UT is committed to supporting and encouraging a wide variety of international opportunities for faculty and staff. The safety and security of our faculty and staff as they travel abroad is crucial.

International Travel Registration Process

UT requires that all faculty and staff traveling abroad on UT funds of any kind or conducting official university travel even at no cost to complete the online International Travel Registration process. International travel registration is critical to the university’s risk management program, and will allow the university to communicate with faculty and staff in the event of an emergency. All students traveling on a faculty/staff member’s travel authorization request must also complete the online international travel registration process before the faculty/staff member’s travel authorization will be approved. (Students participating on study abroad programs through the Center for International Education are automatically registered and do not need to register again.)

If faculty and staff do not complete the registration process, they will not:

• receive travel authorization;
• have access to International SOS or CISI insurance;
• be reimbursed for expenses; or
• receive academic credit (if applicable).

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Digital Security and Two-Factor Authentication

The Office of Information Technology provides resources for protection for your UT account while you are traveling. You are also encouraged to sign up for two-factor authentication (http://2fa.utk.edu) to protect your information and the university’s information before traveling abroad. Contact the OIT HelpDesk at 865-974-9900 for assistance with two-factor authentication.

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STEP (Smart Traveler Enrollment Program)

Faculty and staff are advised to register with the US Department of State STEP program. Complete this process online: https://step.state.gov/step/. In the event that issues affecting the safety of US citizens unexpectedly arise, the US Embassy needs up-to-date contact information for visitors in order to disseminate safety information, evacuation orders, or other updated travel alerts.

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US Department of State Travel Advisories and Centers for Disease Control Travel Alerts/Warnings

The US Department of State now issues advisory levels for all countries and in some cases areas within countries. The advisory levels are as follows:

• Level 1: Exercise Normal Precautions
• Level 2: Exercise Increased Caution
• Level 3: Reconsider Travel
• Level 4: Do Not Travel

Although a country may have a Level 1 or 2 advisory, specific areas within that country may have a Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” advisory. Travelers must take into consideration any Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” applicable to any country or any specific area within a country when planning international travel.

UT does not recommend travel to destinations with:

• an active US Department of State Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel,” or
• a Travel Health Warning issued by the Centers for Disease Control.

Please note that UT funds cannot be used for travel to any destination where there is an active US Department of State Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or a Travel Health Warning issued by the Centers for Disease Control (Level 3).

Exceptions to this include the following:

• UT Faculty-Directed Program

If the US Department of State issues a Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country or any specific area within a country in which UT operates faculty-directed study abroad programs before the departure date of the programs, the programs will be immediately suspended. The faculty leaders of the impacted program(s) may petition the International Risk Management Committee for a program suspension waiver. Petitions should be sent to itr@utk.edu. Waivers apply to one program only (unless specified by the committee). A waiver for one program in a country or area does not automatically apply to another program in that same country or area. The Provost will be notified if a UT program is approved to run in a country or area with an active Department of State travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel”. The Provost has the final decision and may overturn the decision of the International Risk Management Committee.

If the petition is denied by the International Risk Management Committee, faculty and staff leading the program may appeal to the Provost directly. Faculty/staff have 14 days to appeal after notification of the committee’s decision. As part of this appeal, the faculty/staff may include additional information not included in the initial petition. It is the responsibility of the faculty/staff member to submit the appeal directly to the Provost. The Provost will notify the International Risk Management Committee’s designee of his/her decision.

If the US Department of State issues a Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country or any specific area within a country in which UT operates faculty-directed study abroad programs while the program(s) is in session but where circumstances pose no immediate threat to student health or safety, the program will be reviewed by the International Risk Management Committee, which will decide if the program is to continue. The Provost will also be notified if a UT program is approved to continue. The Provost has the final decision and may overturn the decision of the International Risk Management Committee.

In the case of an immediate threat to student health, safety, or welfare, the International Risk Management Committee in consultation with the Provost has the discretion to suspend the program and begin evacuation immediately.

• UT Faculty/Staff conducting official university business

This applies to faculty-led programs outside of the Center for Global Engagement.

If the US Department of State issues a Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or the Centers for Disease Control and Prevention issue a Travel Health Warning for a country or any specific area within a country in which a UT faculty/staff wishes to conduct official university business, the faculty/staff may not use UT funds. Faculty/staff may complete a petition for a policy waiver. Petitions should be sent to itr@utk.edu. The International Risk Management Committee will review the petition. If the committee grants an exception to the policy, then faculty/staff must complete the normal international travel registration process before travel may commence. The university is not responsible for the health and safety of any faculty/staff who decide to travel to locations despite them being under a US State Department Travel Advisory Level 3 “Reconsider Travel” or Level 4 “Do Not Travel” or CDC Travel Health warnings.

Faculty/staff may also appeal directly to the Provost if their travel petition is denied by the International Risk Management Committee. Faculty/staff have 14 days to appeal after notification of the committee’s decision. As part of this appeal, the faculty/staff may include additional information not included in the initial petition. It is the responsibility of the faculty/staff member to submit the appeal directly to the Provost. The Provost will notify the International Risk Management Committee’s designee of his/her decision.