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UNIVERSITY
OF NOTRE DAME POLICY ON
INTERNATIONAL TRAVEL
INVOLVING UNDERGRADUATE NOTRE DAME STUDENTS
Faculty
Faculty
Application Form for International Travel Involving Notre Dame Students
For international
travel involving students, the faculty member who is organizing the
trip or accompanying the group abroad must obtain from this web site
(scroll down) or the Office of International Studies a Faculty
Application form for International Travel Involving Notre Dame Students.
The completed form must be submitted at least 30 days prior to the planned
date of departure to Julia Douthwaite, Assistant Provost for
International Studies, 154 Hurley Building. The following materials concerning the proposed trip should
be attached to the form: a detailed program itinerary, proposed orientation
schedule and materials, copies of all promotional, course and other
materials provided to students and parents concerning the trip, etc.
If student participation in this trip is optional, liability waivers
using a form approved by the University's Office of General Counsel
must be obtained from every participant before the proposed trip. Each
applicant will receive a prompt response from the Office of International
Studies and/or the Office of the Provost.
Students
Application Form University-Sponsored Travel for Undergraduate Students
For international travel involving undergraduate students, the center, institute, or department that is helping to organize or fund the trip, in whole or in part, must obtain from this web site (scroll down) or the Office of International Studies an Application form for University-Sponsored International Travel for Undergraduate Students at the University of Notre Dame. The completed form must be submitted for review at least 30 days prior to the planned date of departure to the center, institute or department helping to organize or fund the travel; which in turn shall submit the completed application to Julia Douthwaite, Assistant Provost for International Studies, 154 Hurley Building. Each applicant will receive a prompt response from the Office of International Studies and/or the Office of the Provost. Successful applicants will receive a liability waiver form which must be signed before the student leaves campus.
Liability
Waivers and Insurance
If student participation
in the trip is optional (i.e., not a required part of an academic program),
then signed liability waivers (on a form provided by the University's
Office of General Counsel) must be obtained from each participant before
the proposed trip. Information concerning low cost student health insurance
available for purchase to students traveling abroad, which also provides
medical evacuation and other coverages, is available through the University's Department of
Risk Management and Safety. The University's insurance does not
provide coverage for travel to certain countries deemed by our insurer
to be high risk. In order to obtain the requisite insurance coverage
for travel to these countries, you may be required to buy back the coverage
and pay an additional premium out of your budget for the trip. The University
strongly encourages all travelers to assess, purchase and/or maintain
adequate insurance coverage during travel outside the United States.
Students should be strongly encouraged to purchase and maintain adequate
travel or study abroad health insurance during travel outside the United
States. At a minimum, coverage for medical expenses, accidental death
& dismemberment (AD&D), repatriation expenses and medical evacuation
should be included. Students should consult Risk Management and Safety
for recommended coverage and limits.
State
Department Consular Information
The U.S. Department
of State and other countries and governmental agencies provide, free
of charge, travel and consular information for people traveling abroad
on its website.
We recommend that you monitor the consular information for the country
or countries to which you will be traveling during the weeks and months
leading up to the trip, and until you return home. You also should direct
traveling students and their parents to this website during your health
and safety issues orientation for the trip or provide them with copies
of the consular information. Please note that the University strongly
discourages travel by students to any country with an active State Department
travel warning, and that the Provost's Office reserves the right to
deny or revoke permission to take or continue travel with Notre Dame
students to countries it deems unreasonably dangerous at any time. You
can find the list of warnings at the following sites:
The University
strongly urges travelers to abide by the recommendations in US State
Department Public Announcements and Worldwide Cautions, and
to consult Consular Information Sheets before traveling outside
the United States. The University strongly urges travelers to register
at the appropriate American Embassy or Consulate if they are going to
be traveling outside the United States for more than two weeks. This
will be helpful to travelers and their families, if there is need to
locate family members in the event of an emergency. University departments
are strongly encouraged to consider the financial impact of travel interruption
or cancellation of University programs or activities, including study
abroad and exchange programs, caused by an international emergency or
crisis abroad that is recognized by the US State Department. Before
travel, the department should determine who is financially responsible
for unplanned expenses, such as emergency transportation, food, housing
and other costs, that may be incurred by travelers and how those
expenses will be handled.
