Global Risk and Safety FAQs
About Global Risk and Safety
What happens if there is a crisis abroad?
Global Risk and Safety is always monitoring world events and news. The moment we hear about an emergency abroad where UT Austin travelers are located, we start contacting those individuals to confirm their safety and to ascertain if they need any assistance. This is why it’s very important to respond to any emails or phone calls you get from us – otherwise, we will start contacting your emergency contacts. We also work very closely with Education Abroad during these instances.
Where can I find health and safety resources for traveling abroad?
Visit the Health & Safety Resources page.
Do you host any workshops or events I can attend?
Yes! We host workshops on the Restricted Regions Policy/Process, International Travel Policy, and Overseas Insurance. We also host health and safety pre-departure orientations. View all of our upcoming events. If you would like to request a pre-departure orientation for your group, please contact us at email@example.com.
What do I do if there is an emergency while I am abroad and need help?
Depending on the emergency, there are several things you can do. First, if you are in a true emergency and need ambulance services to get to the closest medical facility, dial the country’s equivalent to 9-1-1 to get local response, and then contact On Call International as soon as it is safe to do so.
For any other problem, contact On Call first using:
- UT’s dedicated phone +1-978-651-9722 or
- Via Live Chat at www.oncallinternational.com/chat/direct, or
- Email firstname.lastname@example.org.
- Additionally, you can contact the UT Austin Police Department at (512) 471-4441. All lines are 24/7 and calls will be immediately routed to the appropriate Texas Global crisis manager. Our email address for emergencies is EmergencyAbroad@austin.utexas.edu.
Who do I contact for questions or concerns about non-emergency health and safety issues?
Contact the Global Risk & Safety team in the UT Texas Global at (512) 232-9581. Our business hours are 8am to 5pm CST, Monday through Friday. You can also email email@example.com for questions/concerns related to Restricted Regions, insurance, or non-Restricted Regions travel.
Overseas Insurance / Non-Restricted Regions Travel
What is On Call International?
On Call International (On Call) is UT's emergency medical, travel, and security assistance provider. It costs students $19 per week and includes International Travel Accident and Sickness Insurance administered by On Call. Enrollment in On Call is MANDATORY for all students and employees traveling abroad on UT-related activities (unless traveling to a country where the individual holds citizenship/valid passport). For more information, contact firstname.lastname@example.org or visit the On Call International Resources page.
Do you contact my emergency contacts?
Only if there is an emergency and we cannot reach you. This is why it is very important to respond to any emails or phone calls you receive from us.
Why am I being charged for two weeks of insurance instead of one?
Insurance is billed in one-week (seven day) blocks. For example, a trip duration of five weeks and one day would round up to six weeks of insurance charges. Overseas insurance only applies for the days you are physically in the country, not for travel days or personal travel.
Can I get a receipt for the payment of my overseas insurance?
Yes. Email email@example.com with your EID and program dates to request a receipt.
How do I get proof of insurance?
Email firstname.lastname@example.org with your EID and program dates to request documentation to serve as proof of insurance.
I am traveling to my home country. How do I get exempted from UT's overseas insurance?
If you are a citizen of the country to which you will be traveling, you will need to submit documentation of your citizenship (i.e., copy of your passport) and a formal request for an exception.
What is the UT Austin ITR?
The UT Austin International Travel Registry (ITR) is the system for registering international travel for employees and students who have not completed any action within the Education Abroad (MyAbroad) Portal, which typically means the travel or research falls outside of a traditional study abroad program. The ITR is used to locate travelers in the event of an emergency. This registry automatically enrolls students in the mandatory Overseas Insurance coverage and for both employees and students, also updates the On Call Travel Monitoring system (powered by OnSolve), which authorizes you for assistance services.
I already have insurance through my study abroad program. Why do I need UT's Overseas Insurance coverage?
It is UT System policy that all students on UT-affiliated travel be covered by UT Overseas Insurance coverage (unless the individual is traveling to a country where they hold citizenship/valid passport). This process allows the university to enroll students in an adequate base of coverage for medical and security evacuations and accident/sickness insurance should crises arise. It is not uncommon for students participating in study and research abroad to be double-covered in terms of international accident and sickness insurance, as many affiliate programs and host countries require separate coverage.
Why do I need to submit a Restricted Regions request?
UT Austin’s IOC encourages international travel and developed its travel policy in the best interest of maintaining the safety and well-being of its students, faculty, and staff traveling abroad. While all travel abroad has inherent risks, some parts of the world pose heightened risks to the health and safety of travelers. Submitting a Restricted Regions request pushes you to do the research and due diligence needed to learn about the region you’re traveling to and how to best mitigate risks.
