Note: All international travel currently requires COVID-19 vaccination.

Student International Travel

Adopted Policy 6.8

Policy Purpose

To set forth the principles for Student International Travel at the University at Albany

Responsible Office

Center for International Education and Global Strategy, Provost Office

Responsible Executive

Vice Provost and Dean of CIEGS

Policy History

  • Date of Permanent Approval:

Policy Statement

The University is committed to facilitating and to encouraging Students to participate in international experiences as part of their University experience. Therefore, the University is establishing a policy and process for the review and registration of international travel by University at Albany students to help ensure that such travel is conducted with proper insurance coverage and to allow for further support by the University should an emergency arise during the travel

Persons Affected

Students

Definitions

CIEGS is the University’s Center for International Education and Global Strategy.

Education Abroad Programs are ongoing international educational programs operated by CIEGS or another SUNY Campus.  These programs do not include single international travel programs or trips organized by University Students or Faculty and Staff.  

Faculty and Staff is any person employed by the University or University Related Organization in any capacity, as well as official University volunteers.

High-Risk Travel Destinations are all International destinations that the United States Department of State has ranked Advisory Level three (3) “Reconsider Travel”  and the U.S. Centers for Disease Control and Prevention (CDC) has designated a Level (3) Travel Health Notice country. Travel to United States Department of State Level four (4) countries is prohibited for all Student International Travel.

International Travel is travel anywhere outside the continental United States, Alaska, Hawaii, Puerto Rico and the U.S. Virgin Islands and U.S. territories.

International Travelers are all Students undertaking University-Related International Travel. Faculty and staff International Travel is covered in University policy 6.7.

International Travel Registry is the online registration system maintained by the CIEGS that serves as the repository of information on all University-Related International Travel.

Student(s) for the purpose of this policy is defined as anyone registered for any credit or non-credit bearing University course or program, either full time or part time, online or in-person, currently pursuing undergraduate, graduate, or professional studies either in a degree program or in non-degree status and those participating in a University at Albany administered or associated Education Abroad Program.

Student Groups are any University affiliated groups organized by University Students.

University is the University at Albany, State University of New York.

University Related International Travel is International Travel by Students of the University to International destinations where such travel is supported by or related to the University, including, but not limited to, International Travel that meets any of the following criteria:

  • Education Abroad Programs; or
  • Funded in part or in full by University or University Related Organization funds; or
  • For which academic credit is awarded; or
  • The travel is required to complete or is associated with a University course, major, minor or program; or
  • Organized by, or affiliated with, a University group or organization whether for credit or not; or
  • For purposes of University-related research, teaching, or conference attendance; or
  • Where International Travelers are representing the University and appear primarily in their role as Students of the University on site.  

University Related Organization or Organizations is one or all of the following entities associated with the University: University at Albany Foundation, Research Foundation for State University of New York, University Auxiliary Services at Albany, Inc., University at Albany Bioscience Development Corporation, Alumni Association of the State University of New York at Albany, Empire Commons Student Housing, Inc., Student Association State University of New York at Albany, Inc., and University at Albany Graduate Student Association.

SUNY is the State University of New York.

SUNY Campus is any other institution which is part of the SUNY system.

Policy

  1. International Travel to high risk locations
    1. The University does not permit Student University Related International Travel to United States Department of State Advisory Level four (4) “Do Not Travel” countries.
      1. The University does not grant exemptions to the prohibition on Student International Travel to United States Department of State Advisory Level four (4) “Do Not Travel” destinations.
      2. In the event that the planned destination for Student University Related International Travel is designated a Level four (4) destination after University approval for the trip has been obtained, an International Traveler must immediately notify CIEGS and all plans for such travel need to be suspended until the destination is no longer designated a Level four (4) country.
    2. All Student University Related International Travel to a High-Risk Travel Destination (U.S. Department of State or CDC level 3) requires additional review and approval as detailed in this policy.
  2. Student Groups or individual Students planning University Related International Travel (non-credit bearing) without Faculty or Staff participation (outside of Education Abroad Programs)
    1. The University does not permit Student Groups or an individual Student to travel on University Related International Travel without Faculty or Staff participation to any High-Risk Destinations. The Responsible University Official reserves the right to review International Travel even to non-High Risk Destinations at their discretion.
    2. Student Groups or an individual Student planning University Related International Travel without Faculty or Staff participation to U.S. Department of State Level 1 or 2 countries or CDC Level 1 or 2 countries need to obtain approval from the University’s Office of Enterprise Risk Management by contacting [email protected]
    3. An individual Student with a specific need—related to their course of study—to travel to a High-Risk Destination can petition the Vice Provost and Dean for the Center for Global Strategy and International Education for an exemption to the prohibition in section B1 using the Request for Exemption for Travel to High Risk Destination form.
    4. All Student Groups and individual Students approved by the Office of Enterprise Risk Management or CIEGS, as appropriate, for University Related International Travel under this paragraph must ensure that each participant registers every trip with the University’s International Travel Registry.
    5. After completion of the International Travel Registration, Students participating in non-credit bearing University Related International Travel will be enrolled in and billed for the mandatory international health insurance by CIEGS and the corresponding charge will be added to the Students’ account.
      1. A participant in University Related International Travel who is not a University Student or official University volunteer does so at their own risk and, in undertaking such travel, acknowledges that they are aware that they will not have access to University resources or assistance in case of an adverse event and that they will hold the University harmless for all aspects of the travel. Such participants are not eligible for enrollment in the SUNY international health insurance policy and should not complete the International Travel Registration. The Student(s) organizing the travel will be responsible for having such individuals  sign the University travel waiver and indemnification form attached to this policy and submit it to the Office of Enterprise Risk Management at [email protected] before they are participating in any way in University Related International Travel.

