Academic Travel: Supporting Staff and Students Beyond Borders

As the academic year kicks off, campuses buzz with fresh energy and a calendar brimming with plans, possibilities, and promise. While much of the focus naturally falls on lectures, timetables, and orientation, another vital part of university life is gaining momentum – international travel.

For staff, this often means cross-border collaboration, research projects, or participation in global events. For students, it could be the start of a life-changing year abroad, full of incredible opportunities, but also logistical and emotional challenges.

Behind every journey lies a complex web of planning, approvals, and coordination. But beyond these logistics, there’s a critical responsibility universities must not overlook: managing travel risks to ensure the safety and wellbeing of their travellers.

In today’s unpredictable world, international travel can expose staff and students to a variety of risks, from sudden political unrest and health emergencies to transport disruptions and personal safety concerns. Without effective travel risk management, universities may struggle to maintain oversight, respond to emergencies, or support their community abroad.

That’s why robust systems to monitor travel, assess risks, and communicate in real-time are essential. By prioritising travel risk management, institutions can transform international travel from a potential vulnerability into a safe and enriching academic asset.

Navigating the Complexities of Academic Travel

Academic travel involves far more than booking flights and accommodation. Each trip requires coordination across international offices, academic faculties, and health and safety teams to ensure all protocols are met. This includes visas, insurance, compliance with institutional policies, and communication with travellers.

For staff, international travel may involve conferences, research, or visits to partner institutions, each carrying unique risks. Students embarking on a year abroad face challenges from cultural adjustments to emergency preparedness in unfamiliar environments.

How Travel Risk Management Makes a Difference

Effective travel risk management gives universities real-time oversight of their travellers and the global risk landscape. This situational awareness enables institutions to respond rapidly to incidents, whether a political crisis, a natural disaster, or a security emergency.

By leveraging the right technology, universities can:

• Centralise traveller information, including itineraries and contacts
• Receive timely alerts about risks specific to each destination
• Communicate directly with travellers if plans change or crises arise
• Coordinate emergency responses
• Provide pre-departure guidance on local risks, cultural considerations, and personal safety

Embedding these capabilities not only protects university communities but also promotes informed, confident, and responsible global engagement.

Supporting Academic Mobility with TrackAssist by Castor Vali

As academic mobility increases, many universities are seeking smarter and more efficient ways to manage the risks associated with global travel. A leading solution is TrackAssist by Castor Vali, a dedicated travel risk management platform designed to support both staff and students.

TrackAssist provides a centralised, real-time platform to monitor, manage, and mitigate travel risks. Key features include:

• A secure system to track who is travelling, where, and when
• Real-time global intelligence, risk ratings, and situation reports
• Centralised storage of itineraries, emergency contacts and travel documents
• Automated alerts tailored to travellers’ destinations
• In-platform communication tools for real-time updates and support
• Custom dashboards and reporting for travel managers and compliance teams

TrackAssist is designed with traveller privacy in mind. Staff and students can choose the level of location accuracy they share, but in a verified emergency, the system overrides privacy settings so universities and Castor Vali’s 24/7 Global Operation Centres can act quickly.

For high-risk destinations, TrackAssist includes a scheduled check-in feature, prompting travellers to confirm their safety. If a check-in is missed, swift action can be taken.

What sets TrackAssist apart is its integration with Castor Vali’s 24/7 Global Operations Centres, offering continuous monitoring and emergency response coordination. Whether it’s a political event, a natural disaster, or a personal safety concern, expert assistance is available anytime, anywhere in the world.

By integrating TrackAssist and Castor Vali’s Security Information Services into their travel risk strategy, universities can significantly strengthen their global mobility programmes, improving visibility, reinforcing duty of care, and ensuring staff and students travel safely, confidently, and with full institutional support.

A Safer, Smarter Way to Travel

As universities expand their global reach, academic travel will become increasingly frequent and complex. With that comes a growing responsibility: to protect the people who represent your institution abroad, whether they are conducting groundbreaking research, attending strategic meetings, or embarking on a life-changing year overseas.

By adopting platforms like TrackAssist by Castor Vali, universities don’t just react to risks; they anticipate, plan, and protect. Backed by real-time intelligence, 24/7 global operations support, and flexible traveller controls, institutions can confidently navigate the challenges of international mobility.

Because academic travel should be enriching, empowering and above all, safe.

Experience the full capabilities of TrackAssist with a free demo and a no-obligation 30-day trial. See how our platform can enhance your travel risk management strategy and provide peace of mind for your team. To get started, simply fill out the form below or contact us at trackassist@castorvali.com.