Student Travel Policy - International Destinations

I.   POLICY STATEMENT

Occidental College supports international travel as an integral part of its mission.  International educational experiences can provide invaluable learning and should be available to our students.  However, the College recognizes that all travel involves risks that may or may not be present in the United States and therefore employs the international travel policy delineated herein.

II.  APPLICABILITY

The policy governs the use of College resources of any kind in support of student travel to international destinations. The policy applies to students for whom their participation in international travel derives in any way from their status at the College (membership in a club or team, funding, referral by a faculty or staff member, credit, sponsored programming, use of College resources such as email, classrooms, etc.). It does not apply to employee travel.

III.  DEFINITIONS 

United States Department of State Travel Advisory Levels - means the following travel advisory levels (available at: https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/) collectively or as referenced individually:

Level 1 - Exercise Normal Precautions: This is the lowest advisory level for safety and security risk. There is some risk in any international travel. Conditions in other countries may differ from those in the United States and may change at any time.       

Level 2 - Exercise Increased Caution: Be aware of heightened risks to safety and security. The Department of State provides additional advice for travelers in these areas in the Travel Advisory. Conditions in any country may change at any time. 

Level 3 - Reconsider Travel: Avoid travel due to serious risks to safety and security. The Department of State provides additional advice for travelers in these areas in the Travel Advisory. Conditions in any country may change at any time.

Level 4 – Do Not Travel: This is the highest advisory level due to greater likelihood of life-threatening risks. During an emergency, the U.S. government may have very limited ability to provide assistance. The Department of State advises that U.S. citizens not travel to the country or to leave as soon as it is safe to do so. The Department of State provides additional advice for travelers in these areas in the Travel Advisory. Conditions in any country may change at any time.  

IV.  POLICY

A faculty member or College administrator coordinating student travel outside the U.S. as part of an academic course or program or College-sponsored co-curricular experience must secure approval from the relevant Dean and International Programs Executive Director by documenting that conditions at the host site are conducive to maintaining the health and safety of participants and to achieving the academic or student development goals of the program. In accordance with the Statement of Location Safety and Risk Avoidance, the host site and other sites visited must be free from extremely unhealthy conditions, extreme crime, political instability, or other conditions that pose unusual or significant risks to students. Programs shall be designed to address known risks and not to include activities that contribute to individual or institutional risk.

A. Documents

For all student travel, the faculty member, relevant dean, or relevant College administrator must ensure that all required documents and procedures for student travel have been completed prior to the trip. These include, but may not be limited to:

• appropriate waiver and liability release forms are signed by each student and returned to the relevant College office; and
• any other documents required by the International Programs Office as posted on the IPO website or Dean’s Office website.

B. Prohibited Travel

The College prohibits travel, and may rescind prior approval of travel, involving students to countries where:

• Current health and safety conditions pose unusual or significant risks to students,
• The U.S. Department of State Bureau of Consular Affairs has assigned a Travel Advisory level, and Risk Indicator(s), below, that reflect potentially significant risks to students: level 3 or level 4 locations.
• The World Health Organization or U.S. Centers for Disease Control have issued a Travel Advisory, or
• The Department of Treasury Office of Foreign Assets Control has imposed Travel Restrictions.

C. Required Process According to Risk Indicator Level

Department of State Travel Advisory Level	Occidental College Requirements
Country overall 1 or 2 with internal limited regional 3 or 4 or narrative equivalents The College expressly prohibits travel to level 3 or level 4 locations.	Each student completes the standard education and agreement process in the IPO Travel Advisory Questionnaire. Each student agrees to follow the directions in the advisory such as “do not travel” or “reconsider travel” to certain internal locations to which the College expressly prohibits travel.
Country overall 1 or 2 with multiple internal 3s and 4s or narrative equivalents. The College expressly prohibits travel to level 3 or level 4 locations. Country 3 or program/placement location internal 3	A student may request an exception to policy following standard process and timing. If approved, the student completes the standard education and agreement process in the IPO Travel Advisory Questionnaire. The student agrees to follow the directions in the advisory such as “do not travel” or “reconsider travel” to certain locations and the student and parent sign an additional waiver and release.
Country 4 or program/placement 4	The College expressly prohibits travel.

 

D. Request for Policy Exceptions

Exceptions require written approval by the Dean or relevant Vice President.

The College considers the health and safety of participants a priority. Exceptions to the College’s International Travel Policy will be rigorously evaluated by the Executive Director of International Programs, College Legal Counsel, and the Dean or appropriate Vice President. If appropriate or necessary, they will appoint a review committee to evaluate the request.

Requests for exceptions must be received in writing at the time of program proposal and no later than two (2) months prior to departure and prior to any fund-raising, recruiting, or marketing of any kind.

Requests shall include, at least:

• a letter of endorsement by the appropriate department chair or administrative executive verifying the essential importance and educational impact of the travel to the academic or administrative unit (not just to the individuals involved);
• detailed itinerary and map indicating locations of all activities;
• documentation of in-country conditions or program design elements that address risks described in the travel advisory;
• letters from in-country hosts/partners verifying that they understand College concerns and are addressing them;
• any other materials as needed to demonstrate that reasonable care has been taken for the health and safety of the travel participants.

The ad-hoc review committee of College officials representing appropriate constituencies may consider the requested exception. The team will evaluate the documents presented and collaborate with College executives in determining whether to grant an exception. The burden of demonstrating that an exception should be granted lies with the individual requesting the exception.

V.  POLICY HISTORY

Responsible Officer(s): Executive Director of the International Programs Office

Effective Date: August 2012

Last Revised Date: November 2023

VI.  RELATED POLICIES AND RESOURCES

Dean’s Office

International Programs Office

Statement of Location Safety and Risk Avoidance

Travel Advisories (U.S. Dept. of State)