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International Travel Procedures

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International Ag Programs is not responsible for this, although we can provide ... At this time a reliable master list of OSU's international alumni does not exist. ... – PowerPoint PPT presentation

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Title: International Travel Procedures


1
International Travel Procedures
  • Division of Agricultural Sciences and Natural
    Resources
  • Oklahoma State University

2
Congratulations!
  • International travel is an exciting career
    opportunity.
  • This power point presentation will walk you
    through the basics of international travel for
    DASNR employees.

3
Submitting a Request for International Travel
  • Approval by the OSU Board of Regents is required
    for international travel.
  • Applications should be initiated 8 weeks before
    travel begins.
  • The faculty member and department head should
    both sign the travel request before it is
    submitted to 139 Ag Hall (International Ag
    Programs)

4
The Route toInternational Travel Approval
  • Faculty Member Submits the Request to the
    Department Head
  • The Department Heads office turns it over to
    International Ag Programs
  • International Ag Programs then turns it over to
    Ag Financial Services for budget checks and
    remaining DASNR signatures.
  • Ag Financial Services submits the travel to the
    OSU Board of Regents for approval at their
    monthly meeting.
  • Then it is returned to the faculty member,
    stamped Approved by the OSU Board of Regents

5
Funding International Travel
  • The Office of International Agricultural Programs
    does not have funding for international travel
    for DASNR faculty or staff.
  • Funding for faculty international travel when
    leading a study abroad course is available
    through tuition grants to the faculty members
    account for the course.
  • Most international travel is funded through
    grants, contracts, or occasionally teaching,
    research and extension funds.

6
What happens when my international travel request
is at International Ag Programs?
  • A check is made for a U.S. Department of State
    Travel Warning, and if one exists an OSU Risk
    Assumption Agreement is prepared for the
    traveler.
  • The travel is registered in the U.S. Department
    of States Online Travel Registration System so
    the consular knows about your travel and its
    purpose.
  • A check is made if the traveler reports directly
    to the Vice-President for Agriculture, if so, the
    V.P. is informed.

7
What happens when my international travel request
is at International Ag Programs?
  • An e-mail is sent requesting the State of
    Oklahomas international travel liability
    insurance for the applicant.
  • The travel is logged into the DASNR international
    travel database
  • The travel is logged into the DASNR international
    travel calendar (access is limited)
  • The faculty member is sent an e-mail informing
    them of any memorandums of understanding that OSU
    has in the destination country.

8
What happens when my international travel request
is at International Ag Programs?
  • The faculty member is sent an e-mail letting them
    know which other DASNR faculty have been in the
    same destination country in the past 2 years.
  • Export control regulations are checked for
    compliance.

9
Liability Insurance
  • The Office of International Agricultural Programs
    will automatically apply for the coverage
    provided by the State of Oklahoma when your
    request is processed.
  • There is no cost for the faculty member
    travelling
  • You will receive an e-mail link to your policy
    shortly thereafter

10
What About Vaccinations
  • Please contact your doctor for advice on
    vaccinations .
  • Several web sites provide information on
    recommended vaccines for travel areas
  • Some countries require vaccinations in order to
    obtain visas
  • Oklahoma State University recommends that
    individuals travelling consult with their doctor
    because your personal medical history may be an
    important factor in the decision of whether or
    not to get a vaccination.

11
Travel to Areas With a State Department Travel
Warning
  • OSU Faculty travelling to an area with a State
    Department Travel Warning must sign an OSU
    International Travel Risk Assumption Agreement
    before the travel request leaves DASNR for
    approval by the Regents. A printout of the
    travel warning and the signed agreement must be
    attached to the international travel request.
  • Students travelling to areas with a State
    Department Travel Warning are not eligible for
    OSU Study Abroad Scholarships.

12
Export Control Regulations
  • In general, the export control regulations cover
    four main types of University activities
  • Transfers of controlled information, including
    technical data, to persons and entities outside
    the Unites States
  • Shipment of controlled physical items, such as
    scientific equipment, that require export
    licenses from the United States to a foreign
    country
  • Verbal, written, electronic, or visual
    disclosures of controlled scientific and
    technical information related to export
    controlled items to foreign nationals (deemed
    exports), even when it occurs within the United
    States and
  • Travel to certain sanctioned or embargoed
    countries for purposes of teaching or performing
    research.

13
Export Control Regulations
  • Prior to discussing technology or making a
    presentation while traveling abroad, you should
    verify that the technology, information, and/or
    commodities qualify for an exclusion.  Among the
    exclusions are
  • Fundamental Research and Information Resulting
    from Fundamental Research
  • Published Information
  • Software Publicly Available
  • Educational Information
  • Patent Applications
  • Travel to most international destination(s) does
    not usually constitute an export control problem.

14
Export Control Regulations
  • Oklahoma State University is committed to
    complying with all export control laws and
    regulations. OSU and the United States are
    committed to encourage technology exchange
    throughout the world that is consistent with
    national security and nuclear nonproliferation
    objectives.
  • Please visit the following link for more info -
  • http//www.osu-ours.okstate.edu/export.htm

15
Registration with the Department of States
Online Travel Registration System
  • Your travel is automatically registered by
    International Ag Programs with the Department of
    State.
  • We receive consular advisories and will notify
    you of any that apply to your destination
    country.
  • You may also register online individually if you
    wish to.

16
Has Anyone From DASNR Travelled To The Same
Country Recently?
  • International Ag Programs will send you a list of
    all DASNR employees who have visited the same
    country within the past two years.
  • Network with these individuals for a better
    travel experience, hotel recommendations, and
    other insights from in-country experience.

17
Memorandums of Understanding
  • The basic agreement that OSU signs with
    international institutions is called an MOU or
    Memorandum of Understanding
  • International Ag Programs will send you a list of
    any institutions in the destination country that
    have a signed MOU with OSU

18
When Can I Buy My Plane Ticket?
  • AFTER the approved form is returned from the
    Board of Regents. Any expenses incurred before
    that time could turn into personal expenses if
    the travel is not approved.
  • If you are buying a State-Rate ticket from
    International Tours then you must have the
    approved form back before providing them with the
    T-number.

19
Visas
  • Visa requirements vary from country to country,
    and not all DASNR faculty are U.S. citizens
    traveling on a U.S. passport.
  • It is the responsibility of the traveler to
    obtain the appropriate entry visas to the
    destination countries. International Ag Programs
    is not responsible for this, although we can
    provide advice on how to do it.

20
Vaccinations and Immunizations
  • Vaccinations and immunizations vary from country
    to country.
  • It is the travelers responsibility to obtain
    appropriate immunizations and vaccinations prior
    to departure.
  • Call University Health Services for information
    on currently required vaccinations and
    immunizations.

21
How do I contact OSU alumni in my destination
country?
  • At this time a reliable master list of OSUs
    international alumni does not exist.
  • We suggest that you ask your department head,
    international ag programs, international student
    services and/or the OSU alumni association if
    they know of any OSU alumni in your destination
    country.
  • Asking students who are currently on campus (from
    the destination country) may be another way to
    locate alumni there, as they may have been
    referred to OSU by them.

22
How Can I Help OSU While Overseas?
  • Recruiting Students
  • Contacting alumni
  • Visiting institutions where OSU has an MOU
  • Laying the groundwork for a study abroad program
  • Creating an opportunity for an international
    internship for a student

23
Where In The World Have DASNR Faculty Been Going?
  • All DASNR faculty travel since 1999 is posted
    online at InternationalAgPrograms.OkState.Edu

24
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