Academic Policy  1835.00 

International Travel of Students, Faculty and Staff, Including Travel to Restricted Locations

All students, faculty, and staff traveling outside of the United States on University of Arkansas related activity must register their travel with the Kristen Collier Wright 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, 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 Kristen Collier Wright Office of Study Abroad and International Exchange for any University-related travel outside of the U.S. prior to purchasing airfare(s) or making any financial commitments for their intended travel. Students who are planning to travel outside of the U.S. for University-related activities other than approved study abroad programs must register their intended trip at http://studyabroad.uark.edu/independentstudenttravel. Group travel may be requested on behalf of students 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 Kristen Collier Wright Office of Study Abroad and International Exchange will respond to student requests within five business days of submission, or as soon as possible thereafter. Students are expected to sign a Release and Waiver of Responsibility. 

B.   Faculty/Staff Travel

All faculty/staff travelers or University guests who will receive payment of (or reimbursement for) international travel expenses (including in-kind support) are required to register any University-related travel outside of the U.S. prior to purchasing airfares or making any financial commitment for their intended travel 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 facilitates an institutional response as appropriate in the case of an emergency.  No university funds shall be authorized prior to approval.

The Kristen Collier Wright Office of Study Abroad and International Exchange will respond to faculty/staff requests within five business days of submission, or as soon as possible thereafter. Faculty/Staff are expected to sign a Release and Wavier of Responsibility.

II.    Restricted International Travel 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 recommends avoiding or reconsidering non-essential travel.  In addition, the University has heightened requirements for travel to countries identified by federal and state laws which include China (including Hong Kong and Macau), Cuba, Iran, North Korea, Russia, Syria, and Venezuela.  All faculty, staff, students, and official guests engaging in University-related international travel must comply with this 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.

A list of current travel warning countries, is available at http://travel.state.gov/content/passports/english/alertswarnings.html.

A.   Authorization for Travel to Restricted Locations

Authorizations for travel locations that are restricted under this policy will be considered upon request of the individual or group only upon submission of the “Petition for Travel to Restricted International Location” with endorsement by the Dean of the college or other relevant unit and supporting documentation including any required waivers of liability where applicable. Petitions should be filed no later than four weeks prior to booking travel arrangements. 

Upon receiving the petition, the Director of Study Abroad and International Exchange will forward the request and supporting documentation to the International Education Advisory Committee (IEAC)*, which will provide a recommendation to the Associate Dean of  International Education. The Associate Dean of International Education will provide a recommendation to the Dean of the Graduate School and International Education, who will then provide a recommendations to the Provost and Executive Vice Chancellor for Academic Affairs. The decision of the Provost and Executive Vice Chancellor for Academic Affairs shall be final.  Petitions are submitted as follows:

Petition for Travel to Restricted International Location (https://policies.uark.edu/academic/183500-petition-for-travel-exception.pdf)

Email to: intltrav@uark.edu. 
Subject Line: Petition for Travel to Restricted International Location

Decisions for exceptions are based on the nature and severity of any applicable travel warning or the state and federal restrictions, including the locations most affected, the experience and training of program organizers and local support staff, the importance and academic relevance of the proposed activity, the efforts to minimize risks to participants, the ability to safeguard data, intellectual property,  and cyberinfrastructure, 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 and Executive Vice Chancellor for Academic Affairs academic policy for all education abroad activities.

For further information, contact the Kristen Collier Wright Office of Study Abroad and International Exchange; 575-7582 or studyabr@uark.edu.