International Travel Risk Management
Report
December 19, 2013
Co-Chair, Susan Carvalho, UK International Center
Co-Chair, James Frazier, Process Improvement and Risk Analysis
Todd Adkins, Risk Management
Patty Brophy, Travel Management Services
Shannan Carroll, Legal Counsel
Lou Drapeau, Risk Management
CaSey Henson, UK Police
Tom Matlock, UK Police
Bart Miller, Human Resources
Anthony Ogden, Education Abroad
Thalethia Routt, Legal Counsel
Lisa Wilson, Finance and Operations
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Executive Summary
The Task Force assessed the current situation of travel protocols for safety and security, in four
areas:
 Students participating in for-credit Education Abroad programming
 Students participating in not-for-credit international travel
 UK employees traveling on university business, not accompanied by students
 Community members (non-UK) traveling under UK auspices
For each of these groups, the Task Force reviewed benchmark and best-in-class models, regarding
such issues as tracking of participants, proactive policies (such as training, insurance, warnings),
reactive plans (such as crisis response and crisis communication protocols), and contingency
planning, in order to arrive at recommendations and preliminary estimates of budgetary impact for
those recommendations.
The Task Force observed that UK’s international risk management policies are more
comprehensive in the area of international travel by students for academic credit than they are in
the area of international travel by UK employees (faculty and staff):
The Task Force recommends that the management of UK employee international travel be
broadened to include all aspects of risk management (health/safety/security insurance, export
control, tracking). For the management of this work as well as closer management of risk for noncredit student travel and non-UK participants under UK auspices, the Task Force recommends the
creation of an International Risk Analyst position, Level 44/45. UK’s Director of Travel will advise
the Risk Analyst of any UK employees whose safety is at risk due to airline flight interruptions
(current or potential), or due to states of emergency at traveler’s destination. UK’s Director of
Travel will also disclose any or all information regarding employee flight records to the
International Risk Analyst as requested.
In addition, the Task Force recommends refinement of policies related to student insurance
enrollment, Clery Act compliance, Worker’s Compensation and other international claims, nonemployees traveling with student or employee groups, and contingency fund planning. A summary
of recommendations and budget considerations can be found at the conclusion of the report; the
responsible party for review and implementation is indicated in parentheses accompanying each
recommendation.
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I.
Students participating in for-credit Education Abroad
programming.
A. Current UK situation
1. Tracking: Per Administrative Regulation (AR) 4:9, all participants that are enrolled
in credit-bearing Education Abroad programs are tracked through UK International
Center’s StudioAbroad software program. This includes students on UK-sponsored
or third-party programs, as well as UK faculty/staff or others traveling with them
under UK auspices. StudioAbroad software, designed for this purpose, has a robust
locator function that can be accessed from anyplace with an internet connection.
2. Clery Compliance – CSA Training: Per AR 6:7, all faculty/staff that lead or
participate in international travel with students are required to complete online CSA
training, within UK’s SAP system, prior to their travel. The Division of Crisis
Management and Preparedness coordinates this process, with names supplied by
Education Abroad. However, compliance is dependent on the traveling faculty/staff
member to complete CSA training prior to travel. During 2013, a total of 75 UKIC
individuals were notified of the required CSA training; 69% initially completed the
training, another 4% logged into the training, but failed to complete it even after
subsequent reminders, and the remaining 27% did not initiate the training until
their deans had been notified. Improvements to the notification process were made
during this first year of implementation, and compliance and process improvements
will continue to be evaluated on a regular basis.
RECOMMENDATION: Greater awareness of the requirement to complete CSA
training should be built into the faculty/staff orientation process within
Education Abroad. (EA/UKPD)
RECOMMENDATION: Annual reminders should be sent to deans and/or
department chairs, so that the CSA training becomes standard practice for
domestic as well as international travel associated with students. (UKPD)
3. Clery Act statistical tracking and reporting: UK currently does not have a
procedure for collecting specific locations (addresses) and dates for credit-bearing
travel. In order to obtain travel dates and locations for crime statistics and
reporting, UKIC relies heavily on self-reporting from the program faculty. A recent
UK Internal Audit finding noted that the lack of this specific information led to a
discrepancy in the University’s compliance with the Jeanne Clery Disclosure of
Campus Security Policy and Campus Crime Statistics Act. It should be noted that
reporting of Clery Act information as related to student international travel is a stillnew area of discussion nationally, with institutions following widely varied
methodologies for tracking and reporting.
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RECOMMENDATION: To the extent possible, dates and addresses for lodging,
and space rented or leased for instruction, to include floors/rooms, should be
gathered from program leaders before and/or after their travel. (UKPD/UKIC)
RECOMMENDATION: As national best practices continue to be refined for Clery
Act compliance related to international travel, UK should annually collect
benchmark information and review its own processes as appropriate.
(UKPD/Legal/UKIC)
4. Travel to Department of State Warning Sites: Per AR 4:9, UK does not sponsor or
approve international travel for educational purposes in a country for which a U.S.
Department of State Travel Warning is in effect. However, the University considers
exceptions on a case-by-case basis. Exceptions are based upon petitions submitted
by each student, faculty, or staff employee proposing the travel, and are reviewed by
the Education Abroad Advisory Committee. A review of the security issues in the
region forms part of the appeal process. The UK International Center monitors
international security situations through the Department of State’s Overseas
Security Advisory Council (OSAC), through professional listserves, and through
insurance providers. However, the UK International Center does not have a full-time
or trained International Risk Analyst on staff. Increasing numbers of benchmark
universities are establishing full-time International Risk Analyst positions, to
address this issue (see Appendix B for sample position descriptions).
RECOMMENDATION: The University should establish a full-time position for
International Risk Analyst, to monitor global safety/security issues. This
individual would not replace the staff person in EA currently charged with
health, safety, and security issues for Education Abroad-enrolled students (20%
of staff DOE, Level 41), but would liaise with that individual and would
coordinate campus-wide policies regarding international risk management.
(Provost/EVPFA)
5. Crisis Response: Currently there are protocols in place for an emergency response
team to be assembled at UK, consistent with the nature of the emergency. The
Response Team will be chaired by Susan Carvalho, associate provost for
international programs. Education Abroad will maintain contact with the student(s)
or group abroad, as well as providers in the region; Risk Management will maintain
contact with insurance providers as appropriate; other campus bodies will be
brought in as appropriate. Crisis response protocols for UK-sponsored programs
include access to a pool of contingency funds, assessed to all students on UKsponsored programs as 5%-10% of total program cost. These funds are managed by
UK International Center, and the current balance is approximately $140,000.
RECOMMENDATION: UK should increase contingency fund balance to the SEC
benchmark amount of approximately $300,000, and maintain appropriate
balance as EA enrollment increases. (EA)
6. Crisis Communications: Currently there are crisis communications protocols in
place for travelers to contact the University (see Appendix A, Education Abroad
Crisis Management documents). There are also protocols in place for
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communication to be maintained across all UK constituencies, in the event of an
emergency situation involving students abroad.
7. Insurance: Student participants on UK-sponsored EA programs are enrolled in
health, safety, and security coverage (including medical and security evacuation) via
our contract with HTH/DRUM, prior to their departure. The cost of the insurance
($10.50/week) is billed to the students via the UK Billing Office. This generates a
premium of approximately $50,000 annually. No waivers are granted for these
students. For programs sponsored by third parties, UK participants are enrolled in
and billed for HTH/DRUM coverage prior to their departure, unless they have
existing coverage equal to or in excess of UK’s minimum travel medical insurance
requirements. The insurance contract is managed by UK Risk Management.
Policy highlights include:
 $250,000 Medical Expense
 Emergency Medical Evacuation
 Emergency Evacuation and Relocation for Natural Disaster and Political Unrest
 $10,000 Accidental Death & Dismemberment
RECOMMENDATION: UK Risk Management, in coordination with EA, should
negotiate blanket coverage for all UK students (and others as appropriate)
traveling under UK’s auspices, under the conditions outlined above. This blanket
coverage, reconciled at yearend, would eliminate the contingency of enrolling
students prior to their departure. (See also Section II.A.7 and III.A.4 of this
