Academic Policy 1835.00
International Travel of Students, Faculty and Staff
All students, faculty, and staff traveling outside of the United States on University of Arkansas related activity must register their travel with the Office of Study Abroad and International Exchange. This would include, but is not limited to, the following activities:
- Students: study abroad, internships, research, conference participation, RSO events, cultural or athletic trips
- Faculty/Staff: teaching, research, conference attendance, MOU development, recruiting
The requirements of this policy for faculty and staff also apply to official guests of the University for research, conference attendance, or any other approved activity where the University of Arkansas will reimburse international travel expenses.
I. Student, Faculty, and Staff Travel
A. Student Travel
All university students must be approved through the Office of Study Abroad for any university-related travel outside of the U.S. prior to purchasing airfare or making any financial commitments for their intended travel. Students who are planning to travel outside of the U.S. for a university-related activity other than an approved study abroad program must register their intended trip at http://studyabroad.uark.edu/independentstudenttravel. Group travel may be requested on behalf of student participants by staff or faculty leaders at least six weeks prior to travel. (Separate guidelines and deadlines have been established for faculty-led study abroad programs.)
No university funds shall be authorized prior to approval for student travel.
The Office of Study Abroad will respond to student registrations within five business days of submission, or as soon as possible thereafter. Students will be expected to sign a Release and Waiver of Responsibility.
B. Faculty/Staff Travel
All employee travelers or University guests who will receive reimbursement for international travel expenses are required to register any university-related travel outside of the U.S. at http://studyabroad.uark.edu/faculty-and-advisors/employee-travel-registration.php. Among other purposes, travel registration helps the University monitor compliance with applicable compliance obligations and can facilitate an institutional response as appropriate in the case of an emergency. No university funds shall be authorized prior to approval.
II. Overseas Travel Warning Policy
Subject to the limited authorized exceptions as described below, the University of Arkansas does not support travel, research or study in countries where the U.S. State Department or CDC has advised against travel or where the U.S. State Department or CDC recommends to avoid or reconsider non-essential travel. (See “Adhering to the U of A Overseas Travel Warning Policy” below.) All faculty, staff, official guests. and students engaging in university-related international travel must comply with this Travel Warning Policy.
It is the responsibility of students, staff, faculty and sponsoring unit (e.g., department, institute, center, etc.) to comply with and enforce the international travel warning policy.
For a list of current travel warning countries, go to
http://travel.state.gov/content/passports/english/alertswarnings.html
A. Exceptions to Overseas Travel Warning Policy
Exceptions to this policy will be considered upon request of the individual or group only upon submission of the “Petition for Exception to Overseas Travel Warning Policy” with endorsement by the dean of the college or other relevant unit and supporting documentation including any required waivers of liability. Petitions should be filed no later than four weeks prior to booking travel arrangements.
Upon receiving the petition, the director of study abroad will forward the request and supporting documentation to the International Education Advisory Committee (IEAC)*, which will provide a recommendation to the dean of the Graduate School and International Education (GSIE). The GSIE dean will then provide a recommendation to the provost and vice chancellor for academic affairs. The decision of the provost shall be final. Petitions are submitted as follows:
Petition for Exception to Overseas Travel Warning Policy (https://provost.uark.edu/policies/183500-petition-form-20130406.pdf)
Email to: intltrav@uark.edu. Subject Line: Petition for Exception to Overseas Travel Warning Policy
Decisions for exemptions will be based on the nature and severity of the travel warning, including the locations most affected by the warning, the experience and training of program organizers and local support staff, the importance and academic relevance of the proposed activity, how the program will minimize risks to participants, the extent of the safety and security orientation provided and the program's willingness to obtain participant’s informed consent.
* The IEAC (https://provost.uark.edu/committees/ieac.php) is responsible for recommending to the provost academic policy for all education abroad activities.
For further information, contact the Office of Study Abroad and International Exchange; 575-6224 or studyabr@uark.edu.