Committee operating procedures may not contradict the current Institutional policies or procedures.
- Name: International Travel Safety and Oversight Committee (ITSOC)
- Purpose: The UA Policy for International Travel Safety and Compliance charges ITSOC with the institutional support of informed and prepared official travel and programming.
ITSOC is tasked by the Provost with the development and assessment of guidelines, procedures, and emergency planning concerning UA official travel abroad. ITSOC reports to the Provost and its members are appointed by the Provost. ITSOC will consult with the Campus Incident Response Team (CIRT) as appropriate.
ITSOC is responsible for:
- Oversight of:
- An international travel registry to collect traveler and itinerary information regarding official UA travel abroad
- Risk assessment and traveler preparation for international travel
- International emergency response preparedness
- Emergency support of travelers
- Providing recommendations to the Provost regarding:
- International travel policies and procedures
- Specific proposed travel by UA faculty, staff, or students
In the event of emergency/crisis situations abroad due to natural disaster, disease outbreaks, political unrest, other acute events or hazardous conditions, Global Travel will coordinate a timely institutional response. Global Travel will form an Emergency Response Team with select ITSOC members based on the expertise needed to provide guidance and operational support. ITSOC will maintain responsibility for the review and assessment of responses. If necessary, ITSOC will provide to the Provost recommendations regarding potential restrictions or limitations concerning official UA travel.
- Membership:
ITSOC comprises standing committee members, advisory and liaison members, and subject matter experts. Standing committee members are selected to represent specific university functions and areas of responsibility and provide representative votes. Alternate representatives for standing committee members will be identified for participation as needed. Advisory members provide the Committee with guidance and counsel and do not have voting privileges. The liaison to the Provost is designated as an advisory member and provides the Provost with ITSOC recommendations. Subject matter experts provide specialized knowledge and experience about various global regions and topics and serve as consultants to ITSOC on an as-needed basis.
- Co-Chairs:
- These positions will be held by Standing Members, designated by a majority vote.
- Standing Member Areas of Representation:
- Study Abroad, Arizona Global, (Director)
- Export Control Program (UECP), Office of Research, Discovery, and Innovation (Director)
- Faculty representative
- Risk Management Services (RMS),(Chief Risk Officer)
- Dean of Students Office (DOS), (Associate Dean)
- University of Arizona Police Department (UAPD)
- Campus Health and Wellness Services (CH&W, includes Counseling & Psych Services)
- Human Resources (HR)
- Financial Services Office (Comptroller)
- Advisory to the Committee:
- Legal Liaison, Office of the General Counsel
- Office of the Provost
- International Risk Analyst – Arizona Global
- Subject Matter Experts:
The list will vary according to available campus experts.Representation will include (but is not limited to) those with expertise concerning: University Communications, International Faculty and Scholars, International Student Services, disability, natural disasters; high-risk regions and locations; international security; civil and political unrest; and public health.
- Selection of Members
- ITSOC Standing or Advisory members and their alternate representatives must be UA faculty or staff with relevant experience that is in alignment with the overall purpose of ITSOC. Subject Matter Experts need not be UA-affiliated.
- Potential Standing or Advisory members may be nominated to be part of the standing committees, working groups, or as an advisory member of ITSOC. Nominations may be received from any ITSOC members or the respective units represented in ITSOC and must be approved by the Provost.
- Subject Matter Experts are nominated and reviewed by ITSOC members and are then recommended to and approved by the Provost. Selection is based on area of expertise and need and further based on the nature of the activities reviewed by ITSOC.
- The Co-Chair positions will be reaffirmed by Standing committee members on a biannual basis by majority vote. Should a Co-Chair not be reaffirmed, a new Co-Chair will be selected by majority vote.(Harry suggests not putting any limitations in writing regarding the tenure of Co-Chair positions, granting more flexibility for a future ITSOC).
- Standing committee members will rotate as needed based on nominations from the members’ respective units.
- The Advisory members to the committee will rotate, as needed based on nominations from the members’ respective units.
- The Subject Matter Experts will change based on current information needs, availability of the expert and nominations by ITSOC.
- Member Duties and Responsibilities:
- The Co-Chairs shall agree to the division of duties:
- Call two meetings annually and arrange logistics for each meeting.
- Call for agenda items and create the agenda for such meetings.
- Distribute agenda electronically to all committee members no less than 7 calendar days prior to each scheduled meeting.
- Preside over meetings.
- Provide reports, as needed.
- Verify, with the assistance of the committee, that the committee’s web postings/information are accurate and up-to-date.
- Communicate upcoming openings on the committee to applicable areas/units.
- Oversee the nomination of committee members (and approval by the Provost?).
- Report membership list and officers for the upcoming year by May 1st.
