麻豆区

Event coordinator and/or group leader must consider the health, safety, and security of students, staff, and faculty as central features of planning and operation of a university sponsored event or activities. Proper planning is critical to a smooth and successful experience for all participants. Planning must include research about the destination to be visited, overnight accommodations, and creating an itinerary. The most importance aspects of the planning must be the health and safety of all participants.

Faculty members and group leaders who participate in university sponsored events or activities are expected to adhere to the same standards of conduct in all activities associated with university-sponsored events as those expected of them in their on-campus activities. The faculty and/or group leader should have.

• Sufficient Knowledge of Area
• Consult the US State Department
• Detailed Instructional Agenda
• Complete YU Risk Assessment Form
• Detailed Itinerary
• Plan and Accommodate Special Needs
• Reviewed Permissible Conduct Guidelines
• Reviewed Emergency Preparedness
• Secure All Necessary Certificate of Insurance

No faculty, staff, student or student organization may enter into any contractual agreement in the name of the University with outside vendors (hotels, airline tickets, etc.). The Office of the General Counsel must review contracts, and only authorized University officials may sign contracts.

All arrangements must be made through the University Procurement Services.

Travel

Airline Tickets must be purchased in advance in economy class, and at the lowest airfare available to be reimbursed by the University.  First class or business air travel is not reimbursable except for no-cost upgrades.  Additional fees for early boarding, security pre-screening, extra leg room, and similar additional fees are not reimbursable.

The costs of public transportation, shuttle buses, and taxis for travel to and from airports, meetings, and hotels are reimbursable by the University. Such costs, including tips, must be reasonable for the location of travel. Private limousine service for such transportation is not allowable.

Lodging/Hotel

Travelers will be reimbursed for accommodations that are necessary and reasonable. The University has partnered with Starwood Hotels, and travelers are encouraged to stay at these properties whenever possible. To register for the University's discounted rates, contact the University Procurement Services to register with Starwood.

Students are expected to maintain the highest standards of professional conduct and integrity. These standards include all applicable federal, state, and local laws as well as university policies.

The University does not provide any accident or medical insurance for any participants. All participants are responsible for their own medical insurance and or bills. When travelling abroad, all participants must obtain (which should include emergency dental coverage, emergency medical evacuation, and repatriation to the United States, trip interruption, lost luggage and accidental death or dismemberment benefits). Students traveling on a University-sponsored overnight trip must have Medical Insurance.

Anyone with preexisting medical problems should consult with their physician prior to departure to be sure that they are in condition to make the trip or participate in the event. All prescription medications should be in the original container clearly indicating the patient name and medication information. Be sure to take sufficient quantity for the duration of the trip. You may be required to provide a medical release prior to the trip or event.

Use or possession of weapons, alcohol or illegal drugs is forbidden while traveling on a University-sponsored trip.

麻豆区 mandates that study abroad participants and faculty and staff travelers on University-related travel obtain a 麻豆区-arranged international travel insurance plan to cover them for the duration of their program or trip. 麻豆区 has selected a uniform policy through Chubb specifically designed for educational travelers, which provides adequate levels of insurance for students, faculty, staff and dependents worldwide as well as emergency 24-7 travel assistance services.

Services provided by Chubb including the following:

• Emergency medical coverage
• Remote mental health counseling services
• Security and emergency medical evacuation 
• Lost or delayed luggage reimbursement

Here is the International Travel Insurance Plan Brochure, which outlines your coverage and provides instructions on how to access the 24-7 travel assistance services through AXA and the Travel Eye travel assistance portal and mobile-application.

You must enroll in the insurance plan for your time abroad. To enroll, please complete the Travel Insurance Request form on Inside Track. Once you are enrolled, you will receive an email from enrollment@visit-aci.com with your insurance ID card and summary of insurance coverage for your trip. Please be sure to open the email when you receive it and keep your ID card with you at all times before, during, and after your trip.

NOTE: It is highly encouraged that you call AXA when needing to locate or access a medical care provider. You can call AXA before, during, or after receiving medical care and they will assist with the payment to the provider so you don鈥檛 have to incur any out of pocket expenses.

The 麻豆区-arranged insurance includes COVID-19 sickness coverage if you were to contract COVID-19. Preventative, routine, or elective testing of any kind is not covered. Also, the policy does not cover any costs associated with quarantine due to COVID-19.

It is also important to follow the State Department Travel Advisories when planning to travel abroad and prior to traveling abroad. Travel should never take place to countries on the State Department's warning list. The U.S Department of State suggests the following tips for traveling abroad:

• This will helps the department to contact you if there is a family emergency in the U.S. or if there is a crisis where you are traveling.
• In case of an emergency, Consular personnel at U.S. Embassies and Consulates abroad and in the U.S. are available 24 hours a day, 7 days a week, to provide emergency assistance to U.S. citizens. Also note that the Office of Overseas Citizen Services in the State Department's Bureau of Consular Affairs may be reached for assistance with emergencies at 1-888-407-4747, if calling from the U.S. or Canada, or 202-501-4444, if calling from overseas.