report.)(RM/UKIC)
B. Benchmark Information
Education Abroad programming generally operates in accordance with industry
best practices, and endeavors to adhere to the Forum on Education Abroad’s
Standards of Good Practice for health, safety, and security. Numerous national
conferences and listserves offer continuous training and advice about the evolving
standards for management of students abroad.
Increasingly, large higher education institutions are establishing full-time staff
positions for an International Risk Analyst or Coordinator of Health, Safety, and
Security. Such positions exist within Education Abroad offices when charged
primarily with oversight of students, and within other central offices (International
Center, Risk Management, etc.) when charged with a broader portfolio.
Best-in-class institutions with large numbers of institutionally sponsored Education
Abroad programs maintain contingency funds, which have been collected from
student program balances or other sources. Big 10 institutions typically maintain
balances of approximately $500.000. SEC benchmark balances are closer to
$300,000.
Big 10 and SEC institutions maintain insurance coverage similar to that held
currently by UK (see attached survey for details). Best-in-class insurance protocols
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involve blanket coverage for all designated populations while abroad, with
reconciliation performed at year end, to eliminate contingencies of unenrolled
participants.
II. Students participating in not-for-credit international travel
This category includes, for example, athletic groups, performing groups, or studentorganization groups, with or without accompanying UK employees.
A. Current UK situation
1. Tracking: As with for-credit students, per AR 4:9, all participants enrolled in UKsponsored or -approved international education travel experiences, including noncredit-bearing programs, are enrolled and tracked through UK International
Center’s StudioAbroad software program. However, the Education Abroad module
of StudioAbroad (designed by vendor TerraDotta) was not designed for non-credit
risk management tracking, and presents some obstacles for employees and student
users. In addition, compliance and monitoring is more difficult with this group.
Responsibility for overseeing this process has recently been reassigned to UK Risk
Management, but this change has yet to be fully implemented. The Task Force
reviewed the TerraDotta Risk Management module, designed to track non-credit
travel by students as well as by employees and community members, and found it to
be a better fit for the needs of this group. The advantage would be smoother data
entry for users, and easier monitoring by a separate office; the disadvantage is that
tracking of students would require two locator searches rather than a single query.
The Task Force also reviewed benchmark models—most notably the University of
Arizona—and found that this group is often managed by neither Education Abroad
nor Risk Management, but by a third unit dedicated to the tracking of employees,
community members, and non-credit students.
RECOMMENDATION: The Risk Management module of TerraDotta’s software
should be purchased and implemented. (EVPFA/Provost/UKIC)
RECOMMENDATION: The enrollment, insurance, and tracking of non-credit UK
students should be managed by the International Risk Analyst. (UKIC)
2. Clery Act Compliance – CSA Training: Per AR 6:7, as outlined above, all employees
who lead or participate in international travel with students are required to
complete online CSA training, within UK’s SAP system, prior to their travel.
However, compliance for non-credit travel is more difficult, due to the fact that no
pre-departure training is currently provided to these group leaders.
RECOMMENDATION: The International Risk Analyst should design and
implement an online training module for employees who lead non-credit
student groups abroad, and this training module should include the link for
online CSA Training and a statement regarding the leader’s responsibility to
complete the training. (UKIC/UKPD)
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3. Clery Act statistical tracking and reporting: Currently, specific
addresses/floors/rooms of lodging and activity sites with written agreements, and
that involve students, are not gathered from UK employee leaders of non-credit
groups. This makes Clery compliance very porous.
RECOMMENDATION: The International Risk Analyst should collect Clery Act
reporting data as part of a newly designed travel approval process for this
population. (UKIC/UKPD)
4. Travel to Department of State Warning Sites: Per AR 4:9, protocols for travel to
DOS Warning sites are the same as for credit-bearing groups (see I.A.4). Currently,
petitions for waivers are managed by Education Abroad.
RECOMMENDATION: For non-credit groups, petitions for travel to DOS-warning
sites should be managed by the International Risk Analyst. (UKIC)
5. Crisis Response: Current protocols for crisis response for this population are the
same as for credit-bearing groups (see I.A.5). However, since there is currently no
budgetary oversight or management of these programs within Education Abroad,
there are no pooled contingency funds that can be accessed in the event of an
emergency. The Task Force discussion of this issue led to consideration of
appropriate budgetary oversight, not only for crisis response but for general fiscal
soundness and compliance with UK Business Procedures.
RECOMMENDATION: All budgets for international non-credit student travel
should be processed by, and reviewed by, the corresponding Business Office, at
the level of Dean/Director/Associate Provost/Vice President. (PBO)
RECOMMENDATION: The responsible official should be aware that s/he
assumes responsibility for contingency funding in the event of an emergency not
covered by insurance (e.g. travel interruption costs, etc.), and should consider
the assessment of contingency funding in the amount of 5%-10% of program
costs. If not needed, these funds are to be set aside and pooled for use by future
groups as necessary. (PBO)
RECOMMENDATION: Primary responsibility for Crisis Response, for non-credit
student groups, should be managed by the International Risk Analyst, who will
convene all other constituencies as appropriate. (UKIC)
6. Crisis Communications: Currently there are crisis communications protocols in
place for non-credit travelers to contact the University (see attached Education
Abroad Emergency Call sheet). There are also protocols in place for communication
to be maintained across all UK constituencies, in the event of an emergency situation
involving students abroad.
RECOMMENDATION: For non-credit student groups, responsibility for Crisis
Communications should be transferred from Education Abroad to the
International Risk Analyst. (UKIC)
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7. Insurance: Student participants on non-credit UK programs are currently enrolled
in health, safety, and security coverage (including medical and security evacuation)
via our contract with HTH/DRUM, prior to their departure, following the same
protocols as with for-credit groups (see Sections I.A.7 and III.A.4).
RECOMMENDATION: As outlined above, blanket coverage should be negotiated
to ensure that all non-credit UK student travelers have appropriate health,
safety, and security coverage in place. (RM/UKIC)
RECOMMENDATION: Insurance management for non-credit groups should be
handled by the International Risk Analyst. (UKIC/RM)
B. Benchmark Information
The comparative research done by the Task Force reveals that non-credit student
groups are managed in a broad variety of ways. Some institutions do not track this
constituency at all, or only sporadically. Some manage them within Education
Abroad, as UK currently does. Some institutions (e.g. Penn State) manage these
groups within their Office of Risk Management. A more recent and growing trend is
to manage this group within a third entity, such as the International Risk Analyst,
who also manages employee and community members’ international risk.
In terms of insurance, the benchmark data for this group reveals information
comparable to that of our for-credit Education Abroad programming (see Appendix
C for details).
III. UK employees traveling on university business, not
accompanied by students
A. Current UK situation
1. Tracking: When employees purchase international airline tickets through one of
UK’s two designated travel vendors (AAA Corporate Travel Services or Avant
Travel) or using the AAA-administered online booking tool Concur, their airline
travel is monitored, for safety and security from point of departure to point of
return. Through the live travel records, the following data are tracked and easily
accessed as necessary: origin of travel, destination of travel, connection points, flight
numbers, and dates of travel. If an alert arises at any point in the flight itinerary due
to natural disaster, political unrest, transit disaster, severe weather conditions,
transportation strikes, or other known emergencies, the travel record is
automatically flagged by AAA or Avant, and information is relayed to UK’s Director
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of Travel. Depending upon the seriousness of the alert (whether travel is likely to
be interrupted), the Director of Travel advises the traveler and department. AAA
and Avant changes flight arrangements to re-accommodate the traveler should flight
interruptions occur, and advises the traveler accordingly. Should AAA or Avant be
unable to contact the traveler, the Director of Travel is advised, who contacts the
academic department for assistance.
These mechanisms are also responsive to queries by the UK Director of Travel, in
emergency situations. However, as with all tracking mechanisms, if the traveler
makes changes en route of which the travel agency is unaware, the query would not
be failsafe.
For FY2012-13, 12,041 total airline tickets were purchased through UK Travel
(10,676 domestic, 1,365 international); and 332 tickets were purchased through
alternate vendors (245 domestic, 87 international). In total, 98% of domestic airline