- Represent ITSOC on UACIRT.
- Serve as alternate to facilitate communication between ITSOC and Global Travel.
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Global Travel shall:
- Provide an annual report regarding UA international activities with assessment of patterns and potential vulnerabilities, threats, and risks.
- Report on and facilitate review of incidents, including a review of emergency and crisis response.
- Assess and facilitate emergency preparedness and coordinate the emergency response teams.
- Make recommendations to ITSOC regarding policies, protocols, elevated-risk reviews, and emergency planning.
- Not vote on guidelines, policies, reviews or other items put forward for recommendations.
- Recorder shall:
- The Co-Chairs will identify a recorder in advance of the
tri/bi-annual meetings. - The recorder shall take accurate minutes (including attendance records) of each committee meeting.
- The recorder shall provide Co-Chairs with a draft of the minutes from the meeting within ten days after each meeting has taken place. The Co-Chairs will share the minutes with the committee members for review and approval. Once approved, the minutes will be posted to the ITSOC shared drive by the Co-Chairs.
- The Co-Chairs will identify a recorder in advance of the
- The Standing Committee members:
- May nominate UA staff or faculty to be members of the standing committee, advisory members, or subject matter experts.
- Review nominations to the standing committee, advisory membership, and subject matter experts and make recommendations for the Provost’s consideration.
- Review official UA travel abroad deemed elevated risk and determine recommendations for travel.
- Assess and approve procedures and emergency planning protocols related to official UA activities abroad developed by ITSOC’s two Working Groups: Emergency Planning and Policy, Procedures, and ITSOC Organization.
- May be selected based on expertise or representative position to serve on an emergency response team to provide guidance and emergency support in crisis situations involving UA students or employees that require an institutional response.
- The ITSOC Co-Chairs will call a meeting within 10 business days of a major incident abroad to debrief all Standing Committee members in attendance and to solicit feedback. The debriefing will have the capacity for Members to join virtually. Examples of a major incident abroad include:
- Death of UA Traveler
- Life-threatening injury or illness of a UA Traveler
- Kidnapping, Extortion of UA Traveler
- A Missing UA Traveler
- An arrest/detention of UA Traveler
- Natural disaster or civil unrest necessitating evacuation
- The Advisory members:
- Are on the Committee by virtue of their position or job title – they are non-voting members.
- Are encouraged to participate but are not under the authority of the Committee and when requested have the right, but not the obligation, to participate in the review of recommendations.
- Provide expertise and guidance to standing committee members to ensure appropriate institutional policies and protocols are followed.
- The Liaison to the Provost:
- Forwards nominations concerning ITSOC membership and Subject Matter Experts to the Provost for consideration and appointment.
- Forwards recommendations relating to elevated risk travel to the Provost for consideration and final decision.
- Facilitates effective communication regarding elevated risk travel circumstances between ITSOC and the Provost, as well as with executive leadership, deans, directors and department heads when appropriate and circumstances dictate.
- Legal Liaison:
- Provides general legal advice to ITSOC regarding policies, procedures, organization, and emergency planning.
- Consults on specific situations and scenarios when called upon by ITSOC or its members.
- Subject Matter Experts:
- Provide guidance to ITSOC members related to their area of expertise as needed.
- Represent campus perspectives when determining potential changes to policies, procedures, and organization.
- The Co-Chairs shall agree to the division of duties:
- Meetings:
- ITSOC will meet two times per year (mid-fall and spring semesters)
- ITSOC members will be invited to attend the meetings at least a month in advance via email and calendar requests.
- Additional meetings may be called when needed, for example when electronic processing is not conducive to the discussion.
- ITSOC will meet two times per year (mid-fall and spring semesters)
- Subcommittee Groups:
- ITSOC has two subcommittee groups that meet on an as-needed basis dictated by the ITSOC Co-Chair:
- Emergency Planning
- Student Travel
- The subcommittee groups will provide a summary of their efforts and any recommendations at the larger, bi-annual Committee meeting.
- ITSOC has the right to form ad hoc working groups if it deems it necessary.
- ITSOC will determine the membership and purpose of the standing working groups it establishes. Alternate members or outside representatives may be included in working groups.
- ITSOC may vote to discontinue or disband a working group if it deems it is no longer needed.
- ITSOC has two subcommittee groups that meet on an as-needed basis dictated by the ITSOC Co-Chair:
- Attendance:
- Members are expected to attend at least one of the bi-annual ITSOC meetings, and all Subcommittee Group meetings to which they are invited.
- Co-Chairs have the option to alternate meeting platforms such as video conferencing for those who cannot be physically present at any meetings.
- The Co-Chairs must be notified of confirmation of attendance at least one week prior to the scheduled meetings.
- Select Standing Committee members will participate in Travel Review, as described in Procedures for Review of International Activities.
