COVID-19 Essential Travel Guidance
Due to the current geopolitical climate in Eastern Europe, which includes an active war zone, stringent economic sanctions, and "do not travel" warnings from the U.S. Department of State, travel to Ukraine, Russia and Belarus by Drexel University employees and/or students on university-sponsored or affiliated travel is suspended until further notice. This is effective immediately.
The health and safety of the Drexel University community is top priority. Should you have questions about international travel policies, please contact Director of Global Safety and Operations Daniel Kampsen at dk974@drexel.edu.
Key Components
As of Jan, 3, 2022, Drexel University remains in a limited phase for University-related travel. All Drexel travelers participating in University-related travel are required to be fully vaccinated, including a booster for COVID-19. Vaccinated Domestic travel no longer requires approval via the Essential Travel Request process. However, all domestic travel must seek approval via their supervisor or designated departmental travel approver. Vaccinated International Travel must be approved through the Essential Travel Request process. Any Travel by non-vaccinated travelers with a medical or religious exemption may be considered on a case-by-case basis. Additionally, all travelers must confirm that funding for their travel fits within the unit’s existing budgets.
The University Travel Task Force (UTTF) was commissioned by the Return Oversight Committee in August 2020 to develop guidelines for the resumption of university-related travel and a process for review and approval of travel deemed essential to the operations of the University. These guidelines apply to travel for Drexel University, the Academy of Natural Sciences, Drexel University Online and API.
- Recommendations will be informed by public health protocols, including recommendations from the Department of State and the Centers for Disease Control and Prevention.
- The University Travel Task Force (UTTF) will solicit information and feedback from stakeholders across the University to develop recommendations.
- UTTF recommendations will prioritize the safety of Drexel travelers while ensuring the continuation of essential University business functions.
- UTFF will communicate recommendations and information to the University community.
- UTTF will work within University recommendations & parameters.
What Constitutes "Essential Travel"
The University remains in a limited phase of travel; however, we recognize that there may be situations in which University-related travel is necessary and cannot be postponed, and as such may be deemed as "essential travel."
ESSENTIAL TRAVEL CATEGORIES
Academic: student travel that is for an academic purpose that is necessary and cannot be postponed or handled remotely (i.e., for graduation, academic progress, research experience, etc.).
Research: travel required for a professional purpose that is necessary and cannot be postponed or handled remotely. Examples include travel that:
- Is necessary to preserve the safety/well-being of research subjects and/or participants;
- Preserves the continuity of research that cannot be repeated, replaced or performed remotely; and/or
- Advances critical research in the national or global interest.
University Business: travel that is critical to the core educational and business functions of the University presently or for the continuation of those core functions in the future.
Am I Fully Vaccinated?
The CDC provides guidelines and recommendations for determining when individuals are fully vaccinated with an FDA-approved vaccine. Drexel is utilizing these CDC recommendaions to implement its Phase 3 travel. For more information, please review the CDC guidance.
Note: Drexel requires booster shots prior to departure for all University travelers.
If you have obtained a COVID-19 vaccine in another country, please review the Drexel Vaccine Requirements for more information on Drexel’s acceptance of a non-U.S.-authorized COVID vaccine.
If you are NOT fully vaccinated, you should contact covid19travel@drexel.edu to determine which essential travel approval process is applicable to you.
AS OF 4/27/2022, UNIVERSITY-RELATED TRAVEL REMAINS IN PHASE 3.
The resumption of University-related travel is occurring in four phases, outlined below.
Working Guidelines for Travel
| Travel Category |
Phase 1: Travel Prohibited |
Phase 2: Restricted Travel |
Phase 3: Limited Travel |
Phase 4: Travel Resumed |
| Faculty, Staff and PostDocs |
Not allowed* |
Not allowed*
|
USDOC and/or CDC Level 1-3: Permitted
USDOS and/or CDC Level 4: Permitted with necessary approval (if destination is not considered high security risk)
|
Permitted (if destination is not considered high security risk)
|
| Graduate Students |
Not allowed*
|
Not allowed*
|
USDOC and/or CDC Level 1-2: Permitted
USDOS and/or CDC Level 3-4: Permitted with necessary approval (if destination is not considered high security risk)
|
Permitted (if destination is not considered high security risk)
|
| Undergraduate Students |
Not allowed*
|
Not allowed*
|
USDOC and/or CDC Level 1-2: Permitted
USDOS and/or CDC Level 3-4: Permitted with necessary approval (if destination is not considered high security risk)
|
Permitted (if destination is not classified as high risk) |
| Travel must be registered in University System |
N/A |
Required for any exceptions |
Required |
Required |
| Travel booked through World Travel |
N/A
|
Required for any exceptions |
Required |
Required |
| Waiver or Assumption of Risk Document Signed |
N/A
|
Required for any exceptions |
Required as appropriate |
Standard terms & conditions of participation apply |
| *As of 3/24/2022, this chart has been updated to reflect updates in the CDC advisory level ratings. |
How to Seek Approval for Essential Travel
The COVID-19 pandemic continues to affect locations differently, and travel increases your chance of getting and spreading COVID-19. All University-related travel must be deemed essential and receive approval by the appropriate entities. The process to seek approval for essential travel depends upon one’s vaccination status, destination(s), duration of travel and travel type as outlined below. Personal travel does not fall under these restrictions, but the University encourages all individuals engaging in travel to be fully vaccinated (see “Am I Fully Vaccinated?” section) prior to their departure.
Please Note: Requests must be submitted at least 15 days in advance of your anticipated departure date. Requests submitted between 6-14 days from departure date may be reviewed, time permitting. Requests submitted five days or less in advance of departure date will be rejected, absent the presence of legitimate exigent circumstances. If a request is received after the travel has occurred (e.g. a retroactive request), approval is not guaranteed. Retroactive requests will be evaluated using the standard ETRC and TRRC processes. Please be aware that this could affect your ability to seek reimbursement for travel related expenses.
