Faculty-Led Study Abroad Program Responsibilities

Transcription

1 Faculty-Led Study Abroad Program Responsibilities Program Director s Duties and Responsibilities 6-12 months prior to program: Review Study Abroad Programs policies for faculty at Contact Study Abroad Coordinator to discuss initial ideas for program. Develop the itinerary, proposal, and budget. All forms can be found online at Submit proposal and budget to dean and department head for approval. Send the proposal with approval signatures to the Study Abroad office, Union 302. Receive approval letter from the Study Abroad Coordinator in the form of an . Meet together with Study Abroad Coordinator, Department Chair, Office Professional to discuss general roles and responsibilities and specific needs and considerations for your program Build course in keeping with Banner guidelines, in-load courses can be built through your department. Over-load and/or special topics courses will be built by Extended Studies. If applicable, Study Abroad Coordinator will place request to Extended Studies to post a Special Topics course. Register each accepted student in the associated course. Any time prior to program application deadline: Students apply on-line; Study Abroad will provide your program link in the Terra Dotta system. Accept eligible students on-line, Study Abroad will provide you online access to review applications. Arrange with Department Chair to be issued a Business Procurement Card and establish spending limits, and responsibilities for reporting expenses 5-7 months prior to travel: Recruitment of students Attend a Terra Dotta training session with a member of the study abroad staff No later than one business day after application deadline: Final acceptance of students, Study Abroad notifies students of acceptance, waitlist, or rejected status Accepted students submit passport photocopy to Study Abroad through their online Terra Dotta 1

2 profile. Program director submits his/her copy of passport to Study Abroad through their online Terra Dotta profile. Assist the Study Abroad Coordinator in ensuring that all accepted students submit required Study Abroad Contract and Photography Release Form electronically via Terra Dotta. After students are admitted: Notify students of vaccination requirements for the country of travel, based on the Center for Disease Control s (CDC s) recommendations on its website: At any time prior to travel: Notify Study Abroad office about any withdrawals. All withdrawals must be in writing. i.e., , submitted to both the Program Director and the Study Abroad office. The date of withdrawal is based on the date of the correspondence to the Study Abroad Coordinator. 1-6 months prior to travel: Submit invoices to your department budget manager, and work with Study Abroad Coordinator to track expenses related to program, such as hotel, transportation and tours. Study Abroad Coordinator will coordinate with your department budget manager to pay for items by submitting a requisition for check payment or wire transfer. Work with Study Abroad Coordinator to make sure all program pre-payments are completed. 2 months prior to travel: Complete mandatory Program Director pre-departure orientation in coordination with Study Abroad. Study Abroad Coordinator will provide a generic Pre-Departure Orientation Handbook and slide presentation. Ideally, Pre-Departure Orientations should be co-led with Study Abroad Coordinator. Three weeks prior to travel: Students program fees must be paid and/or students must provide proof of Financial Aid to cover the program fee charges. Students who have not paid the program fee will be unenrolled in the Study Abroad course and withdrawn from the program. Additionally, their airfare will be canceled. This will impact the program director s salary as the compensation formula is based on the number of tuitionpaying students. Register yourself, student participants and any other program directors with the U.S. State Department s S.T.E.P. program. 48 hours- 5 business days prior to travel: Ensure that all participants have completed all required sections of their online applications, including pre-departure orientation readings and health forms. At Program Site: 2

3 In-country logistical arrangements including, but not limited to, coordination of lodging, transportation and excursion, and cultural activities Financial administration, including administration of the program within the departmental budget as approved by department chair and Study Abroad office. Student Affairs matters: the Program Director has the authority to enforce the rules and regulations governing student conduct during the program. Students are urged to respect the laws and customs of the foreign counties in which they will be studying. If there is a major infraction of some kind, the Program Director may have to consider asking a student to withdraw from the program. When considering dismissal of a student from a program, the director should first seek advice from the Study Abroad Coordinator who will consult with the College Dean and Student Affairs. This is obviously a serious step and it should be taken only as a last resort. On rare occasions, however, there may be a situation that leaves a director no choice but to take emergency action in the interests of all students, the program and the University of Central Missouri. Notify Study Abroad Coordinator of any serious problems with students, finances, political unrest, or any other area. Also, if the Program Director becomes aware of any event that could potentially become newsworthy at the University of Central Missouri, please let the International Center know so that staff can be prepared to respond to inquiries from parents, local media, and university administrators. Complete Incident Report Forms to document any crime, medical emergency, violence, harassment, complaints, or health concerns. At Program Conclusion: Submit travel expense report to the department budget manager and the Study Abroad Coordinator within two weeks of the program conclusion Complete final Study Abroad reports and evaluations and submit, along with any Incident Report Forms, to the Study Abroad Coordinator within 30 days of program conclusion. Attend a mandatory program debriefing meeting with Study Abroad Coordinator to discuss final reports and evaluations (and begin planning your next program!) Submit grades for students Study Abroad Office s Staff Responsibilities: Prior to Program Upon approval of proposal, arrange introductory meeting with Program Director, Department Chair and Office Professional to discuss roles and responsibilities and clarify processes In conjunction with University Relations, develop program flyer Send the final electronic version of the flyer to Program Director Publish program flyer and application on the UCM website, promote program during Study Abroad recruitment events (may include recruitment fairs, in-class presentations, ad features, etc.) 3

4 Offer a Study Abroad Fair to assist Program Directors with promoting program on campus. Coordinate with Extended Studies and Department Chair to have course(s) posted in Banner Enroll students in mandatory UCM-approved international health insurance (medical coverage, medical evacuation and repatriation coverage) and save proof of insurance cards for each participant in the Terra Dotta system for reference and back-up access In coordination with Student Financial Services, bill accepted students for initial 10% deposit Upon receipt of a student withdrawal letter, confirm withdrawal with student and Program Director. Remove student from active list and class, credit tuition, and review expenses to determine refund (if any) according to refund policy In coordination with Student Financial Services, bill student participants for remaining balance Assist with payment of travel/tour arrangements Confirm completion of all online application materials During Program: Serve as the primary UCM contact if any emergencies occur. Please contact the Study Abroad Coordinator with any emergency situations. Respond to on-site program inquires that require state-side assistance. At Program Conclusion: Review travel expense report and receipts. Coordinate all outstanding payments with department budget manager. Arrange program debriefing meeting with program director Review faculty-led program reports and evaluations Reconcile program budget account and refund any fund overages back to students or guests according to University and Study Abroad refund policies Other matters: Medical Insurance The Study Abroad office insures you through T.W. Lord & Associates International Health Benefits Division. Program directors and students will receive a T.W. Lord card by approximately one week before departure. All students and program directors participating in an international-site short-term program receive T.W. Lord insurance which includes medical coverage, political and natural disaster evacuation, and repatriation of remains. An important overview of this insurance follows here: T.W. Lord insurance is mandatory for all students, faculty, family members, and guests who participate on Study Abroad programs outside the continental United 4

5 States. Although faculty members already have University coverage, that coverage does not include political and natural disaster evacuation. You will receive this information again at your program s pre-departure orientation. Program Cancellation: The University of Central Missouri reserves the right to discontinue this program at any time before or after departure. Among possible reasons for discontinuation or cancellation are travel warnings and/or advisories issued by the U.S. Department of State, and insufficient enrollment. 5