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 Overview

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.

Travel Registry & Policy 852 FAQs:

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.

Which destinations are restricted for student travel?

A list of restricted destinations can be found here.

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 travelregistry@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 global@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, please reach out to riskmanagement@rice.edu or visit https://riskmanagement.rice.edu/insurance-policy-information.

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

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

Links to Rice Resources:

Links to Other Helpful Resources:

US Department of State Travel Advisories

https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html

US Department of State Country Information

https://travel.state.gov/content/travel/en/international-travel/International-Travel-Country-Information-Pages.html

US Department of State Smart Traveler Enrollment Program (STEP)

https://mytravel.state.gov/s/step

Overseas Security Advisory Council (OSAC) Country Security Reports

Link

British Foreign, Commonwealth, & Development Office Travel Advice

https://www.gov.uk/foreign-travel-advice