Travel Guidelines

Domestic travel is defined as any travel outside a 100-mile radius of point of departure (e.g. the Westchester Campus, Loyola Law School, or your home), and can include conferences, research trips, guest lectures, and speaking engagements. This is not an exhaustive list.

Before You Travel

Students

• Register your trip in International SOS.  (They accept domestic travel information despite the "International" title in their name). Click on the link to get started.
• Research your destination.
• Plan ahead for ground transportation, including bus or subway.
• Only use reputable transportation companies.
• Check for unsafe neighborhoods.
• Check the weather for the time you will be there and pack/prepare accordingly.
• Be aware of your surroundings.
• Practice digital security. Guidelines can be found here. 
• Be wary of public WiFi.
• Make sure your laptop or tablet is encrypted.
• Regarding cell phone security:
• Lock your phone with a secure passcode or PIN
• Consider using biometrics
• Back up your data
• Encrypt your data
• Install a phone tracking app
• Consider using a second authorization
• Keep your phone updated
  Leave unnecessary valuables, like jewelry and watches, at home.
• Safeguard your hotel room and any valuable belongings.
• Make digital copies of your driver's license, vaccination records, prescriptions, and credit cards (in case they are lost or stolen).
• Notify credit card companies of your travel plans so they don't get suspicious of your card use and freeze your account.
• Minimize your cash needs; downsize your wallet.
• Share your itinerary with someone you trust.
• Keep your family and friends updated.
• Sight see or enjoy the nightlife with friends or other students. Don't travel alone.
• Use a cross-body bag or purse.
• Do not get intoxicated.
• Trust your instincts.

Faculty and Staff

• Register your trip in International SOS. (They accept domestic travel information despite the "International" title in their name). Instructions can be found here.
• The purpose of logging your trip into MyTrips is so that the university will have a sense of where its faculty and staff are in the event of a crisis. Crises include earthquakes, hurricanes, blizzards, tornadoes, strikes, civil unrest, transportation breakdowns or disruptions, etc. This is not an exhaustive list. In any event that endangers you or disrupts your travel, it will be important for the university to know your whereabouts so that we can lend assistance. If you are registered in MyTrips the university will not only know if you are in a crisis area but can contact you.
• Make sure all of the students traveling with you have registered their trip in International SOS, have downloaded the Assistance App and have input their trip into MyTrips. Instructions can be found here.
• Make sure students read and follow the domestic travel tips for students, above.
• Leave your emergency contact information with your chair or supervisor or someone else in your department.
• Enjoy your trip and travel safely.

Take the following steps prior to departure:

1. Research your destination’s safety and security status on the State Department website.
   • Any Level 3 Travel Advisory requires careful vetting and it’s possible the university will not sanction a trip to this area of the world.
   • The university does not allow trips to Level 4 countries while on university business.
2. Once registered with International SOS, you may research your destination on their website.
3. Always secure signed contracts before sending funds, including deposits, overseas. Contact Doug Moore for guidance at douglas.moore@lmu.edu. 
4. We advise everyone to enroll in the State Department Smart Traveler Enrollment Program (STEP).
5. The U.S. Department of State has determined that some countries are state sponsors of terrorism. Travel to these countries is not allowed.
6. The U.S. Treasury Office of Foreign Assets Control (OFAC) has imposed economic sanctions on certain countries.
7. Travel to countries with a U.S. State Department Level 3 Travel Advisory or OFAC sanction must be approved by LMU Risk Management. If approved, restrictions may apply.
8. Determine if students or any other travelers will require any special accommodations while traveling. A request for accommodation should be put in writing by the traveler. If it’s a medical related accommodation, there should be something in writing from a treating physician identifying the required accommodation. If it is a disability accommodation, this must be verified in writing by LMU Disability Support Services detailing the exact accommodations needed. Not all accommodations are possible at every location abroad.
9. Develop a trip specific Emergency Action Plan and review during your pre-departure orientation. This Guide will assist you in its preparation.
10. Prepare Emergency Information Cards and/or direct travelers to complete before departure.
11. Encourage all travelers to review the resources found on the Travel Resources website.

Please send the following information to Doug Moore, the university's risk manager, at douglas.moore@lmu.edu.

