International Oversight Committee

Travel Advisory

June 2024

There is a new travel warning issued by the U.S. Consulate Office in Matamoros regarding criminal activity targeting U.S. citizens for kidnapping and extortion. In consultation with the UTRGV Chief of Police, the International Oversight Committee is suspending travel to Reynosa and Matamoros, Tamaulipas, until further notice.

At the directive of the Chancellor on April 22, 2010, the University of Texas System established the UTS 190 International Travel Policy designed to promote the health, safety, and security of UT System all students, faculty, staff, and official guests/volunteers participating in University-sponsored international travel. Part of this directive mandated the establishment of the UTRGV International Oversight Committee (IOC) which was charged with reviewing and approving all University – Sponsored travel to areas of High Risk. The IOC membership is comprised of members that have broad, cross-functional expertise representing multiple offices.

IOC Responsibilities

The IOC is responsible for reviewing and approving all University-sponsored travel to areas of High Risk and makes determinations and recommendations regarding those requests to the Office of the Provost and to the Office of the President.

High Risk Travel includes travel to locations where:

the U.S. Department of State Travel Advisories website has issued a "Travel Advisory Level 4: Do Not Travel" or "Level 3: Reconsider Travel" (note: this includes "Do Not Travel" and "Reconsider Travel" advisories for sub-regions within a country, regardless of a country’s overall rating; e.g., states in Mexico); or
the Centers for Disease Control and Prevention (CDC) has issued its highest Travel Health Notice Level advising against travel; or
the IOC has deemed significant health, safety, or security risks are present; this could include:
1. countries with emerging medical, security, or natural disaster risks that have not yet been elevated to the prescribed High Risk levels from the U.S. Department of State or CDC.
2. any region with a high, extreme, or critical medical or security risk rating from a contracted emergency assistance provider.
3. all countries worldwide amid a global pandemic declared by the World Health Organization (WHO).

All university-related employee or student travel to areas of High Risk with or without University funding, requires IOC review. The requirement for review is based on one’s status as an employee or student, not on citizenship, residency, another country’s assessment of the location, or whether the destination is ones’ home country or region.

IOC Procedures

Requesting Travel to an Area of High Risk

Assess Travel Advisory Level. Determine if your travel destination (country or area) is considered High Risk by visiting the U.S. Department of State Travel Advisories website.
If your travel destination has a Travel Advisory Level of 2 or above, you are required to submit an application to the IOC.
Submit IOC Travel Form. Submit the IOC Travel form by accessing the following link:

IOC Travel Form

It is important that you complete the entire form, taking into consideration the four criteria used by the committee in evaluating your trip. Specifically, the:
1. the purpose, goals, and value of the travel.
2. the classification of persons associated with the trip (i.e., staff, faculty, student, or guest/volunteer).
3. the health, safety, and security risks involved; and
4. the risk management plan in place, including UT’s ability to assist in an emergency.
Travel Approval. Travelers are automatically approved for Travel Advisory Level 2.
Travel to countries or regions with Travel Advisory Level 3 or 4 are evaluated by the IOC and a recommendation for or against travel is made to the Office of the President. The IOC is a recommending body only and cannot guarantee executive approval of the requests. Additionally, the IOC cannot make retroactive recommendations for travel underway or previously undertaken. If travel is denied, the Traveler has the option of appealing to the President by directly emailing the president of UTRGV at president@utrgv.edu.

Note to UTRGV Students:
In addition, students may be required to enroll in the "Student International Travel Accident & Sickness Insurance" program. Student requests for travel to a restricted region under a U.S. State Departmental Travel advisory must be approved by the IOC prior to review by the Office of the Dean of Students. Students must also complete the Release and Indemnification Agreement - international Travel and Authorization for Student International Travel and submit them to the Dean of Students office.

For more information on student travel, visit the Dean of Students' Student Travel page.

*Important* After approval is granted, the IOC still retains the right to rescind an approval if the trip has not taken place, or request that the traveler return to UTRGV if conditions change.

Register with On Call International. All UTRGV International Travelers, regardless of the Travel Advisory must register with On Call International.
1. Register through the On Call International Information Portal (UT Group ID: 100143CPPD21).
  1. Students: Watch this video for On Call coverage information and how to register your trip.
  2. Staff/Faculty: Watch this video for On Call coverage information and how to register your trip.
2. Once you are registered with On Call, you will have access to their pre-departure itinerary reviews and comprehensive destination intelligence to help you prepare for the realities on-site.
3. Registered UTRGV travelers will be supported by Texas Global Risk and Safety staff, and will be covered through On Call International overseas insurance.
4. On Call International provides extensive coverage for UT travelers who experience emergencies abroad, to include coverage for quarantining in the host country and assistance in seeking medical diagnoses of and treatment for COVID-19.
  - Employee International Travel Coverage Reference Sheet
  - Employee International Insurance Benefits While Traveling

Review with Export Control
1. All travel to a foreign country requires a review by Export Control.
2. Visit the export control website and complete one of the following Export License Certification forms:
  1. TMP License Exception:
    If a Department of Commerce license is required, this form should be used in lieu of a license if the traveler is taking UTRGV owned equipment, such as a laptop. This exception is not applicable for anything ITAR controlled (a license from State Department would be required). Instructions are found on the Export License Exception (TMP) Certification form.
  2. BAG License Exception:
    If a Department of Commerce license is required, this form should be used in lieu of a license if the traveler is taking personally owned equipment, such as a laptop. This exception is not applicable for anything ITAR controlled (a license from State Department would be required). Instructions are found on the Export License Exception (BAG) Certification form.
3. Travel to a high-risk country on the following list requires additional precautions and review by Glorimar Colon, Executive Director, Research Compliance & Export Control. If you plan to travel to one of these countries, email glorimar.colon@utrgv.edu or call 956-665-3008.

Travel

Use the traveler's checklist from the U.S. Department of State to prepare for your trip travel.state.gov/content/travel/en/international-travel/before-you-go/travelers-checklist.html

Be up-to-date with any vaccinations and consider getting the recommended ones as well check by visiting: wwwnc.cdc.gov/travel/destinations/list

Questions?

Please direct all questions or concerns regarding the International Oversight Committee or the Travel Policy to Restricted Regions to:

UTRGV’s International Oversight Committee

Email: ioc@utrgv.edu

UT System Advisories

IOC Related Policies and Procedures

UTRGV

UT System

National

Environmental Health, Safety & Risk Management