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EKU Student Guidelines for University-Affiliated Travel

In response to the COVID-19 global pandemic, the following guidelines for University-approved travel are effective immediately and will be in place until further notice. This policy applies to all students and student organizations, as well as to academic travel with students.  

All travel, including travel within Kentucky, will be limited to essential travel, which is defined as follows:

  • There is a compelling University interest in the travel. Compelling interest must be measured by the University as a whole and not with reference to any individual, department, or college interest. In this context, compelling evokes the highest university strategic interests.
  • The travel is necessary to fulfill the compelling university interest. In other words, there are no alternatives to in-person attendance and travel, the travel cannot be postponed, and the compelling interest can only be served by personal attendance.

All travel*, including travel within Kentucky, requires VP approval before travel is initiated. International travel will not be approved until further notice. Students must demonstrate that travel is critical and should consider:

  • Can the travel be delayed or deferred?

  • Are virtual alternatives that do not require travel available?

Process for Students Traveling as Part of a Registered Student Organization (RSO):

Step 1: Present your request to the Office of Student Life & First-Year Experience for the first stage of review using the appropriate online form.

Step 2: If the first stage review results in approval of the essential nature of the travel, the RSO and faculty/staff advisor will submit the request via an online form for final review and approval by the Provost or Vice President.

Travelers should allow at least three weeks for the completion of the approval process. This includes club sports. 

Process for Students Traveling for Academic Reasons:

Requests for travel should be presented to the department chair, dean or supervisor for the first stage of review. If the first stage review results in approval of the essential nature of the travel, the department chair, dean or supervisor will submit the request via an online form for final review and approval by the Provost or Vice President. Travelers should allow at least three weeks for the completion of the approval process. 

Failure to comply with the pre-approval process may result in refusal of reimbursement and disciplinary action.

*Travel required for clinical experiences and course requirements must be managed by the faculty coordinator and does not need to follow the process outlined above. 

A reminder about professional and personal travel:

Employees and students are required to follow CDC guidelines on travel due to COVID-19.  In accordance with CDC guidelines, Governor’s Orders, and/or the US Department of State, those who choose to travel internationally must stay home and monitor their health for 14 days. In addition, all students and employees returning from outside the U.S. must self-quarantine for 14 days, watch for symptoms of COVID-19 and report using the Coronavirus Monitoring Form.

In addition, students should be aware of any travel advisories currently in place for the state of Kentucky.

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