Policy on Student Travel

This policy creates a framework for safe travel for students participating in school-related activities and/or events. Under this policy, the school reserves the right to cancel any travel activity and/or require MMS students to depart their location due to health, safety, and/or other concerns, including academic and disciplinary misconduct.

For this policy, travel is defined as participation in any MMS or UTHealth Houston-sponsored or related activity twenty-five (25) miles or more away from the campus. Students planning to travel outside the United States on university-related business or activities must meet additional requirements, including registration with On Call International. The details of the current international travel policy and procedure can be found on the University Travel website. This policy applies to MMS or UTHealth Houston-affiliated student travel with or without university funding.

The types of activities and events covered may include:

  • Trips organized and/or sponsored by UTHealth Houston or MMS that are part of or contribute to an academic course or degree program, including internships, practicum, and research;
  • Academic-related international service learning, internships, practicum, research, and volunteer opportunities organized and/or sponsored by UTHealth Houston or MMS;
  • Required or optional travel by members of a registered student organization to attend an activity or event;
  • Other trips organized and/or sponsored by UTHealth Houston or MMS;
  • Travel to meetings of academic-related, professional associations, including conferences;
  • Other travel under the auspices (support or recognition) of the UTHealth Houston or MMS name.

Notice/Request for Travel Approval

Students must submit the proper forms, including those on the Student Travel Portal, before embarking on any travel (domestic or international) covered by this policy.

If traveling internationally, the student must submit a request and wait for approval to move forward/travel. Submitting the appropriate form(s) does not automatically result in trip approval.

If the trip is domestic, and NOT funded by UTHealth Houston or MMS directly, the student may travel after giving the notice in accordance with this policy, provided that the trip follows the school regulations and policies. If the trip IS funded by UTHealth Houston, a Request for Travel Authorization (RTA) is required as well as further documentation required by the Travel Team and the specific funding code being used.

To allow processing time, international requests must be submitted at least 90 days before a trip, and domestic notices must be submitted at least 60 days before a trip. Submitting as soon as possible is advised.

If a student fails to obtain approval or provide notice for travel as required by this policy but travels anyway, the student travels as a private citizen and must not suggest or imply that he or she represents or is acting on behalf of MMS or UTHealth Houston.

Failure to adhere to applicable university policies while engaged in travel may result in disciplinary action, and/or appropriate academic penalties, up to and including dismissal,

International Travel Authorization

To ensure that events or activities that involve student international travel are within the course and scope of the MMS mission and that student safety issues have been addressed, international travel undertaken pursuant to this policy must be authorized in advance by an appropriate administrator. There are two methods to obtain travel authorization:

  • Acceptance into an officially recognized exchange, concentration, affiliate, or faculty-led program offered or sponsored by MMS.
  • Obtain individual or group travel authorization through the Student Travel Portal. Travel approval varies by department and program. Once approved, the individual, organization, or group may begin travel. Requests must be submitted at least 90 days before the planned travel.

Statement of Responsibility and Conditions of Participation

By engaging in travel covered by this policy, students agree to the following terms and conditions of participation:

Personal Conduct

  • As visitors, students will be subject to the laws of the jurisdiction to which they travel and to the rules and regulations of the institution with which they are engaged (if any).
  • As participants in an MMS or UTHealth Houston-related activity, whether officially sponsored or not, students will likely be viewed as representatives of MMS and UTHealth Houston. Accordingly, students should conduct themselves with professionalism and integrity at all times.
  • While traveling, students will be responsible for their self-care, including managing appropriate personal hygiene, medical conditions, illnesses, including mental health, and other personal matters. It is the responsibility of the accepting or host institution to provide necessary ADA accommodations. Students needing disability-related accommodations should refer to HOOP 101, Disability Accommodation.
  • While traveling, students must comply with all applicable university policies, including but not limited to, those referenced in this policy.
  • If students violate applicable university policies, they may be subject to disciplinary action administered by university personnel, up to and including dismissal from the field site at the student’s expense, failure of the course, if applicable, and/or dismissal from UTHealth Houston.
  • Concerns about a student’s professionalism from university or field site personnel may result in dismissal from the field site at the student’s expense, failure of the course, if applicable, and/or dismissal from UTHealth Houston.
  • During free time before, during, or after the period of the course or project, students may elect to travel independently at their own expense. MMS and university staff and their counterparts overseas are not responsible for students while they are traveling independently during such free time. International SOS insurance provided may not apply to independent travel during free time. (Check with International SOS about additional coverages. There is sometimes additional coverage available to students for a small fee.)
  • Students must recognize that travel can involve risks and uncertainties and that no one, including MMS or the University, can guarantee a student’s safety while abroad.
  • Students must complete all pre-departure requirements in this policy by the specified deadlines.
  • Students adhere to any post-travel assignment due dates and task deadlines, if applicable.
  • Students must secure mandatory International SOS insurance. Students are responsible for submitting proof of registration to the appropriate office at MMS before my departure. Failure to do so may result in loss of academic credit, if applicable, and dismissal from the field site at students’ expense.
  • When possible, a review of the visiting site clinician or clinical preceptor’s licensure history is required. Travel may be denied or elective approval rescinded due to adverse licensure history results.
  • Students must follow all applicable rules and restrictions regarding the practice of medicine by medical students. Medical students providing clinical care must follow all orders and be under the direct supervision of a resident or attending physician.