Medical Residents and House Staff – or any group organizing travel that includes Medical Residents and House Staff – who want to travel to any location on the Duke Restricted Regions List (RRL) must petition the Provost through the Global Travel Advisory Committee (GTAC) at least 60 days before travel to request a waiver.
GTAC will advise the Director of Graduate Medical Education (GME Director) in this review process.
Please email oghs@duke.edu to start the petition process.
Important Information for Petitioners
Medical Residents and House Staff planning to travel individually to a location on the Restricted Regions List (RRL) must submit an individual petition. This petition should explain the academic, clinical, or professional purpose of the travel and outline how potential risks will be managed.
If you are traveling as part of a group or class submitting a group petition, you do not need to file an individual petition.
If your petition is approved, you will be required to sign an acknowledgement and waiver form before departure. You must also register your travel in the Duke University Travel Registry to remain in compliance with Duke’s Global Travel Policy.
A group petition is recommended when a group/class shares the same itinerary (activities, lodging, in-country travel, etc.). Instructions for submitting a group petition are provided below.
Programs, units, and departments providing any Duke support (financial, academic, or logistical) must confirm that Residents/House Staff have an approved waiver and have met all requirements before offering support.
Faculty and staff who work with Medical Residents and House Staff should stay updated on restricted destinations. To stay updated, please subscribe to our Travel Policy Updates newsletter.
Petition Instructions
Please contact OGHS by email to start the petition process: oghs@duke.edu.
You will need the following information and materials when preparing your petition:
- The name of the program/school/department at Duke University that is supporting the travel.
- The specific location(s) to be visited and the travel dates.
- A description of logistics and activities (such as in-country hosts/organizers, ground transportation arrangements, lodging, clinical or academic activities, etc.).
- A personal statement explaining the reasons for travel, why it is academically or professionally justified, and why the traveler believes the risk will not be excessive. This should include any language skills or cultural knowledge relevant to the destination or activity.
- A risk mitigation strategy (travelers should research their destination, identify risks, and outline how they would respond if those risks occur).
- Supporting documentation or statements from relevant personnel (e.g., faculty, program sponsors, people at host institution inviting the Resident/House Staff or Group, etc.).
Petition FAQs
Petitions must be submitted at least 60 days before travel.
The Office of Global Health & Safety (OGHS) can help answer any questions you may have about the petition process. If you wish to speak with someone in OGHS about your petition, schedule an appointment here.
Petitions are reviewed by GTAC, which advises the GME Director. Final decisions may also involve Duke Health/SOM leadership.
Petition review can take up to one month. The process may involve consultation with in-country experts and Duke faculty/staff familiar with the destination and planned activities.
Yes. All decisions made by the GME Director on petitions are final.
Acknowledgement Form
If the petition is approved, Medical Residents and/or House Staff will be required to sign an “Acknowledgement of Risks and Potential Harms, Agreement to Mitigate Risks, and Waiver and Release of Liability.” This form will be sent electronically.
Register Your Travel
All travelers must register in the Duke University Travel Registry to be considered in full compliance with the Global Travel Policy once a waiver is granted. Group travel may be entered via a batch upload after approval. Reach out to the Office of Global Health & Safety for batch upload instructions (oghs@duke.edu).
Both the Resident/House Staff and the sponsoring faculty/department/program will be notified when all requirements have been fulfilled.