To our faculty:
Traveling internationally on behalf of Case Western Reserve—whether to present at a symposium, to engage in research or scholarly collaboration, to attend a meeting, or on an educational program with students—may be an important part of your work, and it is integral in elevating the university’s international recognition.
To promote safety and minimize risk in these trips, the university enacted a policy in 2021 to require pre-registration of all university-related international travel with the Office of the International Affairs. I wanted to remind you of this policy and its benefits, and also note that failure to register at least three weeks in advance of the departure date may result in delayed or rejected reimbursement for travel expenditures. Please note that strictly personal travel does not need to be registered, but if university business is included in any part of this trip, it must be registered.
By pre-registering international trips, you receive several benefits, including:
- Security in knowing that Case Western Reserve is prepared to assist the traveler in the event of an emergency during travel.
- Information about, and registration for, Case Western Reserve’s medical emergency insurance policy that covers international travelers while they are abroad on university business.
- Connections, if desired, to university employees who may be experts in the area or who may have significant collaborations with universities or industry in the country of travel.
- Connections, if desired, to Case Western Reserve alumni in the country of travel.
- Assistance with compliance with applicable laws.
As a part of this registration, the university may request information such as a general itinerary, contact information while abroad, and passport information. Please note that while approval of each travel request is granted by your designated supervisor, department, or dean, the Office of the Provost reserves the right to disallow a specific travel request for any reason, including safety concerns or other risks to the university, faculty, staff, or students.
Case Western Reserve faculty and staff members who are traveling with students may need to follow additional requirements and should consult the Undergraduate Advising Support Office, Division of Student Affairs, or the equivalent Graduate Studies or professional schools’ student support offices, well in advance of their travel to ensure that faculty, staff, and student travelers are appropriately supported.
Thank you in advance for pre-registering your travel. These efforts can not only help minimize your risks but also strengthen the work we’re doing across the university.
Sincerely,
Joy K. Ward
Provost and Executive Vice President