Middlebury Institute of International Studies

Middlebury College

Middlebury Institute of International Studies

at Monterey

Policies & Protocols

for

International Programs/Activities

2015-16

Vice-President of Institutional Risk

Michael Geisler ()

International Programs

Dean of International Programs: Jeff Cason ()

Associate Dean: Liz Ross ()

MIIS International Program Leads

Center for the Blue Economy Fellows: Rachel Christopherson ()

Peacebuilder Fellows: Pushpa Iyer ()

CNS International Organizations and Nonproliferation Fellows: Gaukhar Mukhatzhanova ()

CNS International Operations: Edith Bursac ()

Frontier Market Scouts and Ambassador Corps: Erina McWilliam-Lopez ()

International Professional Service Semester and DPMI Plus Fellows: Carolyn Meyer ()

Study Abroad: Jennifer Hambleton-Holguin ()

DPMI Rwanda and DPMI Kenya: Carolyn Meyer and Beryl Levinger: ( and )

Chile, Cuba, Iran, and Bhutan JTerm/Spring Break Practica: Jan Black ()

Cambodia, India, and Philippines JTerm Practica: Pushpa Iyer ()

China and Japan Spring Break Practica: Tsuneo Akaha and Wei Liang ( or )

Haiti JTerm Practica: Lisa Donahoe ()

Summer and JTerm Internships: Ted Bouras ()

International Conferences: Ashley Arrocha ()

GSTILE: Renee Jourdenais ()

GSIPM: Kent Glenzer ()

Contents

Introduction 1

Approval of International Activity 1

Pre-Departure Requirements 3

Orientation Session 3

Travel Registration – Middlebury/MIIS 3

Travel Registration – Home Country Program 3

Release Forms 3

Pre-Departure Checklist 4

International Medical Insurance, Medical Evacuation, and Repatriation 4

Global Rescue Coverage (Midd and MIIS) 4

Emergency Evacuation Plans 5

Appendix A: International Activity Risk Approval Process - Middlebury 5

Appendix B: International Activity Risk Approval Process - MIIS 5

Appendix C: International Activity Approval 8

Middlebury-MIIS
POLICIES & PROTOCOLS for INTERNATIONAL PROGRAMS/ACTIVITIES

Introduction

This guide was created to guide Middlebury-MIIS faculty and staff through the process of proposing, sponsoring, and/or leading international programs and activities for Middlebury and MIIS students. Given recent world events and increased concern regarding student safety while abroad—and also recognizing that Middlebury/MIIS wants to encourage students to engage the world as much as possible—we have implemented these processes for Middlebury-MIIS departments/programs/schools/centers supporting students in any Middlebury/MIIS-sponsored activity abroad. These protocols are in place for activities both during the academic year and during breaks, including summer. In addition to international immersive learning, these protocols apply to students engaging in volunteer work, service learning, internships, conferences, and research abroad, as well as any other activities where a Middlebury/MIIS program is involved.

The following offices have been identified as the main sponsors of these activities:

· International Programs

· Center for Careers and Internships

· Community Engagement

· Student Activities

· Rohatyn Center for Global Affairs

· Undergraduate Research Office

· Center for Social Entrepreneurship

· Program on Creativity and Innovation in the Liberal Arts

· Graduate School of International Policy and Management (MIIS) (including affiliated faculty and programs)

· Graduate School of Translation, Interpretation and Language Education (MIIS) (including affiliated faculty and programs)

· Student Services (MIIS)

· Center for Social Impact Learning (MIIS)

· Center for Conflict Studies (MIIS)

· Center for Nonproliferation Studies (MIIS)

· Center for the Blue Economy (MIIS)

Other offices, departments (i.e. athletics, dance) or individual faculty that sponsor student activities abroad will also be required to follow these protocols; responsibility for making sure these protocols are followed rests with the office/department providing funding or approval for these student activities.

Approval of International Activity

All international activity that involves student travel supported by college funding and/or credit must be approved by the sponsoring department/program, and reviewed by Global Operations. Any individual, office, or program that gives funding to students or has staff /faculty involved in promoting/sponsoring student activities abroad is expected to follow these protocols. Any academic credit-bearing activity will also be subject to these protocols. Please refer to Appendix A for flowcharts of the Middlebury and MIIS approval processes.

Groups

· Department/Program Sponsor completes International Activity Approval Form [Appendix B] at least 8 weeks in advance of committing to and/or announcing the program. The form should be submitted to Global Operations for review (). Credit-bearing programs may submit this form at the same time as submitting course proposals to the Dean/Curriculum Committee.

