University-affiliated Student International Travel

As a top-tier, public international research university, the University of Kansas supports and encourages international travel and recognizes that the formation of international perspectives is an essential educational component within its academic mission. While there are tangible rewards in providing curricular, co-curricular, and extra-curricular international opportunities to students, it is important for the safety of students that emergency assistance protocols are in place for activities that KU is sponsoring, promoting, and implementing. In an effort to support valuable educational activities and reduce potential risks to its students, faculty, and staff, the University requires that all students traveling internationally with institutional-affiliation register their international travel through KU's Study Abroad & Global Engagement Student International Travel Registry.

The types of activities covered by this policy include,  but are not limited to, the following:

• Formal, non-credit bearing international travel by students organized and/or sponsored by KU, a KU unit, or a KU faculty or staff member;
• International travel by an individual student supported wholly or in part with KU funding in the form of a grant, scholarship, or assistantship, or while on KU payroll;
• International travel by a student accompanying a KU employee with a purpose that is relevant to the University’s academic mission;
• International performances or athletic competitions;
• International travel organized and/or sponsored by KU student organizations; and
• International travel by students to meetings of academic and professional associations, including conferences.

The Student International Travel Registry is a confidential and secure online database for maintaining essential travel information for all students traveling internationally for KU-affiliated purposes. The Student International Travel Registry enables the University to provide information, resources, and guidance to travelers in advance of their trips to maximize their safety and health while abroad. In addition, the Registry allows Study Abroad & Global Engagement to initiate the University’s emergency response protocols and communications strategies (e.g., alerts, warnings, evacuation notices) in the event of a crisis or critical incident abroad. Study Abroad & Global Engagement is responsible for the administration and oversight of the Student International Travel Registry.

All students who travel abroad for University-related purposes must register their international travel and provide all supporting documentation not later than two weeks prior to their expected departure date. If possible, travelers should update the Student International Travel Registry while abroad as additional information becomes available or as changes occur during travel, including additional countries added to the travel itinerary.

Student International Travel Registration requires submission of the following:

• Emergency Contact Information
• Photocopy of passport
• Flight itinerary and travel plans
• Completed Student Liability Release, Health Insurance Certification and Medical Release Form (These forms are embedded within the Student International Travel Registry process.)
• Purchase of Emergency Evacuation and Repatriation Insurance
• Travel Proposal and Emergency Management Plans (group programs)

In addition, it is expected that all students contemplating international travel will review, monitor, and comply with the safety and security information issued by the federal government, including the U.S. Department of State, the Overseas Security Advisory Council, the U.S. Centers for Disease Control and Prevention, and the U.S. Department of Homeland Security.

Campus units sponsoring activities or events covered by this policy have a responsibility to ensure that student participants in KU-affiliated international travel are aware of and comply with this policy.