Travel Policy FAQ
Frequently Asked Questions
- Who is required to register their travel?
All students traveling outside the 50-United States for Duke travel. This includes graduate and professional students as well as undergraduate students.
- What is "Duke travel "?
"Duke travel" means any travel outside the United States made with Duke Support. Duke Support is “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.
- 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. Authorization 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 relevant locations. 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.
- When must I register my travel?
Travelers must register prior to departure from the United States. 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.
- 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.
- 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 travel alerts.
- 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 most cases, travel registration is the same for undergraduates, professional and graduate students. The process changes if the student is planning to travel to a country listed on Duke’s Restricted Region List (“RRL”). Undergraduate students must petition the Provost and be granted approval of any Duke supported travel to a country on the RRL. Graduate/Professional students must sign and remit a Restricted Regions List Acknowledgement of Risks and Waiver-Release to the Travel Policy Administrator prior to departure to a country on the RRL. Additional information on the RRL and the petition/waiver process can be found under the Restricted Region List page.
- 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?
International SOS is also available 24/7 in the event of an emergency and its regional centers can be contacted at any time. (See Emergency Call Centers). A traveler should use his/her best judgment as to whether police or emergency medical staff need to be contacted immediately. In many cases the onsite program staff or faculty/staff leader or the unit providing the Duke Support of the travel should be the first contacted. 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 at the University 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 place 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.
- What are the consequences if a student travels without following this policy and applicable procedures?
If a student using Duke Support fails to follow the Duke University Global Travel 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.
- As a faculty or staff who provided Duke Support for travel, how can I tell if the student registered or has an approved petition?
The Travel Registry offers a field to enter email addresses into for a copy of the registration confirmation email. Supporting units/faculty/staff should direct the student to enter his/her email address to ensure they receive a copy confirming they have registered. If a student has received an approval of a petition, that approval is conveyed in writing via email and can also be forwarded to the supporting unit/person.