SPG on International Travel
The University Standard Practice Guide #601.31 applies to faculty, staff, and all students traveling outside of the United States for University-related purposes, which may include but are not limited to study, research, internships, service, conferences/presentations, teaching, performances, or athletic competitions. The University reserves the right to prohibit or suspend travel for University-related purposes to any destination by faculty, staff, or students if significant health, safety or security concerns pose extreme risks that warrant such a decision.

Examples of U-M Related Travel
Office of the Provost – February 24, 2015

Please refer to the full International Travel Policy SPG 601.31 for full definitions of University of Michigan Related Travel (UMRT).

Common Examples of UMRT:

• A faculty member traveling to a professional conference is on UMRT. She is traveling within the context of her job responsibilities.
• A faculty member leading a group of students to Kenya. The faculty member is on UMRT in a Faculty/Staff role, and the students are on UMRT in a participant role.
• A history faculty member participating in an archeological dig. She is traveling within the context of her job responsibilities and is on UMRT.
• A UM doctoral student in African studies doing research at the Paris library. This student is traveling in a Participant role on UMRT.
• A U-M student participates in an internship arranged by the LSA international internship coordinator. The U-M organizes and manages this program and selects participants. This is UMRT.
• An LSA student on an intensive language program in Japan provided thru MSU but coordinated at the U-M by CGIS and found in M-Compass. The U-M is managing this program, accepting and reviewing applications, and selecting participants. This is UMRT.
• A Law School alumnus on a post-graduate experience abroad with financial support from the Law School. This is UMRT.
• A recent graduate on a Bonderman scholarship. This is UMRT.

Not UMRT:

• A U-M student participates in an internship that was posted in the Career Center by BMW in Berlin. The U-M does not manage this program and has no role in selecting or matching the student to the internship. This is not UMRT.
• An engineering faculty member participating in a paleontological dig for pleasure. This traveler is not on UMRT.
• A U-M faculty member is on a mission trip as part of their social or faith-based organization. This traveler is not on UMRT.

Note about working remotely and taking classes remotely:

In general, working remotely or taking classes remotely from outside the United States is not considered University of Michigan Related Travel (UMRT). For example, if a faculty or staff member opts to work from another country for personal or other reasons (e.g., visa delays, travel constraints, etc.), they are not considered to be on University of Michigan Related Travel and are not subject to SPG 601.31 for international travel. Similarly, a student living in their home country and taking U-M courses remotely is not considered to be on UMRT.

If faculty, staff, or students travel to a country outside the United States for the primary purpose of engaging in location-specific work, research, or study, then that travel is considered to be UMRT. In these cases, travel is an essential component of completing their U-M activity and they are subject to SPG 601.31 for international travel.

NOTES: 

U-M travel guidelines do not apply to personal travelers, such as students, faculty, and staff traveling back to their homes to live, visit family members, etc. This page will be updated with any changes to the U-M Travel Designations list.

Please see the “COVID-19 and Travel” section for Frequently Asked Questions. For additional questions, please contact umich-itoc@umich.edu. 

What is an International Travel Dean’s designee?

It is important that U-M academic units are aware of student travel plans abroad – either as organized groups or as individuals traveling to higher risk destinations for U-M Related Travel.

To facilitate information sharing, the Provost’s Office maintains a list of International Travel Dean’s designees. The International Travel Dean’s Designee serves as the U-M Ann Arbor Provost Office’s primary point of contact for verifying unit-level financial and academic approval for U-M related group travel abroad and determining “essential travel” if necessary. The Provost Office will verify an International Travel Dean’s Designee’s approval for group travel during the Safety Plan review process for higher risk travel to a U-M Travel Warning or U-M Travel Restriction destination and will contact the International Travel Dean’s Designee when questions related to the essential nature of travel arise.

How is an International Travel Dean’s Designee Selected?
Each Dean or executive officer for Athletics and Student Life may nominate one Dean’s designee for student travel abroad. Designees are often members of the Council on Global Engagement. Deans or CGE members must notify the Chair of the International Travel Oversight Committee of any changes to the Dean’s designee listing. For the Ann Arbor campus, each academic unit must have one Dean’s designee. U-M Flint and U-M Dearborn may elect to have one Provost’s designee for their campus.

