International Travel

All travelers should do the following when planning to travel abroad:

1. Obtain a U.S. passport and entry visa - If you already have a U.S. passport, make sure your passport is valid at least six months into the future. You can apply for, or renew your passport at Travel.State.Gov. Check the visa requirements for each country you are visiting to see if you will need to obtain an entry visa and, if so, apply to the destination country embassy/consulate to obtain the appropriate visa. To apply for a visa, plan at least 2-3 weeks in advance of your travel dates to avoid any delays. For a list of foreign consular offices, please visit the U.S. Department of State website of U.S. Embassies.

2. Non-U.S. Citizens - If you have an F or J visa sponsored by TC, please make sure to check with the Office of International Services to determine if you are required to obtain a travel signature that will allow your re-entry into the United States.

Non-U.S. citizens should inquire about their destination country to determine the visa requirements for the country to which they will travel. For example, a Chinese student with a Chinese passport traveling to Canada should contact the Consulate General of Canada in New York to determine the visa requirements. Please note that some countries may also require a special document called a transit visa for connecting flights or layovers.

3. Smart Travelers Enrollment Program (STEP) - Register your international travel with the Department of State under the Smart Travelers Enrollment Program (STEP). STEP is a free service provided by the U.S. Government to the U.S. citizens who are traveling to, or living in, a foreign country. STEP allows you to enter information about your upcoming trip abroad so that the Department of State can better assist you in an emergency. STEP also allows Americans residing abroad to get routine information from the nearest U.S. embassy or consulate. Non-US citizens should check with their local government website for similar services.

4. Country Information - Familiarize yourself with political, health, crime, and other safety-related conditions prevailing in the country, and specific locations within the country, you will be visiting. The U.S. State Department provides up-to-date information on travel and travel risks. Travelers are responsible for checking the State Department website and keeping abreast of travel alerts, warnings, and country-specific information.

5. Insurance Requirements - 

Make sure that you have the necessary insurance. Please refer to the specific section related to your status with the College (faculty, student, or staff) to determine the insurance coverage that is provided by the College and the requirements to be eligible for that coverage. In all cases, the College will only extend coverage for travel deemed to be for College business. College business is defined as an activity that is predominantly supported with College funds. This includes money derived from the College’s operating budget as well as funds derived from grants and gifts to the College. For each day of travel on College business, the insurance coverage will be extended for an additional 2 days either immediately prior to or after the College business trip.

Please make sure you have medical insurance and evacuation coverage if you are traveling for a vacation or other personal or non-College reasons, as the College insurance will not apply in those circumstances.

6. Health Services - Consider scheduling an appointment with a travel clinic for education, vaccination, travel medications, and, if necessary, referrals. You can obtain health information about your destination from the Center for Disease Control and Prevention. Faculty and staff members traveling on College business can visit GeoBlue Traveler for the Global Health and Safety database. Students should contact Heath Services of Columbia University.

7. Register Your International Travel with the Office of Risk Management - All travelers on College business are required to register their travel with the Office of Risk Management. This is necessary to allow us to ensure coverage under the appropriate insurance and to be in a position to assist you in the case of a natural disaster or other urgent circumstance. For example, Colleges that had community members in Japan during the Tsunami, in Egypt during the Spring of 2011, and in other similar situations report that they were able to provide immediate assistance to those who were registered but not to those whose travel plans were less clear. See the section applicable to your status (faculty, student, or staff) to determine the appropriate forms to complete.

8. Excluded Countries -Teachers College will not fund, award credit for, or otherwise sponsor or support, any international student travel relating to a graduate course in any country or location within a country for which 1) the U.S. State Department has issued a Travel Advisories Level 3 and 4 that orders departure of U.S. dependents and non-emergency personnel; recommends that U.S. citizens depart the country; advises U.S. citizens against all travel to the country; or recommends that U.S. citizens defer non-essential travel to the country, or 2) all listed countries with a high threat level. This restriction applies through the date of departure.

9. Emergency Instructions - Download App, print out, and carry your emergency instructions with you at all times while traveling overseas. 

1. Reporting Requirements - College faculty and staff members must inform the Office of Risk Management in May about planned international travel on College business for the forthcoming academic year (September to August). The business travel spreadsheet should be utilized to report this information to the Office of Risk Management.

