Emergency Notification Procedures
Emergency Notification System. In the event of an emergency or crisis abroad (to include severe injury or death) of an employee, contact University Police. If it is not during office hours, the call should be directed to the University Police at 404-413-3333. This number is answered 24-hours a day, 7 days a week. All known information about the emergency should be given, together with contact information for the injured employee or their representative.
University Police will then contact the Assistant Vice President (AVP) for Department/ Dean of the College, the Chief of University Police and University Relations 404-413-3494 or 404-413-1351. The Crisis Coordinator (Asst. Vice President or Dean of College) or Alternate Crisis Coordinator (Director of Emergency Management l) will determine if circumstances merit contacting the President and the Provost.
- University Police contacts Crisis Coordinator and Alternate Crisis Coordinator, Chief of University Police and University Public Relations.
- Crisis Coordinator will contact President, Provost, Department Chair/Immediate Supervisor
- Alternate Crisis Coordinator will contact the University Attorney and Risk Management
- University Public Relations will handle all communication (internal, external, media, etc) for the University.
- The Crisis Coordinator will be in continuous contact with University Public Relations until the crisis is resolved.
International Travel FAQ’s
1. Am I covered under the State of Georgia Workers’ Compensation Policy if I get injured overseas?
2. Does Workers’ Compensation cover spouse/dependents are traveling with me abroad
3. Is Emergency Evacuation available for all employees who travel internationally?
4. Is Repatriation covered?
5. Am I eligible to enroll under the CISI Insurance while traveling to a country of which I am a citizen?
6. How can I enroll in the CISI Insurance?
7. Should I wait for preapproval/authorization before I get treatment in case of a Worker’s Compensation case?
8. How can I/my supervisor report an Accident/Injury that happened overseas?
9. Who will pay my medical expenses overseas if it is a Workers’ Compensation case?
10. Do I need to report a Workers’ Compensation Claim when I return to GA if I have utilized my CISI Insurance to seek treatment overseas?
Georgia State University has revised its policies and procedures regarding international travel. On March 7, 2018 Georgia State’s Admin. Council approved a new Georgia State Travel Advisory Policy regarding the travel of employees and students to countries on the U.S. State Department’s Travel Advisories List. Subsequently, faculty, staff and graduate students traveling to these countries with Level 3 or 4 Advisories would need to obtain department approval.
Approval for Travel to Countries with a Level 3 or 4 Advisory
All individuals traveling internationally should review the U.S. State Department’s country/area information, including the Travel Advisories List. Georgia State sponsored travel to designated countries or areas with a Level 3 or 4 Travel Advisory must obtain approval. Please read below for more information.
To obtain approval please follow these steps:
- Receive approval from the traveler’s Dean and Department Chair. Check with the Department/Dean for internal College procedure process.
- Complete and sign, along with a witness, the Assumption of Risk Waiver.
- Notify department Business Manager and/or Travel Coordinator of their travel plans along with completed Assumption of Risk Waiver and proof of Dean and Department Chair approvals.
- Department’s Business Manager or Travel Coordinator (Spectrum User) will complete and submit the online Travel Advisory Notification Form on OII’s webpage. It is the responsibility of the Business Manager or Travel Coordinator (Spectrum User) to ensure the information on the form is complete, accurate and that all prior approvals have been obtained. Once a form has been submitted, an e-mail receipt confirmation will be sent from OII to the individual who submitted the form and other relevant units; including the Provost office and Legal Affairs.
- If the form and Assumption of Risk Waiver are COMPLETE, OII will notify Georgia State’s travel agency, Travel Inc., of approval in order for the traveler to complete their booking by phone at (770) 291-5190 or (877) 548-2996. The notification to Travel Inc. will only be submitted Monday-Friday between 8:30AM-5:15PM.
Please note that if your destination country is placed on the list after you have already purchased your ticket, this policy still applies and travelers will need to seek approval.
For information on how to notify the U.S. State Department of your travel through the Smart Traveler Enrollment Program (STEP), please click here.
Information on Travel Inc.’s Role
In November 2013, Georgia State University collaborated with Travel Inc. to launch its new travel booking site, travel.gsu.edu. Through this site, Georgia State faculty and staff can book discounted airfare, hotel, and car rental for Georgia State University official business.
To learn more about Travel Inc.’s role in international travel, please read below:
- Travel Inc. will update the Georgia State University Travel system within 2 business days of a new country being added to the U.S. State Department’s Travel Advisories list.
- When a Georgia State traveler calls Travel Inc. to book travel to an international destination, the Travel Inc. agent will first access the U.S. State Department’s Travel Advisories Website to determine if the traveler’s itinerary includes a destination with a travel advisory of Level 3 or 4. If Travel Inc. has received notification of the approval for that particular trip from Georgia State’s OII, the agent will proceed to book the travel. If Travel Inc. has not received the notification, they will advise the traveler to contact Georgia State’s OII or visit its website for instructions to obtain approved as listed above.
- Once a ticket has been issued, Travel Inc. is under no obligation to monitor, alert or follow-up with a traveler or Georgia State regarding changes to the U.S. State Department Travel Advisories List.