    Examples:

    • Students who are members of a Student-organized University choral group are planning a concert in Canada without Faculty or Staff supervision.
    • A Student would like to travel to Africa as part of a non-credit component for a University course or program or to complete sponsored or independent research.
  3. Faculty or Staff led University-Related non-credit bearing International Travel with Student(s) (outside of Education Abroad Programs)
    1. Faculty and Staff who wish to engage in non-credit bearing University Related International Travel with Students, regardless of the international destination, need to contact the Dean of International Education at least 6 months in advance of such travel to obtain approval as well as to ensure that such travel abides by all requirements of SUNY procedure 8952.
      1. The Responsible University Official or their designee may waive this deadline in the case of extraordinary circumstances or if the review of such travel can reasonably be completed in the time remaining until travel.
      2. Student University Related International Travel in connection with the University’s Division I Athletics program will be reviewed and approved for compliance with all requirements of SUNY procedure 8952 by the Athletics Department.
    2. Faculty and Staff who engage in non-University Related International Travel with Students or the general public where the Faculty or Staff member is revealing or using their University title or affiliation in conjunction with the travel program must disclose to all travel participants that the Faculty or Staff member is not acting in an official University capacity or on behalf of the University and that the University is not liable for any occurrences, acts, or omissions arising in connection with this travel program. Further, the Faculty or Staff member agrees to release the University from all liability related to such a trip.
    3. All Faculty and Staff led University Related International Travel with Students (including travel by members of the University’s Athletics Department) to a High-Risk Travel Destination as defined in this policy or other countries which require additional consideration in the judgement of the Responsible University Official, requires an application for such travel to CIEGS using the Request for Exemption for Travel to High Risk Destination form and review and approval by the International Travel Review Committee chaired by the Vice Provost and Dean for the Center for Global Strategy and International Education.
    4. All Students participating in Faculty or Staff led International Travel need to register with the University’s International Travel Registry.
    5. After completion of the International Travel Registration, Students participating in non-credit bearing University Related International Travel will be enrolled in and billed for the mandatory international health insurance by CIEGS and the corresponding charge will be added to the Students’ account.
      1. A participant in University Related International Travel who is not a University Student or official University volunteer does so at their own risk and, in undertaking this travel, acknowledges that they are aware that they will not have access to University resources or assistance in case of an adverse event and that they will hold the University harmless for all aspects of the travel. Such participants are not eligible for enrollment in the SUNY international health insurance policy and should not complete the International Travel Registration. The Faculty or Staff organizing the travel will be responsible for having such individuals sign the University travel waiver and indemnification form attached to this policy and submit it to the Office of Enterprise Risk Management at [email protected] before they are participating in any way in University Related International Travel.
    6. All Faculty and Staff need to abide by the University policy 1.8 Faculty and Staff International Travel.

    Examples:

    • A Faculty or Staff member using the University’s name and/or working in their capacity as employee of the University is organizing an international trip for Students over the summer break.
    • A Faculty member is attending a conference in Canada having a Student join them at the conference. It is the responsibility of the Faculty/Staff to inform the Student of this Student International Travel policy and the need to register their travel.
  4. Credit Bearing International Travel
    1. Faculty or Staff led Student International Travel (Faculty led Education Abroad Programs)
      1. Faculty and Staff who wish to lead credit bearing Student International Travel of any type need to contact the Director of Education Abroad or their designated official in CIEGS at least twelve (12) months (1 year) before such travel is planned and prior to advertising or committing to the expenditure of funds for such travel.
        1. The Responsible University Official or their designee may waive this deadline in the case of extraordinary circumstances or if the review of such travel can reasonably be completed in the time remaining until travel.
      2. Faculty and Staff participating in credit bearing International Travel need to abide by the University policy 1.8 Faculty and Staff International Travel.
      3. All credit bearing Student International Travel to a High-Risk Travel Destination as defined in this policy or other countries which require additional consideration in the judgement of the Responsible University Official, requires an application for such travel to CIEGS and review and approval by the Education Abroad International Travel Risk Review Committee.
      4. International health insurance will be provided to Faculty and Staff leading Education Abroad Programs.
      5. All Students participating in Faculty led Education Abroad Programs must apply through the separate education abroad application process managed by CIEGS and after acceptance, will be registered for education abroad (GINS) credit by CIEGS.
      6. International health insurance is required for all Students participating in any Faculty led Education Abroad Program related International Travel. CIEGS will enroll Students in the mandatory SUNY international health insurance policy and bill Students for the associated cost.
    2. Education Abroad Programs
      1. All Students participating in SUNY and University administered Education Abroad Programs must apply through the separate education abroad application process managed by CIEGS and after acceptance, will be registered for education abroad (GINS) credit by CIEGS.
      2. Students participating in Education Abroad Programs are automatically enrolled in and billed for the mandatory SUNY international health insurance by CIEGS for University administered programs or by the SUNY campus administering the program.
      3. Education Abroad Programs to a High-Risk Travel Destinations or other countries which in the judgement of the Responsible University Official for this policy require additional consideration will be reviewed by the Education Abroad International Travel Risk Review Committee.
        1. The Responsible University Official for this policy will submit the committee feedback to the Provost for review and final decision.
  5. Non-SUNY education abroad (transfer credit)
    1. Students participating in Non-SUNY Education Abroad Programs must complete the Non-SUNY Program online notification at least three (3) months prior to departure.
    2. If the Non-SUNY Education Abroad Program does not include required international health insurance, Students must notify the University’s Education Abroad office at [email protected] and purchase the mandatory SUNY international health insurance.