- Members are expected to attend at least one of the bi-annual ITSOC meetings, and all Subcommittee Group meetings to which they are invited.
- Voting:
- Standing members, or their alternates, and the Co-Chairs are considered voting members.
- Advisory members, the Vice Chair, and Subject Matter Experts are non-voting members.
- When Export Control licensing/exception is required, Export Control Program has the authority to override approvals.
- Voting on elevated risk travel requests will occur electronically.
- Study Abroad Standing Members will not participate in the review or vote on the evaluation of study abroad programming designated and managed by Study Abroad and Student Exchange. In these instances, they will serve as petitioners along with the sponsoring department and college.
- Travel-related requests will include the necessary recommendations from key members as indicated above.
- Standing members will indicate if there are any potential conflicts of interest in making recommendations. If necessary, alternate members will recommend in place of that member.
- Voting on policy or procedural changes will occur either during the bi-annual meeting or electronically. The Co-Chairs will oversee tally results of these votes.
- A simple majority (at least 50% of voting members) is needed in order to move a recommendation forward for consideration of the Provost regarding the amendment of any policy or procedures.
- Voting summaries regarding elevated risk travel will be documented in detail with records maintained as required by the records retention schedule.
- Voting in person during meetings will require a “yea”, “nay”, or “abstention” from Standing Members or their alternative representatives. These results will be tallied and documented by the person overseeing the meeting, typically the Co-Chairs.
- If a Standing Member is unavailable, his/her designated alternate representative may vote on behalf of the Standing Member.
- Standing members, or their alternates, and the Co-Chairs are considered voting members.
Procedures for ITSOC Review of International Activities:
All official travel is registered in the appropriate UA system. All official UA Travel is reviewed for federal Export Control compliance. Travel that is considered minimal or low risk does not require further assessment and review. Any official UA Travel that is determined to fall within an elevated risk either due to the destination(s), travel and traveler type or activities receives further assessment may require Provost authorization. Undergraduate student travel to a destination considered high risk must be considered “critical”. Undergrad travel to extreme risk destinations will not be considered. Graduate student travel to a destination considered high or extreme risk must be considered essential (high risk) or critical (extreme risk). Faculty or staff travel to destinations considered to be extreme risk must be considered critical.
The following criteria will be considered grounds for assessment and potential determination of elevated risk due to participants, activities, or destination(s):
- Drum Cussac Rating system and Assessments
- Travel advisories issued by the U.S., U.K., Australian, Canadian, or French governments
- Security advisories that include “exercise high degree of caution”, “avoid non-essential travel”, or “avoid all travel”, or similar language
- Travel Alert (Level 2) or Travel Warning (Level 3) issued by the CDC
- UA employee travel with students or community members on new Field Trips, Study Abroad programming, or Faculty Led Tours.
Trip Travel Assessment: an individualized review of travel details and risk assessment of the vulnerabilities, threats, risk mitigation, and recommendations for the trip. When requiring additional review, a Travel Assessment is shared with the traveler(s) and supervisor(s) and when required provided to ITSOC standing members for review and the Provost’s Office for final determination if necessary.
Official UA Club Travel: only student clubs recognized by DOS as official University clubs will register international travel with Arizona Global Travel. Additionally, international travel by Official UA Clubs will require a UA Faculty/Staff to accompany students for the duration of the travel overseas.
Field Trips: For-credit field trips and study abroad programs will be reviewed following the Program Lead’s registration in UAbroad, which includes a Risk Assessment Questionnaire for the trip or program. Unless the assessment for field trips or programs are determined to be elevated risk when traveling to low/minimal risk location, only destinations that are elevated risk require ITSOC review. Global Travel will work with UA employees to promote risk mitigation and emergency preparedness.
ITSOC will receive details of elevated-risk trips including but not limited to:
- Detailed itineraries of all official field trip activities, locations, and dates
- Identified vulnerabilities and steps taken to mitigate risks
- Identified in-country support for participants
Programs or trips will be identified as elevated risk if they meet any of the following conditions:
- Existing programs that experienced an emerging pattern of incident reports during the previous year, particularly if response support was required or emergency support.
- Significant changes to itinerary, security rating, or other factors indicating potentially increased risk or different threats.
- Requested by Study Abroad or Global Travel
Faculty-Led Tours: Faculty-led tours will be reviewed in the Travel Registry as outlined in the review protocol charts above
Risk Assessment: Off-campus entities may be consulted for guidance and recommendations due to concerns with high or extreme risk levels. This includes potential benchmarking through Pulse International and/or consultation with Overseas Security Advisory Council (OSAC), Drum Cussac and analysts or members of regional councils, Regional Security Officers (RSOs), or other individuals with security expertise. ITSOC Subject Matter Experts may also be consulted, as appropriate.
