Graduate Student Travel Responsibilities and Procedures

Independent Travel

Your travel is official if it meets any of these criteria:

In the course and scope of UA employment, authorization, and representation;
In connection with a UA sponsored project, research grant or contract;
Financed through UA by funding, scholarship, sponsorship, or financial aid;
UA approved travel, while enrolled as a UA student to meet a course or degree requirement;
Directed, coordinated, or supervised by UA employees for any traveler;
Involving the use of a UA vehicle.

If your travel is official:

Register Travel.
Work with the sponsoring department to submit a Travel Authorization form.
Optional: Travel Preparation, Emergency Planning, or Emergency Scenarios workshop.

If your travel is to a location determined to be an elevated risk, you may be asked for additional information in order to assess the trip and provide safety recommendations. Provide adequate time for this process to occur.

Travel to locations of Extreme Risk must be considered critical. Many steps are required to prepare for travel to these areas. Expect the process to take multiple months.

Current countries designated as extreme risk: Afghanistan, Burundi, Central African Republic, Iran, Iraq, Libya, North Korea, Pakistan, Somalia, South Sudan, Syria, Yemen

Additionally, there are many areas determined to be Extreme Risk within countries where travel must be critical.

If your travel is a moderate risk:

Work with Global Travel to provide any additional information necessary to assess the trip and provide safety recommendations.
The sponsoring Department Head will be required to provide final authorization of travel.
Recommended: Travel Preparation workshop

If your travel is high or extreme risk:

Work with Global Travel to provide any additional information necessary to assess the trip and provide safety recommendations.
The International Travel Safety Oversight Committee (ITSOC) will review the high and extreme risk destinations.
The sponsoring Department Head will be required to authorize travel.
Final authorization is required from the Provost.
Participate in Risk Briefing as determined in approval.
Recommended: Emergency Planning workshop

Group Travel

Three or more students traveling together without UA employee supervision with one student primarily coordinating travel arrangements.

Your travel is official if it meets any of these criteria:

In the course and scope of UA employment, authorization, and representation;
In connection with a UA sponsored project, research grant or contract;
Financed through UA by funding, scholarship, sponsorship, or financial aid;
UA approved travel, while enrolled as a UA student to meet a course or degree requirement;
Directed, coordinated, or supervised by UA employees for any traveler;
Involving the use of a UA vehicle.

If your travel is official:

Register Travel. Indicate the names of other travelers in the group under Travel Information.
Work with the sponsoring department to submit a Travel Authorization form.
Work with Global Travel to provide any additional information necessary to assess the trip and provide safety recommendations.
Student organizing travel attends Trip-Lead Safety Workshop.
The sponsoring Department Head will be required to authorize travel.
If your travel is to a location determined to be an elevated risk, the International Travel Safety Oversight Committee (ITSOC) will review the trip and final authorization is required from the Provost.
Work with Global Initiatives to arrange for a Pre-Departure Orientation.

Travel to locations of Extreme Risk must be considered critical. Many steps are required to prepare for travel to these areas. Expect the process to take multiple months.

Current countries designated as extreme risk: Afghanistan, Burundi, Central African Republic, Iran, Iraq, Libya, North Korea, Somalia, South Sudan, Syria, Yemen

Additionally, there are many areas determined to be Extreme Risk within countries where travel is not permitted.

Field Trip

Student travel with UA faculty/staff.

Complete the Field Trip Registration. Indicate the names UA employee leading the trip.
Participate in Pre-Departure Orientation.