· Informed by Global Ops within two weeks. There will be one of two decisions:

o Fine to proceed with program. Reminded to follow the Pre-departure Requirements in this document.

o Needs a second level of review*.

Individuals

· Student completes the department/program sponsor’s internal application/approval process. Department/Program Sponsor reviews application and makes decision, unless a second level of review* is required.

*Second Level of Review: In some circumstances, for travel to some countries and regions, there is a second level of review. Such review may involve imposing additional restrictions or requirements on students engaging in activity abroad, and may also lead Middlebury/MIIS to revoke its approval or sponsorship of some activities. This second level of review is triggered if any of the following apply:

• There is a currently active U.S. State Department travel warning

• The Canadian government issues an “avoid non-essential travel” advisory

• A travel security risk rating above Moderate is issued by HTH Worldwide

• Other pertinent or relevant information that may come to our attention

If any of these “triggers” apply, Middlebury/MIIS will engage in further review of the in-country situation. Depending on the circumstance, Middlebury/MIIS may also engage Global Rescue for a security evaluation on a particular country or region. We will also consult other sources of international travel information, including sites that aggregate travel warnings and advisories from a wide variety of countries. Where we have in-country contacts/colleagues in the country of concern, those contacts may also be consulted.

Students/Program leaders will be asked to prepare a written response to the following questions to submit for review:

· Describe the country-specific risks/incidents that have occurred in the country(ies)/city(ies) where the travel is proposed in the last several years. Please indicate if there is a current State Department Travel Warning.

· How does the structure of the program (including housing and transportation) and safety procedures in place mitigate the safety/security concerns?

· Explain any emergency action/contingency plans.

A decision will be communicated to the department/program sponsor within two weeks of receiving the request for review. If approval is granted, the department/program sponsor will be expected to continue to monitor the situation that prompted the second level of review from the time of approval through the students’ return.

If Middlebury/MIIS determines, at this second level of review, that students are still able to engage in their activity abroad, it may also require that students sign an additional waiver indicating an understanding of risk and a waiver of claims against Middlebury/MIIS. The Midd/MIIS department sponsoring the activity abroad is responsible for notifying student of this requirement and collecting the form from the student.

Finally, outside of Middlebury’s Schools Abroad, when the situation in a country or region is determined by relevant staff or administrators to require a second level review or other emergency review, this may result in cancellation of a program, termination of a program already in progress, or an evacuation. Administrators in designated offices will convene to decide on an appropriate course of action.

At a minimum, this group will include:

For the College:

• the Dean of International Programs

• the Associate Dean of International Programs

• the Middlebury Risk Manager

• the VP for Institutional Risk

• the Dean of the College (for students)

• the Dean of the Faculty (for faculty)

For MIIS:

• the VP for Institutional Risk

• the Middlebury Risk Manager

• the Vice President for Academic Affairs and Dean of the Institute

• the Director of Professional Immersive Learning and Special Programs

• the Executive Assistant to the President

Each of these colleagues will designate two additional administrators/staff that may be called upon to convene and consult in the case of a possible program cancellation or emergency. In any case of emergency review, all relevant vice presidents will be included in the decision-making process, and staff in appropriate Middlebury/MIIS offices will be consulted regarding the course of action.

Pre-Departure Requirements

Orientation Session:

Prior to students’ departure the sponsoring department/program/organization/faculty member must ensure that participants are well-informed and have provided the program with appropriate information. Students must be informed about the risks inherent in travel and study abroad.

Travel Registration – Middlebury/MIIS:

All students and program leaders are required to be registered in Middlebury’s Travel Registration system. The department/program sponsor is responsible for ensuring compliance. (Middlebury students studying abroad through the College will automatically be in this system.) Included in the Travel Registration System is the traveler’s passport information as well as emergency contact information.

Travel Registration – Home Country Program:

Many countries offer their citizens the opportunity to enroll in an on-line travel registration program. All travelers should complete the online registration process with their home country embassy prior to going abroad. The US government registration can be found here.

Release Forms:

Middlebury students are required to complete the Acknowledgement and Assumptions of Risks and Release Agreement. MIIS students are required to complete the Activities Release Form. Both of these forms are integrated into the Middlebury/MIIS Travel Registration system.

Pre-Departure Checklist:

Pre-departure checklists for students and faculty/staff are available here. Faculty leaders/department sponsors should be sure to pass the checklist on to student participants.

