International Travel Support
International travel is a valued part of Coastal Carolina University’s interaction in supporting global perspective raising through research, education abroad, international internships, conference, competition, and other activities. The University has also developed the following support processes to promote healthy, safe, and secure participation of all University travelers and to minimize negative impacts on the communities through which and to which we travel.
Travel is reviewed to determine whether it presents acceptable risks to the University and if approved, to identify training/materials and in some cases adaptations to the proposed travel that can be made to support health, safety, and security. The following are involved in the process of approving and/or supporting international travel at the University.
Center for Global Engagement
The Center for Global Engagement serves as the clearinghouse at the University for international travel, providing a review and approval for travel to countries based on international health, safety, and security evaluations. This information is drawn from a variety of sources, including the U. S. Department of State travel advisories, Centers for Disease Control, Overseas Security Advisory Council, US Embassies guidelines, best practices as developed through the Forum on Education Abroad and NAFSA, as well as the University’s International Travel Insurance policies, among others to evaluate the potential risk of the respective program and whether additional review is required to approve or deny travel and if approved, to support effective information, awareness, and preparation for CCU travelers. Activities/issues considered to arrive at approval, hold, or deny can include any or all of the following:
- US Department of State Advisory Levels
- Generally Permitted: USDOS Level 1 (Exercise Normal Precautions) or USDOS Level 2 (Exercise Enhanced Precautions (barring other risk areas)
- Generally Not Permitted: USDOS Level 3 Travel Advisory Level 3 (Reconsider Travel) or USDOS Level 4 Travel Advisory Level 4 (Do Not Travel). Such applications would move to the University International Travel Risk Management Group for review.
- Centers for Disease Control Travel Health Warning Levels
- CDC Warning Level 1 (Practice Usual Precautions) are generally permitted (barring other risk areas).
- CDC Warning Level 2 (Practice Enhanced Precautions) are associated with increased health risk to the traveler and would be reviewed through International Travel Risk Advisory Group.
- CDC Warning Level 3 (Avoid Nonessential Travel) are not permitted and would be referred to the International Travel Risk Advisory Group for review as exception.
- AIG Risk Indicators that address crime, terrorism, conflict, political, infrastructure, kidnapping, corruption, civil unrest, and cyber issues.
- Telecommunications, transportation, and internet access
- High profile event participation/roles
- Accommodation access
- Availability of safe food and water for participants, including those with allergies and other dietary requirements
- Entry, exit, and visa requirements
- Immunizations/deposits on care or other health and disease management requirements, including mandatory quarantine upon arrival/testing, etc.
- Natural environmental concerns (volcanic, flooding, etc. in recent past/anticipated)
- Laws/restrictions (especially those related to inclusion of all potential CCU travelers)
- Activities planned on the travel that include High-Risk Activities.
International Travel Risk Management Advisory Group
The travel risk advisory group is composed of individuals from the CGE and additional offices at the University to review those international proposals that would otherwise not meet the general approval process to both determine whether they should be approved and if so, with what training/limitations/support that is needed. The International Travel Risk Management Advisory Group meets the 1st and 3rd Tuesday of each month from 1:15 - 2pm. Requests for travel need to be submitted to the committee no later than the Friday before each meeting at email@example.com and should include the completed International Travel Request and any additional support materials that help the committee members understand your intended travel locations, activities included, expectations related to interactions locally and resource/collaborations with local organizations/individuals, and plans to support healthy and safe engagement.
For all travel abroad, the University has a Designated Contact Person who is responsible for reviewing any threats identified to the travelers abroad. This information is communicated to all travelers, and in the case of travel to partnering institutions, exchange students, etc., also to the host institution contact. The University enters all travelers into a travel tracer system and travel registry so that immediate notifications can be provided both the traveler and designated contact person in case of natural disaster (flood, landslide, earthquake, tsunami), civil unrest, terrorism, crime, or other high-impact activity that could threaten the CCU travelers at the specific geographic locations of the program. This allows the designated contact person to reach out to assure the safety of the CCU travelers and to offer assistance if needed. In addition, CCU's international insurance provider, OnCall International, maintains security, health and safety monitoring locations around the world. CCU's registration of all travelers with OnCall helps to support timely notification and support in the event of arising incidents while abroad.
