2018 - 2019 Policy Library 
    
    May 19, 2019  
2018 - 2019 Policy Library

Student International Travel Policy


Effective September 24, 2018

On January 10, 2018 the United States Department of State, Bureau of Consular Affairs changed the system by which they rate and communicate health and safety conditions in countries or specific regions of countries.
 

WHAT YOU NEED TO KNOW: International destinations now have a numeric “Travel Advisory” Level. Each country is rated 1 - 4 for overall safety.
Travel Advisory Levels

“Travel Advisories at Levels 2-4 will contain clear reasons for the level assigned, using established risk indicators and specific advice to U.S. citizens who choose to travel there. These are:

  • C - Crime: Widespread violent or organized crime is present in areas of the country. Local law enforcement may have limited ability to respond to serious crimes.

  • T - Terrorism: Terrorist attacks have occurred and/or specific threats against civilians, groups, or other targets may exist.

  • U - Civil Unrest: Political, economic, religious, and/or ethnic instability exists and may cause violence, major disruptions, and/or safety risks.

  • H - Health: Health risks, including current disease outbreaks or a crisis that disrupts a country’s medical infrastructure, are present. The issuance of a Centers for Disease Control Travel Notice may also be a factor.

  • N - Natural Disaster: A natural disaster, or its aftermath, poses danger.

  • E - Time-limited Event: Short-term event, such as elections, sporting events, or other incidents that may pose safety risks.

  • - Other: There are potential risks not covered by previous risk indicators. Read the country’s Travel Advisory for details.”

Additionally, in many cases, the overall country may have one numeric rating, but certain regions or locations have higher advisory levels either indicated by regional numeric ratings or in the text describing such regions, such as (at the time of this printing) this example from Ecuador.

Ecuador as an example of a Travel Advisory

While Ecuador’s overall rating is a Level 1, the text indicates “Do not travel to: The northern border with Colombia due to crime,” the narrative equivalent to a “4.”

With Claremont McKenna College’s (CMC) commitment to offering students an international experience, it is important to remember that student safety is the number one concern. International experiences can provide invaluable learning and should be available to every CMC student.  However, the College recognized that all travel involves risks, which may or may not be present in the United States and therefore employs the following international travel policies to all CMC students who wish to undertake international travel funded by or through CMC, awarded credit by CMC, or in connection with a trip abroad by a recognized student organization:

CMC will not fund, award credit for, or otherwise sponsor or support an international academic or extracurricular project to countries with a Level 4 as determined by the U.S. Department of State Travel Advisory (https://travel.state.gov).  Travel to countries with a Level 3 advisory or to a location within a country whereby a region designated as a Level 3 or 4 is within 100 miles will be reviewed on a case-by-case basis through a petition process.  

Before departure, travelers funded by or through CMC, including studying abroad for credit from CMC, participating in a recognized CMC organization trip abroad and/or participating on a sponsored internship or research project, as individuals or in groups, must register on the CMC Travel Registration website at https://www.cmc.edu/surveys/travel/. Data input on this site includes traveler name, emergency contact(s) while in-country, sponsoring office or organization, travel dates, and travel destination(s).  A report is generated on a weekly basis and distributed to key administrators and faculty at CMC; enhancing the ability for prompt action should an emergency occur in a travel destination.

In addition to the CMC Travel Registration requirement, student travelers funded by or through CMC will provide CMC a statement in a form provided by the College, acknowledging their understanding of the risks of such travel, affirming that they have reviewed and understand relevant safety-related materials, and assuming the risks related to their international travel. Students under the age of 18 must obtain a parental signature on the form.  In destination and spheres of travel determined to be of higher risk, student travelers are required to have parents or guardians sign destination-specific travel waivers.

If a Travel Advisory Level changes after approval but within two weeks prior to departure, the College reserves the right to end its sponsorship at that time, taking into consideration any expenses incurred by the student or the College. Should this occur, the College may assist the travelers to an alternative destination.  If a Travel Advisory Level changes after the date of departure, the College reserves the right to end its sponsorship at that time, and to require the student to end the trip and leave the country.  The faculty-led Global Education Committee will make such determinations on a case-by-case basis. Factors considered include, but are not limited to, actions taken by U.S. international agencies (including Peace Corps, Fulbright personnel, and State Department personnel) operating in the destination; actions taken by other study abroad programs operating in the destination; and consultation with regional experts. All efforts will be made to provide alternative educational outcomes for students through the program, program provider, and CMC.