tickets were purchased through UK Travel, and 94% of international airline tickets
were purchased through UK Travel. The Task Force determined that this is a sound
number, for tracking purposes, even though the promotion of booking through UK
Travel should continue, for purposes of safety and security tracking.
For full visibility of all employees moving forward during crisis situations, UK has
approved that all official university business airline travel be booked through UK
Travel (effective Spring 2014).
Ground locations of UK employees are not tracked, particularly when non-air travel
is involved (such as a traveler’s train or bus routes within a region). However, when
a traveler is known to be in a city/country, per their flight itinerary, in which an
emergency arises that could affect ground transportation, AAA and Avant notify the
Director of Travel, who then advises the traveler of the alert.
UK is in the process of implementing mandatory pre-travel approval for employees,
through the SAP module TRIP. However, the Manager of Accounts Payable advised
the Task Force that TRIP is an appropriate tool for financial monitoring but not for
safety/security management.
The Task Force concluded that, for purposes of transit management, the current
procedures are adequate in terms of tracking, safety, and security. However, in an
emergency situation, we rely upon AAA and Avant to provide data to UK, as they are
charged with managing live travel records. The Director of Travel also has access to
live records and locations of travelers in emergency situations; and this access could
also be given to other UK designees.
No proactive tracking is currently done in regard to export control and ITAR issues
(such as what types of equipment or data can be carried to or from particular
regions). The Task Force learned that benchmark institutions such as the University
of Arizona have merged Export Control/ITAR management with other dimensions
of international employee travel management.
RECOMMENDATION: The International Risk Analyst should liaise with UK’s
specialist in Export Control (Manager of Industry Agreements), located within
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the Office of Sponsored Project Administration, to roll proactive information
into the international travel risk management process. (UKIC/OSPA)
2. Employee Travel to Department of State Warning Sites: Currently, UK does not
proactively monitor the destinations of UK employees traveling on UK business.
Current UK policy states that “For travel to areas where war/terrorism represents a
substantial risk, long-term disability coverage requires travel authorization at the
level of the provost or higher; e-mail approval should be directed to Bart Miller,
Employee Benefits.” However, most employees are unaware of this policy.
When UK employees do notify Employee Benefits, UK International Center, or Risk
Management of intended travel to areas deemed dangerous per the above policy,
additional insurance coverage is sought by Risk Management. However, the current
designation of such regions is not aligned with Department of State risk
assessments.
RECOMMENDATION: UK policies regarding official employee travel to
Department of State warning sites should be developed proactively, such that
appropriate cautionary materials are automatically provided to employees upon
booking such travel. This process can be automated through our existing travel
assistance provider (ACE), and can be implemented by the International Risk
Analyst. (UKIC/RM)
3. Crisis Response and Crisis Communications: UK’s Travel Office requests that all
travelers who book their airline travel through AAA, Avant, or Concur complete a
profile, which contains the full name of traveler, birth date and gender as required
by TSA, phone numbers (including a cell number), email address, credit card
information, emergency contact information, passport number, name and number of
academic department, and travel preferences. For travelers without profiles, the
travel agent enters the phone, email, department, TSA information, and credit card
directly into the travel record. Communication with the traveler and department is
dependent upon accurate information provided in the profile and travel record.
If AAA or Avant are unable to make contact with the traveler or department through
profile or travel record information, they contact the Director of Travel for
assistance.
Travel Alerts: AAA and Avant receive travel alerts regarding weather conditions,
natural disasters, civil unrest, transportation disruptions, etc., that may affect our
travelers en route. These alerts come from various sources –FAA, travel news feeds,
airline feeds, State Department feeds, Worldspan (booking platform used by our
agencies), and I-Jet International. UK’s Director of Travel is advised of such alerts if
UK travelers are involved.
Currently, UK’s Director of Travel notifies and convenes campus constituencies as
appropriate, to respond to emergency situations.
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Currently, all crisis protocols related to employee international travel are reactive
rather than proactive.
RECOMMENDATION: Crisis response and crisis communications protocols related
to international travel by employees should be codified and reviewed by constituent
UK departments, so that lines of communication will be clear in the event of an
emergency. (UKIC/UK Travel Office/HR/UKPR)
RECOMMENDATION: International travel plans by employees should be routed
through workflow, through the International Risk Analyst, for proactive
management of insurance, safety, and security, as well as in-house data. The
TerraDotta Risk Management module is designed for this purpose, and could house
our international non-credit student travel, employee travel, and relevant
community member travel in a single location. (UKIC/UK Travel Office/SAP team)
4. Insurance: Unless a particular policy is purchased for travel to a site of war/terrorism
as outlined above, employee insurance coverage consists of three separate entities: Health
Insurance, Travel Assistance Coverage, and Workers’ Compensation.
Health Insurance: Currently, employees traveling on University business have personal
health insurance, which covers an array of emergencies abroad. However, the management
of payment in such situations is complicated, and relies upon the provider to determine
eligibility and coverage, generally after the traveler returns home. This can result in
significant out-of-pocket expenses.
Travel Assistance Coverage: Currently employees traveling on University business have
some coverage and services through UK’s ACE Foreign Package purchased through Risk
Management (~$31,000 annually, paid from UK General Fund), in addition to their personal
health insurance and self-insured workers’ compensation coverage, as applicable. Some of
the ACE benefits for the traveler and the University while abroad include:
 The following coverages: Auto Liability, General Liability, Property and
Kidnap/Extortion.
 Medical Assistance Services that include hospital admission deposits and
medical coverage (up to $10,000) that will need to be reimbursed within 45
days by UK Workers’ Compensation, the traveler’s personal healthcare or the
traveler.
 Various Executive Services including but not limited to: Emergency Medical
Evacuation, Emergency Political Repatriation and Relocation, Hospital
Admission Deposit, Medical Assistance Services, Pre-trip Medical Referral, Legal
Access, Lost Document Assistance, Translators & Interpreters and Emergency
Cash advance. Some of the aforementioned costs are covered by ACE; others
require payment by the institution or the individual.
While we have these various coverages and services in place, the International traveler
could still need to pay out of pocket for medical treatment and file a claim with Workers’
Compensation or their personal health insurance plan upon return.
Workers’ Compensation: When UK employees submit claims for Workers’ Compensation
for international events, the costs tend to be high. Examples include the following:
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Claim #1 – UK group leader sustained broken leg during travel with students –
reported claim after returning from trip (still treating, claim cost $40,000 but will go
higher).
Claim #2 – UK employee exposed to bacterial illness found only in area of travel –
reported claim after returning from trip (claim cost $5000).
Claim #3 – UK employee developed vein condition during international flight reported claim after returning from trip (claim cost $51,000).
Claim #4 – UK employee injured and had to be evacuated for treatment – reported
claim after returning from trip (still treating, claim cost $55,000 but will go higher).
It is difficult for an international traveler to successfully navigate the claims process, due to
differing jurisdictions, layers of insurance, etc. This leads some travelers to submit
simultaneous claims to their personal health insurance provider and to Workers’
Compensation, and can occupy an undue amount of staff time as a result, in addition to the
inconvenience and anxiety to the employee.
Marsh is in the process of obtaining quotes for insured healthcare coverage for UK
employees on international travel. The cost of increased coverage is unknown until the
quote is received. The goal is to provide additional services and coverage for international
travelers without unnecessarily duplicating coverages.
RECOMMENDATION: Within Human Resources, an International Claims
Clearinghouse position should be created as all or part of an FTE, as a single point of
contact within UK to help affected travelers file claims correctly. . If this position
only assists with employee claims, a .5 FTE is recommended. If the position also
assists with claims from students and community members, a 1.0 FTE is
recommended. When a claim is submitted, this position will investigate the incident
and determine whether the claim is subject to Workers’ Compensation reporting,
should be covered by a health care plan, or is subject to coverage from another
insurance source such as the proposed recommendation to increase the scope of
