Indiana University prioritizes the safety and security of its students above all else, especially when participating in overseas study and travel programs. To ensure student well-being, the university diligently monitors global events and information that could impact student safety abroad. This policy statement outlines Indiana University’s approach to managing student travel in accordance with U.S. Department of State (DoS) Travel Advisories and Centers for Disease Control and Prevention (CDC) Travel Health Notices.
These guidelines are designed to provide clarity for Indiana University students engaging in both university-sponsored programs and individual travel endeavors. Understanding these policies is crucial for all IU students planning to travel internationally for academic or university-related purposes.
IU Policy for University-Sponsored or Organized Instructional Programs
This section details the policy for university-sponsored or organized instructional programs, encompassing faculty-led instruction and other sponsored coursework for both undergraduate and graduate/professional students.
Indiana University strictly prohibits offering or supporting study abroad programs in countries or regions under a U.S. State Department Level 4 “Do Not Travel” Advisory. This restriction also applies to countries with a Level 3 “Reconsider Travel” Advisory, unless a special exemption is granted. Crucially, no exemptions are considered for programs intending to travel to countries or specific regions within countries designated as Level 4.
For countries or regions with a State Department Level 3 Advisory, program-specific exemption requests may be considered under “special circumstances.” These requests are carefully evaluated by the Safety and Responsibility Committee of the system-wide Overseas Study Advisory Council (OSAC). Detailed information on the exemption process can be found at: https://overseas.iu.edu/policies/safety-responsibility/ta-exemptions.html. It is essential to submit exemption requests at least two months before the anticipated departure date to allow sufficient time for review.
Furthermore, travel to destinations experiencing significant infectious disease outbreaks may be restricted. The Office for Overseas Study (OVST) collaborates closely with the Office of the Chief Health Officer (OCHO) to assess the health risks associated with any program traveling to a location with a CDC Level 3 Travel Health Notice. This collaborative approach ensures that health considerations are thoroughly integrated into travel safety assessments.
Students, both undergraduate and graduate/professional, participating in programs traveling to Level 3 advisory countries or regions under an approved exemption, are required to sign a waiver. These waivers acknowledge the risks associated with travel to such locations and must be submitted to the department head responsible for administering the program.
Guidelines for Individual Student Travel and Funding
This section addresses individual travel undertaken by undergraduate and graduate/professional students who intend to utilize Indiana University funding for research, study, or other university-related activities.
Indiana University does not provide funding for student travel to any country or region under a U.S. Department of State Level 4 Travel Advisory. This funding prohibition is absolute and reflects the university’s commitment to student safety in high-risk destinations.
For individual travel to countries or regions under a Level 3 State Department Travel Advisory, undergraduate and graduate/professional students are required to sign a waiver. This waiver must be submitted to their department head and kept on file, acknowledging their awareness of the elevated risks.
Similar to university-sponsored programs, individual student travel to countries experiencing serious infectious disease outbreaks may be restricted. OVST will consult with OCHO regarding individual student travel plans to destinations with a CDC Level 3 Travel Health Notice to evaluate potential health risks.
Quick Guide to Travel Advisory Levels and Student Travel Rules
To provide a clear overview, the following table summarizes the rules based on Department of State (DoS) Advisory Levels and CDC Travel Health Notices for different categories of student travel:
| Advisory Level | IU Administered, Unit-Based and Co-sponsored Overseas Study programs | Non-IU Overseas Study Programs (typically undergraduate student) | Individual Student Travel (typically graduate student) |
|---|---|---|---|
| DoS 1: Exercise Normal Precaution | Travel supported subject to normal safety/security preparations | Travel supported | IU funds may be used |
| DoS 2: Exercise Increased Caution | Travel supported subject to safety/security preparations commensurate with the travel advisory | Travel supported | IU funds may be used |
| DoS 3: Reconsider Travel (includes designated areas in countries otherwise at Levels 1 and 2); and/orCDC Level 3 Travel Health Notice | Travel not supported, unless an OSAC exemption is obtained. OCHO consultation required | Travel not supported | IU funds may be used, but student must sign waiver |
| Dos 4: Do not Travel (includes designated areas in countries otherwise at Levels 1-3) | Travel not supported, no exemption available | Travel not supported | No IU funds may be used, no exemption available |
NOTE: Students planning travel to Cuba should consult specific requirements outlined in special guidelines for student travel to Cuba.
Accessing Travel Warning Information
It is the responsibility of each sponsoring unit within Indiana University (e.g., Center, Department, Institute, or School) to ensure compliance with and enforcement of this travel policy. Up-to-date information on travel warnings for specific countries can be accessed through the following resources:
- US Department of State: https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/
- Centers for Disease Control and Prevention: https://wwwnc.cdc.gov/travel/
Indiana University units that frequently send graduate students abroad are encouraged to subscribe to automatic email updates from the U.S. Department of State Travel Advisory system. Registration is available at: https://step.state.gov/.
Importance of Providing Contact Information While Overseas
For students traveling abroad on university-sponsored or funded programs, particularly graduate/professional students, providing detailed travel itinerary and contact information to their sponsoring IU unit is strongly recommended. This information should include local addresses (hotel and personal), phone numbers (mobile and office), email addresses, and contact details for an alternative individual or institution within the destination country.
This contact information is vital in the event of emergencies, whether concerning family matters in the United States or incidents in the host country.
Furthermore, upon arrival in their destination country, graduate/professional students are advised to register with the U.S. Embassy through the Smart Traveler Enrollment Program (STEP) website: https://step.state.gov/. Embassy registration is especially critical when traveling to a country under a Level 3 Travel Advisory. In situations where unforeseen safety concerns arise for U.S. citizens, the U.S. Embassy relies on up-to-date contact information to effectively disseminate safety updates, evacuation notices, or revised travel warnings.
