Requirements
When high-risk travel approvals are needed
High-Risk Travel: Approvals, Reviews, and Restrictions
Travel approval requirements for high-risk destinations
Undergraduate student travel
All undergraduate students (and any faculty or staff leading them) going to鈥�high-risk destinations on University-sponsored or supported programs or activities must get special permission from the International Travel Review Committee (ITRC).
- To request permission to travel to a high-risk destination: Start a travel approval review process by emailing travelsecurity@rochester.edu.
- For faculty-led trips: The sponsoring unit or faculty/staff member in charge is responsible for ensuring 鈥媡hat 鈥媋ll participants (including any students) have this approval well in advance of their departure.
Email us to start the travel review process
Non-student travel
University-sponsored or supported travel to high-risk destinations is not restricted unless traveling with students. However, faculty and staff members are encouraged to seek advice from the鈥疍irector of Global Travel Risk Management鈥痶o develop steps to help mitigate risks. Email travelsecurity@rochester.edu to get support.
High-risk destination definition
Countries that hit any of the following criteria are considered high-risk, and will require special approval to travel to:
- Countries under current鈥�痩evels 3 (鈥淩econsider Travel鈥�) and 4 (鈥淒o Not Travel鈥�)
- Regions, provinces, and cities that contain the language 鈥淩econsider Travel鈥� or 鈥淒o Not Travel鈥� within the narrative of any level 1鈥�4 Travel Advisory
- Locations under a鈥�痙esignation of 鈥淲arning Level 3, Avoid Nonessential Travel鈥�
Rochester may apply the designation 鈥渉igh risk鈥� to locations that pose a specific health, safety, or security concern as indicated by other sources, such as our insurers or travel providers.
Getting permission to travel to a high-risk destination
If your high-risk travel includes undergraduate students, you’ll need to submit a Travel Permission Request form and initiate a review.
To start the review process, please reach out to travelsecurity@rochester.edu.
This process should be started鈥痑t least three months prior to departure. However, we suggest submitting as early as possible to allow for any logistical changes that might have to be made to your travel plans.
Frequently asked questions
When are approvals needed
Reference our definition of high-risk destinations.
Any University-sponsored or supported academic or business travel to a high-risk destination requires a Travel Permission Request if it includes undergraduate students. This includes travel that is developed, funded, or administered by the University. Such travel may include, but is not limited to:
- Teaching, research, or conferences
- Administrative work
- For-credit study
- Internships, field studies, or service learning
- Volunteer programs, work programs, and other experiential learning programs
- Performances or athletic competitions
- Trips abroad in connection with student organizations recognized by any University academic or administrative unit
- Students in absentia
University-sponsored or supported travel to high-risk destinations is not restricted unless traveling with students. However, faculty and staff members are encouraged to seek advice from the鈥疍irector of Global Travel Risk Management鈥痶o develop steps to help mitigate risks. Email travelsecurity@rochester.edu to get support.
All staff are required鈥攁nd all faculty are strongly encouraged鈥攖o鈥�register their travel plans.
The University may evaluate and make recommendations regarding any trip interruption and/or evacuation. Faculty and staff who fail to heed instructions to interrupt or evacuate do so at their own risk and may forfeit emergency coverage, expense reimbursements, etc.
Reference the University of Rochester鈥檚鈥�International Travel and Program Development Policy鈥�(PDF) for more information.
All travel to high-risk destinations that is sponsored or supported by the University requires a Travel Permission Request regardless of where you are traveling to your country of origin, although this is heavily factored into the review process.
Depending on the timing of travel and the situation in the destination country, the University may approve all travel at one time. Alternatively, we may approve the first trip and then require follow-up prior to subsequent travel. If you are returning for subsequent travel after receiving permission for one trip, you may edit and resubmit your original proposal to request approval for the new travel.
The US Department of State usually 糖心logo Travel Advisories and country-specific information at least annually. Please review the Advisory details, alerts, and related information before each trip. Then, make any necessary changes to your proposal before submitting it.
Approval process
Contact the Director of Global Travel Risk Management by emailing travelsecurity@rochester.edu to receive the appropriate form. We can also provide you with a sample Travel Permission Request form you can use for reference.
Every request is different, and some require more time to review than others. We recommend submitting requests as early as possible, but all requests should be submitted at least two months in advance of proposed travel. Contact the Director of Global Travel Risk Management at travelsecurity@rochester.edu with any questions.
You should not purchase any flights, promote the program, or fundraise until after receiving written approval from the International Travel Review Committee.
No. All decisions are final.
Email travelsecurity@rochester.edu with any questions. We can also share a sample Travel Permission Request form with you to guide you through the process.
International Travel Review Committee
The ITRC evaluates the health, safety, and security of University-sponsored or supported international programs and activities that involve Rochester students traveling to high-risk destinations. The ITRC also reviews operational logistics, planning, and risk mitigation strategies for in-country program components. The ITIC reviews requests and issues written travel approvals.
The ITRC comprises representatives from鈥疶he Office for Global Engagement,鈥疧ffice of Counsel,鈥疍epartment of Public Safety,鈥疌enter for Education Abroad, International Services Office,鈥疷niversity Health Service, and each school at the University.