Scope of Policy
The University International Travel Policy governs all international travel sponsored or co-sponsored by the University. This includes undergraduate, graduate, professional degree or certificate programs, or autonomous programs arranged by a campus, a school, the College, or a department.
University-Sponsored Travel
- Individual Faculty/Staff
University-sponsored travel includes individual faculty/staff travel funded by or supported through resources, such as employee time or funding, while employed by SCU.
- Groups of Faculty/Staff and/or external members, e.g., boards, alumni groups or other groups.
- All international student travel
University-sponsored travel also includes education abroad opportunities organized, developed, or administered by specific schools, the College, or departments, or Santa Clara University employees as approved by the Associate Provost for International Programs, the Provost, and the Travel Policy Advisory Committee. Education abroad opportunities include but are not limited to credit-bearing and non-credit bearing experiences such as: study abroad programs, internships, field studies, service learning, research, volunteer or work programs, immersion programs, fellowships, or professional development activities sponsored or endorsed by the University.
Travel Not Sponsored by the University
This is international travel that has no formal affiliation with Santa Clara University.
Some examples include but are not limited to, personal travel, vacations and any programs or internships abroad that students may pursue independently outside of SCU.
|
Overview-University-Sponsored Travel and Travel Not Sponsored by the University |
||
|---|---|---|
|
Traveler |
University-Sponsored Travel |
Travel Not Sponsored by the University |
|
Undergraduate Student |
Travel/funding requires approval through the University process |
Santa Clara University does not review or fund this travel and it is strongly discouraged. Disenrollment from the University must occur if travel interferes with the academic year. |
|
Graduate Student |
Travel/funding requires approval through the University process |
Santa Clara University does not review or fund this travel and it is strongly discouraged. Disenrollment from the University must occur if travel interferes with the academic year. |
|
Faculty or Staff |
Travel/funding requires approval through the University process |
Santa Clara University does not review or fund this travel. |
|
Alumni or the Public |
Travel/funding requires approval through the University process |
Santa Clara University does not review or fund this travel. |
|
Agents or Affiliates of the University |
Travel/funding requires approval through the University process |
Santa Clara University does not review or fund this travel. |
Policy
SCU will support university-sponsored international travel to destinations with:
- U.S. Department of State (DOS) Travel Advisories Level 1 and Level 2 and Centers for Disease Control (CDC) Travel Health Notices Level 1 & 2 AND
- Where there is no obvious risk to a participant’s health, safety, or to the likelihood of being able to carry out the goals of the international travel successfully.
- For student travel, we may also give consideration to infrastructure for student support including, but not limited to: University staffing, campus health centers, program center staffing, onsite local protocols and support for health, safety or immigration that may impact travel.
- University-Sponsored travel is not supported to locations with an overall DOS Travel Advisory Level 3 or Level 4 unless the Provost grants an exception. Certain areas within countries with an overall advisory Level 1 or Level 2 may be designated Level 3 or Level 4, and neither travel nor transit through, such as stopover, may occur in these destinations.
Approval of International Travel
The Associate Provost for International Programs grants approval for University-Sponsored international travel. The Associate Provost may engage the Travel Policy Advisory Committee in their decision. All student travel requires an SCU faculty/staff member to fulfill the role and responsibilities of SCU Program Coordinator which are defined in the travel procedures, and approval is contingent upon continual monitoring of current global and in-country health and safety conditions up to and through the official dates of the university program, initiative, or sponsored travel.
Prior approval of University-sponsored travel may be rescinded at any time if travel involves destinations in which:
- Current health and safety conditions pose unusual or significant risks; OR
- The DOS issues a Travel Advisory Level 3 or Level 4; OR
- The CDC or WHO issues a travel advisory; OR
- U.S. Department of Treasury Office of Foreign Assets Control (OFAC) imposes restrictions OR
- The University's Travel Accident/Security Insurance policy excludes coverage OR
- There is a failure of the SCU Program Coordinator to monitor in-country health and safety conditions and/or fulfill their role and responsibilities
Assessing Risk
When assessing the health and safety conditions for existing and potential education abroad opportunities, in addition to other sources of evidence of potential risk to participants, Santa Clara University gives primary consideration to Travel Advisories issued by the U.S. Department of State. In addition to DOS Travel Advisories, the University gives consideration to health and safety risks articulated by the Centers for Disease Control, the World Health Organization, the U.S. Department of Treasury Office of Foreign Assets Control (OFAC), and also locations that are excluded from the University's Travel Accident/Security Insurance policy.
Policy History
- Policy initiated April 13, 2004
- September 2013 policy updated to separate procedures
- February 2018 policy updated to reflect January 10, 2018 nomenclature changes from the US Department of State
- Travel Policy COVID-19 Addendum approved May 12, 2021
- Travel Policy COVID-19 Addendum removed March 7, 2023
- Travel Policy updated for clarity and readability April 19, 2023
Related
Faculty Handbook and Other Guidelines, Policies & Procedures.