travel logistics & requirements

Penn State’s International Travel Requirements compile several travel-related policies into a unified reference for employees and students to review before completing international travel. As a leader or coordinator of an approved education abroad program, many aspects of the international travel policies may affect your travel. A few of the most noteworthy points are outlined here, but you are encouraged to review the policies in their entirety at the guru policy guide for International Travel Requirements. Through the program proposal (and renewal process for repeat programs) you will be required to review information related to the International Travel Requirements including Penn State’s Export Control Policy

In keeping with best practices in the field of education abroad and as required by the Penn State International Travel Policy (TR01) all Penn State faculty-led programs must have a minimum of two (2) current Penn State employees leading a group of give (5) or more participating undergraduate students. Ideally, this would be two faculty members or one faculty member plus a graduate TA. The requirement for dual-employee accompaniment is not applicable for travel involving exclusively graduate students, medical students or law school students. 

Given the number of uncertainties with group travel under the best of circumstances, a group may face unique challenges that may require splitting up into smaller groups for some events, staying behind with an ill/injured student, traveling separately between sites, and dealing with unanticipated logistical issues. Having two trusted and trained Penn State leaders will allow the students an added level of support and leadership throughout the program.

Exceptions may be made for programs utilizing reputable providers or partners in their international host destinations. Please consult the Customized Programs Team and complete the Single Program Leader Petition. 

Faculty and staff leaders, along with the Penn State student participants, are approved to travel on education abroad programs. Spouses, children, and other guests of faculty/staff leaders, as well as community members, are rarely permitted to accompany such travel, and approval must be granted by the Vice Provost for Penn State Global. All program leaders must request approval for a family member to travel with the group, at least 3 months prior to program departure and should contact embeddedprograms@psu.edu for additional information.

Housing arrangements should be reviewed in light of the following guidance:

• Student accommodations should be safe and sanitary. While there is not a maximum requirement for occupancy, we recommend two (2) students per bedroom.

• Under no circumstances are students permitted to share a bed. 

• Private bathrooms are preferred for each bedroom.

• Running water is required at all overnight accommodation locations. If running water is not available for a limited number of nights (i.e., safari camp for two nights), hand washing and sanitizing stations must be readily available.

• Program leader lodgings must be within reasonably close proximity to student accommodations in order to assist and support students on short notice.

• While homestay accommodations will be permitted, all families must be contracted with set expectations either with a third-party provider. 

• Program leaders should plan for where leaders/students would quarantine or isolate individually if necessary.

• Students should have access to individual housing options at a premium cost. 

Program Leader Accommodations

• Program leaders should not share an apartment, hotel room, or other private accommodation with the other leader(s) unless they are a domestic pair or pre-established family unit. 

• Program leaders should arrange for class meeting space that is not directly attached to any participant living quarters.

A program leader is not permitted to purchase alcoholic beverages for themselves, any member of their program group, or any guests with program funds. Furthermore, although Penn State does not have an articulated policy on employee alcohol consumption with students, Penn State Global takes a strong and firm stance against doing so for the following reasons:

• Students who are of legal age to consume alcohol abroad may choose to do so at their own preference. Although alcohol can be consumed responsibly together as group (including program leaders), students may continue drinking after the faculty leader has departed and irresponsible behavior or a serious incident could result.

• With the presence of social media, the perception of a program leader drinking with students may be misconstrued in the public sphere.

Program leaders spend a tremendous amount of time with students abroad - both inside and outside of the classroom. This constant contact may blur the lines between leader and participant in the eyes of a student. Refraining from drinking with your students, even minimally, can help to delineate this distinction.

Many program leaders ask EA whether it is wise to implement a strict “no alcohol” policy for all participants for the duration of the program. Ultimately, it is at the discretion of the faculty leader to decide whether that is appropriate within the local context and culture and whether it is enforceable. In most cases, it is not realistic to implement such a policy, but the EA staff can help you decide what is appropriate for your particular program. Any policies related to alcohol consumption and student behavior should be clearly articulated in your program materials and can even be included in the course syllabi.

Pre-Travel | COVID-19 Testing

Prior to program departure, students may be required to obtain a negative COVID-19 test result or an acceptable equivalent. Students should be aware of their airline requirements, the timing of tests, PCR vs. Antigen, any connection flight policies, and host destination protocols or quarantines. 

Additionally, program leaders should allocate ample time and guidance to complete return testing, as required by the United States, in advance of their return flight. Please note, the international traveler insurance, United Healthcare Global, will not cover COVID-19 testing required for travel. Students should be expected to arrange and pay for their own travel testing. For travel guidance for US Citizens, please refer to Department of State website and CDC requirement for Proof of Negative COVID-19 Test for all air passengers arriving in the United States.