What are the Responsibilities of the Dean’s Designee?

University of Michigan Related Travel Abroad for Student Groups1. A Dean’s Designee verifies that there is unit-level approval for University of Michigan Related student group travel to any destination outside the United States. Designees may follow any unit-level approval processes that may be in place to document this approval in accordance with the International Travel SPG 601.31.

Instructions are also embedded in the Safety Plan for Group Travel, instructing group leaders to seek the approval of the appropriate Dean’s designee before submitting a Safety Plan to ITOC. The Safety Plan review process can be seen on the U-M Travel Health Plan and Safety Plan Process Flowchart.

2. For student group travel to U-M Warning or Restriction locations, ITOC will verify that the group leader self-identifies that they have their Dean’s Designee approval within the Safety Plan for Group Travel.

3. ITOC will include the Dean’s designee, who represents the unit organizing or managing the travel experience in all communications. Though ITOC reviews and approves plans based on the merits of their travel health, safety, and security preparation, Schools / Colleges / Units always reserve the right to deny travel.

University of Michigan Related Travel for Individual Students

4. The Dean’s designee will be informed of all individual student safety plans submitted for travel to a U-M Travel Warning and U-M Travel Restriction destinations so units are aware of such activity. Though ITOC reviews and approves plans based on the merits of their travel health, safety, and security preparation, Schools / Colleges / Units always reserve the right to deny travel.

What is Unit-Level Approval for Student Travel Abroad?

Unit-level approval includes supporting the educational purpose of the proposed international travel experience. Unit-level approval may consider unit-specific travel health and safety review, though the unit may delegate the health and safety aspects of approval to ITOC via the safety plan review process. Please note that all travel to U-M Travel Warning or Restriction destinations must undergo ITOC review, even after receiving the support of the International Travel Dean’s Designee.

How can ITOC help? 
ITOC will verify Dean’s designee approval for all student group travel to U-M Travel Warning or Restriction destinations, will inform the Dean’s designee of approval for all individual student travel to U-M Travel Restriction destinations and to U-M Travel Warning locations during the safety plan review process.

ITOC members are available to consult with a Dean’s designee at any time to discuss the health, safety, and security concerns for travel to any destination, including travel to a U-M Travel Warning or Restriction destination. For questions, contact the Chair of ITOC or umich-itoc@umich.edu

Education Abroad Program Leaders and Staff Members: Guidance Regarding Companions and Dependents
Office of the Provost – October 2015

Guidance
The University of Michigan provides the following guidance for program leaders and staff members of education abroad experiences that are organized by the University of Michigan.  A program leader is a faculty, staff, or student (graduate or undergraduate) who travels with and has overall (even if not sole) responsibility for an education abroad experience organized or managed by the U-M.  Programs may also have program staff members: faculty, staff, or students traveling with the group who have more specific responsibilities for delivering particular elements of the experience (e.g., instructing in a course).   This document provides some guidance for cases where program leaders or staff members are accompanied by companions or dependents who do not have a role or responsibility in delivering the program.

Clarity of Responsibilities
As an institution, we recognize that it is important:

• Offices organizing education abroad experiences provide all program leaders or program staff with a clear statement describing their roles and responsibilities.
• Program leaders and program staff members disclose any concerns or impediments that might impact their ability to fulfill those roles and responsibilities.
• Program leaders and education abroad offices have clarity regarding liability related to the program leaders and program staff members’ participation in the program.
• Program leaders and education abroad offices have clarity regarding expenses related to the program leader’s and program staff members’ participation in the program.

Program Leader Responsibility
The primary duty of a program leader is to appropriately manage the education abroad program. This includes assuming responsibility throughout the education abroad experience for both program quality and the health and safety of all participants.  Specific responsibilities might include: organizing coursework and related activities; arranging accommodations; coordinating travel arrangements; identifying and mitigating risks; accompanying program participants during program activities and excursions, or ensuring that appropriate arrangements are in place; and responding to emergencies. A program leader must be available to provide emergency support to participants on a 24/7 basis.

