- Global Travel Policy
Global Travel Policy
Global Travel Policy
Duke is committed to planning for and promoting the health, safety and security of students, faculty and staff when they travel outside of the United States with Duke Support. As used in this Policy, the term “Duke Support” means financial and logistical support, academic approval, granting of credit for activity or work completed based on the travel, mentorship or any kind of material role for Duke in the travel.
This Policy is administered by the Duke University Provost with the active advice and support of the Duke University Global Travel Advisory Committee (“GTAC”).
Duke maintains the Duke Travel Registry, a Travel Registry where:
- Duke Students – undergraduate, graduate, and professional – are required to register travel outside of the United States with Duke Support before departing, providing travel dates, locations, emergency contact, and personal contact information while abroad; and
- Duke Faculty Members and Staff Members are strongly encouraged to register travel outside of the United States, particularly when traveling to a location on the Duke “Restricted Regions List.”
The information in the Duke Travel Registry allows Duke to find an individual in the event it becomes necessary, including for example in the event of a natural disaster in a particular location that poses a significant threat to the health, safety and welfare of individuals. Information entered in the Duke Travel Registry is considered confidential and utilized only in the event of an emergency.
If a Duke Student, Faculty Member or Staff Member does not register at the Duke Travel Registry:
- Duke might not be able to determine that the individual is in a region in the event of an emergency, and therefore, may not be able to offer emergency health or evacuation assistance.
- Duke might not be able to verify insurance coverage were a traveler to engage a provider for assistance due to illness, injury or other type of personal emergency while outside the United States.
Restricted Regions List
The Duke Provost maintains a Restricted Regions List (“RRL”) which identifies areas outside the United States where the health, safety and security of travelers may be at elevated risk. GTAC advises the Provost on changes to the RRL
Undergraduate Students – Solo Travel
Duke Undergraduate Students are required to register travel outside of the United States with Duke Support at the Duke Travel Registry prior to departure.
If an Undergraduate Student wants to use Duke Support to travel to a location on the RRL, the Student must seek and obtain the permission of the Provost at least thirty (30) days prior to the planned departure date and, ideally, before committing Duke resources to the travel (e.g., booking flights). A student who is contemplating such a request must contact the Duke Travel Policy Administrator for assistance to seek approval from the Provost. The undergraduate student (guided by the Travel Policy Administrator) must file a petition with the GTAC that includes the following:
(A) The dates of travel and all location(s) the Student plans to visit, highlighting locations on the RRL.
(B) The activities the Student will be involved in at each location
(C) The Name and contact information organization(s) that might support the Student and an explanation of the support the organization will provide
(D) A statement from the student describing how the travel is beneficial, educationally or otherwise, and why the benefits warrant the risks of traveling to a location on the RRL. This statement should include consideration of alternative ways to obtain the same or similar benefits at another location that does not appear on the RRL, and any experience or knowledge the Student has that might help to mitigate risks while in the restricted region.
(D) Any supporting documentation or statements from others, including supporting organizations, supporters in the restricted region, Parents or Legal Guardians, or those who might be responsible for the Student’s safety while in the restricted region.
If the Provost approves the travel, Duke will condition it on the Student and a Parent or Legal Guardian signing a waiver and release and submitting it to the Travel Policy Administrator. The waiver and release may contain conditions and restrictions on when, where and how the Student will travel, and will inform the Student and Parent or Legal Guardian if the U.S. State Department has advised against travel to the region.
If an undergraduate Student using Duke Support fails to follow this Policy, the Provost may require the Student to return home at the expense of the Student, and may deny the application of academic credit or recognition of work completed based on the travel.
Undergraduate Students – travel planned by a Faculty sponsor
In instances where a Faculty sponsor desires to include for Undergraduate Students travel to a location on the RRL the sponsoring Faculty Member must seek permission from the Provost using the above Petition process at least thirty (30) days prior to the time the course or program is offered in written or online materials.
If Faculty sponsor fails to comply with this Policy, the Provost may compel the Faculty Member to bring the Students home at the expense of the Faculty Member’s department or unit.
Duke Graduate/Professional Students are required to register travel outside of the United States with Duke Support at the Duke Travel Registry prior to departure.
Duke encourages Graduate/Professional Students to weigh with care the benefits and risks of travel to a location on the RRL. Duke Support may be provided for such travel only if (a) the Graduate/Professional Student has registered the travel plans with the Duke Travel Registry in advance of travel; (b) the Graduate/Professional Student (and Parent or Legal Guardian, if the Student is under 21) has signed a waiver and release and submitted it to the Travel Policy Administrator. The applicable waiver and release will inform the Graduate/Professional Student if the U.S. State Department has advised against travel to the region.
If a Graduate/Professional Student fails to comply with this Policy, the Provost may compel the Student to return home at the expense of the Graduate/Professional Student, and may deny the application of academic credit or recognition of work completed based on the travel.
Duke will not require Faculty Members or Staff Members to travel to a location listed on the RRL unless travel to the location is included within the employee’s offer letter or job description. All other Duke Faculty Members and Staff Members are encouraged to weigh with care the benefits and risks of travel with Duke Support to a location on the RRL and may decline to travel to the location. Duke encourages Faculty Members and Staff Members who travel to register in the Duke Travel Registry in advance of travel, particularly if traveling to a location on the RRL.
Undergraduate Students: If the safety or security situation of a location on the RRL changes between the time a Petition is granted and the date an Undergraduate Student begins the travel, the Provost may revoke the approval or may require the Student and the Student’s Parent or Legal Guardian to sign a supplemental waiver reflecting the changed environment.
If Duke adds a region to the RRL while an Undergraduate Student is in the region, the Provost may require the Undergraduate Student to return early from the travel or to adjust the trip and move to a safer location.
Graduate/Professional Students: If Duke adds a region to the RRL while a Graduate/ Professional Student is in the region, the Provost will condition the Student’s continued stay at the existing location on the Student signing a waiver and release and submitting it to the Travel Policy Administrator or move to a safer (unrestricted) location. If a Student does not meet the requirement, the Provost may require the Graduate/Professional Student to return early at the Student’s expense.
Faculty and Staff: If a region is added to the RRL while a Faculty Member or Staff Member is in a newly added region, or if the safety or security situation in a location on the RRL changes after travel to the location on the RRL, the Provost may give the faculty or staff member the option to return early from the travel or to adjust the trip and move to a safer location. In addition, the faculty/staff may return from the assignment at the earliest possible safe opportunity.
Where a Duke Student, Faculty Member or Staff Member has to leave a location early due to safety or security concerns, including when travel has occurred in violation of this Policy, Duke will provide advice and logistical support in the departure.
Questions? Contact Christy Parrish, Travel Policy Administrator.