afghanistan - 12/01/2011 • Guinea - 11/04/2011 • Korea, Democratic People's Republic of - 11/03/2011 • Iran - 10/21/2011 • Lebanon - 10/12/2011 • Mauritania - 10/12/2011 • Libya - 09/22/2011 • Algeria - 09/19/2011 • Somalia - 08/19/2011 • Haiti - 08/08/2011 • Niger - 08/05/2011 • Saudi Arabia - 08/05/2011

26. FTIP Coverages – “Best in Class” • Foreign General Liability • Foreign Excess Automobile Liability • Employers Responsibility Coverage Voluntary Compensation • Employers Liability • Primary Medical Expense • Emergency Medical Benefits • Emergency Medical Evacuation • Repatriation of Remains Benefit • Emergency Reunion • Accidental Death & Dismemberment • Trip Cancellation • Trip Interruption Benefit • Trip Cancellation (Self-Funded) • Worldwide Travel Assistance 26

27. Assistance Services (EuropAssist) • Pre-Departure Information • Travel Medical Emergency Services • Medical Evacuation & Repatriation • Emergency Travel Assistance Contact Information: ACE Travel Assistance Program 1-800-243-6124 (Inside the USA) 1-202-659-7803 (Outside the USA Call Collect) OPS@europassistance-usa.com 27

28. CLAIMS REPORTING 28

29. Questions? 29