Hendrix College strongly encourages its students, faculty, and staff who are contemplating travel abroad for educational or other purposes to plan well in advance and to take precautions to ensure a safe trip. All travelers should familiarize themselves with political, health, crime, and other safety-related conditions prevailing in any country and specific locations within the country(ies) to be visited. A review of these conditions should be performed by viewing web-based information provided by the U.S. Department of State as well as information provided by various other cognizant agencies and governments. The following provisions apply to all Hendrix students who intend to study abroad or participate in any travel abroad sponsored or funded by Hendrix, or in connection with a trip abroad by a recognized College organization or institution affiliated with the College:
All Hendrix students have primary responsibility for their own safety when traveling internationally, whether or not their travel abroad is funded or sponsored by Hendrix or is accorded credit by Hendrix. Before departure, all students traveling abroad to participate in an internship, perform service, undertake research, study abroad, complete an Odyssey project, or participate in a recognized student organization or athletic trip abroad, as individuals or in groups, must provide the College with a
“Release of Liability, Waiver of Rights, Assumption of Risks and Indemnity Agreement” (part of the Hendrix College Travel Registry), acknowledging their understanding of the risks of such travel, affirming that they have reviewed and understand the relevant safety-related materials, and stating that they are assuming the risks related to their international travel. Students under the age of 18 must obtain a parental/guardian signature on the form.
Please review the following information to determine what forms you are required to complete before traveling.
1. International Travel Advisories
The U.S. Department of State classifies countries around the world on a four-point travel advisory scale:
- Level 1: Exercise Normal Precautions
- Level 2: Exercise Increased Caution
- Level 3: Reconsider Travel
- Level 4: Do Not Travel
In general, Hendrix College incorporates this State Department information into its official travel policy in this way:
- Level 1: Travel is allowed if registered; liability waiver required
- Level 2: Travel is allowed if registered; supplemental liability waiver required
- Level 3: Travel is allowed if registered AND petition is approved by the Hendrix Travel Advisory Committee; supplemental liability waiver required
- Level 4: Travel is not allowed under any circumstances
Liability waivers and the petitions are housed in the Hendrix-College Travel Registry. If your destination has a Level 3 Travel Advisory (Reconsider Travel) by the U.S. State Department, you must
petition the Hendrix Travel Advisory Committee for approval before confirming
any travel plans. Review the guidance below and then log into the travel
registry and create a new trip to begin your petition. When you save it, it
will be routed to the Office of International Programs for consideration. Please allow 2-3 weeks for review.
2. Hendrix College Travel Registry
Students and faculty/staff participating in College-sponsored travel are required to register their trip through the Hendrix College
Travel Registry. Travel should be registered at www.travel.hendrix.edu at least 30 days before
the departure date by one of the following methods:
1) Students traveling without a
faculty/staff trip leader will register their own travel as individuals and
refer to the Student User Guide for Registering Individual Travel.
2) Group trips led by a faculty/staff trip
leader will create a group travel registration on behalf of their group.
Participants will then receive an email from alerts@alerttraveler.com with a link to sign in and complete
their travel registration. Trip leaders should refer to the Faculty-Staff User Guide for Registering Group Travel.
The travel
registry is not an application system. Travelers must have prior approval
from a sponsoring office/department at Hendrix before logging in to create a
new trip.
Personal
travel should not be registered unless it is in conjunction (directly before or
after) a College-sponsored trip.
The appropriate
forms/content will auto populate based on your traveler type (student or
faculty/staff), trip reason, and destination(s). All travelers will
complete/view:
- Trip itinerary details
- Emergency medical information and
authorization
- Release of liability, waiver of rights,
assumption of risks and indemnity agreement
- Student participant or program leader
agreement
- Instructions for downloading and
activating the AlertTraveler mobile app
- Country intelligence and travel risk
ratings
- If applicable: Parental release of
liability for a minor traveler
Additionally,
international travelers will complete/view:
- Passport information
- Notification of death
- Acknowledgement of international travel
policy and risks
- STEP (U.S. State Department) travel
registration instructions
- EIIA International Travel Program
(overseas health insurance) information
- Travel health planning resources
- Travel security awareness video
- If applicable: Petition to travel to a
U.S. State Department Travel Advisory Level 3 destination (requires approval from
the Office of International Programs) and/or supplemental waiver for a U.S.
Department of State Travel Advisory Level 2 or 3 destination
Please reach out to studyabroad@hendrix.edu with any questions.