• Home
  • University-affiliated Student International Travel

University-affiliated Student International Travel

Policy
Purpose: 

To outline the requirement that students traveling internationally with University affiliation must register their travel plans and provide other information to the Office of Study Abroad prior to embarking on international travel.

Applies to: 

All undergraduate and graduate students participating in University-affiliated activities abroad

Campus: 
Lawrence
Edwards
Parsons
Juniper Gardens
Yoder
Policy Statement: 

As a top-tier, public international research university, the University of Kansas supports and encourages international travel and recognizes that the formation of international perspectives is an essential educational component within its academic mission. While there are tangible rewards in providing curricular, co-curricular, and extra-curricular international opportunities to students, it is important for the safety of students that emergency assistance protocols are in place for activities that KU is sponsoring, promoting, and implementing. In an effort to support valuable educational activities and reduce potential risks to its students, faculty, and staff, the University requires that all students traveling internationally with institutional-affiliation register their international travel through the KU Office of Study Abroad Student International Travel Registry.

The types of activities covered by this policy include,  but are not limited to, the following:

  • Formal, non-credit bearing international travel by students organized and/or sponsored by KU, a KU unit, or a KU faculty or staff member;
  • International travel by an individual student supported wholly or in part with KU funding in the form of a grant, scholarship, or assistantship, or while on KU payroll;
  • International travel by a student accompanying a KU employee with a purpose that is relevant to the University’s academic mission;
  • International performances or athletic competitions;
  • International travel organized and/or sponsored by KU student organizations; and
  • International travel by students to meetings of academic and professional associations, including conferences.

The Student International Travel Registry is a confidential and secure online database for maintaining essential travel information for all students traveling internationally for KU-affiliated purposes. The Student International Travel Registry enables the University to provide information, resources, and guidance to travelers in advance of their trips to maximize their safety and health while abroad. In addition, the Registry allows the Office of Study Abroad to initiate the University’s emergency response protocols and communications strategies (e.g., alerts, warnings, evacuation notices) in the event of a crisis or critical incident abroad. The Office of Study Abroad is responsible for the administration and oversight of the Student International Travel Registry.

All students who travel abroad for University-related purposes must register their international travel and provide all supporting documentation not later than two weeks prior to their expected departure date. If possible, travelers should update the Student International Travel Registry while abroad as additional information becomes available or as changes occur during travel, including additional countries added to the travel itinerary.

Student International Travel Registration requires submission of the following:

  • Emergency Contact Information
  • Photocopy of passport
  • Flight itinerary and travel plans
  • Completed Student Liability Release, Health Insurance Certification and Medical Release Form (These forms are embedded within the Student International Travel Registry process.)
  • Purchase of Emergency Evacuation and Repatriation Insurance
  • Travel Proposal and Emergency Management Plans (group programs)

In addition, it is expected that all students contemplating international travel will review, monitor, and comply with the safety and security information issued by the federal government, including the U.S. Department of State, the Overseas Security Advisory Council, the U.S. Centers for Disease Control and Prevention, and the U.S. Department of Homeland Security.

Campus units sponsoring activities or events covered by this policy have a responsibility to ensure that student participants in KU-affiliated international travel are aware of and comply with this policy.

Exclusions or Special Circumstances: 

Students participating in regular, for-credit or KU-administered study, internship, service learning, or research programs (whether group or individual) will complete the relevant program application and admissions processes administered by the KU Office of Study Abroad, and therefore do not need to complete a separate application to the Student International Travel Registry. See the Application Process section of the Office of Study Abroad website for details.

This policy does not apply to personal travel undertaken by students outside of the United States that is absent institutional affiliation.

There are additional institutional requirements for University-sponsored Travel to Locations with U.S. State Department Travel Warning Status. The University reserves the right to restrict, postpone, or deny any University sponsored or supported student international travel if it is determined that the risks posed to student safety from the proposed travel are substantial.

Contact: 

Director, Office of Study Abroad
Lippincott Hall; 1410 Jayhawk Blvd. #108
Lawrence, Kansas 66045
785-864-3742
osa@ku.edu

Approved by: 
Senior Vice Provost for Academic Affairs
Approved on: 
Monday, May 12, 2014
Effective on: 
Monday, May 12, 2014
Review Cycle: 
Annual (As Needed)
Keywords: 
Travel, international travel, student international travel, study abroad, travel warnings, dangerous locations, U.S. Department of State
Review, Approval & Change History: 

Prior to final approval, this policy was reviewed and endorsed by Study Abroad, International Programs, General Counsel, and deans and vice provosts.

Financial Categories: 
Travel
Operational Categories: 
Health & Safety

Can't Find What You're Looking For?
Policy Library Search
KU Today
One of 34 U.S. public institutions in the prestigious Association of American Universities
44 nationally ranked graduate programs.
—U.S. News & World Report
Top 50 nationwide for size of library collection.
—ALA
23rd nationwide for service to veterans —"Best for Vets," Military Times