Academic Travel

Faculty and staff taking students off-campus for any kind of conference, workshop, field trip, etc. are required to complete the necessary paperwork before departing.

• One Day Programs
• One Overnight Programs
• Domestic Two or More Nights Programs
• International Two or More Nights Programs

International Travel Guidelines
(non-credit bearing travel)

PROPOSAL
A proposal to take students overseas should be submitted to the department chair and Deans' Council one year (12 months) prior to the proposed program dates.

1. Proposal should include:
   1. proposed itinerary
   2. estimated cost
   3. number of student participants and staff
   4. on-site resources and contacts
2. Questions to be considered in program design:
   (adapted from chapter 2, Education Abroad)
   1. What are the intercultural and academic learning outcomes for the program?
   2. What facilities will be needed for the group?
   3. Will the program take place in one destination or will participants travel to several destinations?
   4. How will transportation to and from the program’s location and during the program be arranged?
   5. What arrangements will be made for housing and meals?
   6. What will and will not be included in the fees charged?
   7. What types of visits, excursions and cultural activities will be included in the program? When will free time be scheduled?
   8. Will additional support staff and faculty be needed?  If so, how will they be compensated? Are their expenses covered?
   9. Are visas required?
   10. Are there any special medical requirements specific to location that should be addressed?
3. 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.

Parents should receive itinerary, travel details and emergency contact information for the duration of the program.

Prior to departure, a mandatory orientation should be scheduled which includes culture/country specific information, as well as address basic cross-cultural communication skills.

Contact the Health Clinic for proper immunizations.

POST PROGRAM EVALUATION AND SUMMARY
A final report should be submitted to the department chair summarizing the overseas experience.