Travel Abroad Advisory
The following advisory is for George Mason University faculty, staff, and students working or traveling abroad on official University business or course work.
Travel Abroad
Under no circumstance should faculty, staff, or students travel abroad on official University business if the U.S. Department of State has issued a Travel Warning recommending that Americans avoid travel to that area. Consular Information Sheets, Public Announcements, and Travel Warnings are vital parts of planning travel abroad and can be obtained by visiting the U.S. Department of State website http://travel.state.gov/index.html.
Dean/Faculty Leader Responsibility:
- Utilize the Consular Information Sheets, Public Announcements, and Travel Warnings in your planning.
- Provide pre-departure/arrival brief to all faculty, staff, and students. For additional assistance, contact the Office of Risk Management at 3-2599.
- Register the Mason group with the U.S. embassy. Ensure that the list at the Embassy is kept current.
- Maintain communication with your Department within Mason. Also, understand your responsibility in notifying Mason via the Mason Police in the event of emergency per the Overseas Emergency Notification guidelines established below.
Note: Additional items listed below are for Mason Campuses Abroad:
- Become familiar with and stay current with the Overseas Security Advisory Council's, "Emergency Planning Guidelines for American Businesses Abroad." Located at https://www.osac.gov/ResourceLibrary/index.cfm
- Develop and implement a site-specific contingency/evacuation plan. The plan should be realistic, feasible, and consistent with existing resources and capabilities. Once a plan is established, it should be rehearsed, critiqued, and up-dated periodically. Visit the Overseas Security Advisory Council's website https://www.osac.gov/ResourceLibrary/index.cfm for a model plan, which is general in nature and is intended to serve as a model in various locations. It is not intended to be all-inclusive.
- Investigate and assess potential threats, and coordinate the physical and personal security during a crisis.
- Coordinate your evacuation plan and operations with the Emergency Action Committee at the local Embassy, and the appropriate Mason offices at the Fairfax Campus.
Overseas Emergency Notification:
All Mason faculty and staff traveling abroad on University business are required to notify the Mason Police Department (703-993-2810) in the event of an emergency. Mason Police dispatch will take the name of the group, individual calling, their location, call back number, and brief description of incident. If appropriate, will make contact with the Provost Office and/or Director of Global Education or the appropriate department for assistance or notification. Completing the "Overseas Emergency Notification Procedures Form" and providing copies to your department head and Mason Police will facilitate in assisting those sites/individuals abroad.
The following are situations that must be reported:
- Crimes and arrests involving students or GMU personnel
- Sexual Assaults
- Serious injury, psychiatric situations, death, and/or hospitalization
- Breakout of infectious disease in area
- Political turmoil
- Natural disasters effecting the trip
- Missing student.
Insurance Abroad
- Liability: The Commonwealth's Risk Management Plan has worldwide application and covers faculty and staff for acts of job-related negligence (including professional malpractice). Student employees and students enrolled in internships that require their presence overseas are also covered. In the event there is a probability of a liability claim, the Office of Risk Management (6D6) (703-993-2599) should be notified as soon as feasible.
- Property: All Mason property is insured at replacement value for accidental loss or damage, less a $1,000 deductible that is paid by the department. A claim must include documentation that: (1) Proves its original possession by GMU, (2) Proves accidental loss or damage, and (3) Shows the purchase of the replacement item or the restoration of the item to its previous state. If the item is up-graded, the difference in cost is born by the department. Third party property that is on loan to Mason is also covered by our insurance.
- Health and Medical Insurance: The medical insurance carried by most of the fulltime faculty and staff is usually applicable overseas; however, the traveler should confirm this with their individual carrier. Students participating in the Chickering Insurance Plan are covered for overseas travel at no additional cost. In order to ensure prompt Western-quality treatment, travelers are advised that Worldwide Assistance Services, Inc. (1-800-777-8710) and MEDEX (1-800-732-5309) provide worldwide medical evacuation service to an appropriate facility. In addition, these programs offer an international ID card and many other emergency services. All persons traveling to underdeveloped countries should also obtain the appropriate immunization shots.
- Workers' Compensation: Workers' Compensation (703-993-2600) is insurance that covers University employees who suffer a work-related illness or injury. It provides for the full payment of medical expenses, emergency evacuation, rehabilitation treatment, and any loss of salary. At overseas locations, it is customary for the employee to pay the bill and be reimbursed by the Commonwealth upon return to the U.S.
- Vehicle Insurance: Although Mason vehicle collision, comprehensive, and liability insurance is applicable overseas, it is recommended that travelers purchase this insurance at the overseas destination. The purchase of rental automobile insurance overseas is a State-approved, reimbursable expense.
- Personal Property of Mason Personnel: The University's insurance does not cover faculty, staff, or student property unless its use is a Mason condition of employment. If this is the case, documentation to support the requirement must be on file in the Office of Risk Management.