Faculty and Staff Resources  





  International Travel Policy

The University of Hartford is committed to providing a broad spectrum of international experiences for our students, faculty, and staff. We strongly encourage study abroad in University- approved programs, participation in other credit and non-credit international experiences, and faculty international research. At the same time, in the face of the safety risks in the world today, we are also committed to protecting the health and safety of students, faculty, and staff when they journey outside the borders of the United States.  Click here to view the University's travel policy and forms

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  MEDEX: Emergency Travel Assistance Program 


An Important Travel Benefit for University of Hartford Students, Faculty and Staff

 None of us plan to become ill or injured; in fact, most of us work diligently to protect our health and safety.  We exercise, we eat well, we fasten seat belts while driving, we lock doors, and we select our family physicians carefully.  However, for the business or leisure traveler the security and comforts of home can seem a world away when illness or injury does occur.  For family members, there is perhaps no more worrisome situation than a husband or wife, son or daughter, mother or father who is seriously ill or whose safety is in jeopardy far from home.  MEDEX understands those concerns and they bring a unique combination of experience, skill, care and empathy to ensure that your needs are met from the first call to our 24 hour Emergency Response Center to their safe return home. 

Faculty and staff traveling abroad on university business have emergency medical, travel, and personal security assistance 24 hours a day, anywhere in the world through MEDEX, a leading provider of international travel assistance services. If you are traveling overseas, please visit the International Center in GSU 327 to obtain your MEDEX card.

Whenever you are traveling or living abroad, you can access up-to-date reports on more than 170 countries worldwide on health issues, medical care and vaccination requirements via the MEDEX website—your home page for travel, health and safety information (located at  The MEDEX website also contains on-line security tools including global monitoring, country specific information and travel tips.  We strongly encourage all students to visit the website to gain information about the country and regions they are traveling to.  Please read below for instructions for log-on information.

 1.            Go to the FrontierMEDEX Member Center login page (

 2.           Click on “Create User”

3.            Enter your Policy Number, 324301. Click Next.

 4.            Read and agree to the Terms of Use. Click Next.

 5.            Complete your Account Information: Username, Password, Email, Security Question and Answer. Click Next.

 6.            Complete your User Information: First Name, Last Name, Gender, Date of Birth, and Primary Phone. Click Finish.


How to use the Travel Assistance Services


1.    If you have a medical, travel or security related problem, call MEDEX. Printed on your ID card are the phone numbers for the worldwide MEDEX network. Call the toll-free number for the country you are in.  If you are in a country not listed, call the Baltimore, Maryland, Emergency Response Center collect (1-410-453-6330).

2.    If the condition is a medical emergency, you should immediately go to the nearest physician or hospital without delay and then contact MEDEX. If you are experiencing a security emergency, contact MEDEX as soon as possible.

3.    A coordinator will ask for your name, the company’s name and MEDEX ID number 324301 and a description of the situation.

4.    MEDEX will deliver assistance to meet your needs.  A trained assistance coordinator will gladly coordinate and deliver the quality assistance services necessary. 


Medical Assistance Service

  • Worldwide Medical and Dental Referrals
  • Monitoring of Treatment
  • Facilitation of Hospital Payments
  • Transfer of Insurance Information to Medical Providers
  • Coordination of Medication, Vaccine, and Blood Transfers
  • Assist in Replacement of Corrective Lenses and Medical Devices
  • Dispatch of Doctors and Specialists
  • Transfer of Medical Records
  • Continuous Updates to Family, Employer, and Home Physician
  • Hotel Arrangements for Convalescence

 Medical Evacuation and Repatriation Services— Coordination and Cost

  • Emergency Medical Evacuations
  • Transportation to Join Hospitalized Member
  • Return of Dependent Children
  • Transportation After Stabilization
  • Repatriation of Mortal Remains

Travel Assistance Services

  • Assist in the Replacement of Lost or Stolen Travel Documents
  • Emergency Travel Arrangements
  • Transfer of Funds
  • Legal Referrals
  • Translation Services
  • Message Transmittals
  • Emergency Pet Housing and/or Pet Return

Worldwide Destination Intelligence

  • Pre-Travel Information
  • Travel and Health Information
  • Real-Time Security Intelligence

Personal Security Services – Coordination and Cost

  • Political Evacuation Services
  • Security Evacuation Services
  • Transportation After Political or Security Evacuation


         Click here to visit the MEDEX Website

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  International Travel Registration


In order to protect the health and safety of students, it is important that all faculty and staff who are traveling internationally with students for any kind of University-affiliated event, such as a conference, game or concert, register the trip with Sarah O'Leary, Director of the International Center, 860.768.5101,, GSU 327. The International Center encourages all faculty and staff traveling internationally with students to become familiar with the University of Hartford’s International Travel Policy.

The International Center will provide MEDEX (Emergency International Assistance Coverage) cards and registration with the Department of State for all participants, as well as emergency procedure cards to the faculty/staff. Please contact the International Center no later than 4 weeks before departure to ensure that we can fully support your trip. The International Center will cover the cost of MEDEX for faculty and staff, participants are responsible for paying a $25 fee for programs less than 10 days and a $45 fee for programs over 10 days. For more information regarding MEDEX coverage visit

In order to register your trip with the International Center, please provide the following:

  • Purpose of Travel
  • Dates of Travel
  • Location (s)
  • Name, UHID, Date of Birth, Passport Numbers and citizenship of all participants
  • Staff/Faculty US and local emergency contact information
  • Name and contact details where group is staying
It is suggested that you collect and carry with you:
  • Copy of 1st page of passport of all participants

  • US Emergency Contact Information for all participants

It is suggested that you provide all participants with your local emergency contact information

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  Short-term Study and Travel Abroad Program Development


Guidelines for Developing New Short-term Study/Travel Abroad Programs

The International Center welcomes faculty and staff interest in developing new short-term study and travel abroad programs. The programs that have been the most successful are those that are planned early and those where the faculty or staff member has had significant involvement in the development and management of the program as well as the recruitment and preparation of students. 

For further information about developing and managing Short-term programs, please click here

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  Short-term Study Abroad Faculty and Staff Handbook

Faculty and staff often become involved in designing short-term programs abroad because they understand the impact it can have on a students’ education and overall enrichment. The International Center is here to partner with you to make your program as successful as possible. It is our goal to help you achieve the academic rigor, cross-cultural understanding and logistical fluidity that is vital to making your program a success. Click here to view the Handbook

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   Short-term Study Abroad Participant Handbook  

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 Faculty Grants

The International Center will award up to 7 grants ($1,000 maximum each) to full-time faculty members this year. The grants may be used to internationalize the content of a course, to develop a study abroad component to a course, to present a paper with international content or to do international research.   The funds may be used for conference fees, airfare expenses, speakers/teaching materials for courses.  Joint application from a faculty team, including those teaching AUC courses is also welcomed.  For further information please click here.

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