JWU’s new Travel Risk Management Policy, effective September 1, 2016,  manages the risk associated with university sponsored programs involving travel outside the United States. In accordance with that policy, students, faculty and staff must complete certain tasks prior to travel.

1. Register Your Travel

All students traveling outside the US on a university-sponsored program must register their travel in the JWU International Travel Registry.

 

Study Abroad students

You are registered through your JWU Study Abroad application.

 

INTERNATIONAL INTERNSHIP STUDENTS

You are registered through EECS.


2. Sign Agreement

All students traveling outside the US on a university-sponsored program must sign a Participation Agreement, and submit it to the faculty or staff member leading the program. 

 

Study Abroad Students

You sign an agreement through your JWU Study Abroad application.

 

International InternsHIP STUDENTS

You sign an EECS agreement.


3. Get International Health Insurance

All students traveling outside the US on a university-sponsored program must purchase university-approved international health insurance.

Work with the faculty or staff member leading the program to acquire coverage.


4. Go to Orientation  

All students traveling outside the US on a university-sponsored program must participate in one of the pre-departure orientations offered each term by Study Abroad.


5. Consult Resources

Travelers are encouraged to consult various health and safety resources, both inside and outside the university, to answer questions on health and safety concerns when traveling internationally.

1. Register Your Travel

All faculty and staff traveling outside the US on university business must register their travel in the JWU International Travel Registry.


2. Get International Health Insurance 

All students, faculty and staff traveling outside the US on a university-sponsored program must have university-approved international health insurance.


3. Get Travel Approval

AS NEEDED

University travel to countries under a US State Department Travel Warning must be approved by the Provost or designee, after recommendation from the International Travel Risk Management Committee.


4. Consult Resources

Travelers are encouraged to consult various health and safety resources, both inside and outside the university, to answer questions on health and safety concerns when traveling internationally.

 

Are you leading students on an international trip?

JWU employees may travel internationally with JWU students only if the travel is included as part of a university sponsored program or activity. As a supervising faculty or staff leader, you have several additional responsibilities: 


5. Collect/Retain Participation Agreement and Evidence of Insurance

Ensure that all participating students sign a Participation Agreement. A Participation Agreement is a contractual waiver and release that sets forth the responsibilities and expectations of a participant for the duration of a program. 

Policy: University employees leading students on university-sponsored travel outside the US must collect and retain a signed Participation Agreement from each student, and evidence of international health insurance.

How to Sign: Agreements can be printed out and signed in hardcopy. Students should hand their signed agreements to the faculty/staff member leading the program.

Retain: The faculty or staff member leading the group must retain the signed participation agreement and evidence of international health insurance, in accordance with the university's Record Retention policy

 

Study Abroad

Students who participate in study abroad programs through JWU Study Abroad (including Providence campus-originating FAM Tours) do not need to do this: they sign their agreements electronically as part of the study abroad application process.


6. Send Students to Orientation

Ensure that all students participate in an all-program pre-departure Orientation Retreat.

When: Orientation Retreats are offered on each campus, during each term within the academic year, by Study Abroad 

What: Designed for students who plan to travel abroad, the Retreat imparts information on crossing cultures, health & safety, and other issues relevant to travel.

Who Must Attend? Orientations are designed not only for students who travel on JWU Study Abroad programs, but for all students at the university who plan to travel abroad on any university-sponsored activity or program. 


7. Schedule a Planning Review

If you are leading a program or activity for credit abroad, you must ensure that contact hours for all student travel are approved in advance by the Dean of International Programs and Development, or designee.

 

Contact Hour Guidelines

Learn how to determine appropriate contact hours for different educational programs abroad. 

Plan Programs

Find issues to be aware of in planning a program abroad, including logistical planning, safety & security, recruitment, enrollment, training and pre-departure needs.

 

INTERNATIONAL INTERNSHIPS

Contact hours for internships abroad are approved by EECS.

 

QUESTIONS

Consult JWU's Study Abroad Program Management team, a university resource for many of these issues, for additional help in planning programs abroad.