Travel Policy

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Last updated: Feb 26, 2024 by John Day
4 min read

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.

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 Interim Title IX Coordinator, Bret Hyder, at 651-628-2077 or bmhyder@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 Disability Services. Faculty and/or staff with documented disabilities or those who are pregnant are encouraged to contact Human Resources and/or DOSS for assistance.


Additional guidelines under review by SLT.