(Last updated September 19, 2012)

The University of Wyoming views the security of our students, faculty, and staff as a fundamental priority during their time studying abroad. Thus, the following procedures and policies should be followed to ensure a full, rich, and safe experience for all UW participants abroad.

Risk Mitigation Before Departure

Before departure of all exchange and study abroad students and of all faculty-led study abroad programs, faculty and students are required to attend a pre-departure orientation.   During this orientation, students are familiarized with and complete the UW Agreement and Release Form, which encompasses both the UW Waiver of Liability and the UW Student Code of Conduct.   In addition, they must complete and provide the UW medical release form, emergency contacts, and itinerary at this orientation, per our UW Emergency Communications Protocol.  Students are also advised to monitor Center for Disease Control and Prevention, the World Health Organization, the Overseas Security Advisory Council,  and Department of State websites for travel, safety, security, and health information for their destination.

Professors and faculty advisors for groups going abroad should sign up for alerts monitoring Travel Alert and Travel Warning statuses from both the U.S. Department of State and the Centers for Disease Control and Prevention.  This will assure they are up to date at all times regarding potential and actual risks that might trigger procedures outlined below.

In addition to health insurance required for all UW students regardless of study location, students studying abroad are required to obtain an International Student Insurance Card (ISIC).  This policy covers not only ancillary heath costs while abroad but also emergency evacuation and repatriation of remains. 

UW Study Abroad Risk and Security Assessment Committee (RSAC)

Rationale
The Study Abroad RSAC analyzes safety and security conditions of existing and newly proposed exchange, faculty led study abroad, and external provider programs in order to assess whether the risks on-site are acceptable for participants and for the University. In making the determination, the group will consider:

• the safety of the students
• the University's ethical responsibilities to participants
• the University's exposure to legal liabilities
• the public relations issues relating to problematic program sites

In addition to reviewing all programs proposed or occurring in countries with U.S. Department of State Travel Warnings, the Risk & Security Assessment Committee will review programs in locations where health, safety, or security may be of particular concern, or in regions/cities of individual countries with significant levels of health, safety, or security concerns as identified by the U.S. Department of State, the Center for Disease Control and Prevention or any other reputable body or individuals that express a valid concern about the program or location.

When conditions warrant, the RSAC may recommend that a program at a particular site be suspended or shifted prior to the departure.  When the program is already under way/on site, RSAC may also recommend under certain conditions that the program be suspended or shifted, and the participants brought back to the U.S.

An appeal for a waiver of RSAC's decision may be made to the Provost by any faculty member or administrator who is negatively affected.

Group Membership
The Chair shall be a senior university official, appointed by the President and Provost.   Other members will include:

• Vice-President of Student Affairs or designee
• Dean of Students
• General Counsel or designee
• Director of Institutional Communications or designee
• Director, International Programs
• University Risk Manager
• Study Abroad and Exchange Coordinator

At any time, but particularly when conditions at a site are serious enough to call into question the advisability of sending or maintaining a student program at a given site, the group may also invite the following individuals to attend and provide additional information:

• For faculty-led study abroad programs, the faculty member leading the course, dean of the affected college, and department head/chair of the -effected department
• A faculty member with significant expertise in the effected country or region
• In cases of significant health concerns, a physician from Student Health Service

UW Emergency Protocol for Study Abroad

U.S. State Department Travel Warning - Automatic Program Suspension

When a Travel Warning from the U.S. Department of State is in place or is issued for a country in which UW students are studying either with an exchange partner or on a faculty-led program, all programs whose participants have yet to depart for travel to the country which is subject to the Travel Warning, are automatically suspended.

Programs that entail travel to multiple countries can still go forward after removing from the itinerary the country that is subject to the Travel Warning.

Petition for Waiver of Program Suspension
Faculty leaders or liaisons of suspended programs may petition the Study Abroad RSAC at any time for a program suspension waiver. Waivers apply to that program only unless specified by the RSAC.   Travel Warning waivers are granted to programs, not countries. Each program operating in a country with a Travel Warning must request a waiver.

