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(Marla indicated this is currently under rewrite by SLT and ERT)

Purpose

A global perspective and outreach is central to the University of Northwestern (UNW) academic mission, Media ministry and the vision of equipping students “to give God-honoring leadership in the home, church, community and world.”  The University supports a long tradition of domestic and international travel to conduct research, study cultures and languages, promote collaboration with peer institutions, represent the University through service or mission activities, and for other academic, administrative, athletic, and sanctioned faculty, staff and student activities.

The purpose of this policy is to outline the approval process and policies for the University-supported or University-related domestic and international travel and the related requirements, thereby promoting such travel while mitigating the associated risks to our community. “Because of God's compelling love, we will teach wisdom and understanding to reach all nations for Christ.” 2 Corinthians 5:14, Proverbs 1:7, Matthew 28:19

Scope

All domestic and international travel undertaken by faculty, staff and/or students that is sponsored, organized, or facilitated by UNW must be under the supervision of an administrative unit of the University. This policy does not pertain to:

  • Travel within or outside of the US for purposes of personal vacation, semester breaks, attendance at an athletic/recreational event as a non-participant, or pleasure;
  • Travel within the US for the purposes of student-teaching, internships, practicum, clinicals, rotations, service-learning, observations and research;
  • UNW students who travel on their own or as a group with a non-UNW program;
  • UNW students who travel domestically or overseas during a leave of absence from UNW or who are not enrolled during the fall, spring and/or summer semester(s);
  • UNW faculty/staff travel for work outside their employment responsibilities at UNW.

Definitions

Travel within this policy refers to international excursions as well as domestic trips beyond 75 miles of the City of Roseville.

Student curricular travel refers to travel programs undertaken by students for academic purposes through which students earn academic credit granted either by UNW or by another institution and transferred to UNW. Such programs include domestic and international travel courses and short-term or semester-long study abroad opportunities. This is also referred to as education abroad or study abroad.

Student co-curricular travel is defined as travel that is either sponsored, organized or facilitated by registered student organizations or university departments, and student travel utilizing the University of Northwestern’s name which does not involve the granting of academic credit. This includes travel conducted by a registered student organization for its members that does not utilize university funding. Examples of student co-curricular travel include, but are not limited to: club sports team competitions, service trips, conferences, formals, retreats, etc. Travel includes both foreign and domestic travel outside of the City of Roseville.

Enrolled Student is defined as a student accepted and enrolled to UNW as a full or part time traditional undergraduate or graduate student.

Admitted Student is defined as a student accepted to UNW as a full or part time traditional undergraduate or graduate student, but not enrolled in a program.  PSEO/PSOC/PSOS students are admitted, but not enrolled.

PSEO/PSOC/PSOS Student is defined as admitted students that are participating in the MN state program for dual enrollment, earning credits for high school and college simultaneously.  They are admitted, but not enrolled in a program.

Administrative Unit is defined as a unit or department within the institution that has oversight by a Dean or Vice President.


Additional Definitions to be added here:

Policy

All travel sponsored, organized or facilitated by UNW must be under the oversight of an administrative unit of the University.  Because travel programs may involve academic course credit, service and leadership components, international/cultural experiences, faculty or staff development or scholarly exchange and extraordinary health, safety, and security issues, the necessary administration of all travel includes the Office of Risk Management, the Emergency Response Team, the Office for Academic Affairs, the Deans of the Colleges, the Department of Student Life, Department of Undergraduate Pathways, and the Center for Global Programs.

Domestic and international travel contemplated in this policy includes, but is not limited to, individuals and groups who receive University funding or who travel under the auspices of UNW funded by personal and/or group finances (i.e. Faculty-Led Programs Abroad, study abroad, international and domestic credit-bearing internships, immersions, retreats, service trips, team travel, academic or athletic competitions, presentations, conferences, etc.). Travel plans must first be reviewed and approved by the Administrative Unit for the appropriate department or College.

International travel must also be reviewed, approved and registered through the Emergency Response Team and Risk Management office.  Registration of travel provides the Emergency Response Team with the traveler’s emergency contact information.


Foreign Travel and Medical Insurance

Approved international travel is covered under UNW’s foreign liability insurance policy. All UNW faculty, staff and students traveling abroad under the auspices of UNW are required to purchase the supplemental travel and evacuation insurance administered by the Emergency Response Team for the duration of their time outside the United States. This insurance covers unforeseen circumstances such as medical emergencies, trip cancelations, delays, repatriations, etc. Although some off campus study programs provide or require medical and trip insurance for the participant, UNW reserves the right to require an additional policy to ensure adequate coverage while abroad.


