International Travel Policy

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IUSM-PO-EDU-EMR-0007

Full Policy Contents

Scope
Policy Statement
Reason for Policy
Procedures
Definitions
Sanctions

ADDITIONAL DETAILS
Additional Contacts
Forms
Related Information
History

Effective: 10/25/2016
Last Updated: 02/01/2017

Responsible University Office:
Medical Student Education

Responsible University Administrator
Senior associate dean for medical student education

Policy Contact:
dreeser@iu.edu

RESPONSIBLE Office of International Affairs, IUPUI
ACCOUNTABLE Medical Student Education
SUPPORT Elective Subcommittee
CONSULT General Counsel
Educational Policy Subcommittee
INFORM Educational Policy Subcommittee
Learning Technology, Medical Student Education

LCME Standards

11.3 Extramural activities


Scope

The policy affects all IUSM students seeking international educational experiences and faculty members who sponsor these activities.


Policy Statement

All IUSM students pursuing international educational experiences must have their travel plans approved by the Office of International Affairs prior to departure.


Reason for Policy

By requiring programs to be vetted and approved by the Indiana University Overseas Study Advisory Council, this policy seeks to safeguard the health and safety of participants and maintain the academic integrity of the IU Overseas Study Program. This policy satisfies requirements set forth by Indiana University.


Approval

Approved by the Curriculum Council Steering Committee 1/27/2017.


Procedures

This policy covers all activities in which students will observe and/or participate in clinical activities or patient care, regardless of whether the experiences are intended for academic credit or not. Separate approval processes are required for groups and individuals.

Groups of Students Planning International Travel

At least six months before the anticipated travel date, a group representative must contact the director of medical student records and the director of study abroad in the Office of International Affairs (abroad@iupui.edu; (317) 278-0716). He/she then must:

Upon verification of insurance and security requirements, the director of medical student records will forward copies of the documents to Medical Student Education for review and approval. This review period may require up to 30 days.

Once the proposal is approved, the associate deans will each provide a letter of support to accompany the proposal. The proposal and supporting letters must be submitted to the director of overseas study at least 60 days before the anticipated travel date. Once this proposal and letters have been reviewed at the Office of International Affairs, they will be forwarded to the Office of Overseas Study for review of the Overseas Study Advisory Council.

After receiving OSAC approval, program participants must work with the Office of International Affairs to complete the required individual student forms (release and liability waiver, etc.)

Note: If the country for the program being proposed is under a U.S. Department of State travel warning, the timeline above should begin at least a month earlier to allow sufficient time for the appropriate paperwork. For further instructions, visit http://www.indiana.edu/~overseas/policies/safety/safety_tw.shtml.

Individual Students Planning International Travel, Including Special Electives

A student who plans individual international travel should initiate his/her plans at least 90 days before the anticipated travel date to ensure that international travel paperwork is in order.

The student should complete and sign Part A of the International Travel Verification Form (link in forms section) and submit to the director of student records or designee at least 60 days before the anticipated travel date. The verification form should be accompanied by a brief description of the educational experience, including such elements as:

  • Name and contact information of the faculty member in charge of the educational experience.
  • The educational objectives of the experience.
  • How the student will be assessed.

Upon verification of insurance and security requirements, the director of student records or designee will forward copies of the documents to Medical Student Education for review and approval. Additional documentation and approvals will be required if elective credit is requested for the foreign experience.

Students should be mindful of the separate process for creating a special elective. See the Elective Program Policy for guidelines and a timeline for doing so.

Other Considerations:

When applying for approval, the following issues should be addressed:

Support structures:

  1. Is there sufficient support on the ground to assist a medical student in adjusting culturally, personally, and professionally to the location abroad?
  2. Is there a support system in place for the student should the student experience a crisis abroad?
  3. Does the student know whom to contact if he/she has a crisis?
  4. Does the student have the assistance necessary to organize housing and local transportation?

Preparation:

  1. Has the student received adequate preparation to adapt to the new cultural context?
  2. Has the student reviewed the Association of American Medical Colleges guidelines at http://www.indiana.edu/~overseas/policies/safety/safety_tw.shtml?
  3. Has the student received adequate preparation to adapt to the new medical context and to providing care abroad?
  4. Has the student explored visa and entry requirements for the host country?
  5. Has the student completed necessary IU paperwork, including emergency contact information and waiver and release forms?
  6. Has the student reviewed the pre-departure information provided by the IUPUI Office of International Affairs at http://abroad.iupui.edu?

Insurance coverage:

  1. Does the student have insurance that will cover him/her for medical, medical evacuation, and repatriation expenses abroad?
  2. Does the student have professional liability insurance coverage (or the equivalent) where required or appropriate?
  3. Does the student have legal or other such authorization to engage in clinical activities or care delivery?

Safety/security/health:

  1. Has the student reviewed the U.S. Department of State country-specific information sheet(s) for the country(ies) to which he/she will travel?
  2. If the student is a U.S. citizen, have he/she registered with the U.S. embassy through the Smart Traveler Enrollment Program?
  3. Has the student reviewed the Centers for Disease Control recommendations for travel for the country(ies) to which he/she will travel?
  4. Has the student spoken with colleagues at the host institution/organization to identify any specific health, safety or security issues for the areas to which he/she will travel?
  5. Has the student reviewed news sources in the host country to identify potential health/safety/security issues?

Sanctions

Failure to follow this policy may result in denial of the international travel for academic purposes.


Additional Contacts

Subject Contact Phone Email
Assistant dean for medical student education Antwione Haywood, Ph.D. (317) 278-2891 haywooda@iu.edu
Deputy general counsel Joseph Scodro, J.D. ((317) 274-5277 jscordro@iu.edu

Forms

http://www.indiana.edu/~overseas/policies/develop/proposal.shtml

http://mse.medicine.iu.edu/files/shared/handbook/InternationalTravelVerificationForm.pdf


Related Information

Elective Program Policy.


History

Approved by the Curriculum Council Steering Committee 1/27/2017.

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