Special Considerations
All travel to Cuba, Sierra Leone, Afghanistan, Iraq, or Democratic Republic of the Congo must be disclosed at least 45 days in advance. Failure to disclose will result in denial of the travel request. Additionally, all travel by those aged 81 or older must receive special permission.
Please visit the OGC website for more information.
| Travel Type by Vaccination Status |
Review Process |
Supports Provided
|
Assumption of Risk Document
|
Registration Required in GRAND |
| Fully Vaccinated Local-Domestic – No Overnight |
Supervisor approval |
Guidance |
No |
No |
Fully Vaccinated Local-Domestic – Overnight
|
Supervisor approval |
Guidance |
No |
Yes |
| Fully Vaccinated International Travel |
ETRC review |
Guidance doc and customized pre-departure orientations
|
Yes |
Yes |
| *All Non-Vaccinated Travelers |
ETRC review
|
Guidance doc and customized pre-departure orientations
|
Yes
|
Yes |
*Non-Vaccinated Travelers may be required to secure additional approvals. Please contact covid19travel@drexel.edu well in advance of your proposed departure date.
Approval Process for Fully Vaccinated Individuals
In order to be considered a fully vaccinated traveler, the vaccine obtained must be an FDA-approved vaccine and one must be two weeks or more after a second dose in a two-dose series, the Pfizer or Moderna vaccines, or two weeks or more after a single-dose vaccine, Johnson & Johnson’s Janssen vaccine. Effective Jan 3., 2022, booster shots are required for all University travelers.
If you have obtained a COVID-19 vaccine in another country, please review the Drexel Vaccine Requirements for more information on Drexel’s acceptance of a non-U.S.-authorized COVID vaccine.
If you will not meet the Drexel standard prior to your departure, you are NOT considered to be fully vaccinated and should contact covid19travel@drexel.edu to determine which essential travel approval process is applicable to you.
Overview of Vaccinated Traveler Process
| Local Travel/No Overnight Stay |
Domestic Travel Overnight Stay |
International Travel |
Supervisor approval
No GRAND registration |
Supervisor approval
GRAND registration required
|
ETRC Approval
GRAND registration required
Risk Acknowledgement |
FOR FACULTY, PROFESSIONAL STAFF AND GRADUATE STUDENTS WITH ESSENTIAL TRAVEL
For essential local or domestic travel that does not require an overnight stay:
- Seek approval for essential travel from your dean or school designee (for academic units) or senior vice president/provost or designee supervisor (for administrative units).
- Review the Local/Regional Travel Guidance – Vaccinated [PDF] and ensure you are adhering to the University's travel guidelines and policies.
- Seek approval for Essential Travel from your dean or school designee (for academic units) or senior vice president/provost or designee (for administrative units).
- Register your travel in the GRAND system.
- Review the Domestic Overnight Travel Guidance – Vaccinated [PDF] and ensure you are adhering to the University's travel guidelines and policies.
International travel continues to pose additional risks, even for vaccinated travelers, and therefore is subject to a more involved review process. Please review the steps to complete the essential international travel process below.
- Complete the Exception for Travel Request form [PDF]
- Seek Essential Travel approval from your dean or school designee (for academic units) or from the senior vice president/vice provost or designee (for administrative units).
- Submit completed request with dean/SVP sign-off to covid19travel@drexel.edu.
- Review the appropriate guidance for your proposed travel: International Travel Guidance – Vaccinated [PDF]
- If travel is approved, complete all pre-departure requirements, which generally includes:
Typically, completed requests will be processed within 7-10 days of receipt. Some additional information may be requested from the traveler as part of the review process.
FOR STUDENTS
Domestic travel will be approved by the Supervisor or the Supervising Unit, for example academic departments, colleges and schools, athletics, etc. and at the request of the Supervisor may require the completion of the ETRC approval process. All international travel must complete the ETRC approval process.
Additionally, any students that have a medical or religious exemption for travel should contact covid19travel@drexel.edu.
Student Group Travel is any travel organized by student organizations, fraternities and sororities and club sports. Domestic Student Group Travel does not require approval via the ETRC process; however, students must seek approval from campusengagement@drexel.edu (student organizations) or James Rogers/Bridget Wiseley (club sports). Any students that have a medical or religious exemption for travel should contact covid19travel@drexel.edu.
- For student organizations, review carefully the Domestic Student Group Guidance [PDF] and then seek approval for Essential Travel from campusengagement@drexel.edu. For club sports, seek approval from James Rogers (jbr83@drexel.edu).
- Sign and submit the COVID-19 Release for Student Group Travel to your point of contact in Student Life or Athletics.
- Review the Domestic Overnight Travel Guidance – Vaccinated [PDF] and ensure you are adhering to the University's travel guidelines and policies.
If travel is approved, complete all pre-departure requirements, which generally includes:
All international travel must complete the ETRC approval process. The Education Abroad team will take responsibility for completing requests for term-long programs. For Intensive Courses Abroad or Non-Credit Experiences Abroad, the sponsoring faculty/staff or organization should complete the ETRC approval process, including the ETRC Supplement for Group International Travel [PDF], if applicable.
Domestic travel will be reviewed by supervisors at the time of placement and does not need to go through the Essential Travel review process. International placements, with the exception of international students completing a placement in their home country, are required to complete the process outlined under International Travel and must have support of the Supervising Unit.
Please check Drexel University's Response to Coronavirus webpage for University guidelines and updates regarding COVID-19.
Visit this page for additional information regarding the Office of Global Engagement.
Important Links & Documents