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Important Tips for Overseas and Domestic Travel for Educational Institutions

By  Utica National Risk Management Team  ·    |   2 minute read

Whether traveling overseas or domestically, keeping students and staff safe is critical. These tips can help.

Overseas Travel

Before departing, do some research about the people and their culture, and any problems the destination country is experiencing that may affect travel plans. Avoid risky behavior and plan ahead. Remember, while in a foreign country, you are subject to its laws. All chaperones and group leaders must be aware of emergency procedures and communications.

Before Your Trip
  • Learn about the destination and its unique travel requirements.
  • Find out the location of the nearest U.S. embassy and consulate to where you are traveling/staying.
  • Sign up for the Smart Traveler Enrollment Program (STEP) to receive safety and security information, and to help the U.S. Department of State find you in an emergency. 
  • Leave emergency contact information, your school's information, and a copy of your passport with family and trusted friends.
  • Inform your bank or credit card company that you will be traveling overseas.
  • Check with your cellphone provider for an international plan or roaming options.
Your Passport and Visa

  • Make sure your passport is valid for at least six months after your trip. Ensure you have a signed, valid passport and visa, if required.

  • Follow all local laws and customs wherever you go. If you are arrested or detained, ask authorities to contact the nearest U.S. embassy or consulate. Don't violate the terms of your visa.
  • Students and trip chaperones/leaders should fill out the emergency information page of their passport. 
  • Guard your passport! Some countries require you carry it with you at all times; others may allow you to carry a color copy. Secure it in a safe place when not in use.
  • Contact the U.S. embassy or consulate for a replacement (for a fee) if your passport is lost or stolen, and see local authorities for a new visa. 
Your Health

  • Check whether your school or program provides medical insurance abroad.

  • Consider purchasing additional health insurance, including medical evacuation, for any independent travel not covered by your school's policy.
  • Consult your doctor to determine if any health checks or vaccinations are needed.
  • Find out about the resources available in the country you will be visiting to treat any pre-existing conditions.
  • Check the local laws to ensure that your medications are not considered illegal substances.
  • Get in touch with family and friends and update your status on social media to let everyone know you're safe if there's a crisis where you are.
Other Safety Tips

  • Do not leave your luggage unattended in public areas, and never accept packages from strangers.

  • Be cautious about political activities abroad. Different countries have different laws – including what types of activities, if any, are tolerated and any punishments or penalties. 
  • Be aware of your surroundings, and leave a situation if you don't feel safe.
  • Watch out for scams.
Domestic Travel

  • Keep a roster/attendance sheet for all those students traveling on each particular field trip. Emergency contact information should be included on the roster sheet. 

  • Check with state and local law enforcement officials for the city and state where travel is planned regarding any large demonstrations or civil unrest in the area, particularly in large metro areas.
  • Avoid any large demonstrations or disturbances that may get out of hand.
  • Check with venue security to verify what measures are in place to ensure student safety.
Resources

Sources:

U.S. Department of State. Planning Your Travel. https://travel.state.gov/en/international-travel/planning.html. Accessed August 11, 2026.

U.S. Department of State. Help Abroad. https://travel.state.gov/en/international-travel/help-abroad.html. Accessed August 11, 2026.

 

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