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Review for Individual Student Travel


All university-related travel to a country currently subject to a U.S. Department of State Travel Warning has to be reviewed and approved by the university. The following information outlines the process for individual students travel. If you are traveling in a group (more than 5 people, same itinerary), please visit the Group Travel Review section.



 
The Travel Review Process

Overall Goal

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As a prepared traveler, you should be considering:
  • Your personal risk profile
  • The inherent risks of your location
  • Your activity in the location and the associated risks
  • Your mitigation practices, for example housing, transportation, local contacts, and emergency plan


The Travel Review Process is a systematic analysis of your travel plans in light of your location, your travel profile, and activity. Your Risk Mitigation Plan needs to show that you can reasonably address and reduce your risk exposure.

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The entire travel review process is online so submission is easy but you are required to collect substantial information prior to the submission. Student requests for travel review should be received at least 4 weeks prior to departure and within the published deadlines. These should be submitted as early as possible to allow for any logistical changes that have to be made to travel plans.

Please note that if you are traveling with a program (such as the Global Health Program at the Medical School or Tufts Abroad), you need to follow your program's internal guidelines.



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Be sure to check out these important dates to prepare for your submission.



Step-by-Step
  1. Application for Travel Review: Login to the Travel Review system to get an overview of your requirements. Start to fill out the "Application for Travel Review".
  2. Travel Warning: Closely read the Travel Warning to your destination and extract the risks that are discussed as well as recommended mitigation strategies.
  3. International SOS Portal: Go to the International SOS Communications Portal, select your destination and review the information provided. Closely read the travel advice to the location.
  4. Detailed itinerary: Use the information provided to inform your search for housing, and transportation (if you have not already done so) - always feel free to consult International SOS if you need more information to make a decision. Do not assume that a particular method of transportation (i.e. taxi or Uber) is a recommended choice. Check with International SOS. Write a detailed itinerary.
  5. Pre-Travel Assessment: Fill out the International SOS Pre-Travel Assessment Form (Download here: Pre-Travel Assessment Form. Travel Review.docx Answer all questions and then send it to International SOS at: securitysupport@intlsos-cr.com. International SOS will respond with an email regarding your travel plans. Save the email as a .pdf and upload it to your travel review documents.
  6. Risk Mitigation Plan: Based on the information you have received, and your own research, fill out the risk mitigation plan. Complete the Application for Travel Review if you have not already done so.
  7. Approval from Campus Department: Fill out the Endorsement of International Travel form (Download here: Endorsement of International Travel Plans.pdf), print out a copy of your Application for Travel Review and send it to your sponsoring department and your EAD for signature. For a list of the EADs responsible for your travel, please click here. Upload the signed form to your travel review documents.
  8. Passport and Waivers: Upload a copy of your passport and sign the Travel Waiver and Risk Notification Statement.


Tip: You can start a travel review and continue to log back in to add information (Simply click "Save" instead of "Submit" prior to exiting).

NOTE: Your submission is entirely online, but you need to upload a copy of your passport and the endorsement of your travel plans by your sponsoring unit (which you can download below). Additionally, you will receive an email from ISOS with your specific travel brief, which you will need to upload to your materials.


Login to start your travel review:




Once submitted, the Program Manager for Global Operations, Chelsea Ferrell, will review your material.  If necessary, she will contact you with any questions. 

Next, the Review Committee for Travel Safety will review your application, weighing identified risks against the educational value of the experience and provided risk mitigation plan. The Committee considers information from a host of different sources including:
  • governmental sources (including the U.S. Department of State, the U.S. Centers for Disease Control and Prevention, the U.S. Department of Homeland Security and the U.S. Department of Agriculture)
  • the University’s travel assistance providers
  • the University’s insurance carriers
  • other expert sources in providing relevant operational, legal and risk management advice to travelers

Outcomes

Fully Approved itinerary
The travel itinerary and mitigation strategies have been fully approved by the Committee and the travel is authorized.

Approved with conditions
Upon reviewing the travel plans, the Committee might require students to take additional steps before and during their travel to these countries in order to obtain approval. Examples of such additional steps are (but not limited to):
  • Carrying a satellite phone or tracking device and ensuring this number has been entered into the Registry
  • Setting up a plan for regular contact with a Tufts official/administrator
  • Limiting side trips or having additional travel be subject to prior authorization
  • Requiring changes in accommodation or transportation
While Tufts will make a reasonable effort to assist in accommodating these requirements, it is the traveler's responsibility to ensure that all conditions are met and assume all related costs. 

Denied
Tufts reserves the right to withhold approval if the Committee determines that the travel would be imprudent based on the particular facts of the case. Should a travel review result in the denial of a travel request, a summary of reasons supporting the decision will be offered to the applicant.



Changes during travel

The University reserves the right to suspend an ongoing or previously approved international activity for student, staff or faculty member if a significant health, safety, or security concern is raised regarding that experience. In making the assessment, the University will consider the risk management plan for the students, staff, or faculty involved in the activity and the balance between the value of the academic or professional experience in that specific location versus the risks associated with that location/activity. It is possible that a specific program, activity in a specific location (city, region, or country), or all activities abroad would need to be modified or suspended by the University due to a health or safety concern. This concern may arise if a new U.S. Department of State Travel Warning/Alert is issued for a location, or if individual conditions at a location have changed significantly as determined by ISOS and/or U.S. Department of State. Risk Management will consult with relevant administrative units overseeing the activity, consult with members of the International Travel Safety Review Committee and other appropriate individuals to determine the best course of action. All Tufts affiliates are required to comply with the recommendations




 
Last modified 08/01/2017