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Regulations and Policies

Regulations & Policies

International Affairs


I. OBJECTIVE, PURPOSE, AND SCOPE OF POLICY

The University of North Florida (UNF or University) is an engaged, global university dedicated to excellence in education, research, service, and outreach in Florida and around the world. UNF seeks to promote global student success, enhance global initiatives, and deepen global engagement. The UNF International Center leads the university's involvement in global engagement.

The International Center (IC) at UNF is designated to facilitate, promote, and support all UNF faculty, staff, and student international travel (including Athletics).  This Policy refers to the registration and related procedures for UNF Student-Related Travel to International Destinations, as those terms are defined herein.

This policy applies to any member of the University community (faculty, staff, coach, and student) intending to travel to any International Destination and for which University funds will be used, academic credit provided, or an implied connection to the University between the traveler and reason for travel exists.  This policy is intended to cover students participating in study abroad programs; international faculty-led student programs, whether or not academic credit is earned or offered; student traveling with faculty to conferences; and international travel by UNF student groups when an advisor or University employee travels with the group.  The University aims to provide and adhere to deadlines, with the goal of aligning with other State University System (SUS) deadlines in Florida. This alignment will facilitate benchmarking and ensure consistency across institutions.

II. DEFINITIONS

  1. Faculty/Staff Leader: Faculty and A&P employees who have the support and approval of their administration and academic unit. Visiting Instructors, adjuncts, and courtesy appointment instructors are not eligible. Changing or adding a leader for study abroad programs may only be accomplished by completing the International Center’s “Adding the Leader or Changing the Leader Form.”
  2. International Destination: Any location that falls outside the continental United States, Alaska or Hawaii. “International Destination” includes travel to U.S. territories, including American Samoa, Guam, the Northern Mariana Islands, Puerto Rico, and the U.S. Virgin Islands.
  3. Student-Related Travel: Any undergraduate, graduate, or post-baccalaureate student or University recognized student group engaged in any international travel conducted as part of a UNF program requirement, elective, research project, service learning, or any academic international activity tied to an individual’s status as an active UNF student while traveling with a Faculty Leader or other UNF employee.
  4. UNF Approved Partner: Vendor/Supplier approved via Procurement Services Supplier registration portal.