Program Staff Responsibility
The primary duty of a program staff member should be clearly defined as part of the process of selecting the staff member for the role. It is generally to deliver a specific part of the program while abroad (e.g., teach a specific course; manage logistics; provide translation, etc.). This is a role with specific responsibility over parts of a program rather than over its entirety.

Special Considerations Related to Accompanying Dependents or Companions
Sometimes a program leader or program staff member has compelling reasons for a dependent or companion to accompany them on an education abroad experience. A program leader’s dependent is defined as their spouse, other qualifying adult, and/or child as defined by U-M Human Resources. A companion is another adult accompanying the program leader on the education abroad trip.

Because a program leader’s primary responsibility is to the quality, safety, and success of the student experience, the presence of such dependents or companions should be carefully considered and disclosed to the education abroad office organizing the program. Likewise, the presence of dependents or companions should not affect a program staff member’s ability to carry out their defined responsibilities. Some issues to consider relative to accompanying companions or dependents include:

Program Impact:

• Consider how the presence of the dependent or companion impacts the program leader’s or staff member’s ability to meet their responsibilities.
• Consider how the presence of a dependent or companion impacts the student experience (e.g., are students unable to have open discussions because of the presence of minors?).
• Considerations that might be included when reviewing programmatic impact include: the length and location of the program; program content, topics, and format; available accommodations; and modes of travel.

Role:

• There should be clarity and transparency for all involved about the role of any companions or accompanying dependents.
• In general, such companions and dependents have no role in the program, do not represent the U-M, and should not engage in UM business (manage funds, instruct students, manage emergencies, etc.).
• If there is a formal role, the companion or dependent should be formally vetted and appointed as a program staff member.

Insurance Issues:

• Insurance issues should be explored carefully in each case.
• General Liability Insurance and Auto Insurance: An accompanying dependent or companion of a U-M program leader or staff member is not covered by the University’s general liability insurance or auto insurance.
• Travel Abroad Health Insurance: An accompanying eligible dependent of a U-M program leader or staff member might be eligible for coverage by the University’s travel abroad health insurance. A companion is not eligible for coverage.
• Political and Natural Disaster Evacuation Support: An accompanying eligible dependent of a U-M program leader or staff member might be eligible for coverage by the University’s political and natural disaster evacuation support service. A companion is not eligible for coverage.

Background Checks:

• The presence of minors may impose requirements for criminal background checks on both program leaders and program participants (see SPG 601.34).

Supervision of Minors or other Care:

• The program leader or staff member must make appropriate arrangements for child care and supervision of minors at the program site.
• Similarly, when companions require special care, the program leader or staff member must make these arrangements.
• Program participants should not be asked to supervise minors on a program or provide care for companions.

Expenses:

• The presence of accompanying companions or dependents should not impact the cost of the program.

Transparency:

• Education abroad offices should be fully informed and aware of accompanying dependents or companions to program staff and program leaders and must be given sufficient time to address any issues that might be related to their presence.

Program leaders and program staff members must remain fully aware of their responsibilities to the program and be able to manage those responsibilities while also addressing the needs of their companions or dependents. The University of Michigan recognizes that having family members or companions in-country may be desirable for a program leader or program staff member. This decision must be balanced against the challenges that can arise in managing a program abroad, sometimes in complex, challenging, or risky environments.

The unit leadership (deans or their designees) or education abroad offices must make final decisions regarding program leaders and staff members and are responsible for assessing the impact of companions or dependents on education abroad programs. If this assessment indicates that the presence of companions or dependents is disruptive to the education abroad program, unit leadership may ask that the companions or dependents do not accompany the program, or they may elect to send different program leaders or staff members.

University human resources provide information for U-M employees working outside the United States, as well as details for non-U.S. citizens working outside the United States.  Topics include benefits, personal tax liability, and travel documents.

Units should consult with the Office of General Counsel before hiring employees outside the United States.  In some cases, referrals to outside counsel may be needed.

It is important to follow U-M financial policies and business processes while abroad on university-related travel.  Some common topics and U-M resources related to international finances are listed below.

• Procurement Travel and Policies
• U-M Bank Accounts in Foreign Countries
• Rules about Accepting or Giving Gifts
• Travel and Business Hosting Expense Policies and Procedures for Concur Users
• Travel to U.S. Sanctioned Countries