Waiver Process - Travel Warning Imposed Before Program Departure

• A waiver request should be made in writing to the Chair of RSAC. The request should specifically address dangers or concerns mentioned in the Travel Warning, with reference to the program's location, activities, and related implications. The request form is available at the IPO website on the Faculty Travel Guidance Page, or click here.
• Upon receipt of a waiver request, the Chair will set a date for Committee discussion of the request via email or in person.
• The faculty member making the request will be invited to address the Committee. In addition to evaluating the information the faculty member provides, the Committee will take into account information provided by the University Risk Manager regarding the cost of obtaining insurance for the faculty and students in the program.  The Committee may draw upon other sources of information, such as:
  • The U.S. Department of State and other bodies (e.g., the Center for Disease Control and Prevention or the World Health Organization, for health concerns);
  • Other experts who know or travel in the country in question, for additional insight and an independent assessment of pertinent concerns;
  • Additional State Department sources (e.g., OSAC information or desk officers);
  • UW faculty already on the ground in the host country, or colleagues in those countries, can provide  independent views regarding current or evolving conditions; and,
  • Colleagues from other colleges with students or programs in the country.

• If RSAC concurs that a waiver should be granted, it will recommend approval to the Provost in a memo outlining the reasoning and including relevant information, including insurance costs. The Provost will make the final decision on all Travel Warning policy waiver requests.
• If RSAC concludes that that program should be suspended, it will recommend denial of the waiver to the Provost in a memo outlining the reasoning. The Provost will make the final decision on suspension.
• A suspension will remain in place until a waiver is granted or after a status review is conducted when the State Department lifts a travel warning.
• Faculty leaders may renew a request for a waiver if RSAC denies a request. For consideration of a renewed by RSAC, it must include new or additional information.

When the State Department lifts a Travel Warning, RSAC will undertake a status review of programs that had been suspended and make recommendations regarding whether to lift the suspension to the Provost.

Programs Underway and Facing a Changed Status
In cases when a Travel Warning is announced for the first time, or an updated or revised Travel Warning is announced in a program for which a waiver has already been granted, the following procedures will be followed.

• When a program is underway and a Travel Warning is announced for the first time, but where circumstances pose no immediate threat to student health or safety, the Exchange and Study Abroad Coordinator will notify the Director of International Programs. The Director will then notify the Provost, VP of Student Affairs, Dean of Students, UW Legal Counsel, and the head of Institutional Communications in addition to the Chair of RSAC. The Director should provide an analysis of the Warning, including a comparison of other countries' reactions to the same event and, as possible in a timely manner, other universities' reactions. The above- named will then determine whether a full review by the Committee is warranted. If a waiver is required and the program is reviewed, a recommendation will be made to the Provost to continue or cancel the program. The Provost has final authority to immediately cancel or alter the program.
• If a Travel Warning is announced for a limited time period that could pose an immediate threat to student health or safety (for circumstances such as serious weather conditions, elections, or terror attacks), the Exchange and Study Abroad Coordinator will notify the Director of International Programs. The Director will then notify the Provost, VP of Student Affairs, Dean of Students , UW Legal Counsel, and the head of Institutional Communications, in addition to the Chair of RSAC. The Director should provide an analysis of the Warning, including a comparison of other country's reactions to the same event and, as possible in a timely manner, other universities' reactions. The above named will then determine whether a full review by the Committee is warranted. The Provost has final authority to immediately cancel or alter the program.

• In the case of an immediate threat to student health, safety, or welfare, the Director of International Programs, after direct consultation with the Provost or designee, has discretion to suspend a program and begin evacuation proceedings immediately. Such action will be immediately communicated to the RSAC and ratified by the Provost as soon as practically possible. 

Publicizing RSAC Decisions and other Public Notifications
In the event of a cancellation or a waiver, the notification of the public will be done on a case by case basis by the Department of Institutional Communications.  In all cases, regardless of where UW is in its decision process, all external inquiries from sources other than students' parents and family members will be directed to the Department of Institutional Communications.

UW Students Applying to Non-UW Programs in Countries with Travel Warnings
When students elect to participate in other institutions' study abroad programs or external programs that take place in countries without Travel Warnings, the Study Abroad Office provides these students with considerable support. This support includes assistance with program selection and application as well as the transfer of credit and financial aid/scholarships. However, UW WILL NOT provide support to students who wish to participate in non-UW study abroad programs located in countries with Travel Warnings. Should a student wish to study on a non-UW program in a country with a Travel Warning, the student may be able to transfer credit (based on the standard transfer credit procedure applied to any student wishing to transfer credit from another institution), but UW will not process or transfer financial aid, scholarships or insurance coverage. 

Refunds after Cancellation
There is no standardized refund policy for international program cancellation.  Refunds will be determined by the Director of International Programs in consultation with the Provost and Vice President for Student Affairs.