International Travel Procedures

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International Travel Procedures

• Division of Agricultural Sciences and Natural
  Resources
• Oklahoma State University

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Congratulations!

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

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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)

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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

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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.

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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.

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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.

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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.

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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

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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.

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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.

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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.

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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.

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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

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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.

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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.

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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

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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.

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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.

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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.

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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.

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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

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Where In The World Have DASNR Faculty Been Going?

• All DASNR faculty travel since 1999 is posted
  online at InternationalAgPrograms.OkState.Edu

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For more information