Updated directive on non-essential travel restrictions to CDC Level 2 and Level 3 Travel Health Notice countries

For UC Santa Cruz Community, effective February 3, 2020, updated on March 6 and March 26.

PURPOSE

The purpose of this procedure is to provide information regarding restrictions of travel to CDC Level 3 countries and CDC Level 2 countries. It provides guidance on the University of California’s Presidential Directive (1/30/2020) and a follow-up directives. President Napolitano issued a letter on March 5 further restricting international travel in accordance with recent CDC guidance. This directive expands the existing travel restriction for CDC Level 3 countries to include CDC Level 2 countries. University travel between these countries and UC Santa Cruz is prohibited without prior approval from campus Risk Services.

This remains a rapidly changing situation and any UC traveler to these regions should carefully evaluate the situation using guidance from the U.S. State Department and the Center for Disease Control and Prevention as well as information provided by WorldAware, UC’s contracted global risk intelligence partner.

BACKGROUND

Following the United Nations’ World Health Organization’s declaration of the coronavirus outbreak in China as a “global health emergency” several federal and state agencies have issued travel advisories. 

In light of these actions, the University of California has restricted University-related travel to CDC Level 3 countries and CDC Level 2 countries. These restrictions do not apply to travel that is solely personal; personal travelers should be aware of travel risks and of federal government warnings on any type of travel to/from CDC Level 3 countries and CDC Level 2 countries.

Members of the UCSC community may send questions regarding this procedure to oes@ucsc.edu, a dedicated email account that is monitored by the Office of Emergency Services.

APPROVAL PROCESS PRIOR TO TRAVEL

All UC-business travel to CDC Level 3 countries and CDC Level 2 countries is restricted until further notice. This travel restriction is also applicable to “tack-on” travel. UCSC affiliates traveling for university business to other international locations shall not add add-on visits to CDC Level 3 countries and CDC Level 2 countries.

To request approval for essential travel to CDC Level 3 countries and CDC Level 2 countries (essential defined below), university business travelers must follow the applicable approval process as outlined below. Following this process and obtaining prior approval for essential travel will be required for reimbursement of travel expenses.

Faculty, Researchers, Postdoctoral Scholars: Essential travel is defined as travel that is required to:

  • preserve the safety of a research subject and which is not possible to be postponed; or
  • preserve the results of a research activity and which is not possible to be postponed.

For faculty, researchers, and postdoctoral scholars, essential travel does not include travel to attend professional or educational conferences. Conferences are just one example of non-essential travel – other activities will also be considered non-essential travel.

To request approval to engage in essential travel, employees in this group should contact their Dean in writing. If the Dean agrees that the proposed travel should be considered essential, the Dean will consult with the Associate Vice Chancellor of Risk and Safety Services. If the Dean and AVC of Risk and Safety Services agree that the travel is essential, the Dean will confer with the CP/EVC for final approval or disapproval.

Staff: Staff travel is considered non-essential.

To request an exception to the determination that UCSC-related travel to CDC Level 3 countries and CDC Level 2 countries is non-essential, the staff member should communicate in writing with their unit’s Principal Officer. The Principal Officer will then consult with the Associate Vice Chancellor of Risk and Safety Services. If the travel is deemed essential, the Principal Officer will confer with the CP/EVC for final approval or disapproval. The CP/EVC may consult with the AVC of Risk and Safety Services.

Students: Student essential travel is defined as that which is necessary to meet a graduation requirement and which is not possible to be postponed.

To request approval to engage in essential travel, students should contact in writing the Dean of their respective division. The Dean of the relevant division will confer with the Associate Vice Chancellor of Risk and Safety Services. If the travel is deemed essential, the Dean will confer with the CP/EVC for final approval or disapproval. The CP/EVC may consult with the AVC of Risk and Safety Services.

Deans (of the disciplinary divisions, Undergraduate Education and Graduate Studies) are responsible for ensuring that students are aware of this requirement, and Department Chairs and Institute/Organized Research Unit directors are responsible for ensuring that their faculty and researchers and their labs are aware of and adhere to this requirement.

If travel is approved and deemed essential, it is of utmost importance that all faculty, staff, and students traveling abroad for University-related purposes register their travel before their expected departure and update this information as changes occur, before and during travel. Registration is an important step in reducing the risks of travelling abroad and helps keep the University community safe, especially in environments with heightened health risks such as the coronavirus.

Resource

Information and resources on COVID-19 (coronavirus) can be found at https://www.ucsc.edu/coronavirus.