insurance coverage for international travelers. This position would also work with
medical providers and insurance carriers to ensure proper billing, reduce double
billing, and assist the injured traveler in navigating the claims process. To fund the
position, the percentage of time devoted to Workers’ Compensation activities could
be paid through the Miscellaneous Fringe Benefit Pool; the remaining funding of the
position unrelated to Workers’ Compensation would require additional
funding. (HR)
RECOMMENDATION: International travel healthcare coverage for employees,
combined with full safety/security coverage, should be negotiated via RFP process,
alongside the current student coverage plans. Whether or not the employees are
traveling with students, this recommendation would create just one number to call
in case of emergencies and would eliminate the current process of deciding which of
the two (HTH/Drum or ACE Foreign Package) emergency numbers they would need
to use in a particular emergency. (See also Section I.A.7 and II.A.7 of this report.)
(RM/UKIC)
B. Benchmark Information
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Of 22 universities benchmarked in 2012, 18 of them have managed travel programs (4
are mandated). These managed travel programs are similar to UK Travel in that they
offer an array of travel vendors to their travelers—both an online booking tool and fullservice travel agencies. Since traveler tracking is being marketed very heavily by Travel
Management Companies (travel agencies) these days, it can be very reasonably
assumed that if a university has a travel program in place (whether mandated or not),
the contracted travel agencies are providing tracking data similar to that which UK
receives through AAA and Avant.
Regarding insurance coverage, the Task Force’s review of benchmark and best-in-class
situations at other institutions revealed that the University of Louisville follows
procedures similar to those currently in place at UK. Western Kentucky University is
currently considering the expanded use of insurance coverages already in place at UK
(e.g., programs similar to ACE). Several UK benchmarks (e.g. University of Arizona) do
provide healthcare coverage to employees traveling on University business, to avoid the
gaps noted in our current coverage.
IV. Community members (non-UK) traveling under UK auspices
This category includes, for example, community members or dependents who travel with UKsponsored Education Abroad programs, volunteers with service-learning programs, Athletics
boosters, employee dependents, international conference participants under UK auspices, etc.
A. Current UK situation
1. Tracking: Per AR 4:9, all participants enrolled in UK-sponsored or -approved
international education travel experiences are enrolled and tracked through UK
International Center’s StudioAbroad software program. Both for-credit and non-credit
programs currently allow non-students to participate in such international
programming. Participation of community members is often important to ensure
financial viability of group programs or to enrich the overall student experience by
engaging practitioners in the target discipline. For example, the Shoulder-to-Shoulder
medical brigades to Ecuador generally include medical practitioners from the local
community. Currently there are no established protocols governing the participation of
non-students. As employee travel is currently not tracked or centrally monitored,
neither are dependent travels. For example, when a faculty member is traveling, we do
not know if the traveler is alone or accompanied by dependents.
RECOMMENDATION: UKIC, in conjunction with UK Legal Office and others as
necessary, should review and establish clear protocols regarding the participation of
community member participation in programming governed by AR 4:9, particularly
with regard to academic course enrollment, accompanying dependents, etc.
(UKIC/EA/Legal)
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RECOMMENDATION: UKIC should review and establish clear protocols regarding
non-employees on UK sanctioned business travel, specifically determining whether
or not these travels should be tracked centrally and/or enrolled in UK insurance.
(RM/Legal/UKIC)
2. Travel to Department of State Warning Sites: Per AR 4:9, protocols for travel to
DOS Travel Warning for community members under UK’s auspices are the same as for
UK student travelers (see I.A.4). By default, these participants are regarded as regular
participants and are accounted for like all others. Protocols are not in place regarding
travel by community members (including dependents) with UK employees on UK
business.
RECOMMENDATION: UKIC should review and establish clear protocols regarding
non-employees on UK sanctioned business travel, to DOS-warning sites.
(UKIC/Legal/RM)
3. Crisis Response: When traveling with UK student groups, these travelers are treated
as members of either for-credit or non-credit programs. Therefore, protocols for crisis
response for this population are the same as those outlined above. When traveling with
UK employees not linked to student groups, protocols for crisis response will depend on
whether they are linked to the blanket insurance coverage outlined above.
RECOMMENDATION: As part of the review of protocols for international travel by
UK employees, the International Risk Analyst should lead the establishment of clear
protocols and limitations regarding UK’s crisis management responsibilities for nonemployees who accompany UK employees on UK-sanctioned business travel or
under UK auspices, and these protocols should be made available to UK employees
and to community members, as appropriate, in advance of their international travel.
(UKIC/Legal/RM)
4. Crisis Communications: Currently there are crisis communications protocols in place
for community participants on UK for-credit or non-credit student programs to contact
the University (see attached Education Abroad Emergency Call sheet). There are also
protocols in place for communication to be maintained across all UK constituencies and
with the travelers’ listed emergency contact person, in the event of an emergency
situation abroad. Again, only those participants that are tracked and monitored will be
recognized in any central University response to a crisis.
Protocols are not in place regarding travel by community members (including
dependents) with UK employees on UK business.
RECOMMENDATION: The International Risk Analyst should include questions about
accompanying family members or community members traveling under UK
auspices, in advance of the UK employees’ international travel. (UK/Legal/RM)
International Travel Risk Management Report
Page 14
5. Insurance: Participants in all group non-credit UK programs are currently enrolled in
health, safety, and security coverage (including medical and security evacuation) via our
contract with HTH/DRUM, prior to their departure, following the same protocols as with
for-credit groups (see I.A.7). However, billing is difficult for this group, as they are not
part of the UK Billing system. Whereas students are usually billed for the cost of
insurance via the UK student accounts, community members currently are sent a paper
bill, and the only form of acceptable payment is via bank check. The payment rate is
problematic, and currently UK systems are forced to financially subsidize the cost of
insurance for those not promptly returning the invoice with full payment.
If traveling internationally on UK business without students, community members
currently have some of the same coverage and services as our employees, through the
ACE Foreign Package. The ACE program currently in place includes elements such as
medical deposits up to $10K, Evacuation, and other Executive Services, but does not
include Kidnap and Extortion. It would also not include other employee-related
coverages such as Workers’ Compensation and Employers’ Liability.
RECOMMENDATION: In negotiating the blanket insurance coverage for UK
employees and students, UK should establish clear statements as to applicability for
non-employees engaged in international travel for UK business or with student
groups, and their dependents. These statements should be communicated to all
community participants who travel under UK’s auspices. (RM/UKIC/Legal)
RECOMMENDATION: UKIC should review and establish a clear mechanism to
streamline billing and insurance enrollment for community participants traveling
with student groups under UK auspices, and ensure full compliance. In
consideration of the other recommendations herein explained, the billing
mechanisms would be divided between UK Education Abroad and the new
International Risk Analyst, thus creating redundancy in systems. The feasibility of
establishing of a central insurance billing system should be investigated. (UKIC/EA)
B. Benchmark Information
As regards community members, only the University of Arizona benchmark model was
closely reviewed. There, the community members with non-credit programs are tracked
and managed by the International Risk Analyst; community members with for-credit
programs are asked to register as students, thus becoming eligible for all the benefits
that pertain to students. Other benchmarks offer varying levels of coverage, as regards
this group. According to the Office of Risk Management’s research, UK is about in the
middle of the pack, for the level of service and coverage we provide.
International Travel Risk Management Report
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V. Summary of Recommendations
A. Students participating in for-credit Education Abroad programming
Greater awareness of the requirement to complete CSA training should be built into
the faculty/staff orientation process within Education Abroad. (EA/UKPD)
Annual reminders should be sent to deans and/or department chairs, so that the
CSA training becomes standard practice for domestic as well as international travel
associated with students. (UKPD)
To the extent possible, dates and addresses for lodging, and space rented or leased
for instruction, to include floors/rooms, should be gathered from program leaders
