UT Southwestern is extending previous restrictions on UTSW-related travel.
- No UTSW-related domestic or international travel through Jan. 1, 2021
The restrictions apply to:
UTSW-Related Domestic Travel
Approval is Needed
Domestic university-related travel should be only for mission-critical purposes.
- Department chairs will need to approve in writing that an individual’s travel is critical to the UTSW research, teaching, or clinical mission.
- For programs outside a department, the EVP responsible for the program will need to approve.
- Written authorizations will be reviewed by the Travel Oversight Committee.
UT Southwestern allows travel associated with mission-critical faculty and staff recruitments and visiting faculty with approval.
For essential faculty and staff recruitments, all interviews must be conducted virtually until the final candidate pool is identified.
All visitors and finalist candidates considered essential must receive documented approval by the Chair/Center Director/VP and then the appropriate Executive Vice President or their designee prior to the coordination of the individual’s travel. The approval must be email@example.com to Occupational Health so they are prepared to clear the individual to come to campus.
- Departments must communicate to the candidate or visitor the current UTSW COVID-19 safety protocols.
- After discussions with the visitor or candidate, departments should coordinate travel arrangements based on candidate/visitor individual preferences and UT Southwestern requirements (e.g. rental car, car service, or rideshare programs).
- When preparing itineraries, visitors or candidates may choose to forgo typical external dinners.
- If requested, the individual would be provided a letter by the requesting department noting they are traveling related to an essential business/service.
- Prior to travel, visitors or candidates must contact Occupational Health at 214-645-5300 48-72 hours in advance of arriving on campus to be cleared. This process will allow for approval based on previous travel history, current location, potential exposure risks, and current health symptoms.
- When arriving to or departing from Dallas, visitors or candidates may choose to travel via available rideshare programs, individual rental cars, or department procured pick-up accommodations.
- Visitors or candidates must practice current face masking requirements while in transit if unable to maintain safe distancing while traveling to the campus or hotel.
- All visitors, candidates, and UTSW staff or faculty must follow current face masking and safe distancing requirements while on campus.
- Each candidate/visitor must perform self-screening for COVID symptoms before proceeding to campus. If the individual has symptoms, they must notify the hosting department and they are not allowed on campus other than for health care if needed. The host department must verify self-screening for COVID-related symptoms was performed upon arrival to campus.
- All visitors, candidates, and UTSW staff or faculty must adhere to the maximum gathering requirements of five or fewer individuals.
- The department must maintain an itinerary that could be used for contact tracing if necessary.
- The candidate/visitor must alert the host department if they become sick with COVID-19-related symptoms or confirmed positive within 14 days after departing campus.
- The department would immediately alert Occupational Health and provide Occupational Health the itinerary for follow up.
All departments must continue to adhere to established UT Southwestern expense guidelines.
Meeting Size is Limited
Travel to attend meetings should comply with current campus standards for size of gatherings through Sept. 1. Travel for larger meetings after Sept. 1 will be considered in early August.
Staying Safe While Traveling
- Domestic air travel will be permitted for trips more than 3 hours by automobile, otherwise private automobile travel is preferred.
- Face masks should be worn at all times during domestic travel, including time in airports, on airplanes, in taxis, or Uber/Lyfts. Mass public transportation, such as buses and subways, should be avoided.
- Gloves and using sanitizing wipes are encouraged.
- Consuming food other than that brought by the traveler on an airplane is discouraged.
Personal travel will not be reviewed by the Travel Oversight Committee; however, you are encouraged to take the same precautions and safety measures during travel as you are asked to follow locally in DFW. Exposure to COVID positive individuals during travel for personal reasons may affect your ability to return to campus and to your regular professional or educational activities.
Returning to Campus Following Travel
While personal travel restrictions for inside the U.S. have been suspended, all international travel and overnight cruises must be reported prior to returning to campus to one of the following:
- Occupational Health Services (link requires VPN access) or via phone 214-645-5300
- Student Health Services (link requires VPN access) or via phone 214-645-8690
- All overnight cruises
- All international travel
Travel Exceptions & Refunds
Any exceptions to UTSW travel restrictions must be submitted for review and approval by the Travel Oversight Committee at TravelOversightCommittee@utsouthwestern.edu.
Individuals who need a letter for purposes of refunds can reach out to the Travel Oversight Committee at Email.