International travel risk policy

The safety, security, and health of the MIT community is of paramount importance, and all travelers should understand the risks associated with their trip, be informed about local conditions at their destination, carefully plan for contingencies, and exercise caution while in transit and once they arrive at their destination.

This policy helps MIT understand and manage the risks associated with student travel with guidelines and expert advice on travel planning; mandatory registration so that MIT can quickly get in touch and provide assistance in the event of an emergency; and links to more detailed information about high-risk travel, visa requirements, and field safety planning.

This policy covers MIT-related travel by currently enrolled MIT undergraduate and graduate students. Recently graduated MIT students traveling less than 90 days from their graduation date are also covered if on a continuation of a program enrolled in prior to graduation. (If a June graduation, coverage is the lesser of 90 days or until September 30th, whichever occurs first.)

“MIT-related travel”

“MIT-related” travel is defined as travel by any member of the MIT community on MIT business. “MIT business” is defined as any program or activity that is required or run by MIT or financially supported through any MIT account. Students traveling wholly for personal reasons and without financial support from MIT (i.e., without funding through any MIT account) are not subject to MIT’s travel policy.

Travel Registry

MIT students must register all MIT-related international travel in the MIT Travel Registry. “Side trips,” or secondary excursions off the main route of an itinerary, must also be registered. Registering personal or domestic travel is optional.

Local and domestic travel

Local and domestic travel are allowed (with no waiver or registration required).

International travel

MIT students traveling abroad should carefully review the Department of State (DOS) website for the risk rating and travel advisories for their destination. (The DOS rating takes into account a variety of risk factors, including health/disease, crime, terrorism, civil unrest, and natural disasters).

International travel to destinations (countries, regions, or cities) designated as DOS level 1/“Exercise normal precautions” or DOS level 2/“Exercise increased caution” is permitted with no waiver required.

MIT-related travel to high-risk destinations is not permitted for undergraduate or graduate students. Destinations are considered “high-risk” when the DOS travel advisory:

1. Rates the destination country, region, or city at a level 3/“Reconsider travel” or level 4/“Do not travel.”
2. Advises travelers to a specific region or city, regardless of country rating, to “Reconsider travel” or “Do not travel”; or
3. Notes that U.S. government employees’ travel is currently restricted (these destinations are treated as a level 3/”Reconsider travel”).

See current list of “high-risk” destinations.

Students on MIT-related travel are not permitted to travel through high-risk locations (e.g., a connecting flight or layover) or take “side trips” to high-risk locations.

In certain exceptional circumstances, a student may apply for a waiver that, if granted, would permit MIT-related travel to a high-risk destination under certain conditions.

If the DOS risk level for your destination changes before departure, you may be required to request a waiver or you may need to postpone or cancel your trip. Travelers are urged to plan accordingly.

High-risk waiver application

An approved waiver is required for students traveling to high-risk destinations on MIT-related travel.

Undergraduate students are not eligible for waivers to DOS level 4/”Do not travel” destinations.

• Criteria: Waivers may be granted when the travel is academically essential (e.g., required dissertation fieldwork with no alternative) or presents a unique and compelling educational opportunity where the benefits outweigh the risks.
• Application process: The application must include a detailed travel itinerary, a compelling explanation of the necessity or educational benefit of the travel, all required endorsements, a preliminary risk analysis, and evidence of risk mitigation measures. Waiver applications should also address any foreign travel security risks and attach a field research safety plan if available. Waiver applications should be submitted 60 days before the proposed departure date; applications submitted less than 30 days in advance may not be reviewed.
• Review: Completed waiver applications with all required endorsements will be reviewed by MIT’s High-Risk Travel Committee, which will forward the request (with a recommendation to approve or deny) to the Vice Chancellor for Undergraduate and Graduate Education for a final decision. There is no appeals process.

Travel Registry

All MIT-related travel must be registered in the Institute’s Travel Registry.

MIT-related travel is defined as:

• Travel funded entirely or in part by MIT sources.
• Travel organized primarily by MIT (e.g., MIT selects the participants).
• Travel conducted at the behest of MIT or in furtherance of MIT objectives.
• Travel related to scholarly activities (whether paid for by MIT or not).
• Travel that requires the use of MIT equipment, supplies, or personnel.

Local and domestic travel

Local and domestic travel are allowed for all (including staff, faculty, and postdocs) with no exceptions required.

International travel

Staff and faculty members may travel to DoS level 3 and 4 countries with no exceptions required, but are encouraged to check the Department of State (DoS) travel advisories for their destination. If you have questions, please contact Program Manager for International Safety and Security Todd Holmes for assistance.

Personal travel

Use personal judgment and register your travel with MIT (encouraged).