This simple tip sheet has been developed to remind travelers of simple pre-planning steps and security measures to help ensure all University travelers are prepared and have the safest travel experience possible.
AIR TRAVEL:
Making Air Arrangements
Air arrangements should always be made through our contract Travel Management Company or self-booking tool. Use of our contract provides extra “Duty of Care” for all that travel on University business. Booking through the tool or with an agent provides the following safety features:
- Utilizes University traveler locator and flight monitoring services
- Travel alerts and emergency support for all in travel status
- Directly advocates on your behalf with the airline, in the in event of flight delays or cancellations
- Negotiates airline penalty waivers on behalf of travelers
Airport Security Measures
Following these tips will help you reduce your wait time at the security checkpoint.
- Do NOT pack or bring prohibited items to the airport.
- Place valuable such as jewelry, cash, laptop computers, and cash in carry-on baggage only.
- Avoid wearing shoes, clothing, jewelry, and accessories that contain metal. Metal items may set off the alarm on the metal detector.
- If you have any metal implants, bring a doctors verfication with you.
- Put all undeveloped film and cameras with film in your carry-on baggage. Checked baggage screening equipment will damage
undeveloped film - Declare firearms & ammunition to your airline and place it in your checked baggage.
- If you wish to lock your baggage, use a TSA recognized lock.
- Do not bring prohibited lighter and matches to the airport.
- Keep available your airline boarding pass and government-issued photo ID for each adult traveler until you exit the security checkpoint.
Mobile phones and other devices
Keys
Loose change
Money clips
Lighters
Large amounts of jewelry
Metal hair decorations
Large belt buckles
Take your laptop and video cameras with cassettes OUT of their cases.
Take OFF your outer coat, jacket, etc. and shoes.
- TSA secure flight requirements requires that all travel documents, including boarding passes, are in the name that exactly matches your government issued id.
- Arrive at the airport early, at least one hour and fifteen minutes, preferably two hours, prior to your departure to allow enough time to locate a parking space, for additional security measures at the ticket counter and security checkpoint, as well as locating your gate.
- Call your airline and confirm your flight departure time before coming to the airport. For up-to-date flight and gate information, including delays
- Bring your photo I.D. Consider wearing it in a holder around your neck so it won’t get lost and you can produce it quickly. If traveling abroad, bring two extra passport photos with you, and leave photocopies of your driver’s license and passport at home in case these documents are lost or stolen.
- Help keep wait times down at the security checkpoint by not packing prohibited items in your carry-on luggage. Please visit the TSA Prohibited Items List to answer any questions you may have about prohibited items. Check with your airline regarding carry-on and checked luggage requirements.
- If available, print your boarding pass online, allowing you to spend less time in the airport.
- If you need wheelchair service or oxygen on board, call your airline 48 hours in advance. Call again the day before to make sure your order has gone through.
- Ask your airline or departure airport if they are offering a TSA pre-screen program and how you can participate.
- Travel internationally on a frequent basis? Sign up for Global Entry.
Before You Travel
Be prepared before you go!
- Make your travel arrangements as early as possible, ideally 21 days in advance if you can.
- Verify and confirm your ticket information (i.e. name, airline, destination, departure/arrival times, etc.).
- Check your flight status here in the portal, call to re-confirm your itinerary 24Hours before departure, or sign up for air and other alerts to your mobile device
- Keep essentials such as prescriptions, personal hygiene items, passports, important documents and valuables (jewelry or cameras) in your carry-on bag.
- Make certain your name and contact address is clearly indicated on the outside and inside of your baggage. For employees, use your University department address and phone number.
- Plan to check more of your baggage and carry on less.
- Alter the look of your baggage so it is easy to identify.
- Make sure your booking tool or agency travel profile has your correct name, which exactly matches your government issued id.
- Make sure that your frequent flyer or other travel reward accounts have your correct name and other contact information prior to making any reservations.
Airline Check In
- Arrive early. Current security measures increase check-in time. Arriving at the airport 2 hours before your flight is advisable,however – passengers should consult with their travel agent for more specific arrival time. Allow more time for international travel or when traveling with disabled persons.
- Make certain you have all your travel documents on you and they are valid (i.e. passports, visas, tickets).
- Only a government issued ID will be accepted for identification purposes.
- Never leave bags unattended, watch your bags and personal belongings at all times. Do not accept packages from strangers.
- Verify the airline agent checking your bags attaches a destination tag to each one. Make sure these tags show the three letter code of your destination city. (It is best to remove previous tags to avoid confusion.)
- Check tickets immediately after checking in for each flight on your trip.
- Report suspicious activities or individuals in the airport or parking lot to airport security, airline or TSA personnel.
During Air Travel
- Make no assumptions about who may pose a threat.
- Keep your seat belt fastened at all times. It could save your life or lessen injury during unexpected turbulence or unusual maneuvers.
- Listen carefully to Flight Attendant’s safety instructions.
- Know your aircraft. Review the passenger safety card for safety instructions and locate emergency exits.
- Use of a Wireless Device in emergency – If the situation calls for it use your wireless device to contact someone and advise of the emergency situation and request help. In the U.S. The FBI can be contacted at 1-866-483-5137.
Upon Arrival
- When claiming baggage, take the time to verify that the bags you claim are indeed yours.
- If your bags arrive opened or unlocked, check immediately to see if any of your contents are missing or damaged. If so (or if your
bags have been lost), report any problems to the airline before leaving the airport.
CAR RENTAL:
Good advice before you hit the road!
- Always use University contract suppliers for vehicles when available. Not only are they less costly but offer services beyond what travelers receive on their own. Book in the tool, at no additional cost, to ensure you receive the lowest contract price and insurance coverages.
