Recent events in the Middle East have highlighted the safety and
security needs of thousands of University of Texas employees and students
traveling internationally. It is estimated that system-wide – between
employee and student travel – there are 6,000 international trips taken
each year.
The UT System Office
of Risk Management collaborated with representatives from the institutional
study abroad programs, Travel Services, the Travel Council and the Office of
General Counsel, to address international travel related risk management issues.
As a result, in April 2005, the UT System contracted with International SOS, a
comprehensive, medical and security response organization that provides
international assistance services to leading multinational corporations,
financial institutions, government organizations and institutions of higher
education.
International SOS is on call 24 hours a day, 365 days a year and manages
a wide range of requests ranging from lost passports, physician referrals,
and complex medical and security evacuations.
There have been several occasions when the services were required,
however events in recent months have highlighted the exposures students
and employees face when traveling internationally. Recent experience has
also highlighted the value this agreement has brought to the UT System
and the institutions.
In January, SOS was called upon to repatriate the remains of a UT Student
that tragically drowned in Thailand. In July, a UT Student in Brazil had
severe complications related to altitude sickness and was air lifted
out of Bolivia and returned home. Most recently, International SOS
facilitated the safe evacuation of several employees and their families
from Beirut, Lebanon. In that case, the evacuation conducted by SOS was
organized very quickly and done in the few days following the outbreak of
the hostilities. UT employees that were located and contacted early were
not caught up in the confusion and delays with the government evacuation.
The agreement with International SOS extends to all University of Texas
employees and students who are traveling on university business or a UT
sponsored trip.
The cost of this agreement related to employee travel is paid from the
Risk Management Resource Allocation Program (RAP). Since UT System
recognized the need to get this service started quickly, executive management
provided initial funding for the student portion of the program.
When the program renewed in April of 2006, the RAP program paid the
employee portion again and the Office of Employee Benefits paid the cost
of the student portion from funds set aside for student insurance. Other
than potential uncovered costs during specific incidents, there is
currently no cost allocated to the institutions or individuals for these
services. The cost of the program to the UT System averages approximately
$18 per trip.
The program has proven to be extremely valuable to UT employees,
students, and institutions that have needed to use them. Although it is
not required, it is strongly encouraged that individuals enroll in the
program prior to departure. Employees and their families who are conducting
personal travel can engage the SOS services and are eligible to obtain a
personal membership at a discounted rate.
Travel is one of several international issues the UT System Office of Risk
Management is working with the 15 institutions to address. The agreement
with International SOS is an important step in addressing that exposure.
It is important that UT employees and students are aware of the
resources available to them for safe and efficient travel. For more
information contact Phil Dendy, Director of The Office of Risk
Management (512/499-4578), visit the
UT System Travel Services Resource web page, or click on
International SOS.
Enter the University of Texas membership
number, 11BSGC000037 to access the
UT portal.