International Medical Insurance, Medical Evacuation, and Repatriation:

All students are required to have adequate health, medical evacuation, and repatriation insurance coverage for the duration of their time abroad. All students or participants are required to carry international medical insurance coverage and medical evacuation and repatriation coverage of at least $500,000. Participants in international programs must also maintain coverage in their home country in case of medical evacuation. The Midd/MIIS department sponsoring the activity abroad is responsible for notifying students of these requirements. Where practical and possible, Middlebury/MIIS staff in the offices sponsoring activities abroad enroll students in appropriate insurance coverage. Financial arrangements vary from program to program (i.e., all Schools Abroad students are automatically enrolled in appropriate insurance plans), with the goal of ensuring an appropriate level of insurance. Offices need to build these costs into student program budgets (at their discretion), and inform students of these costs.

Midd Students

Students studying on a Middlebury School Abroad are automatically enrolled in a study abroad health insurance plan for the duration of the program through HTH Worldwide. This coverage is mandatory and cannot be waived. Middlebury students engaging in other abroad activity sponsored by a Middlebury department have the option to purchase this insurance plan. This insurance plan provides up to $500,000 medical coverage (accident/sickness) with zero deductible. There is also medical evacuation and repatriation coverage. This insurance plan provides emergency service with a 24-hour, worldwide, telephone assistance. This service can aid students in a variety of emergency situations, such as providing help in obtaining physician and hospital referrals. To contact HTH in an emergency, call 800.257.4823 (Toll-free within the U.S.) or collect at +1.610.254.877. Coverage will begin on the first day of the student’s program abroad and will end on the last, with the option to purchase additional months of coverage by contacting HTH and entering the following code EWG-9608 on the home page under “Have a Group Access Code?”

MIIS Students

MIIS graduate students enrolled in the school health insurance plan through Wells Fargo have international medical insurance coverage and medical evacuation and repatriation coverage through On Call International. On Call can be reached at (877) 318-6901 (Toll-free within the U.S.) and (603) 328-1909 (Outside the U.S.). Students or participants not on this plan are required to purchase international medical insurance and a medical evacuation and repatriation of remains plan with a minimum coverage of $500,000. MIIS reserves the right to request higher medical evacuation coverage for extremely remote locations.

Global Rescue Coverage (Midd and MIIS):

Middlebury has an agreement with Global Rescue for medical and security advisory and evacuation services for Middlebury and MIIS students on college-sponsored activities abroad, students from other colleges and universities studying at our Schools Abroad, as well as faculty and staff traveling on Middlebury/MIIS business.

In the event of a program evacuation, Middlebury has contracted for evacuation services to extract students as safely and efficiently as possible. All students are expected to participate in the group evacuation. Students should be reminded that in-country staff and resources will not be available to any student who elects to remain behind. Any accommodations made for students after an evacuation (financial, educational, etc.) will only be available to students who are part of the evacuation. There is a waiver for any student who refuses to participate in a group evacuation.

Global Rescue is available to assist travelers affected by medical and security emergencies while studying, working, or traveling abroad. They are available to consult and ensure appropriate medical treatment or safety measures are being taken. In addition, Global Rescue will arrange for the provision of health information services through their operations team and Johns Hopkins Medicine to include medical advice, case monitoring, hospital and clinic referrals, and evacuation services. This consultation service comes at no cost to the traveler. Any costs associated with treatment, transportation, or evacuation will be the traveler’s responsibility. Travelers in need of either of these services can contact Global Rescue at +1-617-459-4200 and identify themselves as a Middlebury/MIIS traveler. Directors, staff, and students can contact Global Rescue directly.

Emergency Evacuation Plans:

All programs abroad must have an Emergency Evacuation Plan. Guidelines for creating an Emergency Evacuation Plan can be found in the Middlebury-MIIS Emergency Management Plan.

5

Appendix A: International Activity Risk Approval Process - Middlebury

Appendix B: International Activity Risk Approval Process - MIIS

9

Appendix C: International Activity Approval

For

Middlebury/MIIS- sponsored (funded, credited, supported, represented) Program

Department/Program Sponsor : (e.g. Center for Social Entrepreneurship, Community Engagement, Student Activities, FMS Training, Team El Salvador, Center for Blue Economy, etc.)

Department Contact (if group activity):

Student Name (if individual activity):

Country(ies) of travel:

Primary city(ies) of travel:

Program/Activity dates (approx.):

Please respond to the following questions on a separate sheet.

Activity Description:

· How many students do you estimate will participate?

· Why was this specific location chosen? Were alternate sites considered?