before and/or after their travel. (UKPD/UKIC)
As national best practices continue to be refined for Clery Act compliance related to
international travel, UK should annually collect benchmark information and review
its own processes as appropriate. (UKPD/Legal/UKIC)
The University should establish a full-time position for International Risk Analyst, to
monitor global safety/security issues. This individual would not replace the staff
person in EA currently charged with health, safety, and security issues for Education
Abroad-enrolled students (20% of staff DOE, Level 41), but would liaise with that
individual and would coordinate campus-wide policies regarding international risk
management. (Provost/EVPFA)
UK should increase the EA contingency fund balance to the SEC benchmark amount
of approximately $300,000, and maintain appropriate balance as EA enrollment
increases. (EA)
UK Risk Management, in coordination with EA, should negotiate blanket coverage
for all UK students (and others as appropriate) traveling under UK’s auspices, under
the conditions outlined above. This blanket coverage, reconciled at yearend, would
eliminate the contingency of enrolling students prior to their departure. (RM/UKIC)
B. Students participating in not-for-credit international travel
The Risk Management module of TerraDotta’s software should be purchased and
implemented. (EVPFA/Provost/UKIC)
The enrollment, insurance, and tracking of non-credit UK students should be
managed by the International Risk Analyst. (UKIC)
The International Risk Analyst should design and implement an online training
module for employees who lead non-credit student groups abroad, and this training
module should include the link for online CSA Training and a statement regarding
the leader’s responsibility to complete the training. (UKIC/UKPD)
International Travel Risk Management Report
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The International Risk Analyst should collect Clery Act reporting data as part of a
newly designed travel approval process for this population. (UKIC/UKPD)
For non-credit groups, petitions for travel to DOS-warning sites should be managed
by the International Risk Analyst. (UKIC)
All budgets for international non-credit student travel should be processed by, and
reviewed by, the corresponding Business Office, at the level of
Dean/Director/Associate Provost/Vice President. (PBO)
The responsible official should be aware that s/he assumes responsibility for
contingency funding in the event of an emergency not covered by insurance (e.g.
travel interruption costs, etc.), and should consider the assessment of contingency
funding in the amount of 5%-10% of program costs. If not needed, these funds are to
be set aside and pooled for use by future groups as necessary. (PBO)
Primary responsibility for Crisis Response, for non-credit student groups, should be
managed by the International Risk Analyst, who will convene all other
constituencies as appropriate. (UKIC)
For non-credit student groups, responsibility for Crisis Communications should be
transferred from Education Abroad to the International Risk Analyst. (UKIC)
As outlined above, blanket coverage should be negotiated to ensure that all noncredit UK student travelers have appropriate health, safety, and security coverage in
place. (RM/UKIC)
Insurance management for non-credit groups should be handled by the
International Risk Analyst. (UKIC/RM)
C. UK employees traveling on university business, not accompanied by
students
The International Risk Analyst should liaise with UK’s specialist in Export Control
(Manager of Industry Agreements), located within the Office of Sponsored Project
Administration, to roll proactive information into the international travel risk
management process. (UKIC/OSPA)
UK policies regarding official employee travel to Department of State warning sites
should be developed proactively, such that appropriate cautionary materials are
automatically provided to employees upon booking such travel. This process can be
automated through our existing travel assistance provider (ACE), and can be
implemented by the International Risk Analyst. (UKIC)
Crisis response and crisis communications protocols related to international
employee travel should be codified and reviewed by constituent UK departments, so
International Travel Risk Management Report
Page 17
that lines of communication will be clear in the event of an emergency. (UKIC/UK
Travel Office/HR/UKPR)
Employee international travel should be routed through workflow, through the
International Risk Analyst, for proactive management of insurance, safety, and
security, as well as in-house data. The TerraDotta Risk Management module is
designed for this purpose, and could house our international non-credit student
travel, employee travel, and relevant community member travel in a single location.
(UKIC/UK Travel Office/SAP team)
Within Human Resources, an International Claims Clearinghouse position should be
created as all or part of an FTE, as a single point of contact within UK to help
affected travelers file claims correctly. If this position only assists with employee
claims, a .5 FTE is recommended. If the position also assists with claims from
students and community members, a 1.0 FTE is recommended. When a claim is
submitted, this position will investigate the incident and determine whether the
claim is subject to Workers’ Compensation reporting, should be covered by a health
care plan, or is subject to coverage from another insurance source such as the
proposed recommendation to increase the scope of insurance coverage for
international travelers. This position would also work with medical providers and
insurance carriers to ensure proper billing, reduce double billing, and assist the
injured traveler in navigating the claims process. To fund the position, the
percentage of time devoted to Workers’ Compensation activities could be paid
through the Miscellaneous Fringe Benefit Pool; the remaining funding of the
position unrelated to Workers’ Compensation would require additional
funding. (HR)
International travel healthcare coverage for employees, combined with full
safety/security coverage, should be negotiated via RFP process, alongside the
current student coverage plans. Whether or not the employees are traveling with
students, this recommendation would create just one number to call in case of
emergencies and would eliminate the current process of deciding which of the two
(HTH/Drum or ACE Foreign Package) emergency numbers they would need to use
in a particular emergency. (See also Section I.A.7 and II.A.7) (RM/UKIC)
D. Community members (non-UK) traveling under UK auspices
UKIC, in conjunction with UK Legal Office and others as necessary, should review and
establish clear protocols regarding the participation of community member
participation in programming governed by AR 4:9, particularly with regard to academic
course enrollment, accompanying dependents, etc. (UKIC/EA/Legal)
UKIC should review and establish clear protocols regarding non-employees on UK
sanctioned business travel, specifically determining whether or not these travels should
be tracked centrally and/or enrolled in UK insurance. (RM/Legal/UKIC)
UKIC should review and establish clear protocols regarding non-employees on UK
sanctioned business travel, to DOS-warning sites. (UKIC/Legal/RM)
International Travel Risk Management Report
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As part of the review of protocols for international travel by UK employees, the
International Risk Analyst should lead the establishment of clear protocols and
limitations regarding UK’s crisis management responsibilities for non-employees who
accompany UK employees on UK-sanctioned business travel or under UK auspices, and
these protocols should be made available to UK employees and to community members,
as appropriate, in advance of their international travel. (UKIC/Legal/RM)
The International Risk Analyst should include questions about accompanying family
members or community members traveling under UK auspices, in advance of the UK
employees’ international travel. (UK/Legal/RM)
In negotiating the blanket insurance coverage for UK employees and students, UK
should establish clear statements as to applicability for non-employees engaged in
international travel for UK business or with student groups, and their dependents. These
statements should be communicated to all community participants who travel under
UK’s auspices. (RM/UKIC/Legal)
UKIC should review and establish a clear mechanism to streamline billing and insurance
enrollment for community participants traveling with student groups under UK auspices,
and ensure full compliance. In consideration of the other recommendations herein
explained, the billing mechanisms would be divided between UK Education Abroad and
the new International Risk Analyst, thus creating redundancy in systems. The feasibility
of establishing of a central insurance billing system should be investigated. (UKIC/EA)
VI. Summary of Budgetary Impact
A. Creation of an International Risk Analyst position, Grade Level 44/45: estimated cost of
$58,500 inclusive of salary ($45,000) and benefits ($13,500).
B. Designation of an International Claims Clearinghouse role within UK Human Resources,
0.5-1.0 FTE. Partial funding would be drawn from the existing Miscellaneous Fringe
Benefit Pool. If the scope of responsibilities extends to claims from students and
community members, additional funding would be needed for that portion of the work.
C. Purchase of the TerraDotta Risk Management software module: initial cost of $12,800
and recurring cost of $8,800 beginning in year two for software support.
D. Purchase of blanket insurance coverage and international travel services for employees,
students, spouses, dependents and community members (non-UK) traveling under UK
auspices: estimated annual premium of $115,000, which represents a $34,000 increase
over the current student health, safety and security coverage with HTH/DRUM
($50,000) and the current employee ACE Foreign Package Policy ($31,000).
International Travel Risk Management Report
Page 19
APPENDICES
International Travel Risk Management Report
Page 20
1
Lost Documents

