Fostering Safe Travel at UT San Antonio
At UT San Antonio, 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, the university’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 university, 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.
Traveling Abroad?
If you're traveling abroad for any purpose connected to your role at UT San Antonio— 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.
How to Submit a Travel Request
1. Understand the Risk Level
Determine the risk level of your destination by checking the Restricted Regions List. Your classification—student or faculty/staff—will determine the list you consult. If Your Destination has Elevated Risk, Submit Documents. If your destination has elevated risk, complete the appropriate travel request form based on your classification.
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:
- Approve the travel as submitted, or
- Recommend modifications to enhance safety and align with federal, UTS or university guidelines,
- Or deny the request.
3. Next Steps
Refer to the appropriate flowchart for your classification (student or faculty/staff) to guide you through the process and access the restricted regions lists and forms.
Quick links
International Emergency Assitance
On Call International Information
What to Know Before You Leave On Call International
Important Notice about personal travel to China, North Korea, Iran, Cuba, Russia and Venezuela.
IOC Meeting Schedule
Dates are subject to change.
Submit requests on:
- 12 March for IOC meeting on 17 March 2026
- 26 March for IOC meeting on 31 March 2026
- 09 April for IOC meeting on 14 April 2026
- 23 April for IOC meeting on 28 April 2026
-
7 May for IOC meeting on 12 May 2026
- 21 May for IOC meeting on 26 May 2026
- 04 June for IOC meeting on 09 June 2026
- 18 June for IOC meeting on 23 June 2026
| 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 the Student Travel Restricted Regions List | Check the Faculty/Staff Travel Restricted Regions List |
| If your destination is listed as requiring IOC submission, please complete this traval restriction exception request form for individual students at least 30 days in advance. | If your destination is listed as requiring IOC submission, please complete this travel restriction exception request form for individual faculty/staff 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 the Faculty/Staff Traveling with Students Restricted Regions List | Check the Faculty/Staff Travel Restricted Regions List |
| If your destination is listed as requiring IOC submission, please complete this faculty-led travel restriction exception request form at least 30 days in advance. | If your destination is listed as requiring IOC submission, please complete this group travel restriction exception request form at least 30 days in advance. |
Q: Do I need to submit a travel request, even if UT San Antonio isn’t funding the trip?
A: Yes. All official UT San Antonio-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 UT San Antonio’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 UT San Antonio 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 from anywhere in the world: +1 978-651-9722
- 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:
- Destination risk level as assessed by UT San Antonio or government agencies
- Health advisories, such as disease outbreaks or vaccination requirements
- Political instability or civil unrest
- Natural disasters or extreme weather conditions
- Visa or entry restrictions
- IOC recommendations, which may require itinerary adjustments for approval
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, UT San Antonio 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. UT San Antonio 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: UT San Antonio 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 UT San Antonio 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 UT San Antonio provide any guidelines for safe international travel?
A: Yes. UT San Antonio 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 UT San Antonio contact or supervisor.
You can also review UT San Antonio’s International Travel Safety Guidelines on the Global Initiatives website.
Q: Do I need to consult with UT San Antonio 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.
UT San Antonio’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: UT San Antonio 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.