The International Crisis Management Team
The International Crisis Management Team is comprised of campus administrators and was developed to be able to respond immediately to threats posed to University travelers no matter where they are located around the world. Activities such as natural disaster, global health matter, accidents or incidents, traveler health, and behaviors inconsistent with student or faculty/staff conduct are among those that may be addressed. The group is called together by the Designated Contact Person in cooperation with the Associate Provost for Global Initiatives and works to gather information, engagement those involved, and arrive at next steps so that such action can take place in an expedient manner and properly engage the campus offices in resolution that promotes clarity of outcome, cooperation, and at the forefront the health, safety, security of all involved and the academic continuity of students involved.
Support for International Travelers
In support of travelers, the Center for Global Engagement coordinates the following activities:
- Review of International Travel and Coordination of Approvals/Notifications.
- International Travel Insurance Processing and Management (Request for International Insurance)
- International Travel Registry management and 24/7 on-call Designated Contact Person for supporting international travelers
- Assistance with booking tickets, accommodations, activities
- Facilitating memoranda of understanding with partner institutions and contracts with collaborating organizations to engage international travel
- Training and pre-departure orientations for travelers, based on travel program
- Training for developing and leading education abroad programs
- International Visiting Lecturer Program
- International Visiting Scholar Program
Support and Securing In Case of Emergency
Coastal Carolina University has adopted the following standards for international travel and education abroad travel and will commit to following these standards related to trip cancellation or interruption:
- For students and faculty/staff participating in a faculty-led short-term education abroad program:
- If the program is cancelled by CCU before it begins, the university will refund program fees paid by the student participants, but not be responsible for any personal charges (additional airfare costs, passports, visas, etc.) and will not return the non-refundable program application fee. Participants will be expected to cooperate with CCU on all processes related to claims for recovery of funds through insurance.
- Participants will acknowledge that program locations may be adjusted due to changing situations and that such adjustments will not result in any refund of program fees to participants.
- If the program is cancelled while abroad, CCU will recall participants, adjust return air tickets in cooperation with the participants and OnCall International, make available alternate housing for participants for the duration of the program and will ensure the academic continuity of individual courses so that the student can complete the respective course(s) or alternate solutions as agreed by the respective academic unit and approved by the Provost.
- For students and faculty/staff participating in exchange programs, third party, and international internship programs:
- If the university cancels education abroad before the program begins, the university will work with the student and the respective partner to recover all possible fees to the student. Students must remain aware of the legal obligation that they have to the respective partner as they complete and sign off on documents committing them financially that may not allow for the full, or even partial, refund of monies paid, even after insurance claims may be made. Students who are not fully refunded can file claims for further recovery of funds. Participants will be expected to cooperate with CCU on all processes related to claims for recovery of funds through insurance.
- If the program is cancelled while abroad, CCU will recall students, adjust return air tickets in cooperation with the student and with OnCall International, make available alternate housing for participants for the duration of the program and will ensure the academic continuity of individual courses so that the student can complete the respective course(s) or alternate solutions as agreed by the respective academic unit and approved by the Provost, in consultation with the partner hosting institution/organization.
- For faculty or staff international travel:
- Work with the faculty or staff member and appropriate vendors/partners to identify rescheduling or other options, including cancellation and refund. Participants will be asked to cooperate with CCU on all processes related to claims for recovery of funds through insurance.
- Know Your Travel Risk
- OnCall Orientation video - https://youtu.be/ZGd1AYuv_9A
- OnCall International Insurance Plan ID and Program Summary
- OnCall International Full Plan Description
- OnCall International Online Resource Hub
- Travel Planner – See Restrictions and Qualifiers to Travel Around the USA
- US Embassy Updates – COVID-Related Restrictions on Returning to the USA
- US Embassies – Country Specific COVID-Regulations for Entry and Stay by Country
- U.S. Department of State(DOS)
- Smart Traveler Enrollment Program (state.gov)
- Centers for Disease Control and Prevention(CDC)
- CDC guidelines for domestic travel
- CDC guidelines for international travel.
- Overseas Security Advisory Council (OSAC)
- International Air Transport Association (IATA)
- Traveler’s Checklist (US Department of State)
- FBI Safety and Security for US Students Traveling Abroad
- The Traveler’s Guide to Cybersecurity
- World Health Organization (WHO)
- Reopen EU