Rice University logo
Top blue bar image
Registering your travel is a critical part of planning responsibly and ensures that you remain in compliance with Rice University!

Travel Registration Video Transcript

Registering Your Travel, Rice University

When you travel abroad on Rice University business or for a Rice University-related activity, registering your travel is a key part of planning responsibly for your health, safety and security and ensures that you are in compliance with Rice University.   University business and University-related activities and programs are broadly defined as part of professional or academic work.  This includes research, attending a conference, study abroad, international service, summer jobs and internships.  Travel registration is a two-step process that involves both International SOS and the U.S. State Department or your home country’s embassy.   

Travel Registration Step 1  – International SOS

Rice University has contracted with International SOS to provide worldwide assistance and evacuation services for all faculty, staff, and students. These services range from telephone advice and referrals to full-scale evacuation by private air ambulance. The International SOS network of multilingual professionals operates around the clock from alarm centers around the world.  Your Rice University International SOS membership can assist you in a variety of situations that could arise while you are abroad.  It is important to understand that although International SOS offers travel, medical and security advice and services, International SOS is NOT health insurance. Rice continues to require all members traveling abroad to maintain health insurance coverage that meets the standards set forth  by the University.

Visit the Rice International SOS website at isos.rice.edu.  Log-in using your  NetID and password and review the International SOS resources, including a detailed country profile, information on disease and prevention, travel and security advice.

Rice University requires that you register your travel prior to your departure using the International SOS Personal Travel Locator.  Keep your travels up-to-date, including weekend trips by air or rail, so International SOS and Rice University can locate you in the event of an emergency. When traveling, always carry your International SOS membership card with you, which you can download and print from the website. The card contains the Rice University membership number 11BYSG000011 and toll-free phone numbers to reach International SOS alarm centers.

Travel Registration Step 2  – U.S. State Department’s Smart Traveler Enrollment Program (STEP)

Embassies exist to assist citizens while abroad, including providing information about social and political events, health and safety concerns, and educational and cultural affairs.  All travelers should register with their embassy or local consulate so that your government will be aware of your presence and be able to assist you in the case of an emergency.  Should you encounter serious social, political, health, or economic problems, the embassy and/or consulate will usually offer limited assistance .  Your embassy or consulate can contact your family in the event of emergency or serious illness, replace a lost or stolen passport, or work to ensure that you are treated humanely under international conventions. Non-U.S. citizens can find out what services are available to them while abroad by contacting their embassy or consulate located in the United States.  Many foreign embassies and consulates are located right here in Houston.

U.S. citizens register their travel with the U.S. State Department’s Smart Traveler Enrollment Program, or STEP.  STEP allows you to update your contact information at any time. The site also provides up-to-date travel information customized to your itinerary. The data you provide is accessible only by cleared personnel in embassies, consulates, and the Department of State, and releasable only with your permission under the provisions of the Privacy Act.

The U.S. State Department believes that a well-informed traveler is a safer traveler. Consular officers around the world compile country-specific information, travel alerts, travel warnings, fact sheets and emergency messages to provide you with timely and accurate travel information about every country where you may travel.  Reports on possible risks and security threats are included so that you can make informed decisions about your travel plans and activities.  For more information and to get started, visit step.state.gov.

Staying Safe

Your health and safety during your travels will depend in large part on the choices you make prior to, during, and following your trip.  Preparation and personal responsibility are the key to a healthy, safe and successful stay abroad. Before your departure, make sure you are in good health. Learn as much as you can about the conditions of your host country.  Stay informed and in-compliance by registering your travel plans with International SOS and the STEP.  Bon voyage!