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Pre-Approval Process For Essential Travel to Countries Designated with COVID-19 CDC Travel Health Notices 

UC San Diego continues to be vigilant in monitoring the progression of the 2019 Novel Coronavirus (COVID-19). However, as the numbers of cases escalate and the U.S. Centers for Disease Control and Prevention (CDC) and the State Department have warned against non-essential travel to any country with a CDC COVID-19 Travel Health Notice of Level 2 or higher, the University of California has requested all faculty and academic appointees obtain prior approval for all essential travel to these countries until further notice. Staff and student travelers should consult their supervisors for guidance. 

Essential travel is defined as that which is required to:

  • Preserve the safety of a research subject and which is not possible to be postponed; or
  • Preserve the results of a research activity and which is not possible to be postponed.

By way of comparison, faculty essential travel does not include travel to attend educational conferences. This is just one example of non-essential travel and does not include all other activities that would also be considered non-essential travel.

To request pre-approval for essential travel,  academic appointees must contact their departmental Academic Personnel staff who will use Interfolio to facilitate routing and approval for these requests.   

Department AP contacts and Divisional contacts are invited to consult the resources below for initiating such requests. Additionally, please consult COVID-19 Academic Affairs FAQs and Resources for more information and updates.

Please note: All requests for pre-appoval for essential travel are to be processed within 36 hours.  Further, all academic leave approvals for upcoming trips to these countries granted before February 3, 2020 are rescinded pending re-approval via this process.

Pre-approval Request Process--AP Staff Interfolio Case Creation Process

Upon request from a faculty member or academic appointee in your unit, consult the Department Staff Case Creation Guide for initiating a faculty Pre-approval for Essential Travel request in Interfolio. Once you have created the custom case, you will route this case to the candidate where they will be asked to complete the fields on the request template form.

Pre-approval Request Process-Academic Appointee Candidate Submission Guidelines

Once the case for is created in Interfolio by your department contact, you will log into the Interfolio system to submit your essential travel pre-approval request. Please review the Candidate Submission Guide for tips on filling out the request.

Pre-approval Request Process--Review and Approval Committee Membership

Following candidate submission, each request is routed to the Department Chair and the relevant Dean or Vice Chancellor, the latter of which to serve as the final authority for both the  essential travel pre-approval request and the proposed leave.  Information about processing these requests is available for Department Chairs in this Department Chair Essential Travel Pre-Approval Review Guide.  A Dean or VC Essential Travel Review and Pre-Approval Guide is also available. In the case of exceptions or appeals, for any case presented, Executive Vice Chancellor review will be required.