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Faculty and Staff Travel

The global safety team, in partnership with Vanderbilt’s travel manager Sabrina Kronk, is here to support faculty and staff travelers. Our support exists on a continuum from pre to post travel, and every step in between.

Before You Go

International Travel Request

Faculty and staff visiting higher-risk locations under a U.S. Department of State (DOS) Travel Advisory “Level 3 – Reconsider Travel” or “Level 4 – Do Not Travel” are strongly encouraged to submit an international travel request prior to travel. This allows our team to provide the highest level of support to faculty and staff while abroad and respond in the event of an emergency. Request forms should be submitted no later than 14 days prior to travel.

International Medical and Evacuation Insurance

All Vanderbilt faculty and staff are strongly encouraged to enroll in GeoBlue international medical insurance. It is a reimbursable expense for VU faculty and staff. Faculty and staff may also purchase GeoBlue international health insurance for any spouse/partner or dependent traveling; however, this cost is not reimbursable.

  • Before or during travel, access the GeoBlue website or download the free mobile app to find international doctors, hospitals and pharmacies, make appointments for any health care needs and set up direct pay, if available.
  • Highlights of GeoBlue coverage: there is no deductible, employees will receive primary medical insurance coverage for any medically necessary care needed while traveling abroad, includes medical repatriation.
  • To enroll visit: https://members.geobluestudents.com/Public/Enroll. Use VU group code: KXP-37915

Travel Enrollment and Registration

All Vanderbilt itineraries booked through Concur/World Travel Service are automatically registered with our international security provider, Anvil. Anvil’s system enables the Global Safety team to monitor itineraries, anticipate disruptions, and receive alerts regarding any potential safety or security risks. If a spouse and/or dependent’s travel is booked outside of Concur/World Travel Service, their itineraries can also be added to our monitoring system. Email tandra.martin@vanderbilt.edu for assistance with this process.

Travelers who are U.S. citizens are also encouraged to enroll their travel with the U.S. Department of State through the Smart Traveler Enrollment Program. This will provide relevant updates from the embassy or consulate in your host country. Non-U.S. citizen travelers should register with their home country’s embassy or state diplomatic service to receive local security updates.

Pre-Departure Training for Academic or Co-Curricular Programs

Vanderbilt faculty and staff members who accompany students abroad accept a leadership role in understanding and mitigating risk. The Global Safety team can partner with trip leaders to design pre-departure training. Our team can also provide trip leader training sessions for employees to help identify and manage foreseeable risks and be prepared to respond to emergencies.

Faculty or staff advising students on university-sponsored independent travel should review the Student International Travel Policy that applies to undergraduate and graduate and professional students. The Global Safety team can also provide destination specific risk assessments upon request.

If you are leading a trip with student travelers to a high-risk destination, trip leaders should complete this request form. Forms should be completed as soon as possible, and no later than 30 days prior to travel.

During Travel

Incident Response and Reporting

The pre-travel processes outlined above are designed to help anticipate and mitigate the risks associated with traveling internationally. However, emergencies can occur at any time and the Global Safety team is ready to respond through Vanderbilt Incident Response for Travel (VIRT).

VIRT classifies incidents into four levels: low, elevated, high, and severe. This VIRT infographic highlights examples of each kind of incident and the corresponding response.

VIRT can be reached by calling +1 615-322-2745 24/7 while traveling. Callers will be routed to a VU Public Safety dispatcher. Tell the dispatcher that you want to report an issue to VIRT and you will be connected immediately to a VIRT team member.

The VIRT team can also be reached by email in non-emergency situations or situations where email is the most easily accessible mode of communication at VIRT@vanderbilt.edu.

Returning to Campus

Be aware of any entry restrictions or requirements for re-entering the U.S. Currently, the U.S. requires proof of a negative PCR test to re-enter the United States from abroad. The CDC order requires all air passengers arriving to the US from a foreign country to get tested no more than 3 days before their flight departs and to present the negative result or documentation of having recovered from COVID-19 to the airline before boarding the flight.