International Travel Process Overview

International travel is an integral part of the American University (AU) educational experience and mission. Due to the unique nature of international travel and the destinations that AU faculty, staff and students visit, the Office of Global Safety (OGS) assesses risk so that informed decisions can be made when planning and approving international travel. 

The OGS focuses on two types of international travel, study abroad and individual travel. First, as members of the Study Abroad Working Group (SAWG), OGS provides intelligence based recommendations related to risk mitigation for various study abroad programming conducted by various schools within AU. The SAWG meets regularly and works with the University administrators in organizing and planning various study abroad programs. OGS also reviews memoranda of understanding and contractual agreements from a health and safety perspective as well as conducts periodic site visits to review security protocols.

For individual or group, non-study abroad, international travel requests, whether they are initiated by faculty, staff, or students, the established travel approval process provides university travel approvers with the requisite information needed to make timely, informed decisions related to international travel requests. Typically, OGS requires at least two weeks to process these types of travel requests.

Please note that domestic travel requests should be made within the traveler's department and decisions are provided by in-department supervisors. 

How are Assessments Conducted

The OGS staff assesses and reviews requested destinations relying on several factors including (but not limited to):

• Department of State and Overseas Security Advisory Council assessments
• CDC warnings and advisories
• Crisis24/WorldAware assessment
• Insurance provider’s known assessments
• Current events
• Information from program managers
• Known AU or other university information regarding destination or travel program
• Experience level of traveler

Risk mitigation is accomplished by:

• providing and discussing risk assessments
• providing and supporting organization pre-travel briefings
• advising on personal security issues
• administering the AU Enterprise Travel Registry (ETR) and travel approval documents
• coordinating the AU response during critical incidents abroad
• ongoing intelligence monitoring
• liaising with private and government entities including the U.S. Department of State, intelligence providers, regional partners, and partners in higher education
• conducting site visits to improve security onsite abroad
• coordinating international emergency insurance coverage
• membership in the Study Abroad Working Group
• facilitating communication with travelers and groups
• providing coordination and reporting of incidents occurring during constituent travel
• collaborating with program managers to ensure MOAs meet safety and risk best practices

International Travel General Pre-Departure Orientation and Resources

University travelers should prepare for proposed travel well in advance. There are a host of resources available to ensure your safety as you travel abroad.

1. University Safety and Security Services developed a general pre-departure orientation presentation about personal security awareness, consideration of cyber security vulnerabilities, and compliance with Export Control laws. This information is available as a PDF document. 
2. All travelers MUST download the AlertTraveler App (see below).
3. US citizens MUST register with the Department of State’s Smart Traveler Enrollment Program (STEP). 

These apps and services make it easier to contact the traveler during an emergency and will provide the traveler with real-time intelligence. Additionally, by registering with STEP, the Department of State can provide the traveler with important information during emergencies.

Registering for the AlertTraveler App

AlertTraveler is a mobile application (available on Android and Apple devices) that allows for two-way communication between the traveler and American University, provides travelers with up-to-date country intelligence to prepare them for travel, quick-dial emergency services numbers for the traveler's location, among other features. This App provides for a method to conduct check-ins during a crisis. The application is free and available for students, faculty, and staff traveling abroad.  

AU Study Abroad travelers will register for AlertTraveler within the Study Abroad application process. 

WCL individual faculty, staff and student travelers will register for AlertTraveler App in the Global Safety Enterprise Travel Registry upon approval of the trip.

WCL group travelers register their travel in WCL's Terra Dotta system. The link for registering for AlertTraveler is avaiable within the Terra Dotta system.

All other faculty, staff, and student travelers will register for AlertTraveler App in the Enterprise Travel Registry upon approval of the trip.

International Travel Insurance Program

American University students, faculty, and staff traveling abroad, not in their country of permanent residence, need protection that will help them in the event of sudden illness or serious injury. In some countries, U.S. health insurance is not accepted in lieu of payment prior to treatment. While a claim for reimbursement can be filed once the traveler returns home, paying cash before receiving medical attention can cause a hardship for the traveler. In extreme cases, medical evacuation might be necessary and those prepaid costs would more likely be significant.

Emergencies While Abroad

Emergencies can occur anytime. Therefore, it is incumbent on the traveler to be prepared. What to do:

• Seek safety. The travelers should travel to a safe location. Sometimes staying in place is the safest thing to do. If immediate assistance is needed, contact the local equivalent of 9-1-1 to obtain police, medical or other assistance from the local authorities.

• Students should notify program director or group leader ASAP.

• Let AU Global Safety Know - call AUPD (+1-202-885-3636) and they will contact a member of the Global Safety Team.

• Contact AxA TAP - TAP can provide services if you need to be evacuated, you experience local communication problems, safety is threatened by the sudden unrest, etc.

• American Citizens can contact the U.S. DOS American Citizen Services, who are prepared to assist with emergencies abroad.