Recording of International Expense Activities - As part of the College's ongoing efforts to comply with IRS regulations, Banner accounts have been created for the most common types of international expense activities. The accounts listed below should be used when initiating a payment request for these international expense categories:

• 7317 - International Travel Expenses
• 7219 - International Consulting Services
• 7636 - International Professional Development

While accounts have not been established for all types of international activity, the College's Check Request Form and/or ChromeRiver includes a check box for payment requests related to any type of international expense, including those that fall into the above-listed categories.

2. Insurance Coverage - Faculty and staff members traveling on College business are covered by the GeoBlue Traveler but are required to register for the coverage in advance of their trip on GeoBlue Travelers. GeoBlue Traveler provides health coverage. Please contact the HR department for additional information and registration code regarding GeoBlue Traveler coverage.

Faculty and staff members also have coverage under College's insurance Foreign Volunteer Workers Compensation. This coverage applies to work-related injuries while on College business. For additional information about College's insurance Foreign Volunteer Workers Compensation program, contact the Office of Risk Management.

3. Required Forms - Faculty and staff members traveling on College business must complete and submit the following forms:

• Emergency Contact Form
• Itinerary Report. 

Please refer to the Policy for International Travel for any travel to an extreme location (Levels 3 and 4). 

4. Before you depart - Please register your travel on Columbia University Global Travel "ISOS MY TRIPS. ISOS is the global health, travel, and safety gateway for Teachers College. In order for us to be in the best position to assist you in an emergency, we ask that you complete the following steps prior to departing on your trip:

• Please send your required forms to the Office of Risk Management. 
• Log onto Columbia University Global Travel "ISOS MY TRIPS to create your profile. You will have access to the Membership Card and any information relating to your travel. By taking this step, you enable ISOS (CU and Teachers College) to send you important messages about medical and security concerns when you are abroad with instructions on actions you should take in an emergency.

We also recommend you utilize this information gateway to research your destination. You can find health, safety, and transportation information by reviewing country and city guides.

5. If you are vacationing or otherwise traveling for pleasure, make sure you have medical insurance and evacuation coverage. The College insurance does not apply to vacations or any traveling for pleasure.

Here is the list of suggested companies:

• HTH  
• MedEx 
• AIG

1. Trip Notification - All students who travel internationally relating to their graduate work must provide notice to the Office of Risk Management at least 60 days in advance of the trip. The College does not cover international student-led group trips.

2. Required Forms - Students participating in overseas internships or projects must complete and submit the following forms: 

• Emergency Contact and Medical Information Form
• Release and Authorization Form
• Itinerary Report

3. Group Study Tour/Traveled by Teachers College faculty – Faculty leading group study tours or other overseas group trips must obtain the following from all students and from any individual hired to assist with or otherwise participating in the travel:

• Emergency Contact and Medical Information Form
• Release and Authorization Form
• Tour participation List
• Itinerary Form

Please refer to the Policy for International Travel for any travel to an extreme location (level 3 and 4). 

4. Please register your travel on Columbia University Global Travel “ISOS MY TRIPS.  ISOS is the global health, travel, and safety gateway for Teachers College. In order for us to be in the best position to assist you in an emergency, we ask that you complete the following three steps prior to departing on your trip:

• Please send your required forms to the Office of Risk Management. 
• Log onto Columbia University Global Travel “ISOS MY TRIPS to create your profile. You will have access to the Membership Card and any information relating to your travel. By taking this step, you enable ISOS (CU and Teachers College) to send you important messages about medical and security concerns when you are abroad with instructions on actions you should take in an emergency.

We also recommend you utilize this information gateway to research your destination. You can find health, safety, and transportation information by reviewing country and city guides.

• U.S. Department of State Students Abroad Resource: Provides many resources for students as well as a comprehensive checklist for students traveling overseas.
• US Department of State Travel Resources:  Provides information on travel documents, Travel Warnings and Alerts and the Smart Traveler Enrollment Program.
• National Center for Disease Control:  Students can verify recommended vaccinations for their program destinations under the “Travelers’ Health” section.

Student and Group International Travel Preliminary Approval Form

Student Emergency Contact and Healthcare Provider Information Form

Student Statement of Responsibility Release and Authorization Form

International Group Travel Roster Form