For University-supported events, UVM requires notification to Risk Management of all travel involving students in the United States beyond the State of Vermont.  Additionally, any domestic travel that includes elevated-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, emailed to risk.management@uvm.edu with ‘domestic travel’ in the subject line:

• Event Title
• Location and Dates
• Trip Organizer and Emergency Contact information
• Identify the anticipated elevated-risk activities and how they will be managed appropriately

Complete details: Domestic Travel Involving Students Policy

To register your travel, email risk.management@uvm.edu 

Review of the UVM Driver Safety and Motor Vehicle Use is advised.  Students who elect not to travel with the group should complete an Alternative Transportation Waiver (PDF).

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.

Employee Driving: UVM has a detailed driving policy that specifies driver safety protocols, certification requirements, and accident procedures. Read the Driver Safety and Motor Vehicle Use.

Personal Vehicle Use: Risk Management strongly recommends that employees 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.

Independent Student Travel

The Office of International Education oversees all UVM affiliated student travel to international locations, including Canada, Mexico, and U.S. Territories.

Undergraduate and graduate students traveling on UVM-affiliated purposes must register with and receive approval from the Office of International Education prior to travel.  This includes study abroad programs, conferences, research, internships, clinical rotations, and travel for all other reasons.

Read the UVM Policy: International Travel Involving Students

Read the UVM Operating Procedure: International Travel Involving Students

Faculty Led Student Travel

Faculty leading undergraduate and graduate student travel must register with and receive approval from the Office of International Education prior to travel.  This includes study abroad programs, conferences, research, internships, clinical rotations, and travel for all other reasons.

Health Care

All students should carry health insurance to cover routine and preventative medical needs. UVM provides international travel and medical assistance and insurance through Healix International. See below heading for more information on how to sign up for Healix services.

Request verification of required immunizations prior to departure. Contact UVM's Student Health Center Travel Clinic (656-3350) regarding recommended immunizations.
Emergencies

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.

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 drug.
• 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 (PDF) (e.g. NGOs, tour guides, accommodations) - protects against liability other than that arising from vehicles
Automobile Insurance Required of Vendors Hired to Drive in Country (PDF)

Here you will find important details for travel by faculty and staff that does not involve students.

Read the Travel Policy for Employees.

International Travel and Medical Assistance and Insurance

UVM provides international travel and medical assistance and insurance for UVM faculty and staff traveling internationally on UVM-related business and study. This is provided through Healix International.

Full time UVM employees  have health also have medical coverage through a UVM’s health plan, workers compensation and travel accident insurance.

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.

Travel Advisories

Follow Department of State travel advisories prior to traveling abroad. Travel should never take place to countries on the State Department’s warning list.

Healix International's services (PDF)

1. By web portal - set up Healix Travel Oracle web account:
   • register at Healix
   • register the first time with policy number UVM241277
   • for cybersecurity best practice, do NOT use your UVM netID and UVM password  
2. On your mobile phone - Healix Oracle App (PDF):
   • download the mobile app from Apple App Store or Google Play Store
   • register the first time with policy number UVM241277
   • for cybersecurity best practice, do NOT use your UVM netID and UVM password
   • add your current mobile phone number under “Settings” to receive alerts and notifications
3. By phone - Call Healix's dedicated UVM Assistance Helpline any time 24/7/365 at +1 802 500 5420
4. By email - UVM's dedicated email is UVM@healix.com (note: email responses will come from InternationalHealthcare@healix.com)

Reach out to Risk Management by email (risk.management@uvm.edu) with any questions or problems.

UVM has contracted with Starr Insurance, administered by Healix International, to provide international medical and security insurance for students, faculty and staff for the duration of their time outside of the U.S. on university-affiliated travel. This coverage provides a comprehensive program of insurance benefits and services that covers:

• Medically necessary doctor's visits and emergency care overseas, including coverage for preexisting conditions
• Emergency Medical Services
• Security Evacuation
• Repatriation of Remains

There are $0 deductible and no co-insurance rates.

Travelers should review the entire Summary of Benefits (PDF) for details regarding the full policy, benefits and exclusions. Examples of policy exclusions are:

• routine physical examinations and routine care
• routine dental care
• Pregnancy-related expenses that are considered preventative or routine
• “war risk coverage” for travel in countries with internal and external conflicts
• certain high-risk activities (including, bungee-cord jumping, parachuting, skydiving, parasailing, hang-gliding, motorcycling, scuba diving, jet, snow or water skiing, mountain climbing (where ropes or guides are used), amateur racing, piloting an aircraft, spelunking, whitewater rafting, surfing, and parasailing).

Reach out to Risk Management for questions about higher risk travel and exclusions.

International travel medical insurance is a benefit provided to university travelers while outside of the U.S. at no additional cost. Faculty or staff traveling for university affiliated purposes must comply with UVM's International Travel Policy.

Undergraduate and graduate students traveling for university-affiliated purposes must register in GoAbroad with the Office of International Education and follow the international travel approval process.

Spouses and dependents

UVM travel insurance extend to legal spouses and dependent children traveling with current faculty and staff on UVM-affiliated travel, provided that the travel itineraries for legal spouses and/or dependents are registered with Healix International. Review Starr's Summary of Benefits for more information. Note, insurance coverage is not extended to travel that is not UVM-affiliated travel including:

• vacation
• personal travel beyond three days before or after UVM-affiliated travel
• un-approved group travel organized by students
• travel promoted at Temple University that is not approved, affiliated travel

Purchasing Additional Coverage

If you plan to travel abroad on non-UVM affiliated travel, including travel prior to or after UVM-affiliated travel, RIsk Management strongly recommends purchasing international travel medical insurance coverage for your personal travel dates. It is advisable to include benefits for emergency evacuation/repatriation and repatriation of remains, which are typically not covered by U.S. health insurance policies. UVM RIsk Management cannot recommend or guarantee the services of any specific travel insurance provider.