Travel Policy FAQ
Frequently Asked Questions
- Who is required to register their travel?
Any student traveling outside the 50-United States with "Duke Support." This includes graduate and professional students as well as undergraduate students.
- What is "Duke Supported" travel?
"Duke Support" is defined within the Duke Global Travel Policy, and means any travel outside the United States made with “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 includes granting of credit after the travel has concluded. If there is work product or deliverables that the student wishes to gain or earn that is based on the travel abroad, that travel must comply with the Travel Policy. So, if they plan to visit a destination on the Restricted Regions List and will be submitting any kind of deliverable afterwards (even if it is merely the experience and the deliverable is credit for hours volunteered in the host country), the credit or grade cannot the student had to have secured the waiver prior to original departure to the restricted destination.
- Who sees the data collected in the registration system?
The Duke Travel Registry is considered confidential and can only be accessed by GATS and Corporate Risk Management. Traveler’s information will only be used to provide assistance or verification of travel in the event of an emergency, illness or accident and in the application of the Duke Travel Policy.
- Who approves global travel plans?
The Duke Travel Registry does not have, nor does it add, a requirement for central travel approval. The Travel Registry is also not the approval method for waivers to restricted destinations. Authorization for travel is granted for students by the unit or person providing Duke Support for the travel. For faculty and staff approval occurs within their school, department or unit. Leadership within schools, departments and units have the discretion to require their employees to obtain pre-approval for travel.
- In what situations will registered travelers be contacted while traveling?
Any contact during travel will be based on emergency events in or near where they are located (identified through the registry). A benefit to registering travel is that Duke travelers will receive assistance when needed, but will also receive contact information and resources that can be used in the event of an emergency while abroad, whether personal or public emergency. Remember: we can't find you if you don't enter your destination. So, please take a moment to register all side or weekend trips you might take in addition to visiting your primary destination.
- When must I register my travel?
Travelers must register prior to departure from the United States and you are encouraged to do so as soon as your plans are finalized. While individual Duke schools, departments and units may set their own deadlines for registration, the Travel Registry does not itself impose a deadline. However, it will benefit travelers to register at least a few weeks prior to departure so the traveler can take full advantage of the many pre-travel resources provided by Duke. When entering travel plans from abroad (e.g., weekend excursions away your primary destination), it is recommended you enter those plans as soon as they are known. You do not need to add them to your original registration, simply add them as new trips.
- How do I register my travel?
Registration occurs online at https://travel.duke.edu/registry, simply select your category of traveler, login and provide answers in all of the fields offered. Faculty and staff can have a proxy enter their trip details via the 'Proxy Registration.'
- Why must I register my travel?
The two main goals of the policy are to (1) provide pre-departure assistance and information to Duke travelers; and (2) to know where students, faculty, and staff are located around the globe in the event of an emergency so that the University can more effectively provide support and coordinate assistance.
- How will the University assist travelers in a natural disaster or in region of armed conflict?
The University will use the tools available to it to assist travelers in all emergency situations. The most powerful tool available to travelers is Duke’s partnership with International SOS (ISOS), which provides travelers the highest possible level of travel, medical and security advice and services. Additional information on ISOS can be found at http://finance.duke.edu/insurance/travel/sos.php. Visit the Duke-ISOS portal online at https://www.internationalsos.com/MasterPortal/default.aspx?membnum=11BSGC000072 to read important information about your destination and sign up for email alerts on your destination.
- Do I need to register travel to Canada, Mexico, or the U.S. territories?
Yes, travel to any country or territory outside the 50-United States and other Non-Foreign U.S. Overseas locations (American Samoa, Guam, Midway Islands, Northern Mariana Islands, Puerto Rico, Virgin Islands [U.S.], and Wake Island) are considered global travel. Canada and Mexico are outside the U.S.
- What are the differences as to the application of this policy to undergraduate and graduate/professional students?
In all cases, travel registration is the same for undergraduates, professional and graduate students. The application of the travel policy changes if the student is planning to travel to a destination listed on Duke’s Restricted Region List (“RRL”). All students must secure a wiaver of the restriction prior to departure. For Undergraduate students, this entails petitioning the Provost for a waiver. Directions on how to petition are found online at https://travel.duke.edu/restricted-regions-list/petition-instructions-ug. Graduate/Professional students must read, agree to, sign and remit a "Restricted Regions List Acknowledgement of Risks and Waiver-Release" form to the Travel Policy Administrator prior to departure when visiting a destination on the RRL. Registering travel to a restricted destination initiates the process for Graduate students. You can also email the Travel Policy Administrator with your destinations, dates of travel and passport details (full name, citizenship and passport number).
- If I am an international student and/or traveling to my home country am I subject to this policy?
Yes, all students, regardless of origin, traveling with Duke Support are required to satisfy the student requirements detailed in the policy. All students, including International students, traveling abroad for personal reasons are not subject to this policy nor should they register personal travel.
- Whom do I contact in an emergency while abroad?
If it is a life-threatening emergency, contact the local police or emergency services. You can find the emergency police and ambulance numbers in your destination country by visiting the International SOS portal (enter your destination in the country list, select 'Security' > Personal Risk and they're listed at the bottom of the page). Travelers are encouraged to contact International SOS at their Emergency Call Centers, available 24/7, in the event of an emergency. Many programs, units or schools also have emergency management protocols. You should check with the unit providing Duke Support for the travel prior to your departure to find out what, if any, they have. It is extremely important to be familiar with the procedures and contacts for your program or independent travel as communications procedures may differ based on the location or situation. The office of Global Administrative and Travel Support should also be notified of any medical situation, incident or emergency abroad.
- Why does the University regulate student travel to countries on Duke’s Restricted Region List?
The University regulates student travel to locations that may pose a specific health, safety, or security concern. The goal of regulating student travel to such locations is to assure preparation and risk mitigation approaches that are intended to minimize health and safety risks of students traveling globally. A country’s or region's placement on the RRL is decided by the Provost with an assessment from the Global Travel Advisory Committee (GTAC) and when it comes to petitions, the Provost will also make a final decision regarding travel approval after receiving the recommendation of GTAC. All decisions by the Provost regarding petitions for waivers are final.
- What are the consequences if a student travels without following this policy and applicable procedures?
Failure to follow a Duke University policy can lead to a formal Student Conduct Hearing. Additionally, as the Duke University Global Travel Policy states, the student may be required to reimburse Duke for all expenses associated with travel made without following the Travel Policy and credit for work product, research or any other deliverables based on activity/research conducted while in a Restricted Region without having a waiver in place prior to the travel may be denied or removed from the student's records/grades. The Provost makes all decisions in this regard.
- As a faculty or staff who provided Duke Support for travel, how can I tell if the student registered or has an approved petition?
There are several ways to ensure your students have registered and are in compliace with Duke's Global Travel Policy prior to facilitating their travel. Please see the tutorial we created - Ensuring Travel Registrations - which lists ways you/your unit can help us to keep our travelers safe.