This policy governs all Covered Travel. This policy applies to all University Employees and Students, as well as any other participant in Covered Travel.
II. Policy Statement
All Covered Travel must be registered with the University. Covered Travel to Hazardous Areas is prohibited, unless approved by UTAC. Individuals engaging in Covered Travel must comply with all requirements of this policy and its procedures and all directions issued by UTAC or the University.
A. Covered Travel: International travel and, when directed by the University’s Emergency Management Executive Council (EMEC), all or certain domestic travel that: (1) is engaged in by Employees or Students related to their work or study at the University or that is done in their capacity as Employees or Students, including all International Educational Travel or (2) the University approves, funds, manages, promotes, selects the participants, or operates, whether directly or through a subcontractor. Covered Travel does not include personal travel engaged in by Employees or Students unrelated to their work or study and done in their personal capacity.
B. Hazardous Area: Any area that falls under a U.S. Department of State Travel Advisories Level 3 (Reconsider Travel) or 4 (Do Not Travel), Centers for Disease Control and Prevention (CDC) Travel Health Notice Warning Level 3 (Avoid non-essential travel) or higher; or is subject to comprehensive economic sanctions or export controls. Hazardous areas may also be identified on a case-by-case basis at the discretion of UTAC.
C. International Educational Travel: Any international Covered Travel undertaken by a student in association with a credit-bearing course, or by a student or participant in a non-credit-bearing course or program. International Educational Travel may include study abroad courses, academic conferences, independent study, internships, student research, experiential learning, or field experiences.
D. Employee: A person who works for the university full-time or part-time and is paid through the university’s payroll system.
E. Student: Any person enrolled for at least 1 credit or 1 CEU at the University.
A. University Travel Advisory Committee (UTAC) bears overall responsibility for the administration of this policy. UTAC is responsible for reviewing and approving or denying all Covered Travel to Hazardous Areas. UTAC will also review all Covered Travel to Hazardous Areas to ensure compliance with this policy and associated procedures, will investigate and assess potential threats, and will coordinate physical and personal security of individuals on Covered Travel during emergencies. UTAC will maintain the university’s records on Covered Travel to Hazardous Areas.
B. Global Education Office (GEO) is responsible for registration, training and coordination of International Education Travel and for coordination with university officials in response to emergencies involving students or faculty/staff participating in International Educational Travel. GEO will review student travel registrations for International Education Travel to ensure compliance with this policy and associated procedures. GEO will also, in coordination with UTAC, investigate and assess potential threats and coordinate physical and personal security during crises related to International Educational Travel. GEO will maintain the University’s records on International Educational Travel.
C. Supervisors, Deans, and Heads of Departments are responsible for ensuring that Employees adhere to this policy and the procedures established by UTAC.
D. The Office of Risk Management is responsible for establishing minimum travel insurance requirements and providing guidance upon request.
E. ORIA shall provide information and resources related to compliance with export control and sanctions laws and regulations.
F. Employees are responsible for registering with GEO all group International Educational Travel that the employee is facilitating or organizing. Employees are responsible for registering all individual Covered Travel in the University’s travel management system. Employees are responsible for complying with this policy and procedures regarding any Covered Travel to Hazardous Areas.
G. Students are responsible for registering all international Covered Travel with GEO and complying with this policy and procedures regarding any Covered Travel to Hazardous Areas.
H. Employees and Students who engage in unregistered or unauthorized Covered Travel may not receive any sought academic credit and may not be reimbursed for any expenses associated with their travel (if eligible) as per George Mason University Policy 2101 – Travel Authorization and Reimbursement, and may be subject to disciplinary action.
I. It is the responsibility of the traveler (employees and students) to regularly check the Department of State Advisories, Centers for Disease Control, and other websites to stay apprised of, and updated on, any and all travel advisories, warnings, or notices to the countries and regions currently visiting or will visit as part of their travel.
International Travel Acknowledgement of Risk and Medical Consent Form Trip-specific International Travel Emergency Plan (Group or Individual)
Application for Travel to Hazardous Areas and Countries under Comprehensive Economic Sanctions
This policy will become effective upon the date of approval by the Senior Vice President for Administration and Finance and Provost.
Date of Most Recent Review:
VII. Timetable for Review
This policy, and any related procedures, shall be reviewed every three years or more frequently as needed.
Senior Vice President for Administration and Finance
Revision approved: 08/02/2016