III. STATEMENT OF POLICY AND PROCEDURES

  1. Global Risk Management
    All Student-Related Travel that is in any way officially affiliated with the University of North Florida, in whole or in part, must undergo a risk management review approved by the International Center (Study Abroad Unit) at UNF's International Center, or its designee. The duty of care for our faculty, students, and institution extends throughout the entire duration of the program. This commitment ensures that every individual is supported, safe, and respected, with all actions and policies aligned to maintain a positive and secure environment.  It is the responsibility of each Faculty Leader and College to advise students as to this requirement.  Reviews will include, but not be limited to, the required UNF international health insurance, U.S. Department of State travel alerts and advisories, health related travel alerts, Clery Act-related training, travel authorization approval, Dean of Students clearance, good-standing checks, and pre-departure risk management procedures, including any requirements for phone-based applications.
  2. Travel Advisories and Warnings
    The University may restrict certain destinations, at its discretion, where the security, health, and/or political situation is unstable. Travelers should take due caution for travel to countries that are under a U.S. Department of State travel alert or CDC alert Level 2 or above. As general rules, travel to countries with U.S. Department of State Level 4 Travel Advisories will not be approved for travel, and UNF will review travel to countries that are under a U.S. Department of State travel warning or for which the Center for Disease Control has issued a travel health warning Level 3 to determine if travel can be approved or approved with conditions.
  3. Overview and Criteria for Student-Related Travel
    1. UNF International Health Insurance Requirement
       All study abroad program participants (students, faculty, staff) will be required to have UNF’s emergency assistance and accident/health insurance coverage applicable to their overseas activity (to include, but not limited to, academic, non-academic, co-curricular activity (e.g., music performance, athletic competition, service-learning activity,), for independent study, research, international conference, or dissertation.  Participants without insurance will not be authorized to travel or participate in the study abroad program.
    2. UNF Study Abroad Application Criteria 
      1. Proof of departing and returning flights
      2. Proof of international health insurance
      3. Approved University Study Abroad Application (immigration, passport, medical info, waivers, safety video)
      4. Clearance from academic and student affairs departments (i.e., Dean of Students, Advising, and International Center)
    3. Funding and Fiscal Responsibility
      1. All programs should be designed with fiscal stewardship as a key consideration.
      2. Students may apply for and receive University or State institutional financial aid to participate in such activities, as well as earn academic credit. Students pending aid will not defer study abroad payments. Any students with an overdue Student Travel balance of seven (7) days or greater may be dropped from participation.
      3. Faculty/Staff Leaders and participants should consult with their department/college regarding salary, benefits, and/or any compensation of study abroad courses; this includes ensuring the appropriate course approval if credit bearing.
      4. Student-Related Travel that is sponsored in whole or in part by a foreign entity, agency, government, or person will require additional approvals, in coordination with the “Provost or designee”. Any person participating in travel of this type should seek approval far in advance and prior to signing any agreements, contracts, or memoranda of understanding governing the trip.
      5. Compensation to staff and/or faculty for study abroad must adhere to the UNF-UFF Collective Bargaining Agreement as well as UNF policies 4.0110P (Compensation) and 2.0440P (Faculty Overloads & Incidental Compensation). No additional compensation is allowable if the staff or faculty member is already being paid as the course instructor.
    4. Faculty-Led Programs
      1. A Faculty-Led Study Abroad Program includes any program or activity, credit or non-credit, which is planned, organized and/or led by a UNF employee with students, and which is held, in part or in its entirety, in an International Destination.  All Faculty-Led Study Abroad Programs must use a UNF-approved partner to lead a study abroad program and must maintain a Leader-to-Student ratio of 1:15. Suppliers or vendors seeking to do business with the University are required to complete the Supplier Registration process through Procurement Services. This registration is mandatory for all business transactions with the University. Faculty may suggest or bring forward a vendor for consideration through the University's supplier registration process to determine eligibility for approval.
      2. All programs, both new and renewed, must adhere to the proposal deadlines set forth by the International Center, which are available at this link Faculty-led Study Abroad Proposal . In general, the International Center expects that a proposal for a new Faculty-Led Study Abroad Program (new Faculty and new location) will be presented at least three semesters in advance of the program start, and a proposal for a renewed Faculty-Led Study Abroad Program (same faculty and same location) will be presented at least two semesters in advance of the program start. An activity abroad must be approved by the Faculty Leader's (and co-leader’s) department chair and college dean, or the equivalent if the activity leader is not a faculty member. The Provost or designee, will then review the request for academic approval. If academically approved, the International Center will review the proposed activity for health and safety considerations.
      3. Officially approved activities abroad may reflect the University of North Florida as sponsoring or endorsing the program, make use of any UNF logos or marks or other University representatives in program promotions, indicate the activity leader as representing UNF, and make use of UNF administrative support staff. 
      4. Any activity involving international travel which is planned, organized, or led by a UNF employee that does not receive official approval must publicly display a disclaimer specifically disassociating the University from any official or unofficial relationship to such activities; UNF is not responsible for cancellations, reimbursements, or other costs associated with the trip. UNF employees engaging in such unsponsored activity are required to disclose the Outside Activity to determine whether it represents a conflict of interest. A proposed Student-Related Travel activity led by Faculty for which approval is denied may not go forward, even with a disclaimer.
      5. All Faculty/Staff Leaders and other UNF employees and/or affiliates leading or co-leading Student-Related Travel must work with the International Center to ensure that University policies and compliance requirements are met. A list of common requirements can be found at Appendix A. Study Abroad budgets indicate approved travel expenditures for students and Faculty/Staff Leaders/co-leaders participating in Student-Related Travel. Reimbursements are only for approved expenses as indicated on the study abroad budget.
      6. Guest Policy. The International Center reserves the right to impose limits and/or conditions on the roles of guests of faculty/staff leader/co-leader and/or the guests’ activities. Children (Dependents) of leaders/co-leaders/guest are not authorized to participate in Student- Related travel. Guests of students on Student-Related Travel are prohibited.
      7. All international travel policy is governed by the UNF Travel office Travel Manual (unf.edu).  Faculty/Staff Leaders and co-leaders are responsible for knowing and abiding by University travel policies. Use of University funds for activities related to or involving travel to a terrorist state as designated by the U.S. Department of State is prohibited by Florida Statutes, Chapter 1011.
      8. Student-Related Travel is an extension of the classroom. Students are expected to participate in the itinerary for their assigned Student-Related Travel.  Students must register for an academic course that is related to Student-Related Travel, if required. 
      9. Students must be in good academic standing to participate in Student-Related Travel.  Students who are not in good academic standing may not be eligible for study abroad or other Student-Related Travel programs and should consult with their academic advisors on course approval.  Students should be mindful of the academic requirements for study abroad generally, as well as any program-specific requirements, well in advance of trip departure, which could be several semesters after initial application.  Student applications must be approved at least sixty (60) days prior to departure.
      10. Students may not rent cars while participating in Student-Related Travel or drive vehicles rented by Faculty Leaders or other non-student participants.
      11. International travel is also subject to review for purposes of export control and foreign influence compliance. If additional information beyond that submitted on the spend authorization is needed by the Export Control Officer or foreign influence officer to ensure compliance, he/she will contact the traveler to obtain the necessary information. In cases in which additional information is required by the Export Control Officer or foreign influence officer is required, no approval for international travel shall be granted unless the Export Control Officer or foreign influence officer has confirmed that all relevant issues have been addressed.
  4. Safety Requirements
    1. All students, staff, and Faculty engaging in Student-Related Travel are required to comply with reasonable requests from the International Center to ensure that UNF can communicate with the traveler in case of an emergency.  These requests include, but are not limited to, downloading the “Safe Traveler” or similar application on a mobile device, responding to requests to “check-in” or “mark as safe” from UNF, checking the traveler’s UNF e-mail on a regular basis while traveling, and adding a UNF-approved e-mail address to the traveler’s “safe sender” list to ensure delivery.
    2. Individual students who travel abroad under UNF funding or under other UNF auspices outside of a UNF faculty/staff-led activity, i.e., for independent study, exchange programs, research, international conference attendance, individual study abroad as a UNF registered student, etc., must verify with the International Center that they have emergency assistance and accident/health insurance applicable to their overseas activity and have a completed University approved study abroad application on file with the International Center.
  5. International Individualized and Group Athletic Travel Activities
    Athletic activities play a vital role in advancing the mission of the University. The Athletics Department, in collaboration with the International Center, is committed to ensuring that all staff-supported and individual athletic student international travel adheres to the established protocols for international travel. By adhering to these requirements, the University ensures that all athletic travel activities are conducted in a safe, compliant, and responsible manner, prioritizing the health, safety, and success of all involved.
    1. Study Abroad Applications: All participants must submit a completed and approved study abroad application, ensuring that all relevant health, safety, and travel information is reviewed and confirmed.
    2. Approved Vendors: Only vendors and travel service providers that have been pre-approved by the University are to be used for international travel arrangements to ensure safety, reliability, and compliance with institutional standards.
    3. UNF International Health Insurance: All participants must be enrolled in the University of North Florida’s international health insurance program to guarantee coverage for any medical emergencies or health-related issues during travel abroad.
    4. All CSAs Current and Up-to-Date: All required Compliance and Safety Assessments (CSAs) must be current and complete for each participant to ensure compliance with the University’s safety protocols.
    5. T-card Approval: All travel-related expenses must be approved through the University’s T-card system, ensuring compliance with university financial policies.
    6. Immigration/Visa: Participants must have the appropriate immigration documents, including visas, to enter and participate in the travel activity abroad. This is essential to comply with international travel laws and regulations.
  6. Violations.  Students who fail to comply with this Policy may be restricted from travel and/or subject to referral to the Student Conduct Team and discipline under the Student Conduct Code.  Employees who fail to comply with this Policy may be restricted from travel and/or subject to discipline in the same manner as other violations of University policy.

