Visit
Apply
Give

Center for International Studies and Programs

University Travel Registry

Purpose of the Travel Registry

To ensure the safety and well-being of our university community, all faculty, staff, and students traveling abroad for university-related purposes (such as study abroad, research, internships, conferences, or other university-sponsored activities) must register their travel with our department. This registry helps us provide timely support and assistance in case of emergencies and ensures compliance with university policies.

 

Who Needs to Register?

    • Students: Participating in study abroad programs, research projects, internships, or any other university-sponsored travel.
    • Faculty: Engaged in research, attending conferences, or leading student groups abroad.
    • Staff: Traveling for university business, professional development, or supporting student programs.

 

How to Register Your Travel

Registering your travel is quick and easy. Please follow these steps:

1.  Complete the Online Form: Click the link below to access the travel registration form.

Student International Travel Registry     Faculty and Staff International Travel Registry

2.  Provide Necessary Information: Fill in details about your travel itinerary, contact information, emergency contacts, and any additional information required by the form.

3.  Submit the Form: Once completed, submit the form. You will receive a confirmation email with your registration details.

Traveling to Level 3 Countries

If you are planning to travel to a country that is designated as a Level 3 ("Reconsider Travel") destination by the U.S. Department of State, you must submit a travel petition to the Education Abroad Office for review. This additional step ensures that your travel plans are carefully considered to maintain your safety and well-being.

 

How to Check Travel Advisories

To check if the country you are traveling to is a Level 3 destination, follow these steps:

    1. Visit the U.S. Department of State Travel Advisories page.
    2. Use the search bar to enter the name of the country you are planning to visit.
    3. Review the travel advisory level and any additional information provided.

 

How to Submit a Travel Petition

    1. Complete the Travel Petition Form: Click the link below to access the travel petition form.
    1. Provide Detailed Information:  Include details about your travel plans, the purpose of your trip, and any additional precautions you will be taking.
    2. Submit the Petition: Once completed, submit the form. The Education Abroad Office will review your petition and contact you with further instructions or a decision regarding your travel plans.

 

Why Register?

    • Safety and Support: By registering, we can provide you with important safety information and assistance if needed.
    • Emergency Assistance: In case of emergencies, having your travel information allows us to contact you quickly and provide necessary support.
    • Policy Compliance: Registering your travel ensures compliance with university policies and procedures for international travel.

Helpful Resources

 

UToledo Travel Registration Policy

All students and employees should consult the UToledo policy regarding International Travel Registration. Learn more about the policy.

 

U.S. Department of State

The U.S. Department of State site has helpful information about travel, passport and visa details, and policies for traveling as a U.S. citizen. It also has excellent country resources. Visit the U.S. Department of State website.

 

State Department Smart Traveler Enrollment Program (STEP)

Travelers are encouraged to enroll in the State Department Smart Traveler Enrollment Program (STEP). STEP provides emergency information and support from the U.S. Embassy in your host country. Enroll in STEP.

 

International SOS

Travelers are encouraged to enroll in International SOS, a membership program offered through UToledo. Enrolled travelers receive detailed safety and security information about their host country.

Instructions to Enroll in International SOS:

    1. Log on via International SOS for health and security information using your ID number.
    2. Select “Access Subscriber Portal.”
    3. Type in 11BCAS000010 for the Membership No., then click Login.
    4. Sign Up using your Rocket email.
    5. Once in the portal, sign up for health and security email alerts. Inform friends and family that you are with International SOS, so they can get in touch with International SOS should they have any concerns for your welfare while you are working or traveling.

Download the free Assistance App from app.internationalsos.com to contact International SOS and help you make more informed decisions based on their online health and security reports and country risk guides. Available on Android and iPhone.

 

Embassy and Consulate Information

Find your embassy and consulate in the country you are visiting on the U.S. Embassy website.

 

Health and Safety Considerations

Prior to departure, travelers are encouraged to review the health and safety considerations of the host country at the Centers for Disease Control and Prevention (CDC). UToledo Health Science Campus is home to the International Travelers Clinic, part of the Pediatric Infectious Disease Clinic. Get more information by calling 419.383.3780.

 

Foreign Travel Insurance

For UToledo Employees:

Through The University of Toledo's participation in the Inter-University Council Insurance Consortium (IUC-IC), UToledo faculty, staff, student interns, and trustees (referred to as "Covered Persons") are provided foreign travel insurance from AIG. This insurance covers general liability, excess auto liability, repatriation of remains, and accident/sickness when traveling outside the U.S. and Canada for university business or fulfilling internship requirements.

For UToledo Students:

 

UToledo Promotional Materials to Use While You Travel

Countries of Concern

The University Countries of Concern list is derived from two sources: U.S. Department of Commerce Bureau of Industry and Security Export Administration Regulations (EAR) Country Groups D:1 (National Security) and E (Embargos), and the U.S. Department of the Treasury Office of Foreign Assets Control (OFAC) Sanctions Programs. 

  • Armenia
  • Azerbaijan
  • Belarus
  • Burma
  • Burundi
  • Cambodia
  • Central African Republic
  • China
  • Congo
  • Cuba
  • Darfur
  • Georgia
  • Hong Kong
  • Iran
  • Iraq
  • Korea, North
  • Kazakhstan
  • Kyrgyzstan
  • Laos
  • Lebanon
  • Libya
  • Macau
  • Mali
  • Moldova
  • Mongolia
  • Nicaragua
  • Russia
  • Somalia
  • Sudan, South
  • Syria
  • Tajikistan
  • Turkmenistan
  • Ukraine
  • Uzbekistan
  • Venezuela
  • Vietnam
  • Yemen
  • Zimbabwe

For more information about this list, go to the Commerce Code of Regulations page or Treasury Sanctions page.

Travel by University personnel to countries on the Countries of Concern list is subject to additional review by the Office of Research and Sponsored Programs (RSP) for exports and/or foreign transactions that may require approval from appropriate U.S. government agencies (Commerce, State, and/or Treasury). Note that the University Countries of Concern list is subject to change. Direct any questions regarding exports to and/or foreign transactions with entities in these countries to ExportCompliance@utoledo.edu.

Contact Us

If you have any questions or need assistance with the travel registration process, please contact our office:

Email: eduabroad@utoledo.edu

Phone: 419.530.5268

Office Hours: Monday to Friday, 9:00 AM - 5:00 PM

 

In case of emergency, contact the following:

    • UToledo Police (UTPD): 419.530.2600
    • Division of Student Affairs Senior Leader on-call: 419.343.9946

Thank you for your cooperation in ensuring the safety and success of your university-related travel.

Last Updated: 7/29/24