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TRAVEL RISK MANAGEMENT POLICY

This policy is also accessible via the J Drive, in the "University Policies" folder.

INTERNATIONAL TRAVEL RISK MANAGEMENT

Policy Statement

All employees who travel outside the United States on university business or who supervise any university sponsored programs or activities (including academic programs and activities) that include Johnson & Wales University student travel outside the United States, must follow the guidelines outlined in this policy.

Reason for Policy

It is important that all employees who travel outside the United States on university business or who supervise any university sponsored programs or activities that require student travel outside the United States, follow established best practices that promote safety and security and minimize traveler and institutional risk. (This policy does not apply to personal travel or other travel that is not related to university business.)

Procedures

All employees who travel outside the United States on a university sponsored program or activity must register their travel in the JWU International Travel Registry (ITR), which is accessible through the JWU Global website, prior to their departure, and must update the International Travel Registry with any changes to itineraries that may occur.
Travel to countries currently under a United States Department of State Travel Warning is discouraged. Travel to these regions, and other identified travel that may pose risk, must be approved by the Provost, or designee, after recommendation from the International Travel Risk Management Committee.
Employees may only travel with students internationally if the travel is included as part of a university sponsored program or activity.
All employees who supervise any university sponsored programs or activities that require student travel outside the United States must ensure that, prior to departure, all students participating in the programs or activities:
- register their travel in the JWU International Travel Registry;
- sign a Participation Agreement;
- purchase university approved international health insurance; and
- obtain the appropriate visas.
The supervising employee must retain a copy of each student’s signed Participation Agreement and evidence of the student’s international health insurance in accordance with the university’s Record Retention Policy.
All students participating in a university sponsored program or activity must also participate in a pre- departure orientation program hosted by Study Abroad.
Contact hours for all student travel outside the United States, with the exception of internship experiences, must be approved by the Dean of International Programs and Development, or designee, prior to departure. Contact hours for internship experiences abroad must be approved by Experiential Education & Career Services.
Students will not be permitted to participate in any university sponsored programs or activities that require student travel outside the United States until all of the aforementioned requirements have been completed.

Who Should Read and Understand this Policy

All employees who travel outside the United States on university business.
All employees who supervise university sponsored programs or activities (including academic programs and activities) that require student travel outside the United States.

Contacts

Dean of International Programs and Development
Insurance & Property Risk Manager
Chief Security Officer
Director of Study Abroad
Director of Emergency Management
Vice President of Human Resources

Policy Owner

Dean of International Programs and Development

Protocol

This Policy shall be reviewed periodically.

Originally Issued: August 2016

Last Reviewed: August 2016

Last Updated: August 2016

Executive Approver(s): Senior Vice President of Administration