Policy: 1117 Academic Travel Involving Students (International) Key Process: Program Delivery Effective Date: September 10, 2012
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1 Policy: 1117 Academic Travel Involving Students (International) Key Process: Program Delivery Effective Date: September 10, 2012 POLICY To minimize risk and provide a safe and positive learning experience for students and faculty leaders (trip coordinators) who participate in NBCC campus approved academic international trips, study terms, exchanges, or expeditions. International travel includes all destinations outside of Canada. NBCC continues to create and support opportunities for students and employees to participate in experiences that support learning in a global environment. All faculty leaders must ensure the proper preparation, risk management, and documentation is completed prior to departing on any campus approved international trips, study terms, exchanges or expeditions. All academic international travel will be in accordance with the approved course outline. Faculty leaders are to provide students with a detailed orientation session, as well as an information handout well in advance of the trip. Any related costs to the student should be communicated in detail to the student at the time of acceptance. Details related to the trip should include, but are not limited to, learning objectives of the trip, travel itinerary, information required from the student (medical conditions, ID, emergency contact, etc.), transportation, emergency plan, weather conditions, visa/passport requirements, airline/airport regulations, health/medical insurance requirements, accommodations, currency, clothing, cultural differences, equipment, personal safety, etc. The campus is responsible for arranging transportation for international student group academic travel activities. Because of liability implications, faculty cannot ask students to use their own vehicles for such travel. Faculty leaders will ensure the appropriate process and documentation (as outlined in the Procedure document) are completed and signed off prior to each trip. For International travel, all provincial approvals and guidelines related to out-of-country travel for staff are to be followed. Any accidents and injuries occurring during the trip are to be reported to Regional Operations Manager. An Accident Report Form and a Worksafe NB Form are to be completed as applicable. APPLICATION The scope of this policy applies only to academic student international travel facilitated by the campus. It does not apply to individual student work, practicum, clinical, or co-op placements. DEFINITIONS Not applicable Version Academic Travel involving Students (International) 1 P age
2 SUGGESTION BOX Your suggestions for improvement to this document and/or its content will be forwarded to the policy owner. 1.0 PURPOSE and SCOPE To minimize risk and provide a safe and positive learning experience for students and faculty leaders (trip coordinators) who participate in NBCC campus approved academic travel. International travel includes all destinations outside of Canada. Such travel may include one or multi-day trips, exchanges, study terms, and expeditions facilitated by the campus as part of the students course/program learning, but excludes student work, practicum, clinical, and co-op attachments. This process provides guidance and requirements with relation to risk management factors associated with the preparation, facilitation and leadership of these travel activities. The process begins with the planning and preparation required for the trip and ends with the students' return. 2.0 WORKFLOW International academic travel involving students generally falls into 2 categories: a) Partial or one-day field trips (Maine likely only location) b) Multi-day trips, exchanges, study terms or off-road expeditions. The following represents minimum requirements; academic departments may mandate additional procedures and documentation. 2.1 Partial or one-day travel The faculty leader must provide students with a detailed overview of the trip learning objectives, itinerary for the day, expectations, safety protocol, etc. A handout of these details is recommended The faculty leader is to place specific emphasis on requirements related to passports (required by everyone as of June 1, 2009) and out-of-country health/medical insurance. The faculty leader must ensure such requirements are met by students prior to departure The faculty leader is to arrange and coordinate student transportation via campus owned vehicles, government approved vehicle rental agencies, train, bus, or commercial aircraft. Loading of vehicles shall be done in accordance with vehicle manufacturer s recommendations. NOTE: 15-passenger vans are not to be used to transport students Because of liability implications, faculty cannot ask students to use their own vehicles for academic travel facilitated by the campus If travel is by vehicle, the faculty leader must ensure the driver possesses a valid Class IV license, if required. If the vehicle(s) is a rental with no driver provided, the employee who is renting the vehicle Version Academic Travel involving Students (International) 2 P age
