The GoAbroad “travel registration” for faculty and teaching assistants serves as a master checklist to ensure that all steps related to health and safety have been addressed prior to departure, and are a reminder of steps which must be followed once at the destination. These items are reviewed at the health, safety and risk management workshop coordinated by the Office of International Education.

Faculty leader checklists (to be completed and signed in GoAbroad)

  • I am in good health and am physically and emotionally prepared to lead a group to my program's scheduled destination(s) doing the scheduled activities. I have discussed with my medical and/or mental health providers any individual requirements and/or conditions within the context of my planned activities and my destination's available medical care and related resources. 
  • I have attended a health and safety/risk management workshop for faculty directors/TAs organized by the UVM Office of International Education within the last three years. 
  • I have developed a working knowledge of UVM’s emergency guidelines and protocols for travel study programs abroad (provided by Office of International Education). 
  • I have developed a working knowledge of UVM’s student health and safety guidelines for students traveling abroad (provided by Office of International Education). 
  • I have recently reviewed the health and safety advice about my destination available from the Department of State, and from International SOS.  
  • I have discussed or will discuss with participants prior to departure:
    • What they can expect in terms of local conditions and customs, cultural and culinary differences, and packing advice;
    • Possible risks about which I am aware, including general safety recommendations from the U.S. Department of State and International SOS;
    • The destination country’s laws and program behavioral expectations, including alcohol and other drug use;
    • Visa requirements for the program;
    • That it is wise to carry a copy of the first page of their passport and a copy of their visa (if applicable), separate from their passport;
    • The importance of visiting the UVM Travel Health Clinic (fees required) or their private physician for travel medical advice and any required immunizations 8+ weeks prior to departure
  • I gave every participant (student and employee) or will give them prior to departure and discussed in detail with them:
    • An International SOS card and asked that they carry it with them at all times during the trip;
    • My contact information and travel itinerary (airline, flight number, date/time scheduled to arrive) if the group is not traveling together;
    • The ultimate destination for the group and explicit directions on how to get there (in English and in the local language) in the event that a participant does not make his or her flight if I expect the participant to travel any distance unaccompanied;
    • A written copy of UVM’s student health and safety guidelines for students traveling abroad, and discussed with students.
  • As the lead faculty member on record, I understand that I alone am responsible for ensuring that course participants are apprised of all of the points discussed herein. If I have delegated this responsibility to another instructor, or to a TA, I understand it is my responsibility to ensure that all of these steps have been completed.
    • I have recorded how to reach each of my students during the time they will be traveling to our location in the event a student does not arrive and/or if I am separated from a student while we are in that location.
    • I understand that faculty should not advise students of which immunizations they think a student should have, and instead refer them to the CDC and/or their medical professional. 
  • I understand that students were requested to provide their travel itinerary (if there is not a group flight for this course); in the event I need this information later, I may email travel.study@uvm.edu.  
  • I know the contact information for the closest U.S. embassy or consulate. 
  • If reliable medical assistance is not available on an immediate/emergency basis at the location where the program takes place or if there is no local ambulance service, and if a guide accompanying the group is not certified in first aid and CPR, either the faculty leader or TA is certified in first aid and CPR. (If medical assistance is readily available on an immediate/emergency basis at the location where the program takes place or if there is local ambulance service, you are attesting to this fact, and not that you are certified in first aid and CPR.) 
  • I understand that I am to keep confidential participant passport and medical information and that such will be shared only if needed for the health and safety of a participant. I understand that I must keep this information in a secure location inaccessible to anyone other than a designated leader for the program. I also understand that I must delete any confidential information shared with me electronically, and shred any papers with such information after the program’s completion. 
  • I recognize that any family member or other non-approved individual who accompanies me on this course is not covered by the University benefits that apply to faculty and participants of the course, including the University's liability insurance coverage. 
  • I have read and understand the following UVM policies and operating procedures: sexual harassment and misconductalcohol – faculty and staffalcohol and other drug – studentAmorous Relationships with StudentsFERPA; and the Code of Student Conduct
  • I have updated my PeopleSoft emergency contact information and will leave a copy of my passport with that person (if I so choose).
  • I have confirmed that my health insurance will cover me while abroad. I understand that International SOS is not health insurance. 
  • I understand that I am not to purchase nor provide alcohol for participants, regardless of whether the participant is of legal drinking age in the destination country.  I understand that generally I may not consume alcohol during primary work hours, which include any time during which I am teaching or otherwise supervising participants. Any activity to which I require or invite participants is considered a time during which I am supervising participants. I understand that the only exception to the prohibition against consuming alcohol during primary work hours is when a host abroad offers alcohol and it would be culturally inappropriate to decline. In all instances, I understand that if I consume alcohol I must do so minimally and responsibly so that it does not interfere with the performance of my duties, which may include responding to an unexpected situation during non-program time. Note that you may put yourself at legal risk if you consume alcohol in the presence of participants – even if minimally – given the subjectivity of participants’ perceptions. 

