Safety and Security Resources for Faculty
Creating a Culture of Safety
This information is intended to assist University faculty and staff prepare for and coordinate a safe program abroad. Staff in Texas Global can assist you during program development as well as in the event of an emergency. The resources below will help you establish a culture of safety before departure and prepare you to handle an emergency abroad.
The spreadsheet linked here provides an overview of the responsibilities of a faculty member in taking a single student or a group of students abroad.
In an Emergency: Incident Reporting
If a faculty member sends or accompanies students abroad, they have incident reporting responsibilities for informing the Global Risk and Safety office of any health and/or safety incidents that occur abroad.
UT Austin has 24/7 emergency support for faculty, staff and students. Bookmark our Emergency Support page for important information and phone numbers.
For urgent issues while abroad, faculty and staff can call the Global Risk and Safety emergency cell phone at (512) 669-8488.
Faculty Program Guidance
In order to assist departments in creating and running study abroad programs, Texas Global has created a UT Box folder with resources for faculty and program coordinators. This UT Box is a working document, updated often with new information and tools to assist faculty.
Student Health and Safety Pre-Departure Orientation
Texas Global has developed standardized health and safety pre-departure materials, which they can deliver in person or electronically to groups going abroad. Any UT international program sending any number of students abroad should participate in a Health and Safety Pre-Departure Orientation. Texas Global requires that every student must either observe a session or watch a recorded session online (Global Risk & Safety events are listed here). To schedule a session or request more information, please contact Global Risk & Safety at email@example.com or call (512) 232-9581.
Any UT international program sending any number of students abroad on a program of a length of 4 weeks or more must have their students obtain a health clearance signed by a health care provider. A student must go to a health care provider to have the form signed, which must then be transmitted securely to Texas Global. Any student with chronic or recurring health conditions must be evaluated by their primary care provider and/or specialist prior to participating in a study abroad program and have the specialist complete a separate form in order to complete the Health Clearance Form. Both forms can be found here. For more information, please contact Global Risk & Safety at firstname.lastname@example.org or call (512) 232-9581.
Student Enrollment in Overseas Insurance
Any student traveling outside of the U.S. for any university-related purposes must be enrolled in UT Overseas Insurance (unless the student has a passport issued by the country to which they are traveling). The cost is $19/week. Enrollment happens automatically when a student registers their travel in the MyAbroad Portal or the International Travel Registry (ITR). For more information, please contact Global Risk & Safety at email@example.com or call (512) 232-9581.
Education Abroad Program Safety and Security Assessment (SAPSSA)
All courses, academic programs, and non-academic UT-affiliated programs that send more than one student abroad for a period of 25 days or more to a location that is not a UT Restricted Region must complete a Education Abroad Program Safety & Security Assessment along with a proposed program itinerary and send it to firstname.lastname@example.org. Global Risk & Safety will review and consider potential health, safety, and security risks associated with the program. For more information, please contact Global Risk & Safety at email@example.com or call (512) 232-9581.
- International Travel Request Authorization Form (ITRAF)
The University of Texas System requires all travel to countries with elevated U.S. Department of State and/or International SOS Travel Advisories to be reviewed and approved by the University's International Oversight Committee (IOC). The Restricted Regions Policy outlines the procedures that all students, faculty, and staff must follow to ensure their international travel complies with the UT System directive. The faculty member leading or sending students abroad to a Restricted Region is responsible for completing the program/activity form as appropriate for any group traveling as a group. The student who is traveling as an individual is responsible for completing a student Restricted Regions Request Form for themselves. For more information on faculty/staff Restricted Regions requests, please email firstname.lastname@example.org. For more information on student Restricted Regions Requests, please email the email@example.com.
Emergency Response Plan
Thirty days prior to departure, faculty, staff, or program directors must complete an Emergency Response Plan (ERP) in the provided format, listing in-country contact information and the itinerary, and email it to firstname.lastname@example.org. The ERP contains the program's emergency information, the itinerary/schedule, and a student roster including cell phone numbers. The form also lists critical UT contact information. For more information, please contact Global Risk & Safety at email@example.com or call (512) 232-9581.
Students participating in approved University programs are bound to the terms outlined in the Responsibility of Participation, Code of Conduct and the Misconduct Resolution Policy. Faculty dealing with conduct issues abroad should refer to these documents and contact Education Abroad for further guidance. Education Abroad will then liaise with the Dean of Student's Office.
Validation of Good Academic Standing and Disciplinary Clearances
Faculty leaders taking or sending students abroad must validate that each student is in good academic standing, meaning that the student must have at least a 2.0 GPA (for undergraduate students) or a 3.0 GPA (for graduate students). For faculty assistance on this matter, please contact Education Abroad at firstname.lastname@example.org or call (512) 471-6490.
Additionally, students going on programs 4 weeks or greater in duration must have their complete student records reviewed by the Office of the Dean of Students to assess if there have been any documented disciplinary infractions. Documented disciplinary infractions can result in students being ineligible to participate in programs. The Office of Student Conduct and Academic Integrity can be reached at email@example.com or (512) 471-2841.