X†
X
X*
1
Violation of Code of Conduct / Disciplinary
Issues

X
X
X*
2
Injury or Illness (minor)

Missing Person

3
Incarceration

3
Vehicle Accident (no injury)
3
2/3
X
X
X*
Misc
X†
X
X*
X†
X†
X
X
X*
X†

X†
X
X
X*
X†
X
Vehicle Accident (serious)

X†
X
X
X
X*
X†
X
3
Sexual Assault

X†
X
X
X
X*
X†
3
Behavior (mental/emotional)

X
X
X
X*
Anything serious relating to instructor

X
X
X*
4
Behavior (suicide threat)

X
X
X
X*
4
Bomb threats, explosions

X
X
X
X*
4
Heightened Security Alerts

X
X
X
X*
5
Student / Instructor Death

5
Hostage Situation

5
Disease Outbreak (pandemic)

5
Evacuation

5
Natural Disaster (i.e. EQ)

5
Terrorism/ Act of War

International Travel Risk Management Report
Insurance / HTH
X
X
3/4
UK Clery Act
Compliance Coordinator
UK Risk Management
Dept. Chair
UKIC Communications
Dean of Students Office
Authorized Person
EA Office Manager
Assigned
EA Advisor
Director &
Asst. Director – EA
Contact
Scenario/Event
Assoc. Provost for Int’l
Programs
Levels of Emergency
Appendix A: Education Abroad Crisis Management
X†
embassy
X
X†
X
X
embassy
embassy
X†
X
embassy†
X†
X†
Contact Executive Director of EA Anthony Ogden (814) 574-0120
EA Crisis Management Team is alerted and convened
*If requested by student or instructor
† As needed, with necessity determined by Executive Director of EA and Exchanges
Page 21
EDUCATION ABROAD CRISIS MANAGEMENT CONTACT LIST
Campus Office And Position
Name
Education Abroad Office
Office
Cell
(859) 257-4067
Home
Email
educationabroad@uky.edu
Assoc. Provost for International
Programs
Susan Carvalho
(859) 257-4611
(859) 494-6189
susan.carvalho@uky.edu
Education Abroad Director
Anthony Ogden
(859) 323-2136
(814) 574-0120
a.ogden@uky.edu
Education Abroad Asst. Director
Abby Hollander
(859) 323-2134
(859) 327-4579
a.hollander@uky.edu
UKIC Communications Manager
Derrick Meads
(859) 323-2113
(859) 243-8852
derrick.meads@uky.edu
Education Abroad Advisor
Elizabeth Kociolek
(859) 323-2142
(510) 409-6676
liz.kociolek@uky.edu
Education Abroad Advisor
Thomas Teague
(859) 323-2147
(828) 308-4727
thomas.teague@uky.edu
Education Abroad Advisor
Laurence Tuccori
(859) 323-2133
(740) 447-2711
laurence.tuccori@uky.edu
Education Abroad Advisor
Sarah Whitaker
(859) 323-2143
(517) 740-7101
sarah.whitaker@uky.edu
Jason Hope
(859) 257-4067
(502) 657-9998
jasonhope@uky.edu
Assoc. Dean of Student Conduct
Dana WaltonMacaulay
(859) 257-3754
Director, Risk Management
Lou Drapeau
(859) 257-6214
Clery Act Reporting
CaSey Henson
(859) 257-9567
UK Police Department
Main Dispatch
(859) 257-8573
Katherine Adams
(859) 257-2936
Education Abroad Office Manager
Legal Counsel
International Travel Risk Management Report
dana.macaulay@uky.edu
(606) 271-6571
ljdrap2@email.uky.edu
casey.henson2@uky.edu
kadams@email.uky.edu
Page 22
Appendix B: Benchmark position descriptions, International Risk Analyst
UNIVERSITY of MINNESOTA
UNIVERSITYWIDE OFFICE OF INTERNATIONAL PROGRAMS JOB DESCRIPTION
JOB CLASSIFICATION: Program Director
WORKING TITLE: International Health, Safety, and Compliance Coordinator
The International Health, Safety, and Compliance Coordinator (IHSCC) has primary responsibility
for managing safety, compliance and health-related matters for University of Minnesota international
activities. The IHSCC is responsible for gathering, unifying, and advising on policies and procedures
related to health, safety and risk for U of M international programs.
• Researches issues and makes recommendations to the Associate Vice President and Dean
for the Office of International Programs (OIP) regarding policies for adoption by OIP and the
greater University regarding health, compliance and safety issues involving international
programs and activities.
• Works with OIP and relevant U of M staff during individual student crises abroad and
involving international students/scholars on campus; works with OIP and relevant U of M
staff to develop emergency plans on all 5-campuses.
• Trains OIP, U of M and overseas staff on issues relevant to health, safety and policy
implementation to ensure compliance.
• Works closely advising, assisting and providing crisis intervention related to international
activity for U of M units on all campuses, campus learning abroad and international student
offices.
• Consults with the U of M Office of General Counsel (OGC) on new or evolving policies or
procedures related to international health and safety of students, staff, faculty and
employees.
• Serves as Title IX Officer for OIP and works with the OIP Communications Coordinator for all
relevant external communications with the press and other constituents, especially during
an emergency.
PERCENT OF TIME - 60 Percent - ESSENTIAL DUTIES OF THE JOB - Crisis Management, Emergency
Preparedness, and Policy Activity
• Acts as the policy owner for U-Wide policies related to international programs (Responsible
Officer is the Associate VP of International Programs). Monitor and suggest updates to current
policy and creation of needed policy and procedure documents.
• Monitors and assesses relevant international health and safety data, world events, issues, and
legal decisions affecting higher education for potential hazards and impact on U of students,
staff and international programs.
• Assists in developing appropriate emergency plans for all U of M international activities abroad
and on campus. Reviews and suggests modifications to update existing emergency plans.
• Works with OGC and the Associate Vice President and Dean, OIP, as well as all relevant staff to
draft, propose, and update international emergency protocols (mental health, physical health,
natural disaster, death, etc.)
• When needed, coordinates in-depth risk forecasting and analysis (political and security),
especially when tensions start building in countries and/or regions that could directly impact the
International Travel Risk Management Report
Page 23
•
•
•
•
•
•
•
•
•
•
•
•
security and health of students, faculty, and staff. Provides risk analysis and lays out remediation
plans.
Working closely with OGC, assesses whether existing precautions, plans and policies are
adequate or whether more should be done to reduce a potential risk and meet Federal, State
and University compliance.
Interprets relevant rules, policies, and protocols for management and staff.
Reviews and assesses all U of M international safety and security related material, including OnSite Director’s Manual, emergency plans, pre-departure/arrival orientation and materials,
website, etc.
Manages the Education Abroad Suspension Committee process. Receives student/group
petitions, prepares summary for Committee members to consider and communicates as needed
with members and student/group.
Chairs the OIP Compliance committee and manages efforts to address issues.
Chair the OIP Risk and Liability Committee (IRLC) and chairs the Risk and Liability working group.
Supports OIP offices and U of M units in responding to country-specific, region-specific or crossregional security or health crises.
Provides crisis intervention advice and assistance for all OIP and U of M units during individual
student crises that may/or may not involve consultation with OGC and other U of M-campus
specific areas.
Prepares critical updates on safety, security, and health-related information for the OIP website
and constituents, and works closely with OIP offices and units preparing such reports.
Coordinates record review of education abroad applicants with Office of Student Conduct and
Academic Integrity (OSCAI), Housing and University Counseling and Consulting Services (UCCS).
Reviews and evaluates, and in consultation with OGC, approves disciplinary process and letters
to students that are drafted by OIP staff or Onsite Directors.
Centralizes incident reporting and produces reports on trends, etc. through development and
management of an International Incident Database.
PERCENT OF TIME: 20 Percent - Liaison and Policy Activity
Develops ongoing relationships with constituents in order to represent OIP, gather data and expertise,
exchange information and communicate U of M policies and protocols on issues of health, safety and
policy compliance for U of M students, staff and faculty.
 Develop and maintain professional relationships with other health, safety and compliance
experts including the US Department of State, OSAC, and other universities
 Work with 5-campus U of M Office of Risk Management, and Office of Institutional
 Compliance, as well as campus police and safety officers, OGC, Psychological and
 Counseling Services offices (UCCS etc.), the Aurora Center, Disability Services, OSCAI, Student
Health Centers (Boynton etc.), Housing, and the International Student and Scholar Services to
address matters of U of M safety, security, and international student/staff/faculty health.
 Work with 5-campus U of M Office of Risk Management, Office of Institutional Compliance,
Office of the General Counsel, Psychological and Counseling Services offices, the Aurora Center,
Disability Services, Student Health Centers, OSCAI and Learning Abroad Centers to address
matters of safety, security, and health of U of M student/staff/faculty while abroad.
 Acts as a point person for U of M education abroad health insurance coverage and policy issues,
including negotiating of each year’s prospective insurance contract with insurance broker and
vendors in consultation with OIP offices, (including LAC, ISSS, Budget and Finance staff)
campuses and units. Provides assistance to the University’s Risk Management officer.
International Travel Risk Management Report
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PERCENT OF TIME: 10 Percent - Training and Policy Activity
• Develops and implements international health, safety and compliance training of staff (OIP units,
campus and staff abroad) done in cooperation with relevant offices. Specific focus on plan to
disseminate policy/procedure information within OIP, to campuses, and units.
• Visits campuses and overseas programs, as needed, to train U of M staff and employees in University
and U.S. compliance issues as well as in reporting and in maintaining private data; assists with
emergency response preparation and protocol.
• Point contact for FERPA and ADA policy issues and training for international programs and activities.
PERCENT OF TIME: 10 Percent - Program Activity
• Support current exchange programs by assisting in student mobility plans and accommodations;
works to achieve balance in existing programs; works with participating departments and
colleges across all five campuses to promote and expand exchange programs.
• Join the International Reciprocal Exchange Program (IRSEP) team as the OIP staff member (LAC,
