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Planning International Travel

There are a handful of steps we ask travelers to take before they begin international travel with faculty, staff, and/or students on behalf of the university.

Pre-Trip

  1. Research your destination’s safety and security status on the State Department website.
    • Any Level 3 Travel Advisory requires careful vetting and it’s possible the university will not sanction a trip to this area of the world.
    • The university does not allow trips to Level 4 countries while on university business.

  2. Research your destination on the International SOS website. The university’s Member ID is 11BCAS392729.
    • Review what Member Services ISOS can provide while you are on their website.

  3. Always secure signed contracts before sending funds, including deposits, overseas. Contact Doug Moore for guidance at douglas.moore@lmu.edu.
  4. We advise everyone to enroll in the State Department Smart Traveler Enrollment Program (STEP).
  5. The U.S. Department of State has determined that some countries are state sponsors of terrorism. Travel to these countries is not allowed.
  6. The U.S. Treasury Office of Foreign Assets Control (OFAC) has imposed economic sanctions on certain countries.
    • Travel to countries with a U.S. State Department Level 3 Travel Advisory or OFAC sanction must be approved by LMU Risk Management. If approved, restrictions may apply.

  7. Determine if students or any other travelers will require any special accommodations while traveling. A request for accommodation should be put in writing by the traveler. If it’s a medical related accommodation, there should be something in writing from a treating physician identifying the required accommodation. If it is a disability accommodation, this must be verified in writing by LMU Disability Services detailing the exact accommodations needed. Not all accommodations are possible at every location abroad.

Thing to Provide to Risk Management

Please send the following information to Doug Moore, the university's risk manager, at douglas.moore@lmu.edu.

  1. Describe the purpose of the trip.
  2. Compile a list of who is going on the trip: quantities and names of faculty, staff, and students.
  3. Describe who your in-country hosts will be and what their connection is with LMU.
  4. Inform if you have used this vendor before or been to this host.
  5. Develop a detailed itinerary of where you will go while in-country.
  6. Compile a list of emergency contacts in your host country.
  7. Compile a list of 24/7 emergency contacts in your department, including your unit/department head.

Assumption of Risk and Release of Liability

All students and guests should carefully read and sign this Assumption of Risk and Release of Liability form. This document must be forwarded to Doug Moore, the university's risk manager, at douglas.moore@lmu.edu prior to the students’ program start date.

Registering your Trip with International SOS

ISOS is the university’s crisis management team while you are abroad. Your trip must be registered with International SOS before it begins.

There are two ways to register your trip:

  1. MyTrips: Register as a "New User", and you will be able to log in using your LMU credentials. Input your data as prompted.
  2. Tracker Upload: You can enter your travelers and their information onto this spreadsheet. Follow the instructions on the legend, which will instruct you on what data is needed. Send the completed spreadsheet to Doug Moore, the university's risk manager, at douglas.moore@lmu.edu.

Transportation

Important reminders for program planning:

  1. Utilize a reputable travel agent or industry-standard airline for all required flights.
  2. Avoid advising students on optional flight choices. Travel agencies are the best resource.
  3. Utilize transportation services from established transportation companies.
  4. Book accommodations with established hotels that provide clear cancellation policies, email, and phone contact.
  5. Review the LMU Travel Safety Policy.

While In-Country

  1. Know where you are going before you go there. Getting lost in a foreign city or country where you are not familiar with safe and unsafe locations has potential safety risks.
  2. If there is a change to your itinerary, please advise Doug Moore, the university's risk manager, at douglas.moore@lmu.edu.
  3. Collect contact information for any student leaving the program location for more than 12 hours: student name, locations to be visited, primary and secondary means of communication including phone, email, WhatsApp, etc.
  4. Make sure students know how to contact you as well as the in-country vendor/host.
  5. Insist that all students stay in the residence/vendor housing/hostel, etc. that was agreed upon before the trip. Students are not allowed to leave the program and find their own lodging except under extreme circumstances as determined by Risk Management.

Pre-Departure Orientation Topics

Hold a pre-departure orientation for participating students and follow up with any student who does not attend. In addition to information on the program academics, logistics, and expectations, additional topics should include:

  1. Review safety information on the destination country/countries and provide a link to the International SOS and U.S. Department of State Travel Advisories.
  2. Discuss general safe travel considerations and provide a link to the U.S. Department of State website.
  3. Share cultural and adjustment considerations.
  4. Advise students to enroll in the U.S. Department of State STEP process so that U.S. Embassies can help locate students abroad in an emergency.
  5. Discuss health considerations for the destination country/countries and remind students to consult with a travel clinic or family physician regarding vaccinations.
  6. Advise students to retain their U.S. insurance, particularly in case of pre-and post-health conditions.
  7. Advise students to purchase international travel insurance for any pre-or post-program travel. The international insurance will only provide coverage for up to 14-days pre-program and 14-days post program.
  8. Provide students with the web link for included International SOS assistance information.
  9. Advise all travelers to download the International SOS app.
  10. Provide students with the web link for Chubb international insurance.
  11. Advise all travelers to bring a copy of their passport and keep in a secure location separate from their original passport.
  12. Advise all travelers to encrypt their cell phones, laptops, and other electronic devices, and to keep them in secure locations at all times.

University International Travel Safety Suspension

In its sole and absolute discretion, LMU reserves the right to suspend all international travel, including previously-approved and/or travel currently underway. When assessing the health and safety conditions, in addition to other sources of evidence of potential risk to travelers, LMU gives primary consideration to the risks articulated by:

  • Global, national, state, and local advisories, restrictions, and guidance;From public health officials;
  • U.S. Department of State (DOS) Travel Advisory Levels;
  • U.S. Centers for Disease Control (CDC) Travel Health Levels, including COVID-19 Health Notices;
  • World Health Organization (WHO);
  • U.S. Department of Treasury Office of Foreign Assets Control (OFAC);
  • International SOS (ISOS) Country Reports;
  • Countries and locations excluded from coverage by the university’s emergency medical/security insurance policy.

Additional Resources

These are additional valuable resources to prepare you for your time abroad.