- Make sure that your Emerald Club number or other vehicle rewards club account information is stored in your booking tool travel profile.
- Check that your reservation confirmation has the University contract id and that CDW and LDW (included coverages) charges are waived (unless international). If not, contact the supplier and make sure that this information is captured before you go.
- Take time to check the car for interior or exterior damage before leaving the rental car company.
- Check the key chain, many rental companies label their key chains with the car’s make, model, color and license plate number in case you forget.
- Know your route and where your destination is located. Obtain and review an area map.
- Take a few moments to get acquainted with the features of your rental car before you leave the lot.
- Keep your doors and windows locked. Lock your valuables in either the glove compartment or trunk.
- Be aware of your surroundings. Park in well-lit areas.
- In large parking structures, write down your parking stall or lot marker number so you can quickly locate your vehicle.
- As you approach your car, check inside, underneath and make sure no one is hiding around your vehicle.
- If you become lost, proceed to a lighted public area for directions, guidance, or assistance.
- A cellular phone can be a traveler’s best friend. Make sure you have chargers, adapters and a list of emergency numbers for all of your destinations.
HOTEL AND OTHER LODGING SAFETY:
Keys to a restful night away from home!
- Always use University contract suppliers for lodging when available. Not only are they less costly but offer services beyond what travelers receive on their own.
- For safety reasons, always check out the area and lodging review websites prior to making any arrangements. Select properties with at least a 3 rating scale (star, diamond, etc.), and are rated “Fire Safe”.
- Register with your last name and first initial along with your University business address and phone number.
- Keep an eye on luggage to and from your hotel room.
- Always use hotel safe/safety deposit boxes. Do not leave your valuables in your room unsecured.
- Upon arriving to your room make sure it is unoccupied, verify the phone line to the operator is working and make sure door and
window locks are secure. - If available, request a room above the first floor, in the main building and accessible by an inside corridor.
- Do not be afraid to ask to move to another room if you feel unsafe.
- Take note of all emergency procedures and fire exits.
- Always pack a flashlight to have at your nightstand.
- Avoid leaving clues your room is unoccupied (leave the lights, radio or TV on). Place the DO NOT DISTURB sign on the door; this
makes would be troublemakers think the room is occupied. - Keep your hotel key with you at all times.
- Never leave your door open or ajar, even if you are just going to the vending areas.
- Always use all the door locks. Never open the door until you have confirmed the identity of the knocker.
- Familiarize yourself with the layout of your room in case you should have to remain there due to smoke/gases/flames in hallway.
- Keep your room key close to where you sleep so it may be easily found. You may need it to get back into your room if your exit route is blocked.
INTERNATIONAL TRAVEL:
Additional advice when traveling internationally.
- Review all international travel information here on the portal before you go – this includes checking any travel warnings for your destination country.
- Keep the name and phone number of your travel agent or after-hours service separate from your tickets.
- If you are traveling internationally, learn a few key words or phrases. Pick up a translation guide or mobile service prior.
- Make sure you have a signed, valid passport and visas, if required. Also, before you go fill in the emergency information page of your passport.
- Read the Consulate information sheets and any travel warnings for the countries you plan to visit. Stay aware of events in the country while you are there.
- Familiarize yourself with local laws and customs of the countries you are traveling to. Remember, while in a country, YOU ARE SUBJECT TO ITS LAWS!
- Make 2 photocopies of your passport and visa identification pages This will facilitate replacement if your passport or visa if lost or stolen. Leave one copy at home. Carry the other with you in a separate place from your passport and/or visa.
- Leave a copy of your itinerary with your University colleagues, family or friends at home so you can be contacted in case of an emergency.
- Don’t be a target! Avoid conspicuous clothing and expensive jewelry and don’t carry excessive amounts of money or unnecessary credit cards.
- If you have any food allergies, learn the names of those foods in the languages used in the countries you’ll be visiting. This way you’ll be better equipped to stay on the look out for them.
- Find out what types of immunizations you will need to enter the country, there may also be medications you’ll need to take before, during and even after your trip. Get your immunizations early in case you have a reaction and need recovery time.
- Carry complete health information and insurance documents on your trip.
- For additional information when traveling abroad including consulate information sheets and government issued travel warnings.
WOMEN’S TRAVEL:
Extra tips for traveling women.
- Keep your cell phone fully charged and with you at all times.
- When traveling and registering anywhere, do so using your last name and first initial only.
- Always carry a purse with a long strap and place under your coat or across your body.
- If you place carry-on bags on the floor while seated in a restaurant or other public area, put your foot through the strap, don’t leave it loose.
- Take time out to learn about a destination’s culture, specifically the role of women in areas you will be visiting.
- In your car, keep valuable items, maps and guidebooks out of sight.
- When possible, park so you won’t have to back out. It makes for a speedier departure.
- Bring or rent a cell phone. Add police to the speed dial.
- Bring a map with your route clearly marked.
- Unless it’s absolutely necessary, do not accept a rental car that is clearly marked as a rental.
- Be familiar with your rental car’s automatic locks or remote entry system. Do not unlock all of the doors if you are alone entering the car. Lock your doors immediately and don’t drive with the windows open.
- For lodging, request a room near the elevators and away from any renovation work. Have your key out when leaving the elevator. Stay far from emergency exits (someone may pry open to avoid using the elevators), and on an upper floor away from catwalks and terraces.
- Stand near elevator buttons with your back to the wall; if threatened, push all the buttons at once with your back.
- If you must ask for directions, approach families or women with children. To be extra safe, ask, “Where is the –? I’m meeting my spouse/significant other there.”
- On sidewalks, keep your handbag and other valuables away from the street side (and on escalators, stand away from the opposite ramp).
- If attacked, run, and yell as loud as possible.