STEP Registration – US Government

In addition, all international travelers who are U.S. citizens must register their trip in the Smart Traveler Enrollment Program (STEP), a free service provided by the U.S. Government to U.S. citizens who are traveling to, or living in, a foreign country so the Department of State can better assist them in an emergency. Travelers who are not U.S. citizens must consult the embassy of their own country to register for an equivalent service if any is provided. International travel will only be permitted in countries with which the United States has official relations and in regions where there are no existing U.S. State Department Travel Warnings exceeding Level 3. Exceptions may be considered in consultation with the President’s Cabinet and the Emergency Response Team. The President’s Cabinet has final authority to determine if travel to countries under a U.S. State Department Travel Warning will be permitted. 


Expenses incurred by individuals or departments for travel plans to countries under existing travel warnings without prior Cabinet approval will be considered unauthorized. Trip leaders are required to monitor STEP for travel warnings prior to departure and throughout the duration of their trip. Individuals incurring unauthorized expenditures may be subject to disciplinary action. If travel occurs after revocation of trip approval, individuals violating the approval process will be required to reimburse UNW for any expenses incurred and paid for by UNW. 


Title IX Requirements Individuals who may have experienced harassment, discrimination, or an incident of discrimination under Title IX (sexual assault, sexual harassment, dating violence, stalking, sex discrimination, or pregnancy discrimination) during travel sponsored, organized or facilitated by UNW are encouraged to contact the Title IX Coordinator, Kelly Franck, at 651-631-5480 or kkfranck@unwsp.edu to make a report or learn more about support services available on campus. Faculty/staff members are required under UNW policy to report Title IX incidents to the Title IX Coordinator to ensure compliance with federal law, and to maintain the safety of the campus community and its members during travel. For more information, please visit https://apps.unwsp.edu/form.php?form=TitleIX. Students are held to the regulations and standards set forth in the Student Handbook and other official University bulletins while traveling as a part of a University sponsored organized or facilitated experience.

 

Students with Disabilities

Students with documented disabilities or those who are pregnant may request accommodations from the Disability Office for Support Services (DOSS). For more information, contact DOSS at 651-628-3241 or visit https://therock.unwsp.edu/web/home-community/academic-support. Faculty and/or staff with documented disabilities or those who are pregnant are encouraged to contact Human Resources and/or DOSS for assistance.


Minors

Off Campus Studies:

Participants need to be 18 years of age at the time of travel for off-campus studies.  No exceptions are granted.

International Travel:

Students under the age of 18 (minors) at the time of travel will not be considered for international travel without a signed waiver by the President’s Cabinet and must meet the following criteria in addition to the standard requirements: 

  • Student must be enrolled in an academic program at the time of travel.
  • Student participation must be approved in writing by the trip leader(s).
  • Student must be accompanied on the trip by a parent or legal guardian as approved by the trip leader.
    • Parent/guardian participants must comply with the following criteria:
      • Complete and pass a national background check at their expense
      • Pay for all expenses of travel, including but not limited to, airfare, lodging, and share in all group expenses as determined by the leader
  • Student must be approved by the Dean of Student Life or Dean of Undergraduate Pathways as appropriate.
  • Student must provide informed parental/guardian written consent. 



Non-student or Non-employee Participation

Increasing numbers of UNW faculty and staff are leading domestic and international programs that are mission or academic focused.  These programs are designed for (UNW) students to learn more about the world and build relationships with one another. Trip leaders may have an interest in including spouses and/or children on these program trips. While UNW recognizes the importance of the family and allows program leaders to include their family members as part of the study abroad or mission experience, leaders must bear in mind the need to adhere to this policy. These trips are, first and foremost, student mission or academic programs; as such, like their counterparts on campus, these classes and cultural excursions should not be designed to cater to the needs of ancillary individuals who are not part of the mission or academic experience. Accompanying dependents or spouses should not interfere with the function of the program or trip in any way. Therefore, it is important to clarify the expectations and responsibilities of all non-UNW participants to ensure a positive and rewarding experience for those involved in the program.

Note:  UNW’s insurance policy premiums reflect our claims history and organizational policies that minimize risk for the institution.  We continue to experience favorable rates and minimal increases to our premiums as a result.  Thank you for your understanding of the need to


UNW leaders have the following discretion and responsibilities:


  1. The program leader(s) may, at their discretion, limit their group to only UNW students or UNW adult participants.
  2. The program leader(s) must contact the appropriate lines of authority to obtain approval for any non-UNW participant, including family members, ending with final approval by the Vice President of the respective area.

When minor children, family members or others, who are not employed by UNW or enrolled in UNW programs are approved to participate or accompany a group on a trip, additional action steps need to be taken:    


  1. Waiver forms and national background checks must be completed by all non-UNW participants over the age of 17.
  2. Parental waiver forms must be completed by all parents of minors under the age of 18.   
  3. All non-UNW participants are responsible for their own expenses for the trip. Special documentation may be required for shared expenses. 
  4. All UNW and non-UNW participants are required to adhere to the University’s Code of Conduct.
  5. UNW may impose limits and/or conditions on the roles, activities, and presence of family members who accompany program leaders. Such limits or conditions derive from programmatic concerns related to health, safety, or security as determined by UNW. UNW assumes no responsibility for accompanying family members.





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