1. Describe the purpose of the trip.
2. Compile a list of who is going on the trip: quantities and names of faculty, staff, and students.
3. Describe who your in-country hosts will be and what their connection is with LMU.
4. Inform if you have used this vendor before or been to this host.
5. Develop a detailed itinerary of where you will go while in-country.
6. Compile a list of emergency contacts in your host country.
7. Compile a list of 24/7 emergency contacts in your department, including your unit/department head.

NOTE: In lieu of #6 & 7 above, you may develop an Emergency Action Plan. This Guide will assist you in its preparation. Send the completed guide to Doug Moore.

All students and guests should carefully read and sign this Assumption of Risk and Release of Liability form.

This document must be forwarded to Doug Moore, the university's risk manager, at douglas.moore@lmu.edu prior to the            program start date.

International SOS is the university’s crisis management team while you are traveling (>100 mi from the Westchester campus).

Your trip must be registered with International SOS before departure. International SOS also manage LMU's travel insurance.

Click on this link for detailed information on your Travel benefits and how to register your trip.

Important reminders for program planning:

1. Utilize a reputable travel agent or industry-standard airline for all required flights.
2. Avoid advising students on optional flight choices. Travel agencies are the best resource.
3. Utilize transportation services from established transportation companies.
4. Book accommodations with established hotels that provide clear cancellation policies, email, and phone contact.

Hold a pre-departure orientation for participating students and follow up with any student who does not attend. In addition to information on the program academics, logistics, and expectations, additional topics should include:

1. Review the resources on the International Travel Resources website and discuss program and location specific information during the orientation. Topics include:
   • International Travel Insurance
   • Travel Alerts
   • Diversity, Equity, Inclusion & Belonging Abroad
   • Health, Safety & Security
   • Planning Ahead
2. Advise students to enroll in the U.S. Department of State STEP process so that U.S. Embassies can help locate students abroad in an emergency.
3. Discuss health considerations for the destination country/countries and remind students to consult with a travel clinic or family physician regarding immunizations/vaccinations. Health & Wellness information can be found here.
4. Advise students to retain their U.S. major medical and dental insurance, particularly in case of pre-and post-health conditions. LMUs international insurance only covers emergent medical and dental issues - not pre-existing conditions.
5. Advise students to purchase international travel insurance for any pre-or post-program travel. The international insurance will only provide coverage for up to 14-days pre-program and 14-days post program.
6. Provide students with the website for included International SOS assistance information.
7. Advise all travelers to download the International SOS Assistance app and advise them how to access their benefits. Instructions to do this and all other insurance information can be found on the Travel Insurance page.
8. Encourage travelers to use the Travel Resources website.
9. Advise all travelers to bring a copy of their passport and keep in a secure location separate from their original passport.
10. Advise all travelers to encrypt their cell phones, laptops, and other electronic devices, and to keep them in secure locations at all times. Click on this link and scroll down to Digital Security to find instructions and guidelines to accomplish this.

In its sole and absolute discretion, LMU reserves the right to suspend all international travel, including previously approved and/or travel currently underway. When assessing the health and safety conditions, in addition to other sources of evidence of potential risk to travelers, LMU gives primary consideration to the risks articulated by:

• Global, national, state, and local advisories, restrictions, and guidance from public health officials;
• U.S. Department of State (DOS) Travel Advisory Levels;
• U.S. Centers for Disease Control (CDC) Travel Health Levels, including COVID-19 Health Notices;
• World Health Organization (WHO);
• U.S. Department of Treasury Office of Foreign Assets Control (OFAC);
• International SOS (ISOS) Country Reports;
• Countries and locations excluded from coverage by the university’s emergency medical/security insurance policy.

For more information, visit the Travel Alerts page.

1. Know where you are going before you go there. Getting lost in a foreign city or country where you are not familiar with safe and unsafe locations has potential safety risks.
2. If there is a change to your itinerary, please advise Doug Moore, the university's risk manager, at douglas.moore@lmu.edu.
3. Collect contact information for any student leaving the program location for more than 12 hours: student name, locations to be visited, primary and secondary means of communication including phone, email, WhatsApp, etc.
4. Make sure students know how to contact you as well as the in-country vendor/host.
5. Insist that all students stay in the residence/vendor housing/hostel, etc. that was agreed upon before the trip. Students are not allowed to leave the program and find their own lodging except under extreme circumstances as determined by Risk Management.