APPENDIX A

  1. Complete Campus Safety Authority training no later than 8 months before departure. This is to ensure training is completed in a timely manner and CSA designations are appropriately recorded and met.
  2. All trips must have a co-leader.  An in-country guide is allowable and can serve as a co-lead. 
  3. Sign and date State Agency Study Abroad Budget form.
  4. The International Center is responsible for ensuring all programs have signed and executed Contracts before program start date.
  5. Guest information must be included in Proposals or Forms completed for University Approval.
  6. Spend Authorization submitted and approved prior to purchases being made.
  7. Review of student medical disclosure/immigration status prior to trips.
  8. Review of student medical disclosure/immigration status prior to trips.
  9. Ensure students are paid in full 60 days before departure or students will not be authorized to participate in the study abroad program. Generally, students study abroad program installments are non-refundable.
  10. Ensure students are paid in full 60 days before departure or students will not be authorized to participate in the study abroad program. Generally, students study abroad program installments are non-refundable.
  11. Acknowledge the expectation that faculty leaders and co-leaders mitigate and reduce risk and advise students on expected appropriate behavior while abroad and representing the University.
  12. Acknowledge the expectation that faculty leaders and co-leaders mitigate and reduce risk and advise students on expected appropriate behavior while abroad and representing the University.
  13. Submission of Emergency Plan 30 days before departure.
  14. Submission of Emergency Plan 30 days before departure. 
  15. Complete post-departure Incident Forms after or during if an incident occurs.
  16. Submit trip expense report within 10 days of return.
  17. All Faculty Leaders and co-leaders must obtain a T-Card no later than 8 months before departure. This is to ensure, training, card pick up, activation, and emergency increases are done in an appropriate time frame.
  18. Must complete a post-trip meeting with the International Center within 10 business days after return.
  19. Students are to never be left behind in a country, unless granted prior approval. The Emergency Relief Fund is there to support faculty and students in the event of extenuating circumstances. Students that arrive early or stay later than the program dates are to complete a form in the International Center authorizing their stay outside of program dates. Faculty can arrive one day prior to the program start day and can depart one day later to ensure the arrival and departure of students. Student’s accommodations must be arranged as a group.  Students must also stay in the same lodging arrangement as with the group.  Students cannot stay with family members or others outside of the UNF faculty-led trip while abroad.

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