I. Scope
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 University Travel Advisory Committee (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.
III. Definitions
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.
IV. Compliance
A. 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. Operational Risk Management is responsible for establishing minimum travel insurance requirements and providing guidance upon request.
E. The Office of Research Integrity and Assurance (ORIA) is responsible for reviewing and approving international travel in advance of traveling to a comprehensively sanctioned country OR to a militarily embargoed country for a Traveler who works with data controlled by the International Traffic in Arms Regulations (ITAR). Visit the ORIA website Export Controls – Office of Research Integrity and Assurance or email export@gmu.edu to determine if ORIA or U.S. Government approval is required for a trip and to obtain guidance for traveling with George Mason equipment and laptops.
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 Area.s
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 U.S. 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.
V. Forms
Application for Travel to Hazardous Areas and Countries under Comprehensive Economic Sanctions
VI. Dates:
A. Effective Date:
This policy will become effective upon the date of approval by the Executive Vice President for Finance and Administration and the Provost and Executive Vice President.
B. Date of Most Recent Review:
November 7, 2023
VII. Timetable for Review
This policy, and any related procedures, shall be reviewed every three years or more frequently as needed.
VIII. Signatures
Approved:
_____/S/________________
Deb Dickenson
Executive Vice President for Finance and Administration
Approved:
_____/S/________________
Kenneth D. Walsh
Interim Provost and Executive Vice President
Revision approved: August 2, 2016
Revised: January 23, 2018, April 9, 2018
Revised: September 16, 2020
Revised: July 21, 2021, October 26, 2021
Revision approved: June 16, 2024
Page last update: July 16, 2024