site    
hope college > risk and responsibility    

 
Required Paperwork <
Crisis Management Team <
Handling Emergencies <
FAQ <
 

Academic Programs for Credit

Designing, implementing and managing an off-campus May/June/July term requires time!  Be sure to submit the appropriate paperwork before departing.

The following 18-month timeline has been created as a guideline for faculty to use while creating a new May/June/July term program.  

JANUARY (18 months before the trip)

  1. Submit a May/June/July term proposal to the Registrar’s Office.  The Deans' Council will review, recommend amendments and/or approve the proposed program.
    1. Proposal should include:
      1. academic rationale
      2. proposed itinerary
      3. cost and credits
      4. number of student participants
      5. measurable learning outcomes
      6. on-site resources
    2. Use of customized programs through AustraLearn/CIEE/IES
      1. cost of using such a program coordinator?
    3. Questions to be considered
      (adapted from chapter 2, Education Abroad)
      1. What are the academic and intercultural learning outcomes for the program?
      2. How does teaching the course overseas enhance these outcomes?
      3. How is the instruction and learning environment enhanced by offering the course overseas?
      4. What facilities will be needed for delivering the course content? Are there special needs for classroom space and equipment?
      5. Will the program take place in one destination or will participants travel to several destinations?
      6. How will transportation to and from the program’s location and during the program be arranged?
      7. What arrangements will be made for housing and meals?
      8. What will and will not be included in the fees charged?
      9. What types of visits, excursions and cultural activities will be included in the curricular portion of the program? When will free time be scheduled?
      10. Will additional support staff and faculty be needed?  If so, how will they be compensated? Are their expenses covered?
      11. Are visas required?
      12. Are there any special medical requirements specific to location that should be addressed?

SPRING (one year before the trip)

  1. Design off-campus course
    (adapted from chapter 2, Education Abroad)
    1. contact hours
    2. site visits and excursions
    3. readings
    4. grading
    5. learning and intercultural growth
    6. culture learning
    7. unstructured time
    8. group dynamics
    9. orientation
  2. Emergency procedures and contact information
    1. List of hospitals, embassies, travel agents, etc.
    2. Does each program have a substantial evacuation/medical insurance policy?
    3. Follow Risk and Responsibility guidelines in case of emergency

FALL (6 months before the trip)

  1. Recruit program participants
    1. marketing materials
    2. participate in the Off-Campus Study Fair (early October)
    3. applicant screening and approval process
    4. finalize program logistics
    5. clear applicants with the Eligibility to Participate form

SPRING (one semester before the trip)

  1. Hold regular orientation meetings with program participants
    1. cultural preparation/cultural competence training
    2. academic preparation
    3. health and safety – informing students of health/safety protocols, designing a personal action plan with each student
    4. contact the Health Clinic for proper immunizations.
    5. review medical files
    6. program schedule, locations, transportation, housing
    7. extra-curricular activities
    8. behavioral expectations
    9. alcohol awareness training (involve the Counseling Center)
    10. code of conduct (setting group norms signed by students)
      1. group dynamics (exclusions?)
      2. roommate issues
      3. dietary restrictions
      4. punctuality
      5. independent travel
  2. Collect Medical and Mental Health History forms, Assumption of Risk and Release forms, Student Off-Campus Programs Responsibilities forms and, if needed, Off-Campus Study Social Conduct and Behavior Contracts; collect parent contact information
    1. Review all materials individually with students.
    2. Ask for clarification from the Health Clinic and Counseling Center.
  3. Provide program itinerary and all contact information to the following:
    1. Registrar’s Office
    2. International Education
    3. Campus Safety
    4. Dean for International and Multicultural Education
    5. Department chairperson and secretary
    6. Provost's Office
  4. Design a program evaluation and re-entry program.

 

© 2013 Hope College | Risk and Responsibility | Holland, MI 49423