- When approved travel to a country with a level 3 or 4 travel advisory has been booked, Travel Inc. will send a confirmation e-mail to the traveler, traveler’s approving manager, and relevant departments listed on the Travel Advisory Notification Form.
- In the normal course of doing business, Travel Inc. provide alerts to our customers in the event of natural disaster, weather-related delays, business events like a bus or airport worker strike, terrorist attacks or other specific travel related events. GSU will be notified of such an event and, if circumstances require, Travel Inc. will work with GSU and their travelers to reroute airline travel or change travel reservations. Such action would apply to travelers in route to or already in a destination affected by the significant event.
Preventing Losses While Studying Abroad
You are required to have full coverage accident and health insurance to study abroad. Coverage should include “Bedside Visit” (emergency airline ticket for a family member to visit the sick student in the host country), repatriation (preparation of remains and transportation to home country in the event of death) and medical evacuation. You and your family need to know, before you leave, what your insurance covers and what may not be covered, outside the United States. In compliance with Georgia State University’s Crisis Prevention & Management Policy, all students enrolled in a GSU program receive mandatory accident and health insurance, included in the cost of the programs. You also need to carry personal liability insurance against injury or damage caused by or resulting from your acts or omissions and property insurance to cover losses of money or property.
Important Links to Remember
Basic Health and Safety
Check with the U.S. Department of State Website
What to Know about Your Country
Infectious Diseases and Inoculations
Physicals and Check-ups
Can You Drink the Water?
Find out if water is safe to drink in the countries to which you will be traveling. Purify unsafe water before you drink it. Make sure water bottles come sealed when you buy them. Remember that ice can also be unsafe, as well as the water you use to brush your teeth.
Poor refrigeration, undercooked meat, and roadside/outdoor vendors could pose problems related to food contamination. If you get diarrhea or food poisoning, remember to drink plenty of fluids to stay hydrated. As with any illness, consider seeing a doctor if your condition worsens. Give your body time to adjust to new types of foods you will be eating.
Laws and Codes of Conduct
Mental and Physical Health
Get a doctor’s signed prescription for any medication you have to bring abroad. Some prescriptions may need to be translated if you wish to fill them abroad. Include your glasses or contact lens prescription. Bring an extra pair of glasses.
Fitness and Exercise
Keep the program staff and an emergency contact at home well informed of your whereabouts and activities and provide these people with copies of your important travel documents (i.e. passport, visa, plane tickets, traveler’s checks, and prescriptions).
Accidents involving in-country travel, whether by air, bus, train, taxi, car, etc., are a major cause of injury to students abroad. It is important to understand what the safe modes of travel are abroad.
Bus: Since it is the cheapest way to travel (though rather tedious), travel by bus is often a very popular choice for students and travelers. However, since it is so slow, you may prefer to take the train. Often, if you can’t find service to a particular location on national or regional buslines, local service should be able to take you to your desired destination.
Train/Metro: Travel by train is usually much faster than by bus, and can be a better option if you want to see more places in a short amount of time. You may want to avoid traveling by train alone at night, particularly in more urban areas. In major cities especially, you will find the metro system (where available) to be the most convenient form of transportation to move about the city, although beware of pickpockets.
Air: Air travel can be a good value compared to a long bus ride. If you know of discount airfare websites, you can find tickets for less than a train ride would be. Especially if road travel is unsafe due to poor road conditions, and if train travel is too slow for your needs, then air travel can be a safe and pleasant option.
Cars (Driving): While renting a car while studying while abroad can be a great way to see the countryside, it can also be a very stressful and dangerous way to travel. In countries where driving laws are significantly different than in the U.S., such as the UK or Hong Kong where drivers travel on the left side of the road or in other countries where you would experience a completely different driving environment, you should consider taking another form of transportation – especially if you feel hesitant at all about driving. U.S. driver’s licenses are valid in most countries for up to 12 months. Insurance is required for all vehicles, including rental vehicles. You should obtain full coverage insurance when renting vehicles in any country – to make it easier, most rental places will arrange this beforehand. If a driver is involved in a vehicle accident resulting in damages or injuries to another party, the driver may be detained by local authorities until a settlement is arranged with the injured party. Furthermore, depending upon the extent of damages or injuries to the other party, you may face charges filed by the country’s judicial authorities.
Alcohol and Drugs
Setting an Example
Faculty & Staff Business Travel Abroad
See below for a summary of Business Travel Accident coverage benefits.
To enroll in the Business Travel Accident coverage, please see below link for online tools and support. Create your profile in the CISI Participant Portal below. This portal also provides access to your ID card, Consulate Letter, Policy Brochure and Claim Form.
How to Self-Enroll
Enrolling in the plan is simple. please click on this direct link below and follow the steps to enroll:
This link and auto-filled Sponsor Code will allow you to enroll in the international customized group insurance plan designed specifically for Georgia State University – Business Travelers
Once successfully enrolled you will receive an email from ‘CISI Enrollments’ containing your:
- Participant ID Card (Example)
- Consulate Letter (Example)
- Claim Form
- Information on how-to create a myCISI log in
- myCISI Traveler App
- Along with other helpful insurance information
It is recommended that all faculty, staff, and students traveling abroad download the CISI App. See below for instructions.
Please use the link below to file a claim on the Business Travel Accident Policy.