Student Travel Details

Travel requests to high risk regions require risk authorization before departure.

Request risk authorization, Students traveling individually on behalf of UT Dallas need to submit to International Risk and Safety at [email protected] the documents listed below. The International Oversight Committee will use the information to evaluate the travel request and determine authorization of risk.

  • A copy of the ISOS Security Brief for the trip,
  • An Explanation of Travel Letter, and
  • A Detailed Itinerary.

1. Obtain an ISOS Security Brief for the trip, request a Risk and Safety Pre-Departure Trip Review to ISOS.

2. Write an Explanation of Activity Letter

Include your full name and UT Dallas e-mail at the top, do not exceed 1 – 3 single-spaced pages and address the following:

Carefully review risks and safety advice for your destination

Describe Rationale

  1. City, Country and dates of activity.
  2. Explain purpose and goals of the activity as related to UT Dallas (academic or business purpose).
  3. Provide compelling reason why this activity must take place at the location, despite current risks.
  4. Address any alternative opportunities available and why they were not chosen.
  5. Describe relevant experience (academic or UTD related) that has prepared you for the activity.
  6. Explain how this activity will advance: academic goals, impact coursework at UT Dallas, aid in the pursuit of degree, or benefit UT Dallas
  7. Clearly state if academic credit will be awarded.

Describe Safety preparedness

  1. Describe your level of familiarity with the proposed destination (including professional networks, family connections, language proficiency, etc.)
  2. Address the specific steps that will be taken to mitigate risk identified by the U.S. Department of State, the Center of Disease Control (CDC), and International SOS Security Brief.
  3. Describe any on-site organizational or institutional support that would help mitigate the concerns identified.
  4. Describe your plans for handling an emergency or crisis.

3. Write a Detailed Itinerary

  1. Include your full name and UT Dallas e-mail at the top and attach to the Explanation of Travel Letter.
  2. List dates and physical addresses of where you will be based, including accommodations. Include the Google Map “Short URL” for each.
  3. List cell and land phone number(s) where you can be reached. For land line, include name and location.
  4. Provide all land line phone numbers as if one were dialing from the U.S.
  5. Describe what mode of day-to-day transportation you will use.  Including logistics for transportation from airport to lodging and from lodging back to airport.
  6. List proposed itinerary (we recommend you do not book travel prior to approval, however please list your potential flight information).
  7. Describe field trips or excursions to other locations outside the main area(s) in #1, include transportation modes.