International Travel in a Time of Change: What Happens Abroad when Travel Advisories or Risk Levels Change?

Congratulations! Your SCU international travel proposal has been successfully submitted, and the pre-departure orientation(s) have gone smoothly. However, imagine that just before departure, or even during the program, the U.S. Department of State (US DOS) changes the country’s Travel Advisory from Level 1: Exercise Normal Precautions to Level 2: Exercise Increased Caution. What does this mean for the program?

Understanding Changes to Health, Safety, and Risk 

SCU assumes a level of responsibility for all University-sponsored international travel. When there is a change in a country’s DOS Travel Advisory level or any of the eight associated Risk Indicators, both Program Coordinators and the University should re-reassess the risk to travelers and the University, given the changes. The guiding question becomes:

Even small shifts in the Travel Advisory level can signal significant changes on the ground. While Levels 1 and 2 are reviewed by the DOS approximately every 12 months, and Levels 3 and 4 every six months, advisories can be updated at any time due to major developments, such as changes in U.S. embassy staffing or increased regional instability.

If such changes occur, there is a need to reassess the health, safety, and security situation to determine how to best support the international program and participants. The University International Travel Policy does not support travel to locations with an overall DOS Travel Advisory Level 3 or 4.

You can see more about the University International Travel Policy in the Atlas issue “But Can We Travel There?” The policy aligns closely with the U.S. DOS Travel Advisories, which are official recommendations and advisories issued by the U.S. government  to inform U.S. citizens about potential safety and security risks abroad.

How Are DOS Changes and Other Risk Factors Communicated?

All SCU international travelers are advised to register with:

1. The US Department of State Smart Traveler Enrollment Program (STEP): provides real-time alerts and safety notifications from the nearest U.S. embassy or consulate
2. International SOS: SCU’s global travel assistance provider

Both Program Coordinators and individual faculty/staff travelers should use their SCU email address or membership number to ensure they receive safety and security email alerts and push notifications related to their destination(s). Instructions can be found in the SCU International SOS Membership and Digital Tools Directions 2025. Global Engagement also monitors the news and risk changes and will contact Program Coordinators or faculty/staff travelers out if SCU travelers could be impacted. 

What if the DOS Advisory Level Rises to 3 or 4, or Travelers Feel Unsafe After the Program Has Begun?

If the DOS advisory level escalates to Level 3 or 4, or participants report feeling unsafe due to a large-scale crisis at any point during the program, Program Coordinators should contact SCU Global Engagement immediately. Program Coordinators considering canceling a program once participants are already on-site should communicate with Global Engagement immediately prior to taking action. SCU may have multiple different programs taking place in the same country or location, and Global Engagement and/or the Crisis Abroad Response Team (CART) will evaluate current conditions and determine an institutional response in the event of an international or localized emergency that may impact participants on University-sponsored international programs or travel. Global Engagement will continue to work with Program Coordinators and individual faculty/staff travelers on whether University programming should continue. Global Engagement and CART may consult with:

• The Program Coordinator and sponsoring department
• SCU’s travel insurance and security providers (Chubb and International SOS)
• Regional and security analysts at the U.S. DOS
• The U.S. Mission’s Regional Security Officer
• Peer institutions with similar regional programs
• Area experts and local contacts

Based on these consultations, Global Engagement and CART may determine whether the program must be suspended, modified, or if participant evacuation is necessary due to significant health, safety, or legal risks. If an evacuation is needed, Global Engagement will work with International SOS to provide a streamlined departure and ensure that it is an event covered by insurance.  

Coordinated Response, Not Individual Action

In any critical incident or large scale crisis situation abroad, it is essential not to act unilaterally or evacuate a group without coordination. Instead, follow your program’s Critical Incident Response Plan, and immediately involve Global Engagement/CART.

A well-prepared Critical Incident Response Plan should include:

• Outlined roles and responsibilities of the emergency response team
• Clear participant instructions for various emergency scenarios
• An emergency communication plan

Please consult the Program Coordinator Resources page if this is a new process or concept: 

• Program Coordinator Critical Incident Preparedness and Response Guide 
• Critical Incident Preparedness & Response Plan Template

Changes in the U.S. Department of State Travel Advisories are serious indicators that warrant immediate attention and coordinated action. Santa Clara University is committed to supporting the health, safety, and educational success of all participants in international programs. By staying informed, adhering to University policies, and following established response procedures, Program Coordinators and travelers can navigate changing conditions with confidence.

Resources

• Program Coordinator Resources webpage
• Global Engagement Guide to Ethical Photos

Have a question?

We are here to help - reach out to us at associateprovostglobal@scu.edu. 

Key links and resources for university-sponsored international travel:

• Understand Department/Program responsibilities for University-Sponsored International Travel: Program Coordinator Roles and Responsibilities 
• Preview the International Travel Proposal: SCU International Travel Proposal 
• Plan for International Travel Proposal deadlines: 2024-25 International Travel Proposal Deadlines.
• Are you a faculty or staff member traveling abroad individually for research or work?: Register Your Faculty/Staff Travel through the 1-Minute Travel Registry to ensure SCU travel insurance.

Atlas is our university-sponsored global travel newsletter to offer guidance and resources for departments and programs in planning and supporting university-sponsored international travel.

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