UVM faculty, staff and students often travel for study, research, professional development and to conduct University business. Travel has many inherent risks and we work hard to manage those risks so that our community can travel safely. Here you will find information that UVM uses to manage risk for the varied types of off-campus travel.
Domestic Travel within the United States involving students
For University-supported events, UVM requires registration of all travel involving students in the United States beyond the State of Vermont. Additionally, any domestic travel that includes high-risk activities or overnight stays in non-UVM lodging, even within Vermont, must be registered. To properly support your travel, the Department of Risk Management requires the information listed below, using the provided link:
- Number of Participants, Location and Dates
- Trip Organizer and Emergency Contact information
- Risk Management plan for anticipated high risks activities
Complete details can be found in the document: Domestic Travel Involving Students
Review of the UVM Driving Policy and Vehicle Use Operating Procedures is advised. Students who elect not to travel with the group should complete an Alternative Transportation waiver (PDF).
Domestic Travel within the United States - employees
Here you will find important details for travel by faculty and staff that does not involve students.
Employee Travel: UVM has a detailed travel policy that defines UVM business travel and steps for purchasing and reimbursements. Read the travel policy for employees here.
Employee Driving: UVM has a detailed driving policy that specifies driver safety protocols, certification requirements, and accident procedures. Read the driving policy for employees here.
Personal Vehicle Use: Risk Management strongly recommends employees DO NOT use their personal vehicles for UVM business, though it is permitted. Personal vehicle use exposes employees financially if there is an accident. Vehicle insurance follows the vehicle, so any claims arising from the use of a personal vehicle will be processed through the employees automobile insurance rather UVM's automobile insurance. UVM is not responsible for incidents to personal vehicles used for UVM business.
Travel Accident Insurance: The University of Vermont carries an Accidental Death and Dismemberment policy on employees and trustees who travel on UVM business. Business is defined as "while on assignment by or at the direction of UVM for furthering its business interest, but shall not include any period of vacation or leave of absence." Read more on Travel Accident Insurance here.
International Travel involving students - including Canada, Puerto Rico and other U.S. Territories
The Office of International Education oversees all UVM-supported travel to international locations, including Canada, Mexico, and U.S. Territories such as Puerto Rico. Approval for international travel must be obtained after a risk assessment is completed by ITAG
Read the UVM Policy: International Travel Involving Students
Read the UVM Operating Procedure: International Travel Involving Students
To seek approval for your international travel with students from the International Travel Advisory Group, connect with the Office of International Education. Doing so will allow you to register with GoAbroad and register for emergency medical support from International SOS (I-SOS)
All program faculty/trip leaders should implement the following in their planning of UVM sponsored trips abroad:
Travel Advisories
Follow State Department travel advisories prior to traveling abroad. Travel should never take place to countries on the State Department’s warning list.
Health Care
All students must carry health insurance to cover injury and illness claims, repatriation and medical evacuation coverage. The combination of our UVM sponsored student health plan and the emergency services provided by International SOS takes care of this. Full-time students registered for nine or more credits can enroll in UVM’s student health plan in August or January of any given year by calling UVM’s student insurance broker, Consolidated Health Plans (CHP). Students should carry an insurance card with them at all times.
Full time UVM employees automatically have health insurance coverage through a combination of UVM’s health plan, workers compensation and travel accident insurance. In addition, International SOS provides medical evacuation, repatriation and emergency services.
Request verification of required immunizations prior to departure. Contact UVM's Student Health Center Travel Clinic (656-3350) regarding recommended immunizations.
Emergencies
UVM contracts with International SOS Assistance for emergency response, coordinated health care response and emergency travel services. All UVM employees and students automatically have this service. SOS Emergency cards can be obtained from the Office of International Education at 656-4296.
Remind students of the aid available from the US Embassy and how to contact them. The diplomatic corps can be especially helpful since tending to the needs of US nationals is one of their responsibilities.
Using the ISOS Program
Whenever you are traveling or living abroad, you can access up-to-date reports on more than 170 countries worldwide on security and health issues, medical care and vaccination requirements via the ISOS website.