ISSS and CC also represented on the team)
• Explore options for the future of University wide exchange programs
• Other duties as assigned.
SKILLS, KNOWLEDGE, AND ABILITIES REQUIRED
• Research and analytical skills as demonstrated by the ability to elicit pertinent quantitative and
qualitative data from various sources; identify key factors, trends, and issues; analyze and
summarize possible implications, and make recommendations for action.
• Ability to use professional judgment in situations for which there are no established criteria or
standards or where answers to problems are not readily apparent and initiate action and
solutions
• Demonstrated ability to provide effective consultation on a variety of health and security issues
to an individual or a group of employees, including senior management
• Ability to design, adapt, implement or evaluate new procedures, systems and reports to improve
efficiency and work product
• Analytical and reporting skills to produce well-reasoned, meaningful and accurate risk
assessments and recommendations for various audiences
• Ability to interpret the policies and procedures
• Demonstrated ability to remain calm in times of crises and to empathize Demonstrated ability to
make quick and effective decisions Demonstrated ability to prioritize
• Demonstrated leadership and organizational skills to prioritize assignments, goal setting, and
departmental needs, while meeting deadlines
• Skill in listening, anticipating, and responding to the needs of customers
• Exceptional interpersonal skills to interact effectively and tactfully with individuals at all levels
• Ability to use good judgment, discretion, and sensitivity in dealing with confidential matters
• Ability to make effective oral and written presentations to further health, safety and security
goals and to communicate policies and procedures
• Demonstrated skill in creating, writing, and implementing comprehensive policies, protocols,
forms, instructions and handbooks with appropriate technical content, style and grammar, and
guiding the approval of such documents through a complex organization
• Health, safety and policy experience in an international educational, corporate or governmental
environment
• Demonstrated experience in risk assessment and risk and crisis management
International Travel Risk Management Report
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Michigan State University
International Health and Safety Analyst
Job Summary:
Propose and coordinate policies, procedures and activities that support the safety and wellbeing of MSU
students, faculty and staff traveling abroad for study or university business, and provide global
emergency preparedness and response services. This includes:
* Serve as first responder to all crises or perceived crises abroad (15%);
* Facilitate meetings and coordinate activities of the MSU Risk and Security
Assessment Committee (15%);
* Manage health and safety projects, resources, and services, including OSA's emergency preparedness
and response plans; administrative procedures related to student and faculty health and safety; safety
and security training through workshops and orientation programs; OSA's print and electronic
publications; response to media inquiries (50%);
* Partner with MSU units and administrators to assist in developing policies
and procedures needed to support international activities (10%);
* Provide leadership and service to the field of international education, including the development of a
reliable network of support and shared resources among institutional peers (10%).
Required qualifications:
Master's degree in a related field (e.g., international relations, foreign language, areas studies,
communication, higher education administration, criminal justice); three to five years of experience or
equivalent combination of education and experience in a relevant field (study abroad, emergency
coordination, international travel and security, campus crisis management and /or risk management) for
a university, governmental or non-governmental organization, and/or international business;
demonstrated experience managing international emergencies; knowledge and interpersonal skills to
work effectively with faculty and staff, students, parents, police and government agencies; ability to
remain calm under pressure and in crisis situations; experience living/working abroad.
Desired qualifications:
Working proficiency in a foreign language.
Condition of Employment:
This position will be required to be on call 24/7
International Travel Risk Management Report
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Harvard University
Associate Director for International Safety and Security
Overview
Harvard University consists of Harvard College (for undergraduates), eleven graduate and professional
schools, a Division of Continuing Education, the Radcliffe Institute, and the Central Administration.
Students, faculty, and staff in each school engage in a wide range of international pursuits, including
study abroad, research projects, internships, performance tours, cultural enrichment, conferences, and
business travel, covering more than 130 countries. Schools maintain a variety of organized programs and
also support significant independent travel and some independently led group travel. Though Harvard
maintains some sites abroad, the vast majority of overseas activity takes place outside Harvardcontrolled sites.
Global Support Services (GSS) is a new Central Administration department that will coordinate
administrative and operational support to Harvard’s international programs, projects, and sites. The
Associate Director leads the International Health & Safety function within GSS, partnering with
stakeholders in each school and key central departments to address the overseas safety needs of all
Harvard constituents.
Duties & Responsibilities
Reporting to the Director of Global Support Services, provide strategic and operational leadership to the
University and its constituents on matters of health, safety, and security overseas. In collaboration with
key stakeholders around the University, develop, manage, and champion a comprehensive strategy to
promote and protect the well-being of Harvard students, faculty, staff, postdocs, and others traveling or
based overseas. Implement a range of projects to advance this strategy, including those described
below. Serve as a member of the Global Support Services team.
Strategy, Policy, and Practice
• Lead a collaborative strategy-development and implementation process, with participation and buy-in
from a range of University stakeholders.
• Develop and maintain practical and effective international health & safety standards, expectations,
policies, and guidelines for Harvard programs, activities, and independent travelers.
• Identify and partner with officials in each School (and in other key units) to build consensus, facilitate
implementation, collect feedback. Make connections among units with common needs.
• Constantly evaluate international health & safety practices University-wide and in individual programs
and activities, and arrange external evaluation on a regular cycle.
Emergency Management
• Lead the University’s 35-member international emergency management team (I-LEMT), develop
general and specific emergency plans, oversee emergency response, train emergency responders, and
directly manage complex emergencies. Ensure 24/7/365 coverage for international emergencies and
maintain the on-call schedule. Conduct after-action reviews following major incidents.
• Manage continuous monitoring of worldwide news feeds for events and trends that may affect
Harvard affiliates overseas, and the dissemination of alerts and announcements selected according to
standardized protocols. Develop and manage a protocol for alerts to significant events, including those
that may lead to mass evacuation.
International Travel Risk Management Report
Page 27
• Develop and maintain a University-wide incident reporting system.
• Working closely with IT staff, oversee the development and maintenance of web applications for travel
tracking, incident reporting, and related processes.
Expertise and Consulting
• Provide expert advice on global health, safety, and security to the University leadership, committees,
program leaders, and individual faculty, students, and staff. Maintain awareness of world events and
hotspots and of trends in health, safety, and security management.
• Recommend local structures for safety management and develop “best practice” roles and
responsibilities.
• As needed, review program and travel plans and recommend steps to mitigate risk and improve
balance between safety risks and academic objectives.
• Alert the University leaders to major safety concerns, whether systemic or particular. Identify and
address areas of limited expertise, engaging Harvard faculty and outside consultants as needed.
• Develop and maintain risk assessment protocols, including protocols suitable for high-threat
environments.
Conduct on-site risk assessments as needed and upon request.
• Write/draft plans, guidebooks, web pages, etc. to provide clear safety and emergency guidance.
• Represent the global safety function, and staff committees as requested.
• Write reports and proposals as requested.
Outreach
• Develop and manage communications and outreach to promote overseas safety initiatives and
practices at all levels of the organization. Create and deliver presentations to various audiences.
• Develop training for program organizers and leaders, including training for high-threat situations as
appropriate. Provide guidance and content for local training and pre-travel orientation programs.
• Serve as the University’s primary liaison to International SOS and to the U.S. State Department (and its
Overseas Security Advisory Council) on security issues. Work with other agencies and service providers
as needed. Manage vendor relationships. May conduct RFP processes.
• Work closely with Central Administration offices involved in international health and safety.
• Work closely with the Insurance Office, the Benefits Office, and University Health Services to ensure
that students, employees, and the University itself are insured against hazards abroad.
On-Call: This position is the primary on-call incident leader for international emergencies, and will
ensure that other qualified personnel are on-call as needed to provide 24/7/365 coverage. (Most
incidents, however, are minor and do not require an incident leader.)
Travel: Occasional international travel, including to high-threat environments, is required. In case of a
