Policy 852 Guidance: International Travel

Quick Links:

June 2025 Policy 852 Update

Key changes in the update:

  1. New Counterintelligence Measures: If your travel destination falls under certain criteria, i.e., is a "country of concern," the Office of Research Security will contact you to schedule a briefing.

  2. International Operations Committee (IOC) approval required for student travel to Elevated Risk locations

Policy 852

Rice University is a global institution with faculty, staff, and students from around the world, actively engaged in study abroad programs, international research, and collaborations. Policy 852 requires that all Rice-related international travel be registered to ensure the health, safety, security, and well-being of the Rice community and to mitigate risks associated with international travel.

Rice-related international travel applies, but is not limited to, faculty, staff, and students traveling outside the US for:

  • Research funded in part or full by Rice funds;
  • Study abroad or as part of Rice curriculum;
  • Conferences and other events representing Rice; and
  • Trips by Rice-sponsored clubs, organizations, teams, or groups.

Elevated Risk & Approval Procedures

Policy 852 classifies destinations as Low Risk or Elevated Risk based on several factors.

Please refer to the summary chart within Policy 852 to understand the specific requirements based on your destination's risk level and your role as a student or member of faculty/staff.

A current list of Elevated Risk locations can be accessed here: link

Detailed information about the approval process for travel to Elevated Risk locations and the required forms can be found at: link

Other questions? Email Rice Global at travelsafety@rice.edu.

Register Your Trip

Policy 852 requires you to register all Rice-affiliated travel!
Click to Register

Questions about the registry? Contact travelsafety@rice.edu.

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Travel Insurance through Rice

Rice University maintains a travel insurance policy that covers Rice travelers in a wide variety of situations!

Before you buy travel insurance for your Rice-affiliated trip, check Rice's Travel Insurance Brochure (requires Box login) to see what benefits you're eligible for as a Rice traveler.

As part of Rice's travel insurance program, Rice also maintains a contract with a global travel assistance provider; this provider is currently International SOS (through 31 August 2025).

Please note that Rice will change providers from International SOS to Crisis24, effective 1 September 2025. More information on this change is forthcoming.

Questions? Contact Rice Global at travelsafety@rice.edu.

Travel Registry & Policy 852 FAQs

How do I know if my destination is Elevated Risk?

A list of Elevated Risk locations can be found here, or you can email travelsafety@rice.edu.

Do Rice faculty/staff require approval to travel to Elevated Risk locations?

No, unless traveling to an Elevated Risk destination due to Sanctions & Embargoes. If this is the case, the traveler must follow the International Travel Approval Procedure.

If Rice faculty or staff are planning travel with students to an Elevated Risk location, approval is required for the students prior to departure.

Why do I need to register my travel?

Policy 852 requires the registration of all Rice-affiliated travel – here’s why it matters:

  • Emergency Support: In the event of a natural disaster, political unrest, or other crisis at your destination, Rice and International SOS need to be able to reach you quickly to confirm your safety. If you're not registered, we may not know where you are or how to help.
  • Real-Time Alerts: All Rice-affiliated travel is automatically registered with International SOS. You’ll receive safety, health, and travel updates from International SOS tailored to your specific destination, keeping you informed throughout your trip.
  • Support for International Travelers: For international students, faculty, and staff, travel registration allows Rice to maintain a record of your plans and proactively assist if reentry into the US becomes complicated.
  • Insurance Coverage: Registration is required to be eligible for Rice’s travel accident insurance. You must be registered in both the Rice Travel Registry and with International SOS to receive this coverage.

Registering your travel isn’t just a policy requirement; it’s a critical part of keeping you safe and supported while abroad.

Do I need to register non-Rice travelers participating in my trip?

Registration is required only for travelers meeting the criteria outlined in Section I: General Policy of Policy 852.

Am I required to register my personal travel?

While registering personal travel is not required under Policy 852, Rice strongly recommends it as a precautionary measure. By registering, you allow us to check in with you in the event of an emergency or a significant change in the local security environment, helping ensure your safety and well-being, even when you're traveling independently.

I’m having technical issues with the travel registry. Who do I contact?

If you're experiencing technical issues accessing the travel registry, try using a different web browser.

If the issue persists, contact travelsafety@rice.edu for assistance.

Do I have to pay for access to International SOS’s services?

No. As part of Rice’s travel insurance package, Rice maintains a subscription to International SOS, which is available for all Rice faculty, staff, students, and associates traveling on Rice-related business or study.

What email address should I use to log into International SOS?

You should use the email address associated with your NetID, not an alias. This will allow you to sign in using your Rice Single Sign-On and easily connect your account to Rice’s ISOS policy.

What is Rice’s ISOS membership number?

Rice’s ISOS membership number is 11BYSG000011.

I have other questions about International SOS services. Who should I contact?

Please email travelsafety@rice.edu.

Does Rice’s travel insurance cover my trip?

Travel insurance is provided by the Office of Risk Management. For more information on Rice’s travel insurance benefits, view Rice's Travel Insurance Brochure or reach out to riskmanagement@rice.edu.

Please note that some locations are listed as Elevated Risk in the Insurance column of this list; if you register a trip to one of these locations, the Office of Risk Management will contact you for additional information.

I have other questions about Policy 852. Who can I contact?

For all other questions, please email travelsafety@rice.edu.

Resources

Policy 852: Guidelines, Elevated Risk, & Approvals

Rice Travel Registry

https://travelregistry.rice.edu (requires Rice SSO)

International SOS Portal

Link

Note: When signing into the International SOS portal or app, use the email address associated with your NetID (not an alias). This will allow you to use your Rice SSO to log in.

Resources from around Rice

  • Guidance for Rice’s International Community and International Travelers: link
  • International Business Travel To Do List (Office of Research): link
  • Faculty Resources (Rice Global): link

Travel Advisories & Country Information

  • US DOS Travel Advisories: link
  • US DOS Smart Traveler Enrollment Program (STEP): link
  • Overseas Security Advisory Council (OSAC) Country Security Reports: link
  • British Foreign, Commonwealth, & Development Office Travel Advice: link

Rice University's Travel Insurance

You can view Rice's Travel Insurance Brochure, which includes information on eligibility and benefits, here.

For questions about Rice's travel insurance policy, contact riskmanagement@rice.edu.

Important Tax Information for Non-U.S. Nationals

If you are a non-U.S. national receiving pay from Rice, time spent abroad can affect U.S. tax residency status and tax withholding requirements.

  • Any foreign national students or employees traveling abroad must also exclude their time outside the U.S. from the Residency section of their Sprintax Calculus profiles at https://calculus.sprintax.com.

  • If any further information is needed, the Rice Tax office will reach out to you. Please contact the Tax office at ForeignNationalTax@rice.edu with any questions.

If you are a U.S. citizen or permanent resident, no additional steps are required.