International Flights

Penn State will not require students and leaders to participate in a group flight. However, faculty coordination of a group flight may minimize the number and scope of travel disruptions and delays in arriving on site. Generally, students should make their own flight arrangements according to their own credit/debit cards and with their own travel needs in mind. Please note that at each layover location, there may be COVID-19 symptom checks or pre-flight requirements. 

Program leaders should not purchase their international flights until your program has been approved through the restricted travel process. Please note that most travel insurance programs do not cover cancellation reimbursement due to COVID-19-related reasons. Faculty must coordinate their travel arrangements through Anthony Travel, Penn State’s preferred travel agency, unless it is not possible to do so. Personal cards should not be used to pay program airfare. However, if the program leader member chooses a flight more expensive than the comparison flight or needs to buy additional flights for approved guest(s) traveling with them, leaders should be prepared to use their personal credit card to pay the balance not covered by Penn State Global.

Ground Transportation / Group Transportation

Any ground transportation that takes place during the education abroad program should be carefully considered for its necessity and safety.

• In-country public transportation (i.e., metro, public buses, train transportation): generally speaking, program leaders should carefully assess and know the local protocols for using public or private transportation and be transparent with students regarding levels of exposure to potentially large crowds. Program leaders should review country-specific information about health and safety concerns related to utilizing public transportation by utilizing the following resources.

  • US Department of State Travel Advisory for your destination country

  • Most of the travel advisories include a link to the local in-country embassy’s COVID-19 information and travel protocol, with reference to local public transportation

  • If you cannot find the local embassy information through the US Department of State link above, then do an online search for US Embassy in (your country), open the embassy page and look for a link about COVID-19 information

• In-country private coach/bus should follow local guidelines and protocols as it relates to usage and capacity. 

Day Trips and Overnight Excursions

Many of our faculty-led programs typically include day trips and overnight excursions outside of the main host city. Other programs travel constantly because of the nature of the academic discipline being studied. Penn State Global will work with faculty leaders to realize the balance between academic needs for excursions with health and safety considerations and risks that are inherent with group movement and various methods of transportation.

Basic guidelines for an acceptable amount of excursions are included here, but we welcome individualized conversations with program leaders as needed:

• Programs are strongly encouraged to limit mobility to a single country and not cross international borders during program time. If crossing an international border is an academically-essential part of the program, it is recommended to have a single travel day and not return to the original host country. 

  • Please be mindful, even fully-vaccinated individuals may be required to complete pre-travel COVID-19 testing when entering into new countries. 

  • Program leaders must consider contingency plans in the event that any member of the group is unable to cross the border due to COVID-19 complications (or other reasons).

• We strongly encourage the program to have one home base city where students spend a vast majority of the length of the program.

• Generally, any group travel outside of the city should be limited to academically-necessary excursions.

• Any group travel outside of the host city should be planned carefully with the Education Abroad Customized Programs team, in consultation with the Global Safety Office.

Meals

Meals can be an important part of the academic and cultural experience abroad. However, large group meals can also present risks to participants. The following guidance should be followed whenever possible:

• Avoid scenarios with shared utensils, cutlery, drink pitchers, etc. (large group meals, family style, and self-serve buffet). 

• For restaurant or dining hall meals, outside seating is strongly preferred. 

• Participants should order their own, individual meals and drinks rather than sharing plates.

Students often want to travel outside of the main host city on weekends. Under the current COVID-19 circumstances, independent travel by students should be discouraged due to the uncertainty of public transportation, sudden route cancellations, possible border closures, and sudden quarantine restrictions. The following guidelines should be observed:

• As leader, avoid planning for “long weekends” without academic activities. This will naturally discourage extended independent travel.

• Set parameters for any possible independent travel.

  • Students should not cross any national borders.

  • Students should not visit any location considered by local authorities to be a “hot spot” that might require quarantine upon arrival or departure.

  • Students should not utilize air transportation for independent travel arrangements.

• Students must “register” their travel with the program leaders, including exact route and travel schedule, hotel information, and working cell phone number.

• Students must check email, text messages, and phone twice a day while traveling in case any important messages are sent by the program leader or by Penn State.

• Students must notify the program leader immediately of any delays, travel disruptions, or COVID-19 related developments.

Program leaders should be aware that routine medical care may have differing availability or protocol due to the pandemic. Please review the following considerations:

• Contact United Healthcare Global to schedule non-emergency appointments in advance

• Call ahead to any clinic or hospital (if possible) to ask about arrival and check-in procedures

• A program leader should accompany the student to appointments whenever possible, but please note that COVID-19 protocol may prevent the program leader from entering the facility

• If English-language health care is not readily available, consider that the student may be navigating an unfamiliar healthcare system without knowing the local language and norms.

• Students must be able to contact the leader by cell phone (not relying on WiFi) during the appointment.

• If any program participant must be hospitalized, the program leader should make every effort to ensure that the student receives quality care and has access to English-speaking providers. 

• Keep in mind that during hospitalization it is unlikely that the student or leader would be allowed any visitors.