ITSOC Review: Core members will receive the Risk Assessment and supporting documentation for consideration of essential activities, security precautions and recommendations. Routine reviews will be sent electronically with a process for indicating member recommendations. Members may indicate recommendations to:
- Enhance risk mitigation for travel plans not requiring Provost authorization
- Approve or authorize travel plans as provided by the traveler, without modification
- Approve or authorize travel plans with additional conditions or recommendations (as provided on the Trip Report)
- Approve or authorize travel plans with additional conditions or recommendations (as provided by Standing Members)
- Provide “blanket” approval or authorization for multiple trips, reviewed again after a certain time frame or if conditions change
- Not approve or authorize travel plans at the time
In some cases of extreme risk travel, ITSOC may request to convene for further deliberation and consideration.
ITSOC recommendations will be archived as indicated in the Voting section of this document.
Department Head/ /Dean Determination: The risk assessment is provided to the appropriate parties to advise of the risk levels and recommendations to mitigate risks. Approval of the travel indicates:
- Travel is considered essential (high risk) or critical (extreme risk)
- Department support of the travel given the potential risks to the traveler(s)
Determinations of Unauthorized: If the department does not approve travel, travel plans must be canceled. If travelers proceed with their travel plans, the trip will be noncompliant and is not eligible for:
- AZ State health and/or liability insurance
- Financial reimbursement
- Course credit or meeting study requirements
Travel that is not approved by the traveler(s) academic department(s) will not be forwarded to the Provost’s Office for further determination.
Provost Determination: All documentation and ITSOC recommendations are shared with the Provost’s Office for final determination, when required. Travelers will receive an emailed letter of determination that includes the travelers’ supervisor, Dean, and ITSOC Co-Chairs, Vice Chair, FSO, and Export Control, as appropriate.
Travelers have an opportunity to respond to questions that emerge during the assessment and review process. If insufficient information is provided with limited time for review, the risk assessment, ITSOC review, and Provost will provide recommendations and a final decision based on the information available.
Traveler Going to a Destination They Are from: The following procedures will be in place for travelers who identify as being from the country of the destination for their trip:
For Faculty/Staff: barring red flags, if the risk rating for the travel would normally require Department Head (DH)/Dean approval, Arizona Global Travel will, instead, move the travel directly to “Registration Complete”. If travel is to a destination considered “Extreme” risk, the travel will still require “ITSOC Review”.
For Graduate Student Travel: barring red flags, if the risk rating for the travel is assessed as “Moderate” normally requiring DH approval, Arizona Global Travel will, instead, move the travel directly to “Registration Complete”. If travel is to a “High” or “Extreme” location, the travel will still require “ITSOC Review”.
For Undergraduate Student Travel = if the undergraduate student’s travel is assessed as carrying “Moderate” risk requiring DH approval, student’s experience will be noted in in the Traveler Information page of the Travel Assessment and communicated to the DH directly via email. If travel is to a “High” or “Extreme” location, the travel will still require “ITSOC Review”.
*If a traveler is traveling to multiple countries/destinations, these exemptions would no longer be granted if another destination requires DH/Dean Approval or ITSOC Review.
Previous Travel Experience: Barring any significant changes to the destination’s security environment, the following procedures will be in place for UA travelers who have, within the past THREE years, previously received University approval and traveled to a destination they are registering for (or to destinations within close proximity):
For Faculty/Staff: barring red flags, Arizona Global Travel will move the travel directly to “Repeat Travel Approval”.
For Graduate Student Travel: barring red flags, if the risk rating for the travel is assessed as “Moderate” or “High”, Arizona Global Travel will, instead, move the travel directly to “Repeat Travel Approval”. If travel is to an “Extreme” location, the travel will still require “ITSOC Review”.
For Undergraduate Student Travel = if the undergraduate student’s travel is assessed as carrying “Moderate” risk requiring DH approval, Arizona Global Travel will, instead, move the travel directly to “Repeat Travel Approval”. If travel is to a “High” or “Extreme” location, the travel will still require “ITSOC Review”.
Border Area Travel: Faculty/Staff travel with no accompanying students will not require Department Head Approval and Field Trips and UA Official Club Travel heading to U.S.-Mexico Border Areas will not require ITSOC Review if the following conditions are met:
- Arizona Global Travel does not identify any red flags for the travel (e.g. recent cartel violence)
- Travel is led by an experienced Program Lead
- Travel is restricted to daylight hours
- Travel is restricted to major roads and highways
- Travel will not have an overnight stay in Mexico
- Students will travel with Program Lead in University vehicles while in Mexico
- Amendments:
- These Operating Procedures may be amended by a vote of a majority of Standing Members.