16.69 – University Related International Travel

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Details

Scope: NMSU System

Source: ARP Chapter 16 | Safety and Risk Management

Rule Administrator:

Last Updated: 09/12/2017

Related

Cross-Reference:

ARP 14.69 - University Related Travel Guidelines

ARP 16.70 - Education Abroad

Business Procedures Manual, Section 5C

 



Revision History:

2017 Recompilation;
09/12/2017 Amendment (rewriting former Rules 2.69.1 and 2.69.2 as Rule 16.69) approved by Chancellor.   
10/21/2015 Replication of former Policies 2.69.1 and 2.69.2 as initial Rules 2.69.1 and 2.69.2 approved by Board of Regents;
05/02/2013 Amendment to former Policy 2.69.2 approved by Board of Regents;
03/14/2011 Amendment to former Policy 2.69.2 approved by Board of Regents;
07/20/2010 Adoption of former Policy 2.69.2 approved by Board of Regents.

PART 1:  PURPOSE


Due to heightened risks associated with international travel, and in the interest of the safety and security of university students and personnel, the university requires additional information and imposes additional procedural requirements for its students, faculty, staff and affiliates who travel abroad.

 

PART 2:  DEFINITIONS


  1. NMSU Entity: NMSU Entity, sometimes also referred to as “unit”, is a general term which may refer to a college, a department or any other individual administrative unit within the NMSU System, including but not limited to agricultural experiment stations. Private not-for-profit corporate entities recognized to be affiliated with NMSU for fundraising, research, public service, or student activity purposes, while subject to certain NMSU policies, rules or procedures to maintain recognized status, are not considered “NMSU entities”, and if located on NMSU premises, are referred to as “External Entities”.
  2. University Related International Travel: Travel that is at least one of the following:
    1. funded by any NMSU entity in whole or in part;
    2. within the course and scope of employment of the participant as approved by the relevant supervisor;
    3. organized by any NMSU entity approved through International and Border Programs; or
    4. An essential component of an academic credit-bearing course at NMSU.

 

PART 3:  ROLES AND RESPONSIBILITIES OF INTERNATIONAL AND BORDER PROGRAMS


  1. International and Border Programs is the repository on behalf of the institution for the information relating to NMSU students, faculty, staff and affiliates traveling abroad. International and Border Programs is responsible for managing the application and enrollment process for Education Abroad programs, and the processing of requisite forms and other documentation indicating that the pre-requisites for all international travel by NMSU students and personnel have been met.  This role facilitates IBP’s ability to monitor the global location for NMSU faculty, staff and students and to provide resources, support, or assistance as may be needed.
  2. The requisite forms and procedural guidance are made available at https://ibp.nmsu.edu/.
  3. To assist with risk management and other issues, the associate provost of International and Border Programs may call on representatives from across the NMSU system to convene as an advisory committee as needed to provide review and recommendation on specific issues.

 

PART 4:  PROCEDURES FOR UNIVERSITY RELATED INTERNATIONAL TRAVEL 


  1. Related Travel Rules:
    1. Travelers should review the university’s general rules regarding travel. (See ARP 14.69 – University Related Travel Guideline; NMSU Business Procedures Manual, Section 5C.).
    2. If the travel is for participation in an Education Abroad program, the traveler should follow the application and enrollment process set forth in ARP 16.70 – Education Abroad, which will satisfy the requirements of this rule through the coordination between the Office of Education Abroad and International and Border Programs.
  2. Prior to commencing international travel, participants must complete the Travel Authorization Forms provided by International and Border Programs, indicating the appropriate administrative approvals. The following guidelines are to assist the traveler in understanding the manner in which International and Border Programs will process Travel Authorization Forms:
    1. Participants must review and acknowledge that they understand that international travel involves heightened risks to personal safety, requires compliance with laws and regulations of the destination which may be quite distinct from U.S. laws, and that they have read the U.S. State Department’s website for the destination, which may include Travel Alerts, Travel Warnings and other “Country Specific Information”. See: State.Gov. If the proposed international travel involves a destination subject to a Travel Alert or Travel Warning, additional protocols apply.  (See Part 5 below).
    2. All NMSU employees and students undertaking University Related International Travel must purchase the required insurance (See NMSU Business Procedures Manual 5C. 10.)
    3. Using the forms provided by International and Border Programs (https://ibp.nmsu.edu/), the participant must identify the specific program, all destinations, and travel start and end dates. Additionally, if personal travel is planned immediately prior or following the University Related International Travel, the dates and destinations for such personal travel must also be identified.
    4. The relevant supervisor or administrator responsible for the source of funding must approve and sign the completed travel forms prior to submission to International and Border Programs.

 

PART 5:  TRAVEL TO DESTINATIONS SUBJECT TO TRAVEL ALERTS OR TRAVEL WARNINGS


Significant travel risk exists when the U.S. Department of State issues Travel Alerts or Travel Warnings about a particular foreign country, region, state, city or locale.  University Related International Travel to destinations subject to such Alerts or Warnings is discouraged and is subject to additional scrutiny as set forth below.

A. Employee Travel

Some circumstances may involve travel to destinations subject to a Travel Alert or Travel Warning (e.g. demands of the university’s contract or research obligations, work with key partners, etc.).  Any employee seeking approval for international travel to such destinations must exercise due diligence, give careful consideration to the available information, and weigh the risks and benefits relative to the educational opportunity or business need for such travel.  For all international travel to destinations subject to Travel Alerts or Travel Warnings each traveler must complete the Supplemental Information Form required by International and Border Programs. See the International and Border Programs site for additional information. The associate provost for International and Border Programs will review the supplemental information, the Travel Alert or Travel Warning associated with the specific destination, and approve or deny the proposed travel.  Denials may be subject to additional review by the executive vice president and provost at the discretion of the associate provost or at the request of the traveler or supervisor.

B. Student Travel

  1. International travel by students to destinations subject to a U.S. State Department Travel Alert or Travel Warning is prohibited, absent permission granted by the executive vice president and provost. Student requests for such travel may be made by submitting a completed, signed Student Request for Exception to Travel Warning form provided by International and Border Programs.  The student must provide a justification for the travel, including steps that will be taken to mitigate the dangers or concerns mentioned in the Travel Alert or Travel Warning as they relate to the program location, activities and related implications.
  2. The associate provost for International and Border Programs will review the student’s travel justification, weigh the safety risks compared with the benefits associated with the proposed international travel, and make a recommendation to the executive vice president and provost, who will approve or deny the request. If the request is granted, the student(s) must comply with the requirements in Part 4 above, which will include execution of a Waiver and Release of Liability form provided by International and Border Programs.
  3. Absent approval by the executive vice president and provost, the university will not fund student travel to destinations subject to U.S. State Department Travel Alert or Travel Warning, nor award academic credit or recognition for research or activities.

C. Trip Cancellation or Modification:

  1. Approvals for travel to destinations subsequently subject of a Travel Alert or a Travel Warning or other emergent circumstance may be revoked by the executive vice president and provost, in consultation with the associate provost of International and Border Programs. If the prior approval is revoked, the participant will be advised to return to NMSU or to some other destination.
  2. If a participant received funding prior to the imposition of the Travel Alert or Travel Warning, and has not yet embarked on travel, the participant will be required to return the funding as directed by International Border Programs. If funds have been reasonably expended in furtherance of the activity before the issuance of the Travel Alert or Travel Warning, the supervising/sponsoring unit head shall consult with the International and Border Programs to resolve issues relating to potential refund or credit toward an alternate program.  If the amount of the refund is disputed, the participant may request review by the executive vice president and provost.