CMC Travel Policy
February 14, 2013
Student International Travel Policy:
The purpose of this memo is to remind and update all CMC faculty and staff of CMC procedures for CMC-sponsored international study and travel. With the proliferation of international trips, courses, and programs, this memo serves as a review of the college’s safety policies and guidelines for international study and travel. These policies apply to all sponsoring departments, faculty, institutes, and offices that oversee student travel.
This memo refers specifically to international travel. For information and guidelines for domestic travel (within the United States), please contact the Dean of Students Office.
As used in this memo, the term “CMC-sponsored” refers to the following activities that are organized, funded, and/or hosted by CMC departments, faculty, institutes, and/or offices: group or class trips, summer internships, study tours, off-campus courses and programs, athletic events, academic events, extracurricular events, and conferences.
The following procedures and policies for CMC-sponsored international study and travel have been approved by the offices of the Dean of Faculty, the Dean of Students, and the General Counsel. These regulations only apply to student travel, and do not apply to faculty or staff travel unless accompanying students on a trip.
The sponsoring department, faculty, institute, or office is responsible for ensuring that sponsored travel meets CMC’s policies. Additionally, the faculty-led Off-Campus Study Committee will give final approval for international travel destinations based upon the approved travel policy (attached). Please remember that CMC does not authorize student travel to destinations with a current Travel Warning.
It is the sponsoring department, faculty, institute, or office’s responsibility to identify an individual within the department to serve as the primary emergency contact for sponsored students abroad. The sponsoring organization at CMC is also responsible for distributing and collecting all required forms for students participating in sponsored travel and providing copies to the Center for Global Education.
Please follow these procedures:
- The sponsoring or approving department, faculty, institute or office must send the following information to Kristen Mallory (firstname.lastname@example.org), Director, Global Education and Off-Campus Study, and Sharon Basso (email@example.com), Vice President of Student Affairs and Dean of Students:
- Name of sponsoring department, faculty, institute or office.
- Name(s) of participant(s) and destination(s).
- Date(s) of travel.
- Primary international contact information for this student/group/event, including name, email, and telephone number.
- Contact information (daytime and after-hours; name and telephone numbers) for the faculty or administrator of the sponsoring CMC center/department/institute/office who would serve as CMC’s emergency contact and coordinator in case of an emergency (including evacuation, medical, or other) for student(s) on proposed funded program.
- Alternate after-hours emergency contact information including name and telephone number.
The Dean of Students Office will notify the sponsoring organization of any relevant DOS issues as they may relate to individual students.
- The CMC-sponsoring organization must ensure that each student is entered in CMC’s online Travel Registration database at https://www.cmc.edu/surveys/travel/ prior to departure. The sponsoring organization should also ensure that all students have registered their travel with the U.S. Department of State (or with the student’s home country embassy, for international students): https://step.state.gov/step/.
- In addition to any forms required by the sponsoring department, faculty, institute, or office, sponsors must have students complete the following forms. Sponsors should keep the originals and submit one copy to the Center for Global Education prior to departure:
- Assumption of Risk, General Release, and Indemnity Agreement (releasing CMC from liability)
- Student Health Insurance Form (to be completed by policyholder, usually the parent)
- Emergency Contact Information Form
- Student International Insurance: iNext
- Students sponsored for international travel lasting less than four (4) weeks are required to purchase the Basic insurance policy. Students may upgrade as they wish.
- Students sponsored for international travel lasting four (4) weeks or more are required to purchase the Platinum insurance policy.
- Self Disclosure Health Report
- Print Screen of the Travel Registration database information input (https://www.cmc.edu/surveys/travel/)
- Funds may not be disbursed and credit will not be approved until the Center for Global Education receives items a-e. Upon receipt, a staff member of the Center for Global Education will notify the sponsoring department, faculty, institute, or office and the Business Office and/or the Registrar that funds can be disbursed and/or that credit can be approved.
The Center for Global Education provides pre-departure, cross-culture, and safety meetings, and training for CMC staff and organization regarding independent international travel. Please contact the Center for Global Education at (909) 621-8267 for more information.
Thank you for your attention to this matter.
CMC Travel Warning Policy dated January 13, 2012
CMC will not fund, award credit for, or otherwise sponsor or support an international academic or extracurricular project in any destination for which any of: the U.S. State Department (http://travel.state.gov/), Australian Government Department of Foreign Affairs and Trade (http://www.dfat.gov.au/), Foreign Affairs & International Trade Canada (http://www.international.gc.ca/international/index.aspx) or the United Kingdom Foreign & Commonwealth Office (http://www.gov.uk/fco/), has issued a warning that orders departure of dependents and non-emergency personnel; recommends that citizens depart the country; advises citizens against all travel to the destination; or recommends that citizens defer non-essential travel to the destination. Certain exceptions can be made for destinations in a country with a travel warning when that destination is not included in the warning.
To petition for an exception to this policy, a student, a Center, or an individual office offering funding, must send the following information to the Center for Global Education (firstname.lastname@example.org) for review by the faculty-led Off-Campus Study Committee (OCSC):
- Statement addressing the security environment in the country and areas where the internship office, housing, and outside activities will take place and how relevant dangers or concerns mentioned in the Travel Warning will be taken into account by the internship infrastructure and expertise of the organization and on-site supervisor
- Rationale for the necessity and feasibility of programming to the specific destination as it relates to the CMC mission and relationship with the CMC sponsoring office.
- Compelling rationale as to why professional or academic goals cannot be met in other locations that are not under U.S. State Department Travel Warnings
- Details on precautions the student has taken to remain safe based upon the travel warning concerns
- Agenda/program information (intended dates, expected itinerary, etc.)
- Documentation of any study abroad programming in the country by peer institutions of higher education
- Documentation of whether or not the US government conducts programming in the country (for example, the Peace Corps, Fulbright, etc.)
- A plan for evacuation and/or re-location should it be necessary
- Willingness of the Director of the sponsoring CMC center or office, the student receiving the funding, and the parent(s) to sign additional liability waivers, if exemption is approved
- Contact information for the Director of the sponsoring CMC center or office who would serve as CMC’s Emergency Contact and Coordinator in case of an emergency (including evacuation, medical, or other) for student(s) on proposed funded program.
The OCSC will examine both the travel warning and the above information and make a decision as to the appropriateness for an exception to the CMC Travel Policy. Decisions are generally made within two weeks of waiver requests.
Additionally, upon approval, the following waivers must be signed by the student and both parents prior to funding:
- Acknowledgment and Assumption of Risks , Waiver and Release Agreement for Students electing to study in countries with a U.S. Department of State Travel Warning:
- Parent 1 : Parent/Guardian Acknowledgement and Release for Travel to countries with a U.S. Department of State Travel Warning:
- Parent 2 : Parent/Guardian Acknowledgement and Release for Travel to countries with a U.S. Department of State Travel Warning: