Fostering Safe Travel at UTSA
At UTSA, we’re committed to supporting safe and successful international travel for faculty, students, and staff for study, research, and all other academic and extracurricular purposes. Guided by UT System, UTSA’s International Oversight Committee (IOC) reviews all travel to locations with elevated risk levels as defined by the U.S. Department of State, the CDC, and other relevant sources. The IOC reviews travel requests to high-risk regions and advises on health and safety matters. Their goal is to ensure all international travel follows UTSA, UT System, state, and federal policies.
To help you prepare, we’ve outlined key requirements and resources below. Please review them carefully before making travel plans.
Table of contents:
Traveling Abroad?
If you're traveling abroad for any purpose connected to your role at UTSA— research, conferences, consulting, professional service, study abroad, or student organization activity—to a location with elevated risk, you are obligated to submit your travel for approval to the International Oversight Committee.
The process takes 1-2 hours to complete the documents and security briefing. The documents also require signatures of your department chair or supervisor and dean or unit leader.
To get started:
- Check the Restricted Regions List at least 60-90 days before your departure.
- If your destination has an elevated risk, you must submit a travel request to the International Oversight Committee (IOC) for review and approval. Early planning ensures enough time for risk assessment, itinerary adjustments, and compliance with university travel procedures.
Important Notice about personal travel to China, North Korea, Iran, Cuba, Russia and Venezuela.
Please review the guidelines to notify UTSA of any personal travel to the countries listed above
How to Submit a Travel Request
2. Submit Your Request on Time
Submit your request 30 days before you plan to purchase tickets on the Thursday preceding the meeting. Note that the committee meets every 2 weeks.
IOC Review Process Once you submit your travel request, the review team evaluates the details and may reach out with follow-up questions before review by the International Oversight Committee (IOC). The IOC may:
Current schedule IOC Meeting dates.
Dates are subject to change.
Submit requests on:
- 31 July for IOC meeting on 5 August 2025
- 14 August for IOC meeting on 19 August 2025
- 28 August for IOC meeting on 2 September 2025
- 11 September for IOC meeting on 16 September 2025
- 25 September for IOC meeting on 30 September 2025
- 09 October for IOC meeting on 14 October 2025
- 23 October for IOC meeting on 28 October 2025
| Individual Travel | |||
|---|---|---|---|
| Student | Faculty & Staff | ||
| Examples include: study abroad or going abroad to attend a conference, volunteer, complete an internship, or engage in any research activity. | An employee of the university is representing our institution | ||
|
check this restricted regions list |
check this restricted regions list
|
||
|
If your destination is listed as requiring IOC submission, please complete this form at least 30 days in advance. |
If your destination is listed as requiring IOC submission, please complete this form at least 30 days in advance. |
||
| Group Travel | |||
|---|---|---|---|
| UTSA–led program | Group Travel | ||
| An employee of the university leading a student group abroad | A small group of professionals, like the SBDC team, research lab traveling as a delegation | ||
|
check this restricted regions list
|
check this restricted regions list
|
||
|
If your destination is listed as requiring IOC submission, please complete this form at least 30 days in advance. |
If your destination is listed as requiring IOC submission, please complete this form at least 30 days in advance. |
||
Frequently asked questions
Contents
- Do I need to submit a travel request, even if UTSA isn’t funding the trip?
- Who can I contact if I have questions about submitting my travel request?
- What is the IOC?
- What are the risk level definitions?
- How do I use the UTSA On-Call Service while abroad?
- What factors could impact my international travel plans?
- What if conditions change after my travel is approved?
- Are there special travel guidelines for international students?
- Does UTSA provide any guidelines for safe international travel?
- Do I need to consult with UTSA about export control regulations before traveling internationally?
- Who is responsible for enforcing this list, and what are the consequences of ignoring the IOC's recommendations?
Quick links
International Emergency Assitance
On Call International Information
What to Know Before You Leave On Call International
Q: Do I need to submit a travel request, even if UTSA isn’t funding the trip?
A: Yes. All official UTSA-affiliated travel to a region at elevated risk requires a travel request—regardless of whether it is funded by the university or offers academic credit. This includes conferences, research, professional development, service, study abroad, internships, and any other official and/or extracurricular activity.
Q: Who can I contact if I have questions about submitting my travel request?
A: For assistance, please email the Global Initiatives team at global@utsa.edu.
Q: What is the IOC?