serious emergency, may be expected to travel on short notice to provide in-country support.
Emergency Status Designation: Critical Operations Personnel. Leader of the University-wide
international emergency management team (I-LEMT).
Basic Qualifications
Bachelor’s degree. Experience in global safety, security, emergency, or risk management or overseas
program management.
Additional Qualifications
Ten years’ related experience, including some project management experience. University,
NGO, or government experience preferred. Experience with field operations (ideally while working
International Travel Risk Management Report
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abroad) is required; experience in developing countries is a plus. Emergency management experience
strongly preferred.
Demonstrated knowledge of multi-dimensional approaches to global safety and security management,
applicable to a wide range of activities, situations, and locations. (Candidates whose primary safety
experience is in executive protection or physical security should demonstrate expertise in other
approaches more relevant to university activities.) Ability to help travelers and decision-makers make
their own balanced consideration of tradeoffs between safety considerations and other important
objectives.
Must be able to communicate clearly, effectively, and persuasively both verbally and in writing. Must
work well and form productive alliances with all kinds of people at all levels of the organization. Must be
well organized, able to balance conflicting priorities, and remain calm under pressure and in crisis
situations. Must handle confidential and personal information with discretion. Computer skills including
MS Office. Foreign language proficiency a plus.
International Travel Risk Management Report
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UNIVERSITY OF ARIZONA
INTERNATIONAL RISK ANALYST
Position description obtained by current occupant of this new position:
Responsibilities:
1. Facilitate the review and approval process of UA travel to countries with Travel Warnings
and other high risk travel.
2. Identify, assess, and analyze risks in travel to countries determined Travel Warning Areas.
3. Assists travelers in identifying ways to minimize risks associated with international travel.
4. Liaise with outside contacts and resources, including OSAC, US Embassies and consulates
and RSOs, and other full-time colleagues to determine other perspectives on countries,
events, and emergency situations.
5. Supports UA in navigating UA international travel requirements and safety concerns by
serving as a centralized resource.
6. Coordinates with Export Control Office, Risk Management, Financial Services, and other
departments with international travel requirements.
7. Plans for and leads international emergency response for international travelers (students,
staff, and faculty) across campus.
8. Primary 24/7 on-call for emergency assistance to international travelers.
9. Maintain awareness of major world-wide events.
10. Serves on campus-wide emergency planning and response committees.
Qualifications:
Bachelor’s with at least 3-5 years of comparable experience required. Master’s degree and
international experience recommended. This person works with campus faculty, senior
administration (department heads and directors, deans, VPs, and Provost Office) and external
groups including government agencies. The person must be able to handle sensitive information
discreetly and professionally.
International Travel Risk Management Report
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Appendix C: Benchmark information, International Health/Safety/Security Insurance Coverage
University
Auburn
Source of info
Faculty travel tracked?
Andrew R.
Not domestically
Gillespie, Assistant
Provost for
International
Programs
U of Florida
Susanne Hill,
Executive Director,
International
Center
Mississippi
State U
Peter Ryan,
Yes, international
Associate Provost travel is tracked.
for Academic Affairs
Reporting to what
Who? % of FTE?
office?
Software
0.5-0.75% business
StudioAbroad
person or
insurance person
Yes, everyone
(faculty, staff,
students- credit & noncredit bearing) must
register for all int'l
travel. All logged on inhouse database. All
automatically enrolled
in an Emergency
Assistance Plan
(TeamAssist)
International Travel Risk Management Report
Insurance (assistance coverage
and/or medical coverage)
Frontier/Medex (some major
medical, and mostly emergency
medevac)
Other notes
For Travel Warning countries, students are
prohibited. Faculty can go where they wish, but
we have them sign a waiver and attach that to the
form submission. No real difference insurancewise for different travel, but a “program” like the
band falls under non-credit study abroad,
handled by studio abroad (where we get a little
more background health info). For conference
travel, small groups, and such, we use an online
form. This would be mostly faculty and grad
students.
Student groups must purchase our
approved health insurance plan (the
same that we use for all our study
abroad programs). We only register
faculty, staff and grad students who
go out internationally and they are
enrolled in emergency assistance
only. Grad Students on research also
purchase health insurance and so do
all the non-credit bearing trip
participants. Faculty is expected to
use their own health insurance.
Faculty/staff
(paper forms):
President's office.
Student
international
travel if associated
with study abroad
is handled through
EA
Terradotta,
planning to
extend the same
software use
(risk
management, I
believe is Banner
compatible) to
handle faculty
travel.
If a student is engaged in international travel for
research/conference or non-credit purposes,
then the travel approval would be routed through
the home department as would be the case for a
faculty member.
Faculty are required to sign a waiver that they are
aware they are traveling to a country on the
Department of Homeland Security warning list
and that they do so at their own risk.
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University
Vanderbilt
Source of info
Carolyn Miller,
Assistant Director,
International Office
Boston U
Reporting to what
Faculty travel tracked? Who? % of FTE?
office?
Software
Yes, faculty are
Concur,
tracked thru Concur,
StudioAbroad
but for primarily
financial efficiency.
The International
office tracks only
when safety &
security issues
present.
1FTE, , Asc.
Office of Global
Director of Health, Programs
Safety, & Security
Northwestern position description
1 FTE, Asc. Director Study Abroad
for Int'l Student
Travel
U of
Minnesota
position description
Asc. VP & Dean of
Int'l Office
William &
Mary
Sylvia Mittendorfer, yes - now creating FT
Study Abroad
position
1 FTE, Int'l Health,
Safety, &
Compliance
Coordinator
1 FTE, Int'l Travel
Security Manager
U of Georgia
Kavita Pandit, assoc yes
provost int'l
programs
Kasee Laster, EA
0.5 FTE, staff
member within
int'l office
Assoc Provost for
Intl Programs
International Travel Risk Management Report
Vice Provost for
Int'l Affairs
Insurance (assistance coverage
and/or medical coverage)
International SOS
Other notes
Any student (undergrad or grad) traveling on
Vanderbilt sponsored programs (for credit, or
paid for by Vanderbilt, or promoted by
Vanderbilt) are required to register their travel
through our Global Education Office (through
StudioAbroad and International SOS). If safety
and security are an issue, various administrators
have access to these tracking systems.
New position: serve as resource for all university
students, faculty, staff, & admin regarding health,
safety, & security abroad.
New position: coordinate w/ director of
Emergency Mgmt and all relevant units to
develop & maintain the University's int'l travel
strategy, traning, & response and will execute
emergency response protocols. Position maily
serves undergrad students, but will include some
support for grad students, faculty, and staff.
currently using
paper form - new
staff person will
figure out how to
digitize
no - they hope to
fit this into their
faculty eval &
productivity
database
New position: responsible for gathering,
unifying, & advising on policies and procedures
related to health, safety, and risk for UM int'l
programs.
Travel Medical Ins for fac/staff,
Currently all faculty/staff fill out paper forms that
charged to dept, same company as stay in the dept, for reimbursement tracking. Nonfor student travel but different plan credit students work through the respective
office (Undergrad Research, Cmty Eng., etc.) - not
centralized, no AR to control this
no
Staff member receives travel info from travel
office, keeps an Excel spreadsheet of dates and
destinations; very time consuming. If fac member
is traveling to DOS region, they send a standard
paragraph of caution and urge them to leave a
detailed itinerary with their dept. Non-credit
students tracked (loosely) through Study Abroad.
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Faculty travel tracked? Who? % of FTE?
yes
1 FTE, new
position, Intl Risk
Manager
Reporting to what
office?
Software
Office of Risk
Mgmt & Ins, within
Financial Services;
dotted line to
director of EA
University
Ohio State U
Source of info
Dru Simmons, Int'l
Risk Manager
U of
Washington
position description yes
1 FTE, new
position, Int'l
Travel Security
Info Mgr
Office of Global
Affairs
U Michigan
position description yes
1 FTE, new
position, Senior
Advisor for Int'l
Health, Safety &
Sec
Vice Provost for
Int'l Affairs
International Travel Risk Management Report
university Travel
Registry
Insurance (assistance coverage
and/or medical coverage)
Other notes
Policy development/review/implementation,
safety audits, crisis mgmt, training, outreach,
vendor mgmt; develop & manage travel registry
incl effective back-up systems to respond to int'l
emergencies; proactively monitor global security
conditions; pre-departure orientation sessions;
FERPA/HIPAA advice
45% training/review/planning for safety &
security for fac, staff, and for-credit students (or
on UW business); 15% coordinate Intl Travel
Oversight Cmte, 15% maintain database on int'l
activities and alumni; 10% ins coord, 10% grad
int'l ed programs, 5% conferences/cmtes/rsch
Comprehensive travel abroad preparedness
strategy in following areas: 1) policy dvlpmt,
review, impelmentation; 2) proactive risk assmt;
3) health and safety program audits; 4) crisis
mgmt; 5) training & outreach; 6) coord internal
comm, 7) represent UM; 8) develop effective
partnerships with EA providers & other orgs.
Campus security authority for Clery, with Dept of
Public Safety.
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