In-country

During course travel, I will …

  • Notify the Office of International Education (OIE) using the contact phone numbers provided on the green and white Emergency Response Card promptly
    • of any unexpected significant itinerary changes (example: moving to new cities/towns on different days than originally planned);
    • of any situation involving the health or safety of a UVM student or employee;
    • of any concerns, including inappropriate student behavior (such as disciplinary issues) and including any allegation that a student has been the victim of sexual assault/misconduct;
    • when any significant in-country event occurs which is likely to generate international media coverage, even if the group is safe;
    • any crimes which I learn have occurred in the locations (lodging, etc.) this course habitually visits
    • if the planned accommodations do not meet University expectations upon arrival
  • I understand that notification is not complete unless I reach an emergency contact live and in person
  • Have a cell phone (or satellite phone) with me at which I can be reached at all times while abroad -- on and batteries charged. (If this is impossible in my case, I have communicated that this year to the Director of OIE and I have received a written confirmation of agreed-upon alternative communication plans.) 
  • Be present in the same city/town as the group for the duration of the in-country travel and coursework.  (UVM Semester length program has exceptions.) 
  • Be alert to participant fatigue, digestive ailments, dehydration, culture shock, jetlag, and symptoms of other illnesses and procure appropriate medical attention when necessary. 
  • Carry the OIE-provided course roster, International SOS card, the OIE Emergency Response card, and a copy of UVM’s emergency guidelines and protocols at all times. (For UVM Semester length programs: "at all times that I am on duty.") 
  • Carry a first aid kit if the group will be any distance from general medical assistance. (Recommended contents, or inquire at the UVM Travel Clinic.) 
  • Know the location of the nearest immediate emergency medical service, and the phone numbers for emergency medical service and police if appropriate, for each stop in the trip itinerary. 
  • Upon arriving in-country, and in each new location that presents potentially different safety concerns, review with all participants:
    • Behavioral expectations (including travel independent from the group) and recommended safety measures (including buddy system expectations), noting any recent notable safety incidents of which in-country partners have informed you
    • Medical emergency locations and contact methods
    • How to use International SOS and that cards should be carried on a person
    • Students’ responsibilities regarding their safety and health
    • Cross-cultural issues that may impact health, safety or security.
    • A meeting place – and a backup meeting place if the first is inaccessible – in the event of a large-scale emergency. A written address, phone number and directions should be in the local language as well as in English
    • What a participant should do if he/she is separated from the group
  • Upon arrival in-country, encourage students to contact their parents or other family members to let them know they’ve arrived. 
  • Keep apprised of local news and events which could impact transportation and/or safety. 
  • Be alert for and address any risky participant behavior, and immediately discuss with the student as appropriate, noting potential consequences; document conversations. 
  • Follow UVM’s emergency guidelines and protocols if necessary. 
  • As part of the course curriculum or “free time,” do not organize the following activities, as they are excluded from UVM’s insurance coverage: hang gliding, parasailing, parachuting, tobogganing, luge, skateboarding, trampolines, bungee jumping, hot air balloon rides, mechanical bulls, Velcro jumps, paintball, race track, motorsports, rodeo, whitewater rafting, scuba diving. 
  • Submit Risk Management incident reports if an event occurs resulting in significant injury or crime, or if directed by the Director of OIE or a CDE representative. (Three copies of this document were provided in your pre-departure packet of materials.) 
  • Upon arrival in-country, call or text (WhatsApp or cellular) OIE staff to test your communications, and confirm all participants have arrived. (Semester-long faculty directors must check in throughout the semester on the schedule agreed upon in writing with the Director of OIE and the sponsoring Dean's Office.) 

TA/Second Instructor checklists (to be completed and signed in GoAbroad)

You and the faculty leader for this program are both being asked to attest your understanding of the same set of university expectations for leading students abroad for two reasons:

  1. In the event that your faculty leader is incapacitated and you are required to assume responsibility for the program; and
  2. To ensure that miscommunication does not occur and all items are completed.

Please consult your faculty leader to ensure that between you all items are completed.

