International Travel and Risk Management
The University of Texas at San Antonio is committed to making study, research, and other academic pursuits abroad both accessible and safe for faculty, staff and students. We follow all University of Texas System policies for official university international travel. The risk management team in Global Initiatives and the International Oversight Committee (IOC) monitor global travel conditions and provide guidance and safety resources to support students, faculty, and staff on official university travel.
Important update
Due to ongoing global conflicts, updated guidance from the University of Texas System, State of Texas travel restrictions, and expanded requirements to report personal travel, our travel policies and submission deadlines have been revised. Please review the updated guidance carefully, as these changes may affect travel planning and approval timelines.
Official University Travel
Official University travel includes any international travel connected to your role at UT San Antonio, such as research, conferences, consulting, professional service, study abroad, internships, volunteering, or student organization activities. In addition to completing the travel authorization (TA) required by your department, all travelers are responsible for determining whether their destination is considered a restricted region. If so, travelers must request and receive approval from the International Oversight Committee prior to travel.
| Faculty & Staff | ||
|---|---|---|
| OFFICIAL International Travel and Restricted Regions | OFFICIAL and PERSONAL Travel to: Lebanon, Iraq, Yemen, Syria, Iran, Israel, the West Bank, Gaza, Russia, Ukraine, Belarus, UAE, Qatar, Oman, Bahrain, Kuwait, and Saudi Arabia |
OFFICIAL and PERSONAL Travel to: China (Hong Kong, Macau), North Korea, Iran, Cuba, Russia, Venezuela |
| Students | Emergency Contacts | International Oversight Committee |
| OFFICIAL International Travel and Restricted Regions | What to do and who to contact in an emergency | What it is and the meeting schedule |
On Call International
UT San Antonio partners with On Call International, a 24/7 service that helps our registered roadrunner community with overseas emergencies. They offer: English-speaking doctors, medical referrals, emergency evacuations and country-specific safety updates.
Students and employees on university supported travel requiring any type of emergency assistance abroad are instructed to contact On Call International using the contact information below:
Global Number: +1 978-651-9722
US or Canada (toll free): 1-833-328-1091
Text only: +1 844-302-5131
Email: mail@oncallinternational.com
24/7 Live Chat: www.oncallinternational.com/chat/direct
UT Group ID 100143CPPD21
Travel to U.S. territories
Travel to U.S. territories (American Samoa, Guam, the Northern Mariana Islands, Puerto Rico, and the U.S. Virgin Islands) will also be eligible for emergency assistance and overseas insurance coverage through On Call International. The Travel authorization informs campus leadership, Global Initiatives, On Call International and UT System that we have travelers in these locations who may need support in event of emergency.
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 globaltravel@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
- UT Group ID 100143CPPD21
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.