How far in advance do I need to submit my request for approval?
Requests should be sent as soon as possible, but no later than five weeks in advance of the proposed departure date.
How long does it take to hear a decision from the IOC?
The process can take several weeks, depending on the number of requests currently under review, so it is best to submit your request as soon as possible. Our peak times tend to be mid-October to mid-December, and early March to mid-May.
Can my Chair sign the form via DocuSign?
Yes, your Chair can sign the form in several different ways, including through DocuSign. They can also sign it by hand, so long as the form is scanned and sent as a PDF. This applies to the your signature section as well.
What if I am from a country listed as a Restricted Region and plan on traveling there?
If you are traveling to your home country on UT-affiliated business (e.g., to conduct research, study, attend a conference), you are required to fill out a Restricted Regions Travel Request. If you are traveling strictly for personal reasons, and will not be conducting any UT-affiliated business, no paperwork or travel registration is required.
How do I find out who my Chair is?
View the list of current Chairs and Deans for each department / school.
What if I submitted a request, but something in my itinerary changes?
Please notify us at email@example.com as soon as possible. More action may need to be taken depending on the circumstances. If your updated itinerary includes travel to a location that is designated as higher risk than your original request, you may be required to fill out another form or provide supplementary content.
Do I need to submit a Restricted Regions request for vacation/personal travel?
No, as long as you are traveling ONLY for vacation/personal reasons and will not be affiliated with UT Austin in any way while abroad or conducting any university-affiliated business.
If I am going to a Restricted Region for just a day or two, like for a conference, do I still need to fill out a request?
Yes! No matter the amount of time spent in a Restricted Region, if it is for any university affiliated purposes, approval MUST be obtained from the IOC. The only exception is if you will be landing in an airport in a Restricted Region for transit purposes only (i.e., you will not physically leave the airport).
What if I am traveling as part of a student organization?
If you are traveling on behalf of a student organization but not part of a group, you still need to fill out a Restricted Regions request. If you are traveling with others as part of a group, your group leader is required to submit a Safety Assessment for Student International Group Experiences (SAIGE) form. Email firstname.lastname@example.org if you are unsure which form to fill out.
How long do my answers need to be on the form?
There is no minimum or maximum word count. Be thorough in your responses so we have as much information as possible to assess the request, and to show you have done your due diligence and researched sufficiently.
What determines which locations are on the Restricted Regions list?
A location is designated as a Restricted Region based on risk ratings from On Call International, travel advisories from the U.S. Department of State, and travel health notices from the Centers for Disease Control and Prevention (CDC). Read the full criteria for Restricted Regions and access the current list of Restricted Regions.
I want to go back to a Restricted Region that I visited less than a year ago with IOC approval. How do I do that?
You can apply for an extension request. Email email@example.com for requirements.
What happens if I don't adhere to the Restricted Regions travel policy?
UT Austin does not support travel that does not adhere to its policies. You will not receive credit for coursework taken or research conducted in a Restricted Region, you will not receive any reimbursement, graduation can be delayed, credit may be withheld, you may face non-academic sanctions, Dean and Student Conduct and Academic Integrity will be notified, and program coordinators cannot fully accept students into an Education Abroad program until IOC approval has been received.
Who should I list as the UT Austin emergency contact?
The UT Austin emergency contact is someone in your department or school who knows about your travel abroad – a faculty member, a staff member, an administrator, etc. It cannot be your program coordinator, someone from Texas Global, or someone from Global Risk and Safety.
Who should I designate as the local emergency contact?
The local emergency contact must be someone who will be in the city where you'll be visiting, who is aware of your travel. It can be the on-site provider, or university or hotel/accommodation staff, the primary contact for the conference you’re attending, a local research/thesis advisor assisting you, or a friend/family member. We must be able to contact them in the event of an emergency when we cannot reach you first.
Does my itinerary have to be finalized when I submit my request?
No, but please submit as many details as possible. If anything changes or you receive more details about your trip, please update us by email at firstname.lastname@example.org.
What are the chances of the IOC denying my request?
It depends on the thoroughness of your request, the current safety and security concerns of your location, and other factors.
How often is the Restricted Regions list updated?
The Restricted Regions list is reviewed and updated regularly, depending on changes from the U.S. Department of State, On Call International, the Centers for Disease Control and Prevention, and UT Austin IOC.
I am trying to fill out the Restricted Regions form on my computer and it's not working. Should I just handwrite it?
NO. The form must be typed.