International Travel Registration Program

To better prepare for emergencies and provide assistance to the members of the UTHSC community traveling abroad, UTHSC has developed a new process that requires all UTHSC travelers on official UTHSC business to complete a registration process prior to departure. This registration will enable UTHSC to communicate with faculty, staff, students, postdocs, residents and fellows in the event of an emergency. Registration will also allow travelers to receive emergency assistance from International SOS, a medical and travel security service company.

Who is Required to Register?

  • Faculty/Staff: All faculty and staff traveling abroad using UTHSC funds or on UTHSC business without University funds (example: a faculty member is invited to give a key-note address at a conference and his/her costs are fully paid by the conference).
  • Students/Postdocs/Residents/Fellows: All students, postdocs, medical residents and clinical fellows traveling abroad to participate in official UTHSC-sponsored programs (including research, for-credit electives, travel to conferences and non-credit educational activities sponsored by UTHSC).

All travelers to U.S. territories are also required to register.  These territories include Puerto Rico, Guam, U.S. Virgin Islands, American Samoa, and Northern Mariana Islands.  Travel to neighboring countries such as Canada is also considered “international travel” and requires compliance with this registration program.

Individuals traveling for solely personal reasons (vacation, medical mission trips, etc.) are not eligible for coverage through this program.

UTHSC  officially discourages international travel, by faculty/staff/students when on official university business, to destinations that are subject to a U.S. Department of State Travel Warning and/or Centers for Disease Control and Prevention (CDC) Level 3 Warning.

How To Register

  • Complete the online Travel Information Registration to provide information about your travel plans and contact information in the destination country(ies) for UTHSC administration use if emergencies arise either in the U.S. or in the country(ies) visited. This step will confirm that you can access referral services from International SOS.
  • As the last step in this process, purchase ISIC/ITIC travel insurance card:
    • Students/Postdocs/Residents/Fellows must purchase the International Student Identity Card (ISIC);
    • Faculty/Staff must purchase the International Teacher Identity Card (ITIC).  

This card provides basic travel insurance and is valid for one year from date of issue. Myisic.com describes the travel, medical evacuation and repatriation insurance (Basic plan) covered through the card.

Purchase your card online or call 1-800-781-4040.

Helpful Links and Information

Policy

View the UTHSC policy on International Travel Requirements online.

Tips for Your Trip Abroad

Register with the U.S. State Department
We strongly advise you also to register with the United States Department of State. This can be done online: https://step.state.gov/step/. In the event that issues affecting the safety of U.S. citizens unexpectedly arise, the U.S. DOS needs up-to-date contact information for visitors in order to disseminate safety information, evacuation orders or other updated travel warnings.

Check for Travel Warnings
Travelers must be proactive and vigilant to ensure their own health and safety, recognizing that their travel destination may be subject to political upheavals, weather-related disruptions and/or health-related emergencies. Note that UTHSC officially discourages international travel, by faculty/staff/students when on official university business, to destinations that are subject to a U.S. Department of State Travel Warning and/or Centers for Disease Control and Prevention (CDC) Level 3 Warning.

Prior to departure, travelers are advised to monitor the world situation through available channels, such as the U.S. State Department's Bureau of Consular Affairs website.

Other useful links include:

Travel Documents

Passports

  • All international travelers are required to have an official passport in order to travel outside the United States. All airlines are required to confirm that travelers have a valid passport prior to departure; this passport will be checked each time you enter a foreign country (only once while traveling in Eurozone countries), AND to return to the United States.
  • To obtain or renew a U.S. passport visit the Department of State website.
  • To obtain or renew a non-U.S. passport, contact your country's embassy in the U.S.
  • Once you have your passport, make copies or scan the page with your picture and passport number on it. Leave one at home with someone you trust and carry the other copy with you separate from your passport. It is also a good idea to send a scanned copy to yourself by email. If you lose your passport, having a copy will make it easier to get a replacement from the nearest U.S. Embassy or Consulate.
  • Travelers who are not U.S. citizens or green card holders may be subject to additional restrictions on travel depending on their visa status – the Office of International Affairs posts additional advisories online for visa holders. See https://www.uthsc.edu/international/travel.php. International Affairs can also be contacted directly by email (oia@uthsc.edu) or by phone (901-448-8484).

Visas

  • Some countries also require that travelers obtain a visa (e.g. official permission to visit for a specific purpose and time) prior to entry. Obtaining a visa may require a fee and/or an in-person interview, particularly for long-term stays. In other cases, you may be able to apply online. To learn about the requirements for your host country and any countries you might visit while abroad, go to the U.S. Department of State website.
  • The exact process for applying for a visa will vary depending upon the type of visa and the country. In general, to apply for a visa you will send your actual passport (not a copy), the completed visa application, and any other required documentation via certified mail, UPS, or FedEx (the consulate will usually indicate a preference) along with a return, self-addressed, pre-paid envelope to the consular office of the country you plan to visit. The consulate will add the visa to your passport and return it to you. You generally apply to the consulate that serves the state of your permanent residence. For a Schengen visa to Europe, you should apply at the consulate of the country you will first visit.
  • Visa Processing Time: Obtaining a visa could take as long as one to three months so begin early. You will not be able to apply for the visa until you are fully accepted by your host institution or program (e.g. the application may require proof that you have been invited to that country for a specific purpose). The embassy/consulate website or documentation that accompanies your visa application will usually indicate how long it will take to process the visa.

Immunizations
Travelers should review their immunization status for various diseases prior to travel. University Health Services in Memphis offers a travel clinic that can provide travel vaccinations as well as information on health insurance overseas. Similar services are available to students in Knoxville (through the UTK student health services) and in Nashville (through the Vanderbilt travel clinic). Note, however, that there may be fees for certain immunizations. Note also that some immunizations require time for maximum effectiveness.

How to Access International SOS Travel Services

  • International SOS's website is internationalsos.com. You will need to enter UTHSC's membership number in the upper right-hand corner of the International SOS website to access information. The UTHSC membership number is 11BCAS080063. Identify your campus as UTHSC when contacting International SOS.
  • Download the International SOS App if your phone will be activated while traveling; this app provides an immediate link to nearest site where local information can be accessed.

International SOS (https://www.internationalsos.com/en) should be contacted directly if you require a referral for medical, dental or legal services. You are expected to pay for any such services at the point of care and to maintain your receipts for possible reimbursement from your insurance carrier when you return home.

If there is a serious emergency that would involve evacuation for medical reasons, civil unrest or climatic event:

  1. contact International SOS immediately
  2. then contact one of the individuals at UTHSC on the list below to make us aware of the situation. Depending on the nature and acuity of the emergency, the UTHSC official will then authorize International SOS to proceed with the appropriate evacuation/medical services or contact the secondary insurer, ISIC/ITIC, to provide such services.

Connie Childs, Director, International Affairs
901-448-2693 (work)
901-857-3671 (cell)
901-756-6633 (home)

Peggy Mahoney, Immigration Specialist, International Affairs
901-448-8484 (work)
901-486-3963 (cell)
901-386-1327 (home)

Tony Ferrara, Vice Chancellor, Office of Finance and Operations
901-448-5523 (work)
901-412-8229 (cell)
901-850-9007 (home)

UTHSC campus 

Contact Us

Office of International Affairs
One Stop Student Services
910 Madison Avenue, Suite 105
Memphis, TN 38163

Phone: (901) 448-8484
Fax: (901) 448-1370
Email: oia@uthsc.edu

Hours of operation:
8 a.m. to 5 p.m., M-F