A: The International Oversight Committee (IOC) is an advisory council chaired by the Vice Provost for Global Initiatives. The IOC reviews international travel requests to ensure they align with UTSA’s safety and compliance guidelines.
The IOC meets twice a month.
They may approve, deny, or recommend changes to your travel plans.
To allow time for review and possible revisions, submit your request at least 30-60 days before purchasing flights.
For more information about the policies that provides a framework of institutional oversight that promotes the health, safety, and security of UT System travelers and initiatives abroad.
UTS 190 International Travel Policy | The University of Texas System
Section 9.46, Travel Policy | Handbook of Operating Procedures | UTSA | The University of Texas at San Antonio
Q: What are the risk level definitions?
A: The U.S. Department of State assigns risk levels to all countries, which serve as a baseline for assessing international travel safety. In addition, UT System institutions have access to proprietary data sources that provide further insight. These risk levels play a key role in determining the approval process and safety protocols for international travel.
Q: How do I use the UTSA On-Call Service while abroad?
A: Contact information and instructions for accessing the on-call service are provided in your travel approval materials. We recommend saving this information in your phone and carrying a printed copy while traveling.
Call toll-free from US or Canada: 1-833-328-1091
Email: mail@oncallinternational.com
Text only number: 603-945-0103
Live Chat: https://www.oncallinternational.com/chat/direct
Q: What factors could impact my international travel plans?
A: Several elements may affect your ability to travel internationally or require changes to your itinerary. These include:
To avoid delays, always consult the Restricted Regions List and submit your travel request early to allow time for review and necessary changes.
Q: What if conditions change after my travel is approved?
A: While rare, UTSA may modify or suspend international programs or activities due to a sudden change of condition. In such cases, the university evaluates:
- The risks of continuing the activity at the location
- The risk management plan for participants
- The academic value of the experience in that location
The Vice Provost for Global Initiatives, as the chair of IOC makes the final decision and may immediately suspend travel and initiate evacuation if there is imminent danger.
If your travel plans change after approval, you or your program sponsor must notify the original approvers to reassess the conditions. UTSA reserves the right to withdraw travel approval or require travelers to return to the U.S. if there is a significant change in itinerary, trip purpose, or regional safety.
Important: UTSA does not support travel to restricted regions unless all Travel Procedures are followed. Students must obtain IOC approval before departure to receive academic credit for coursework or research. Non-compliance may result in denial of credit or non-academic sanctions.
Q: Are there special travel guidelines for international students?
A: Yes. International students should take extra steps when planning travel: Check visa requirements for both your destination and re-entry to the U.S. Consult the UTSA Office of Global Initiatives before traveling to ensure your immigration status remains in good standing. Carry all necessary documents, including your I-20 or DS-2019, passport, and visa. If traveling during a break or between semesters, confirm your eligibility to return. For personalized guidance, contact international.services@utsa.edu.
Q: Does UTSA provide any guidelines for safe international travel?
A: Yes. UTSA encourages all travelers to follow these safety tips: Register your trip with the U.S. Department of State’s Smart Traveler Enrollment Program (STEP). Keep copies of important documents in multiple locations. Stay informed about local laws, customs, and emergency contacts. Avoid high-risk areas and follow local authority guidance. Maintain regular communication with your UTSA contact or supervisor.
Q: Do I need to consult with UTSA about export control regulations before traveling internationally?
A: Yes. If your international travel involves taking research materials, technology, equipment, or data—especially if it's related to national security, proprietary information, or collaborations with foreign institutions—you may need an export control review.
UTSA’s Office of Research Integrity can help determine whether your travel activities require an export license or additional documentation. It's best to consult with them early in your planning process to avoid delays or compliance issues.
For guidance, contact exportcontrol@utsa.edu.
Q: Who is responsible for enforcing this list, and what are the consequences of ignoring the IOC's recommendations?
The International Oversight Committee (IOC) provides guidance to ensure safe and compliant travel to restricted regions. Compliance is mandatory for all UTSA students and faculty:
- Students who do not follow IOC recommendations will not be enrolled in On Call, which means they will not have access to institutional insurance coverage. Additionally, students must obtain IOC approval before traveling to restricted regions to receive academic credit for coursework or research. -
- Failure to comply may result in denial of credit or non-academic sanctions. Faculty who disregard IOC guidance will be unable to purchase airline tickets through Concur or Anthony Travel, the university’s approved travel platforms.
Important: UTSA does not support travel to restricted regions that does not follow the university’s Travel Procedures. All travelers must obtain IOC approval prior to departure.