Expectations
The University
cannot eliminate the risks involved with international travel, any more
than it can eliminate the risks arising out of everyday life in the
United States. Faculty wishing to take students abroad are, however,
expected to learn and communicate to the students traveling with them
in pre-travel orientation the reasonably foreseeable risks associated
with travel to the countries that will be visited, as well as the basic
health and safety information contained in the State Department's consular
information for those countries. Notre Dame also expects faculty members
accompanying students abroad to manage the trip in a manner that minimizes
the reasonably foreseeable risks of harm, accident and injury and helps
assure compliance with applicable University policies during the trip.
The Department
of Risk Management and Safety, the Office
of International Studies, the Office of General Counsel and the Provost's Office are always available as resources to Notre Dame faculty wishing to take
Notre Dame students on international trips.
Important
Health and Safety Tips
- Before you leave
the United States, provide the University's Department of Risk Management
and Safety with a detailed itinerary for your trip, including arrival
and departure times, all planned activities, your address on-site in
each country you will be visiting, emergency contact information on-site
and in the United States for each responsible faculty member on the
trip.
- Before you depart,
require that each Notre Dame student participant on the trip provide
you and the University's Department of Risk Management and Safety with
emergency contact information for their family members in the United
States, signed medical treatment forms (authorizing you to secure treatment
for them in an emergency), and proof of health insurance applicable
in the countries to which you will be traveling.
- In orientation,
give each student participant on the trip emergency contact information
in the country or countries to which you will be traveling, as well
as 24-hour emergency contact information for someone on the Notre Dame
campus (in case you are incapacitated or unable to assist them).
- In orientation,
provide each student with a card from the University's Department of
Risk Management and Safety which gives them 24 hour medical and legal
hotline numbers to contact in an emergency.
- Provide each participant
with the name, address and telephone number of the US embassy in each
country to which they will be traveling, as well as the name, address
and telephone number of the embassy of another country there that is
friendly to the US government (e.g., Canada or the U.K.).
- Continue to monitor
Consular information from the United States, Canada, United Kingdom,
and/or France for the country or countries to which you will be traveling
in the weeks and months leading up to the trip and until you return
home, advising students of any advisories, travel warnings, bans, etc. (see the websites listed above)
- If you are going
to use common carriers (e.g., charter buses) for student travel, have
the bus company fax current certificates of insurance to the University's
Department of Risk Management & Safety at (574) 631-8794.
- Confirm with the
Risk Management & Safety that the University's medical evacuation policy
covers the countries in which you will be traveling and discuss available
low cost student health insurance for travelers.
Faculty
Application Form for International Travel Involving Undergraduate ND Students
(for use by Faculty)
Please submit the
application form below at least 30 days prior to your planned date of
departure to Julia Douthwaite, Assistant Provost for International
Studies, 154 Hurley Building, Notre Dame, IN 46556.
Please attach a
detailed program itinerary, proposed orientation schedule and materials,
copies of promotional, course and other materials provided to students
and parents concerning the trip, etc. If student participation in this
trip is optional, liability waivers using a form approved by the University's
Office of General Counsel must be obtained from every participant before
the proposed trip.
 download
application
You can complete
the application form directly on-line or print it out and fill it in
manually. You need Acrobat Reader to read the above PDF document. If
you don't have this application on your computer, you can download a
free copy from Adobe's
web site.
Application for University-Sponsored International Travel for Undergraduate Students at the University of Notre Dame
(for use by Students)
The application can be downloaded by clicking the link below:
download application
Please use the following application and submission procedures outlined above.
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