Guidelines: UROP Travel Forms
Before departing to begin off-campus or international UROP research, you must complete the additional paperwork detailed below and submit it to UROP staff as soon as you know of travel plans and well before your planned departure date. If the appropriate travel paperwork has not been submitted, your UROP application will not be approved.
Most UROP projects are conducted on-campus. However, on occasion your UROP research may take you off-campus. The documents listed below must be submitted to UROP staff in Room 7-104, for all off-campus UROPs conducted in the domestic US outside of the immediate Boston/Cambridge local area.
- Checklist and Risk Assumption Form for Domestic Travel (PDF): Required for UROP travel within the U.S. Signing this form confirms that you have reviewed the appropriate materials, and you fully recognize that risks are associated with your planned voluntary travel.
- Emergency Contact Form (PDF): This form asks for destination-related information, such as address and telephone number, travel dates, the name of the UROP supervisor traveling with you, and who we might contact in the case of an emergency.
- Travel Itinerary: The itinerary should outline your travel plans by date. Include information on where you will be staying and how you plan to travel between destinations.
The decision to travel overseas requires careful consideration, particularly in these troubled times. If you are invited to conduct MIT research abroad, you are responsible for fully understanding the related travel risks and ensuring that appropriate safeguards are in place. The documents listed below must be submitted to UROP staff in Room 7-104, at least three weeks prior to intended departure for all UROPs involving international travel.
- Graduate and Undergraduate Students Travel Form (PDF): Required for MIT-sponsored travel to destinations listed under MIT's latest warnings for MIT Travel Risks Categorizations as having moderate, high, or highest risk. Note that in situations where the advisory lists travel risk as "highest" MIT-related travel may not be permitted.
- Checklist and Risk Assumption Form for International Travel (PDF): Required for UROP overseas travel to destinations not listed under MIT's moderate, high, or highest risk categories. By signing this form, you confirm that you have reviewed the appropriate materials indicating the risks associated with travel to specific destinations, and that you fully recognize that risks are associated with the planned voluntary travel.
- UROP Emergency Contact Form (PDF): Completed by UROP students planning research-related travel to any destination. The form asks for information related to your destination (such as address and telephone number, passport information, travel dates, the name of the UROP supervisor traveling with you, and who we might contact in the case of an emergency).
- Travel Itinerary: Your itinerary should outline your travel plans by date. You should include information on where you will be staying and how you plan to travel between destinations. You may need to confer with your UROP supervisor for this information.
- International SOS (I.SOS) Card: Prior to your travels you need to pick-up an I.SOS card from UROP staff in 7-104. MIT has contracted with the travel assistance company, International SOS (I.SOS) to provide emergency medical and security evacuation services to faculty, staff and students who are traveling abroad on MIT business. International SOS has 24-hour Alarm Centers, international clinics and remote-site medical facilities covering five continents. You can learn more about I.SOS on the I.SOS website.
- UROP International Travel Card: Before your departure, make sure to pick-up the UROP international travel card from UROP staff in 7-104. Keep this card with you during your travels as it provides travel tips and resources to help you should issues arise.
- Travel Guidelines: Information on requirements for UROP travel, including MIT's Travel Risk Policy.
- Travel Tips: Tips and suggestions for UROP students conducting research overseas.
- Links and Resources: Links to web sites with useful information on travel preparation and safety, and contact information for MIT-based resources.