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WashU International Travel Policy - Guidelines for Safe Travel

The International Travel Oversight Committee (ITOC) at Washington University ensures a safe international travel experience for all members of the university community. Follow the proposal process and register your travel through MyTrips for resources and support.

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WashU International Travel Policy - Guidelines for Safe Travel

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  1. Student Group International Travel WashU Travel Policy INTERNATIONAL TRAVEL OVERSIGHT COMMITTEE (ITOC) Dr. Benjamin Akande, Assistant Vice Chancellor for International Affairs Dr. Amy Suelzer, Director of Overseas Programs

  2. WashU ITOC’S CHARGE To ensure that guidelines are in place to provide a safe international travel experience for all members of the Washington University community and to ensure compliance with the established guidelines for global travel.

  3. STEP 1 - PROPOSAL FOR GROUP TRAVEL Submit proposal early – ideally while you are still in the planning phase, while you are in the planning stages Do your research – ITOC will evaluate the proposal taking health, safety, and travel risk into account Know your resources – Consult global.wustl.edu and websites of US Department of State, Center for Disease Control, and International SOS to gather information as you are completing the proposal Wait for ITOC approval – do not make flight reservations or other financial investments until travel is approved ! Ask questions! ITOC members are available during the proposal process if you need guidance

  4. SPECIAL ADVISORY ALERT 1 2 3

  5. STEP 2: INDIVIDUAL TRAVEL REGISTRATION • Students, faculty, and staff utilizing any amount of university funding to travel internationally to study, conduct research, or engage in university business are required to register their travel prior to commencement of their trip. • MyTrips (https://mytrips.wustl.edu), WashU’s online travel registry, accepts flight, hotel accommodations, ground transportation (car rental), and train travel details. Information can be manually added or auto-forwarded via email. • Student group leaders will be responsible for confirming all of their travelers are registered with MyTripsbefore they leave the US • Registration = Resources! • Pre-travel tips, country profiles sent via email • Real-time updates on security, medical, and critical weather conditions • In the event of an emergency, WashU is able to provide essential services. • Questions about the registration requirement, MyTrips, or the international travel policy can be sent to itoc@wustl.edu.

  6. a LAUNCH OF TRAVEL TRACKER INCIDENT SUPPORT (TTIS) TTIS is a robust system that expeditiously contacts, tracks, and reports the status of travelers affected by natural disaster, civil unrest and political uprisings, terrorist attacks, and other emergencies that have the potential to compromise the safety of WashU travelers. + August 1, 2019 Launch of Travel Tracker Incident Support (TTIS) is provided by our long-time partner, International SOS (ISOS), the world’s largest medical and travel security services firm.

  7. GENERAL STEPS IN THE ALERT/REPORT PROCEDURE A Special Advisory indicating a crisis is issued by ISOS. Traveler data collected through MyTrips is used to determine if any students, faculty, or staff may be in an impacted area. Automated messages identified as WashU emergency communications are sent to those travelers via email, text, and text-to-speech, requesting a response with their current status. In the event assistance is required, those in need are directed to contact WUPD. Escalation to Washington University’s Emergency Management team and the ITOC Executive Committee immediately occurs. On a 24/7 basis. This is actively coordinated with ISOS which provides logistical and emergency assistance globally.

  8. WASHINGTON UNIVERSITY IS COMMITTED TO PROVIDE HEIGHTENED SUPPORT/COVERAGE Registering itineraries in MyTrips activates immediate access to travel security and medical information related to destinations. ISOS’s emergency travel assistance enables us to provide essential support in times of crisis abroad. GeoBlue international health insurance provides access to quality medical care should it become required. Information on traveler resources listed above can be found at https://global.wustl.edu/resources/

  9. QUESTIONS • & • PERSPECTIVES

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