All CMC students are responsible for their own safety when traveling internationally, whether or not their work abroad is funded by or through CMC awards or is awarded credit by CMC.

CMC strongly encourages all members of the community who are contemplating travel abroad for educational or other purposes to thoroughly familiarize themselves with the political, health, crime, and other safety-related conditions prevailing in any country and destination. CMC encourages students to consult web-based information available at the above web addresses.

International Travel Procedures for Students Sponsored by CMC
Effective January 2, 2019

This 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 document 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 or experiences, 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 Global Education Committee (formerly the Off-Campus Study Committee) will give final approval for international travel destinations based upon the approved travel policy (above). Please remember that CMC does not authorize student travel to destinations with a current U.S. DOS Travel Advisory Level 3 or 4.

It is the sponsoring department, faculty, institute, or office’s responsibility to identify an individual within the department to serve as the primary point of 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:

  1. The sponsoring or approving department, faculty, institute or office must send the following information to Kristen Mallory (kmallory@cmc.edu), Director of Global Education and Off-Campus Study, and Dianna Graves (dgraves@cmc.edu), Assistant Vice President 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 point of 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.

  1. 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/.

  2. 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:

    1. Assumption of Risk, General Release, and Indemnity Agreement  (releasing CMC from liability)

    2. Student Health Insurance Form  (to be completed by policyholder, usually the parent)

    3. Emergency Contact Information Form

    4. Student International Travel Insurance: Effective January 2, 2019, ISIC (http://www.myisic.com/travel/travel-insurance/)

      • 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 Premium insurance policy. 

    5. Self Disclosure Health Report  

    6. Print Screen of the Travel Registration database information input (https://www.cmc.edu/surveys/travel/)

  3. 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 Petition Process for Travel to a Level 3 Travel Advisory Destination
Effective January 2, 2019

Per the Claremont McKenna College International Travel Advisory Policy effective September 24, 2018, CMC will not fund, award credit for, or otherwise sponsor or support an international academic or extracurricular project to countries with a Level 4 as determined by the U.S. Department of State Travel Advisory (https://travel.state.gov).  Travel to countries with a Level 3 Advisory or to a location within a country whereby a region designated as a level 3 or 4 is within 100 miles will be reviewed on a case-by-case basis through a petition process. 

To petition for an exception to the Claremont McKenna College International Travel Advisory Policy effective September 24, 2018, a student, the Center representative, or the representative of an individual office offering funding, must send the following information to the Center for Global Education (kmallory@cmc.edu) for review by the faculty-led Global Education Committee (GEC), formerly the Off-Campus Study Committee:

  1. 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 Advisory will be taken into account by the internship/experience infrastructure and expertise of the organization and on-site supervisor/contact
  2. 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
  3. Compelling rationale as to why professional or academic goals cannot be met in other locations that do not have a Travel Advisory Level 3
  4. Details on precautions the student has taken to remain safe based upon the travel advisory concerns
  5. Agenda/program information (intended dates, expected itinerary, etc.)
  6. Documentation of any study abroad programming in the country by peer institutions of higher education (for informational purposes)
  7. Documentation of whether or not the US government conducts programming in the country (for example, the Peace Corps, Fulbright, etc. for informational purposes)
  8. A plan for evacuation and/or re-location should it be necessary
  9. 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
  10. Contact information for the Director of the sponsoring CMC center or office who would serve as CMC’s Emergency Point of Contact in case of an emergency (including evacuation, medical, or other) for student(s) on proposed sponsored program 

The GEC will examine both the travel advisory and the above information and determine the appropriateness for an exception to the CMC Travel Advisory Level Policy.  Decisions are generally made within two weeks of petition submission.

Should the petition be approved by the GEC, the following waivers must be signed by the student and both parents prior to funding:

  1. Acknowledgment and Assumption of Risks , Waiver and Release Agreement for Students electing to study in countries with a U.S. Travel Advisory Level 3

  2. Parent 1 : Parent/Guardian Acknowledgement and Release for Travel to countries with a U.S. Travel Advisory Level 3

  3. Parent 2 : Parent/Guardian Acknowledgement and Release for Travel to countries with a U.S. Travel Advisory Level 3