updated 12/01/2009
UC Berkeley International Travel Policy
Group Leader - Checklist
Section 1 – Pre-Departure Checklist
 Review the UC Berkeley International Group Travel Policy (intlgrouptravel.berkeley.edu)
 Determine if your proposed travel destination is on the State Department’s Travel Warning
list (travel.state.gov).
If no,
 Prepare a roster containing the names, phone numbers, e-mail addresses and emergency
contact information for all participants of the travel program. The contact roster should also
identify the group leader and the “on-site” leader, if different from the group leader.
 Draw up a risk assessment and mitigation plan. In preparation you should
 Discuss with all participants the potential travel risks and crises that could occur in your
travel destination after reviewing the State Department country information sheets and
security issues, travel warnings, and advice (travel.state.gov).
 Agree with all participants on an emergency communications plan, consider establishing
a “buddy system.”
 Ask all participants to enroll in the UC Travel Insurance, http://www.uctripsinsurance.org/.
 Review Sections 2 and 3 below
 Summarize the potential travel risks and crises that could occur in your proposed travel
area and your plans for mitigating them, including your emergency communications plan
in a brief statement.
 Submit the contact roster (see above) as well as the risk assessment and mitigation plan to
the director/chair of the campus unit that is sponsoring the travel activity.
Please contact the International Group Travel Coordinator with any questions you might have:
Rexille Uy, International Group Travel Coordinator
Tel: (510) 642-2474
e-mail: intlgrouptravel@berkeley.edu
University of California, Berkeley
Group Leader Checklist
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updated 12/01/2009
If the proposed travel activity is to a region that is on the State Department’s Travel
Warning List, approval must be granted by the International Group Travel Committee.
 Provide a proposal to the Committee including all of the following:
o Destination(s) and time period of the travel activity
o Benefits of the proposed travel
o Reasons the proposed travel should be considered sufficiently safe in light of the existing
Travel Warning
o Pre-trip orientation materials
o Emergency communications and procedures plan
o Name and contact information of the group leader and on-site leader, if different than the
group leader
The proposal and all other materials should be sent to the International Group Travel Coordinator
(contact info above) at least eight weeks before planned arrival in the proposed travel
destination.
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updated 12/01/2009
Section 2 – Emergencies
What is an emergency?
 Any hospitalization – no matter how brief
 Crime
 Rape, sexual assault
 Severe psychological problems
 Natural disasters (hurricanes, earthquakes)
 Civil unrest / terrorist attacks / outbreak of war
Responding to Emergencies:
1. Seek appropriate medical care (medical emergency) or safe location.
2. Notify the UC Travel Insurance ACE/Europ or UCB Risk Management and your department
of your location and status.
o UC Travel Insurance Emergency contact numbers:
 Inside USA:
1-800-451-7606
 Outside USA (call collect):
1-202-828-5896
o UC Berkeley Risk Management Office:
 Telephone:
1-510-642-5141
 Fax:
1-510-643-5050
 Email:
risk@berkeley.edu
The Travel Insurance provider and UCB Risk Management will coordinate details and
action, including notifying the State Department or local authorities regarding a safety
emergency.
3. Contact local law enforcement authorities, especially if a crime is involved.
4. Contact the local US Embassy/Consulate.
Section 3 – Contact with Parents and Family Members
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Faculty leaders should not make direct, initial contact with family members without the
student’s permission. Where possible, the student should communicate with their parents
about a critical incident.
Do not presume that the student’s parents are the listed emergency contact.
Faculty leaders should contact their department whenever a student is ill or injured, even if
it’s not an emergency, so the department and University are not caught off guard when
contacted by parents.
If a student is ill or injured abroad, the student should be encouraged to inform their parents,
but this disclosure is ultimately up to the student.
The University may choose, in consultation with the group leader or on-site leader, to inform emergency
contacts about a potential emergency abroad without the student’s express permission, if the student is
unable to speak for him-/herself; the student has been missing for more than 24 hours; the student is
perceived to be a danger to themselves or others; or when a significant health, safety, or security
incident affecting the entire program has occurred abroad, to provide information or updates.
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