About International Travel at UTMBWhat You Need to Know Before You Travel Abroad for UTMB

International Travel at UTMB

The Provost Office – Global Operations at UTMB provides guidance and promotes the institution’s global initiatives by supporting university-sponsored international travel.

Per UT System Policy UTS 190, the following requirements apply to any UTMB student, trainee, resident, fellow, faculty member, staff member, official guest, or volunteer traveling abroad for UTMB-sponsored, -administered, or -organized purposes.

University-Sponsored Travel is defined as any educational or business travel that is UT-sponsored, UT-administered, UT-organized, or conducted within one’s capacity as a UT representative, regardless of credit or funding. This includes, but is not limited to:

  • Study abroad or student exchange programs
  • Field studies, research trips, internships, or practicums
  • Conferences, seminars, or academic meetings
  • Service learning, volunteer, experiential, or work programs
  • Registered or sponsored student organization trips
  • Medical rotations, clerkships, or international academic experiences

Note: Personal/vacation travel that is unaffiliated with UTMB is not subject to these requirements.

Pre-Departure Steps
Travel to High-Risk Areas
Foreign Adversary (EO GA-48)
Information Security While Abroad

Pre-Departure Steps

This section outlines the required steps and institutional expectations for all UTMB-affiliated individuals engaging in international travel.

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  • 1. Submit a Travel Authorization (TA) in POWER

    All UTMB travelers are required to submit a Travel Authorization (TA) in the POWER system before departure for UTMB-related international travel. TA approval ensures proper documentation of the purpose, funding source, and duration of your travel. For support in preparing your TA, read the UTMB Travel Resources PDF.

    If your trip involves global health/initiatives, you must select “Global Health” as the purpose of travel.

  • 2. Complete UTMB International Travel Risk Review (if applicable)

    If your destination is identified as a high-risk location by the U.S. Department of State or the CDC, your trip may be flagged for additional review by UTMB and/or the UT System International Oversight Committee (IOC). You may be contacted if additional information is needed.

  • 3. Enrollment in UTMB 24/7 Emergency Assistance Program

    All international travel must be registered with On Call International before travel, a free comprehensive medical and security response organization providing international assistance services to all UT employees and students traveling outside the US on university business or university-sponsored trips.

    Registration with     On Call International is mandatory per UT System International Travel Policy.
    (     UTS 190 International Travel Policy).

    • If your travel reservation is confirmed and ticketed through a UT System contract travel agency (Anthony Travel and Corporate Travel Planners): Your travel itinerary is automatically registered with On Call International

    • If your travel reservation is confirmed and ticketed through an alternate source, register your travel with On Call International by completing the following steps: Forward your booking confirmation emails for flight and/or lodging to trips@oncallinternational.com.

    Tip: Save the Plan ID your mobile phone home screen for click-to-dial access and coverage information. No login is required.

  • 4. Register Your Trip with STEP (U.S. Citizens Only)

    UTMB strongly recommends U.S. citizens to register with the U.S. Department of State’s Smart Traveler Enrollment Program (STEP) to receive embassy updates and safety alerts while abroad.

    Non-U.S. citizens should register their travel with their home country’s equivalent service, if available.

  • 5. Review International Travel Guidance and Plan Accordingly

    All UTMB travelers should review destination-specific travel advisories and risk conditions:

  • 6. Understand Insurance Coverage While Abroad

    All UTMB travelers must verify with their health insurance provider whether their coverage extends to international travel.

    • UTMB Employees: If you are enrolled in the UT SELECT Medical Plan, you can learn more about your travel benefits here: UT System Benefits While You Travel

    • UTMB Students: If you are enrolled in the UTMB AcademicBlue Student Health Plan (Blue Cross and Blue Shield of Texas), you can review your international coverage here: My Portal

    Please note: If you experience a medical emergency during authorized university-sponsored international travel, contact  On Call International. Services are available at no cost to individuals on official university business.

Regional Limitations on Emergency Support
UTMB Devices while you Travel

International Travel to High-Risk Areas

Per UT System Policy UTS 190, any UTMB student, faculty, or staff member traveling abroad for official university purposes must obtain pre-approval if their destination is considered high-risk by the UTMB International Oversight Committee (IOC).

Use the US Department of State Travel Advisories website to determine the risks and recommended precautions for U.S. citizens.

Risk Rating Legend: High Risk

An international location is considered High Risk  if any one of the following applies:

U.S. Department of State (USDOS) Travel Advisories:

  • Level 4: (Do Not Travel) travel advisory or
  • Level 3: (Reconsider Travel) travel advisory

Centers for Disease Control & Prevention (CDC):

  • Level 3 (High - Avoid Non-Essential Travel) travel health notice

 

The UTMB International Oversight Committee (IOC) reviews all destinations where university-sponsored international travel is planned. If a country—or specific region within a country—presents emerging threats or poses a risk to the safety and well-being of UTMB students or employees, the IOC will assess the situation accordingly.

Depending on the level of risk identified, additional approvals from the UT System or executive leadership may be required before travel can proceed.

 

Texas Executive Order GA-48 – Foreign Adversary

In November 2024, Governor Greg Abbott issued an Executive Order GA-48 to help protect Texas from cybersecurity threats and foreign interference. The Office of Institutional Compliance provides guidance on this order and how we work, travel and do business at UTMB.

If you have questions about Executive Order GA-48, please contact ResearchSecurity@utmb.edu .

    Information Security While Abroad

    Traveling internationally as a representative of UTMB requires extra caution when handling university-owned devices, data, and research materials. International travelers must comply with institutional policies, state, and federal export control regulations designed to protect sensitive information and prevent unauthorized access.

    UTMB Export Compliance – International Travel Guidance

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    • Items Requiring Prior Approval from Export Control Officer (ECO):

      Do not take any of the following abroad without written approval from the Export Control Officer:

      • Data or results from projects with contractual restrictions on dissemination
      • UTMB owned equipment or devices
      • Computer software with export or foreign national access restrictions
      • Devices, materials, or systems with restricted export status
      • Equipment or software designed or modified for military or space applications
      • Classified information of any kind

    • If You Are on Official UTMB Business:

      You may not take UTMB-owned equipment, materials, or data abroad without first obtaining written permission from the ECO and your department chair.

    • If You Are on Personal Leave:

      You may not take UTMB-owned equipment, materials, or data abroad under any circumstances without written permission in advance from both the ECO and your department chair.

    • Best Practices for Secure Travel

      To ensure compliance and data protection:

      • Travel with a clean laptop and empty flash drives
      • Do not store confidential or restricted data on any device taken abroad
      • Avoid public Wi-Fi unless using secured VPN access
      • Contact the Export Control Office before traveling with UTMB-owned technology
      • Remember: U.S. export rules apply even while you are physically abroad

    • Summary
      • Obtain written clearance before taking UTMB-owned equipment or data abroad
      • Leave behind any export-controlled or restricted items
      • Consult with the ECO to prevent violations of U.S. law
      • Be proactive: You are responsible for export compliance while representing UTMB internationally

    UTMB Provost Office - Global Operations

     globaloperations@utmb.edu

    Physical Address

    301 8th Street
    Suite 5.106, Administration Building
    Galveston, Texas 77555

    Mailing Address

    301 University Boulevard
    Suite 5.106, Administration Building
    Galveston, Texas 77555-0133

    Global Operations X   Global Initiatives at UTMB