Log in as a member with UVM’s Membership ID: 11BSGC000020.
The ISOS website also contains an on-line form, MyTrips, for inputting travel and destination information. We strongly encourage all travelers to complete the form so that this information is available to ISOS and UVM on-call staff should you need to be located in the event of a crisis or emergency.
If you have an emergency situation while abroad, your first contact after using local emergency services should always be ISOS, which will work to meet your needs immediately and will contact UVM’s on-call staff in the United States.
Should you have any questions about the coverage, please contact the Office of International Education.
Personal Safety
Encourage a "buddy system" Advise students that they should not travel alone, especially at night.
• Avoid crowds, protest groups and volatile situations
• Lock doors, windows of room
• Don’t divulge personal information to strangers.
• Remind participants to be inconspicuous. Keep a low profile and don’t draw attention to nationality or wealth
• Contact UVM's Police Services (656-3473) regarding training sessions that may be available to the University community.
• Advise students of any planned activities that may pose unusual risk or require physical exertion.
• Discuss code of conduct and expectations
• Provide information on counseling and support programs available in the host country.
• Prohibit abuse of alcohol or illegal drugs
• Educate students as to cultural differences, including local laws pertaining to illegal drug and alcohol use.
Vehicle Use
Discourage students from renting or driving vehicles while in foreign countries because of complications in settling matters if an accident were to occur. Should students elect to rent or drive a vehicle for their personal use, they must clearly understand that the University will not be responsible for any damage or bodily injury.
Anyone driving students must attend UVM Risk Management driver training and have their motor vehicle record checked. If vehicles are chartered with a hired driver, make sure Risk Management reviews the charter agreement. Vans greater than a 12-passenger are prohibited. Charter companies must provide proof of insurance.
Have all students sign an Acknowledgement of Risk in I-Abroad which clearly outlines what conduct is expected from all participants, the consequences for non-compliance, and the responsibility assumed for personal activities.
Contracts
Have UVM Risk Management review all agreements affecting the program, including touring companies, housing agreements, and charter transportation. Risk Management will require proof of insurance.
General Liability Insurance required of Vendors in Country (e.g. NGOs, tour guides, but not hotels) - protects against liability other than that arising from vehicles
Automobile Insurance Required of Vendors Hired to Drive in Country
International Travel including Canada, Puerto Rico and other U.S. Territories - employees
Here you will find important details for travel by faculty and staff that does not involve students.
Employee Travel: UVM has a detailed travel policy that defines UVM business travel and steps for purchasing and reimbursements.
Read the travel policy for employees here.
Emergency Assistance and Travel Accident Insurance
UVM provides emergency assistance and medical travel insurance for sicknesses or injuries which occur while traveling internationally for students, faculty and staff are traveling on UVM-approved business, research or study. This is provided through International SOS and Starr.
Using the ISOS Program
UVM contracts with International SOS Assistance for emergency response, coordinated health care response and emergency travel services. All UVM employees and students automatically have this service. Whenever you are traveling or living abroad, you can access up-to-date reports on more than 170 countries worldwide on security and health issues, medical care and vaccination requirements via the ISOS website.
Log in as a member with UVM’s Membership ID: 11BSGC000020.
The ISOS website also contains an on-line form, MyTrips, for inputting travel and destination information. We strongly encourage all travelers to complete the form so that this information is available to ISOS and UVM on-call staff should you need to be located in the event of a crisis or emergency.
If you have an emergency situation while abroad, your first contact after using local emergency services should always be ISOS, which will work to meet your needs immediately and will contact UVM’s on-call staff in the United States.
Should you have any questions about the coverage or request an SOS Emergency Card, please contact the Office of International Education at 656-4296.
Accidental Death and Dismemberment Insurance
The University of Vermont carries an Accidental Death and Dismemberment policy on employees and trustees who travel on UVM business. Business is defined as "while on assignment by or at the direction of UVM for furthering its business interest, but shall not include any period of vacation or leave of absence."
Read more on Travel Accident Insurance here.