3 must be a physical participant on the trip. Age requirements for drivers stipulated by rental agencies must be adhered to The faculty leader must ensure that the Request for Leave form for out-of-country travel to Maine is completed and submitted, along with the completed required trip-related documents, for approval by the Department Head and the Regional Director The faculty leader must ensure that the Student Trip Plan document is completed in its entirety The faculty leader will ensure that a copy of the completed Student Trip Plan is with them at all times for the duration of the trip and that a copy is left with the respective manager/supervisor prior to departure Vehicle accidents must be reported immediately to the Director of Administration and an Accident Report Form completed by the faculty leader Injuries are to be reported to the Director of Administration and a WorksafeNB form completed as soon as possible. 2.2 Multi-day Trips, Exchanges, Study Terms, Off-Road Expeditions Processes to above must also be followed for multi-day trips, expeditions, exchanges, or study terms For multi-day out-of-country trips, the faculty leader must give extra attention to orientation relative to weather, visa/passport requirements, culture, laws, personal safety, emergency plan, airport/airline regulations, export/import limits and restrictions, required health/medical insurance, vaccination requirements, etc. relative to the destination country. Although not limited to its content, the International Travel Guide for NBCC Students found in the "Controlled Reference Documents" section should serve faculty leaders well in this important orientation. A copy of this guide should also be distributed to the students A key component of this orientation includes a review with students of relevant content of the Canadian Department of Foreign Affairs & International Travel website: The faculty leader must coordinate the collection of any related costs to students The faculty leader should direct students in acquiring required passports and health/medical insurance (mandatory). Version Academic Travel involving Students (International) 3 P age
4 2.2.6 The faculty leader must verify that all students have required passports, health/medical insurance, and vaccinations prior to departure Each student must complete a Student Travel Plan - Form B For off-road out-of-country expeditions, the faculty leader must also complete the Group Off-road Expedition Plan - Form E (instead of the Student Field Trip Plan) Approval for out-of-country travel must come from our ADM (only exception is Maine). For this reason, the Department Head approved Request for Leave form accompanied by a briefing note and the Field Trip Plan or the Group Off-road Expedition Plan - Form E must be received by the campus Principal at least 6 weeks prior to departure The faculty leader will pre-register students with the Canadian Department of Foreign Affairs & International Trade prior to departure The faculty leader will ensure that a copy of all trip related documentation is with them at all times for the duration of the trip and that a copy of the same documentation is left with the respective manager/supervisor prior to departure. If, for the duration of their trip, students are under the care and authority of another partnering post-secondary institution or campus (such is often the case with study terms), the designated faculty leader at that location is to also be provided with 2 copies of this documentation For lengthier travel (such as a full study term) faculty leaders should provide each student with a wallet size, laminated card with emergency names and contact numbers, including the number for the Canadian Embassy in the destination country. 2.3 Transportation Vehicles, when available, should be college owned or rented from the Vehicle Management approved list of rental agencies. For large student groups, a charter bus service should be used. 15- passenger vans are not to be used for transporting students Faculty leader should have basic First Aid Training Campus provided vehicles should include a kit that includes a minimum of a first aid kit, flashlight, and road side reflectors. These items should also be provided on rental vehicles purposed to transport groups of people There should be at least 2 cell phones on board All passengers must wear seat belts. Version Academic Travel involving Students (International) 4 P age
5 2.3.6 No smoking permitted in vehicles Alcohol and illegal substances are prohibited Use of a cell phone while driving is prohibited. 2.4 General/Safety In addition to the trip orientation provided by the faculty leader, students embarking on multi-day trips are advised to research the destination relative to weather conditions, crime rates, safety, cultural differences, etc Prior to departure, the faculty leader should verify that students have valid medical/health insurance coverage. Remember that students may need additional insurance to cover things like dental and life insurance and theft of personal belongings. Version Academic Travel involving Students (International) 5 P age
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