Travel to the United States
Due to issues that academics may face when traveling to the United States, the University has prepared advice for anyone travelling there for university-related reasons.
Domestic and international air travel approval and booking processes
The Senior Leadership Team (SLT) revised the way that staff book travel to be mindful of the need to reduce the impact of air travel on climate change.
Booking domestic air travel
All work-related domestic travel can now be approved using the approval processes detailed in the Travel Planning Procedure, Policies and regulations | University of Otago.
- All travel decisions and approvals should consider the significant impact air travel has on climate change as well as the financial implications.
- Travel disruption contingency planning. A plan for work must be agreed between the staff member and approver to cover any possible disruption to travel plans
Refer to the Travel Planning Procedure, policies and regulations | University of Otago.
Booking international travel (including Australia)
Work-related international travel for staff and graduate research students can be approved using existing Divisional approval processes noting that:
- Staff are asked to consider the negative impact of increased emissions on climate change as integral to their decision to travel
- A plan for work must be agreed between the traveller and approver to cover any possible disruption to travel plans
- University travel insurance is required. (See Travel Insurance information link below.)
Travel must be booked via the MTA using the same process as for domestic offline bookings. International travel requires approval by the relevant SLT member.
Traveling safely guidance
As a staff member of the University, you may receive extra attention from foreign governments or organisations due to the University's size, research activities, and strategic importance. This means it’s important to be mindful of how information is managed and shared while travelling.
There are three steps you need to take before and during your travel.
1. Register with the New Zealand Safe Travel service
2. Follow general travel guidance
Minimise the risk and only take information and devices essential to your travel. Follow these points to make your devices and data safer:
- Have copies of the relevant documentation to support your reason of travel
- If you have travelled through a country that you are not citizen or long-term resident of prior to travel, have documentation available that supports the reason for travel
- Be aware that your social media may be the subject of scrutiny
- Only a modern OUDW Otago device has been secured for travel. If you have a non-OUDW device contact AskOtago for support
- Always maintain physical control of your devices and do not leave them unattended while charging or in hotels
- Ensure all your work and personal accounts have MFA configured
- Make sure you’ve updated your devices and applications with the latest available updates
- Install and test the University provided EduVPN
- Minimise stored data by removing unnecessary documents or apps on your devices
- Ensure you only use your own chargers for USB powered devices
- On personal devices enable device-encryption and ensure your mobile device has a screen lock (password or Pin) set. How to: Encrypt Your Windows, Mac, or Linux Computer
- Discuss any additional security concerns with your manager/HOD and contact HR if you have any concerns that you want addressed
3. Check your travel destinations for the Safe Travel risk rating and follow the guidance for the respective risk rating
Safe Travel risk ratings
Exercise normal safety and security precaution
No further steps beyond following the general travel guidance.
Exercise increased caution
For these countries please be aware of how your political opinions, research, social media posts, attendance at rallies or protests, and online chat forums may look to border staff if against the country’s current political administration.
The University advises staff and students wherever they are travelling to prepare themselves for their journey by understanding the requirements for travel and entry, and to keep up to date with any travel advisories issued by the Ministry of Foreign Affairs and Trade.
Specific safety measures for countries at “Exercise increased caution” risk rating:
- Sign out of any applications and social media before entering immigration at the border
- Only login into the online versions of required applications once there only, or not all
- Save your passwords using a password manager and make sure they have been removed from your browser
- Do not take research data or other Otago IP and PII (Personally Identifiable Information) on devices
- Do not take or use any removal storage devices
- Reset your password on return
Country Specific
- China: A specifically built clean device is required. This needs to be done at least two weeks prior to travel and must be completed by contacting AskOtago
- China: Do not use a commercial VPN in China to bypass their local internet filters
- China: Travellers should be aware that public communications, including social media, may be monitored when in China or Hong Kong. Additionally Chinese law requires digital encryption de-coding keys are provided to the Government, giving them the ability intercept and monitor encrypted traffic
Avoid non-essential travel
Travel is not permitted unless approved by the relevant Pro-Vice-Chancellor or Divisional Head.
Do not travel
Travel is not permitted unless approved by the Vice-Chancellor.
For rating risks 'Avoid non-essential travel' and 'Do not travel', these countries are often sanctioned and consequently many digital services are blocked for use while in them. Otago does not routinely support the use of any device or access to University Networks from these countries. If you are traveling to one of these countries contact Cyber Security at the University of Otago.
Email cybersecurity@otago.ac.nz
No advice level at this time
Compare these countries to bordering regions and similar geopolitical environments and apply the advice given here accordingly.
Travel cost changes
Should there be any unavoidable cost increases between approval and when the booking occurs, re-approval will not be needed. However, any scope change to the original travel request such as an additional route, additional accommodation, different class of travel, will require re-approval by your applicable approval authority.
Arranging University-related travel must be conducted through approved channels. Special supplier contracts have been negotiated to ensure the most efficient balance between cost-effectiveness and the University’s Duty of Care obligation.
The University has developed several travel related policies and procedures to assist you with your travel arrangements. You should familiarise yourself with these documents prior to booking your domestic or international air flights, accommodation, taxis/shuttles, arranging a rental car, or travel insurance.
Travel insurance
The University offers a range of travel insurance for University of Otago staff on business or private travel.
Apply online for travel insurance (business and private) - Log in with your University credentials
Organising travel
- Travel and Related Costs Policy
- Travel Planning Procedure
- Insurance Procedure
- Travel insurance: Book online - requires staff login
- Online Booking Tools
- Applying for permission to travel and conference attendance