Effective: 10/27/2025
Senate Proposal: no
Responsible University Officer: Manager of Risk Management and Compliance
Responsible Office: Office of General Counsel
Introduction
Michigan Tech recognizes the immense value international opportunities offer our students, whether through study abroad programs, research, conferences, or other experiences. We also understand that international travel can present various health and safety risks. While students traveling internationally bear significant responsibility for their own well-being, Michigan Tech is committed to supporting the health and safety of all students traveling internationally who are sponsored by or traveling in relation to the University.
Each individual unit sponsoring student travel and each student traveler is responsible for complying with all applicable University policies and procedures. Units sponsoring travel are also responsible for informing travelers of these procedures and related policies. Please note that no student travel to international locations may be funded if it does not comply with applicable University policies and procedures.
Process
1. Study Abroad
These steps must be completed by faculty members leading study abroad programs sponsored in whole or in part by the University, whether new programs, established programs, or programs offered in collaboration with another entity.
- Step 1: Discuss with your Chair/Dean to ensure internal support for your course(s). Michigan Tech Study Abroad courses are expected to meet the high academic standards of all Michigan Tech courses and academic approval for new courses will be handled in the same manner as approval for academic courses offered on campus.
- Step 2: At least one year prior to the desired departure date, contact the Manager of Study Away and Abroad to learn more about the standards of good practice for study abroad. The faculty member shall review US Department of State travel advisories for the proposed location and consult with Risk Management by emailing risk@mtu.edu regarding any country with locations at a Level 2 or higher advisory. The faculty member shall complete a pre-proposal for an academic program that is reviewed by the deans and the provost. This preproposal includes information on location, faculty/staff leaders, anticipated academic content, and intended timing of the program. No study abroad opportunities may be advertised to students until this preproposal is approved by the Deans and Provost.
- Step 3: Work with the Associate Provost for Undergraduate Education or their designee and the Manager of Study Away and Abroad to develop or update a program structure that meets Michigan Tech International Student Travel standards and university academic standards, completing a proposal that includes at a minimum:
- Detailed itinerary
- Emergency contact number that will be available 24/7 if service available at location; established check-in dates/times if service not regularly available
- Leader: student ratio, dependent upon location, itinerary, and course content. A minimum of two Travel Leaders is required for all trips. Exceptions to the requirement of two leaders may be granted in writing by the Provost and will only be granted when other compensating safety controls can be demonstrated.
- Appropriate levels of contact hours and non-contact hours for the number of credits assigned to the course(s).
The proposal must also include any additional information requested by the Associate Provost for Undergraduate Education or their designee, or the Manager of Study Away and Abroad. Final approval of the study abroad proposal must be received prior to the deadline for students to place a deposit for participation in the program.
- Step 4: Complete Study Abroad Leader Training at least once every three years and ensure students complete all mandatory Study Abroad Meetings, ensure each participant is registered in the Michigan Tech International Travel Registry, and ensure all participants are covered by international health and evacuation insurance.
2. Study Abroad - Non-Michigan Tech Program
These steps must be completed by the student who is planning international travel.
- Step 1: As soon as interested, but ideally one year prior to desired departure date, Student contacts Manager of Study Away and Abroad to discuss available options and/or interest in a specific program. Follow the guidance of the Manager of Study Away and Abroad regarding next steps.
- Step 2: Manager of Study Away and Abroad will register the student in the Michigan Tech International Travel Registry.
3. Research, Conferences, Group Travel not related to Academic Coursework, or Other Student International Travel.
These steps must be completed by the trip leader for travel to international locations sponsored in whole or in part by the University.
- Step 1 - Plan Trip and Obtain Budgetary Approval (for sponsored travel): For group travel, the trip leader must obtain written financial approval as required by university financial practices. For individual travel, students must obtain written financial approval as required by university financial practices. The group leader or individual traveler shall review US Department of State travel advisories for the proposed location and consult with Risk Management by emailing risk@mtu.edu regarding any country with locations at a Level 2 or higher advisory.
- Step 2 - Submit for Risk and Compliance Review:
- For travel supported in whole or in part by the University, submit an International Travel Request paper form at least 45 days prior to departure.
- All University Travelers, whether participating in individual or group travel, must be registered with the Michigan Tech International Travel Registry at least 45 days prior to departure. This will aid the University in confirming the travelers are covered by an appropriate travel insurance policy and assist University officials with locating and communicating with impacted University travelers in the event of an emergency or crisis. This step also provides the University with necessary information needed to evaluate and approve University travel.
- Step 3 - Briefing: Attend an international travel briefing hosted by the Manager of Study Away and Abroad.
- Step 4 - Ensure all participants are covered by international health and evacuation insurance. Consult with the Manager of Study Away and Abroad if insurance is needed.
- Step 5 - Receive Risk and Compliance review response. Note: in the event of risk or compliance concerns, you may be contacted for additional information or conversations at any time.
4. Traveling with University equipment
University equipment and personal equipment that contains University data or that may be used to access University data while out of country (including laptops, cell phones, tablets, and other University technology) may only be utilized abroad in accordance with University Procedure 1.23.3.
Definitions
Academic Coursework: For purposes of this policy, academic coursework does not include research credits.
Travel Leaders: Travel Leaders must be adults. Undergraduate students or students in residential leadership roles are not eligible to be trip leaders. Graduate students are not preferred as Travel Leaders. All Travel Leaders must be approved by the Provost or their designee and are independently responsible for maintaining professional conduct at all times and for ensuring all university policies and procedures are followed, including while abroad. Travel Leaders must report any concerning behavior and all misconduct to the appropriate university personnel as soon as possible.
Related Information
Policy 1.23 International Travel, Study Abroad, and Use of Technology Abroad
Procedure 1.23.3 International Technology Use
Forms and Instructions
In support of this procedure, the following forms/instructions are included: