POLICY ON INTERNATIONAL TRAVEL
1.0 PURPOSE
Teachers College, Columbia University has always been involved in international activities. Studying, working, and traveling abroad are important aspects of our work. These activities frequently introduce operational complexities and compliance requirements that differ radically from activities on campus. Travelers must consider local laws, regulations, and cultural differences and more importantly, be prepared for unexpected difficulties or serious emergencies.
This policy establishes a set of guidelines and requirements for Teachers College international travel and has been established to minimize the risks that are associated with traveling abroad.
This policy does not apply to personal travel and therefore does not provide any coverage.
2.0 SCOPE
This policy applies to all faculty, staff, and students on Teachers College international travel. This is in addition to the Travel and Expense Employee travel and business expense reimbursement policy and procedures.
THIS POLICY DOES NOT COVER PERSONAL TRAVEL.
3.0 RESPONSIBILITY
The interpretation and administration of this policy shall be the responsibility of the Office of Risk Management and the Office of the Provost and Dean of the College.
4.0 APPLICABLE COVERAGE
This policy covers Teachers College international travel that is defined as travel that is either fully or partially financially supported by the College (regardless of original funding source), travel when an individual is serving as a representative of the College, and travel that is required to fulfill degree requirements.
The following are examples of travel covered by this policy but are not limited to:
- Student group travel supported, supervised, and controlled by the College. All students must be registered as a student at the College and the travel must be recognized as part of their curriculum.
- Traveling on College business when the activity is supported by College funds including money derived from the College’s operating budget, grants, gifts, etc.
- Traveling that is required in order to fulfill degree requirements as directed by the academic unit. All students must be registered as a student at the College prior to travel.
- Traveling to promote the College’s mission and scholarly profile. For example, serving as a speaker at an international conference.
This policy does not cover a period of unpaid leave.
For each day of travel, the insurance coverage will be extended for an additional 2 days either immediately prior to or after Teachers College international travel.
5.0 TRAVEL PREPARATION
Individuals should be aware of the risks associated with the region to which they will be traveling and the assistance which the College is able to provide to ensure their safety and well-being. For this reason, all international travel must be registered with Columbia University Global Travel “ISOS MY TRIPS” for at least 45 days. The purpose of registering your travel with CU’s ISOS is to provide you with assistance and information in case of an emergency. After you have registered your travel through ISOS, a copy of the travel itinerary must be submitted to the Office of Risk Management. The Office of Risk Management website contains useful information and resources as you plan your travel and details the informational requirements of the College. These requirements are based on your relationship with the College and/or the group which will be traveling.
6.0 EXTREME RISK LOCATIONS (LEVEL 3 and 4) FOR CITY AND COUNTRY
Teachers College will not fund, award credit for, or otherwise sponsor or support any international College travel in any country or location within a country for which:
a) The S. State Department (DOS) has issued a Travel Advisories Level 3 and 4,
b) The Office of Foreign Assets and Control (OFAC) has imposed economic or trade sanctions or
c) Centers for Disease Control and Prevention (CDC) has issued Travel Health Notices warning Level 3 Avoid Non-Essential Travel,
d) International travel to a City and Country prohibited by the College’s Insurance Company
If an exception to the travel is desired by Faculty, Students, and Professional Staff, an International Travel Approval Form for High-Risk Countries should be submitted to the Office of Risk Management and the Office of Global Engagement (OGE). Please contact OGE for a copy of the International Travel Approval form. The form will then be processed to the Office of Global Engagement and the Office of Risk Management. for review and approval of the travel. The form must be submitted at least 45 days in advance of the intended travel departure date. Additional information and forms may be required as part of the review process.
7.0 OTHER CONSIDERATIONS:
All travelers should familiarize themselves with the laws governing financial transactions, hiring personnel, and procuring service contracts for the country of travel as many countries have unique requirements.
The U.S. government has a variety of restrictions on the export of equipment like laptop computers, mobile, and other electronic devices. Traveling to countries that are listed on the Office of Foreign Affairs (OFAC) list has a greater risk of export compliance violation due to more restrictive U.S. export control regulations. Please be aware that customs officials have the right to examine any device, any information contained therein and have the right to hold/confiscate any device found to be in violation of U.S. law, international law, or the laws of the host country. Likewise, the host country may have similar restrictions.
Regulations also govern the transfer of funds to certain countries and prohibit any financial or business dealing with countries on the OFAC list. Please review additional information regarding U.S. export and trade controls available at the Office of Foreign Assets and Control (OFAC) website.
Travelers should follow all US laws and the local laws, customs, rules, etiquette, regulations, and standards of the country of travel at all times.
8.0 OTHER TEACHERS COLLEGE POLICIES
While traveling abroad, TC’s Standards Conduct Code: Academic Integrity and General Misconduct, Policy on Protection from Harassment, and Gender-Based Misconduct Policy and Procedures for Students will apply to faculty, staff and students.
Responsible office: Office of Risk Management
Last updated: July 5, 2023