  • To the best of my knowledge, I am in good health and am physically and emotionally prepared to co-lead a group to my program's scheduled destination(s) doing the scheduled activities. I have discussed with my medical and/or mental health providers any individual requirements and/or conditions within the context of my planned activities and my destination's available medical care and related resources. 
  • I have attended a health and safety/risk management workshop for faculty directors/TAs organized by OIE and Continuing and Distance Education within the last three years.
  • I will be present in the same city/town as the group for the duration of the in-country travel and coursework. (UVM Semester length program has exceptions.) *
  • I have recently reviewed the health and safety advice about my destination available from the Department of State, and from International SOS
  • I have developed a working knowledge of UVM’s emergency guidelines and protocols for travel study programs abroad (provided by the Office of International Education).
  • I have developed a working knowledge of UVM’s health and safety guidelines for students traveling abroad (provided by the Office of International Education).
  • I know the contact information for the closest U.S. embassy or consulate. 
  • I understand that faculty should not advise students of which immunizations they think a student should have, and instead refer them to the CDC and/or their medical professional.
  • I understand that I am to keep confidential participant passport and medical information and that such will be shared only if needed for the health and safety of a participant. I understand that I must keep this information in a secure location inaccessible to anyone other than a designated leader for the program. I also understand that I must delete any confidential information shared with me electronically, and shred any papers with such information after the program’s completion.
  • I recognize that any family member or other non-approved individuals who accompany me on this course is not covered by the University benefits that apply to employees and participants of the course. 
  • I have read and understand the following UVM policies and operating procedures: sexual harassment and misconductalcohol – faculty and staffalcohol and other drug – studentAmorous Relationships with StudentsFERPA; and the Code of Student Conduct 
  • I have reviewed and complied with the Conflict of Interest policy.
  • I have updated my PeopleSoft emergency contact information and will leave a copy of my passport with that person (if I so choose).
  • I have confirmed that my health insurance will cover me while abroad. I understand that International SOS is not health insurance. 
  • I understand that I am not to purchase nor provide alcohol for participants, regardless of whether the participant is of legal drinking age in the destination country.  I understand that generally, I may not consume alcohol during primary work hours, which include any time during which I am teaching or otherwise supervising participants. Any activity to which I require or invite participants is considered a time during which I am supervising participants. I understand that the only exception to the prohibition against consuming alcohol during primary work hours is when a host abroad offers alcohol and it would be culturally inappropriate to decline. In all instances, I understand that if I consume alcohol I must do so minimally and responsibly so that it does not interfere with the performance of my duties, which may include responding to an unexpected situation during the non-program time. Note that you may put yourself at legal risk if you consume alcohol in the presence of participants – even if minimally – given the subjectivity of participants’ perceptions.

In-country

During course travel I agree to:

  • Notify the Office of International Education (OIE) using the contact phone numbers provided on the green and white Emergency Response Card promptly …
    • of any unexpected significant itinerary changes (example: moving to new cities/towns on different days than originally planned);
    • of any emergencies or other situations involving the health or safety of a UVM student or employee;
    • of any concerns, including inappropriate student behavior (such as disciplinary issues) and including any allegation that a student has been the victim of sexual assault/misconduct;
    • when any significant in-country event occurs which is likely to generate international media coverage, even if the group is safe;
    • any crimes which I learn have occurred in the locations (lodging, etc.) this course habitually visits
    • I understand that notification is not complete unless I reach an emergency contact live and in person
  • Be alert to participant fatigue, digestive ailments, dehydration, culture shock, jetlag, and symptoms of other illnesses and procure appropriate medical attention when necessary.
  • Carry the OIE-provided course roster, International SOS card, the OIE Emergency Response card, and a copy of UVM’s emergency guidelines and protocols at all times. (For UVM Semester length programs: "at all times that I am on duty.") 
  • Carry a first aid kit if the group will be any distance from general medical assistance. (Recommended contents, or inquire at the UVM Travel Clinic.) 
  • Know the location of the nearest immediate emergency medical service, and the phone numbers for emergency medical service and police if appropriate, for each stop in the trip itinerary. 
  • Upon arriving in-country, and in each new location that presents potentially different safety concerns, review with all participants:
    • Behavioral expectations (including travel independent from the group) and recommended safety measures (including buddy system expectations), noting any recent notable safety incidents of which in-country partners have informed you
    • Medical emergency locations and contact methods
    • How to use International SOS and that cards should be carried on the person
    • Students’ responsibilities regarding their safety and health
    • Cross-cultural issues that may impact health, safety or security.
    • A meeting place – and a backup meeting place if the first is inaccessible – in the event of a large-scale emergency. A written address, phone number and directions should be in the local language as well as in English
    • What a participant should do if he/she is separated from the group
  • Upon arrival in-country, encourage students to contact their parents or other family members to let them know they’ve arrived. 
  • Keep apprised of local news and events which could impact transportation and/or safety.
  • Be alert for and address any risky participant behavior, and immediately discuss with the student as appropriate, noting potential consequences; document conversations. 
  • Follow UVM’s emergency guidelines and protocols if necessary. 
  • As part of the course curriculum or “free time,” do not organize the following activities, as they are excluded from UVM’s insurance coverage: hang gliding, parasailing, parachuting, tobogganing, luge, skateboarding, trampolines, bungee jumping, hot air balloon rides, mechanical bulls, Velcro jumps, paintball, race track, motorsports, rodeo, whitewater rafting, scuba diving. 
  • Submit Risk Management incident reports if an event occurs resulting in significant injury or crime, or if directed by the Director of OIE or a CDE representative. 
  • Upon arrival in-country, OIE staff would appreciate knowing that all participants have arrived safely. We'd also be grateful to hear from you halfway through the course.