FACULTY HANDBOOK FOR SHORT-TERM PROGRAMS

Introduction:

International Programs staff are delighted you are interested in proposing a short-term, non-credit study abroad program for Puget Sound students. We look forward to working with you and have prepared this handbook to assist you in all aspects of designing, planning, implementing and evaluating your proposed program. Detailed guidelines are provided in this handbook. However, there are several general principles governing all faculty-led study abroad programs:

Safety and Security

The safety and security of our study abroad students and program directors are the most important criteria in developing and administering study abroad programs. Puget Sound does not support programs in areas of the world listed on the US State Department Warning list. Please refer to the complete policy on the International Programs website: Sound.edu/x11907.xml

We also recognize that emergencies may occur while you and your students are overseas. Therefore your program proposal must include an Emergency Management Plan. You will be called upon to take on many roles while the group is abroad, including, but not limited to counselor, advisor, crisis manager, and travel guide. Given these responsibilities, it may not be feasible for family members to accompany you on the program. You should discuss this with the Associate Academic Dean prior to submitting your proposal.

Student population

An important goal of International Programsis to increase the diversity of students studying abroad. This includes under-represented groups at Puget Sound as well as under-represented departments and majors. Preference will be given to program proposals which support this goal.

Sustainability:

Customized programs must be sustainable; therefore you should design a program that has complete departmental support, is fiscally sound and has a strong foundation with the plan to offer the program more than one time. Your program should not be offered during class or examination times.

Fiscal Responsibility

International Programs understands that study abroad may create an additional financial burden for our students. Any new proposal should strive to provide a high quality program at a reasonable cost to the student. As the program director, you will be in charge of accounting for all funds expended for the program with Accounting and Budget Services.

Application/Admission

All students will complete Puget Sound’s approval to study abroad form in addition to the program application and one letter of recommendation. International Programs will check student academic and discipline records prior to selection.

Reporting/Evaluation

The students will be required to submit evaluations of their experiences on the program to International Programs. The program director will be expected to submit a final report, including expenditures, at the conclusion of the program to the Associate Dean, sponsoring department chair and the Director of International Programs. These evaluations and report will be used in planning for the next cycle of the program, if applicable.

Criteria for successful program proposals

  1. The Program Director has a solid rationale for the program: it contributes to the academic mission of Puget Soundand the location is appropriate for the program.
  1. The Program Director has identified an adequate pool of students for the program. The program may be a non-credit extension of a current on-campus course.
  1. The program offers a new opportunity for Puget Sound students and does not compete with programs already approved.
  1. The program fits into Puget Sound’s mission and calendar.
  1. The program provides bothon-campus and on-site orientations, to prepare the students well for living and studying abroad.
  1. Group size is no smaller than 10 (unless the program site has a maximum under 10).
  1. Local faculty or guest lecturers are used as appropriate.
  1. Field trips, and other cultural activities, are designed to provide opportunities to enhance the intercultural competence of the students.
  1. Students live with host families or in student housing with host country students, wherever possible.

For a study tour involving multiple sites, additional criteria include:

  1. A balance between an overview of different sites and the need for an in-depth experience in each location.
  1. The itinerary should neither exhaust participants nor inflate program cost unnecessarily.
  1. In cases where hotels are used, the program should maximize opportunities for student contact with host nationals.

Preparing a Proposal

All proposals for short-term, non-credit study abroad programs are subject to approval by the Academic Dean, in consultation with the director of International Programs. A faculty member wishing to develop a proposal for a short-term, non-credit study abroad program should first meet with the director of International Programs for discussion of the program and assistance with procedures. These programs may be non-credit extensions of current on-campus courses. As program director, you represent Puget Sound abroad and are responsible for upholding Puget Sound’s policies.

Study Abroad Program Development Checklist

  1. Rationale

What academic need does this program fill?

How does this program complement current departmental offerings?

IIAdministration

Does your department fully support your proposal? (The department chair’s signature of approval on your proposal is required.)

Will other faculty members be willing to serve as subsequent program directors?

Are there other departments who will co-sponsor or support the program?

Will the program compete with other Puget Sound programs?

What are your qualifications for leading the program? Do you need an assistant to accompany you who has fluency in the language or is there sufficient on-site support staff?

IIIStudent Participation

Who is the intended student population for this program?

Is there identifiable student interest in the program?

Is language proficiency required? Will this or other pre-requisites limit student access?

Can you recruit the minimum number of students required for a program?

What is the estimated enrollment in the program? What is the maximum enrollment?

Is there sufficient lead-time to develop and recruit for the program (generally no less than 12 months)?

Can students with health/dietary concerns participate easily?

What are your plans for publicizing the program and recruiting students?

How will the students be selected for the program? (Admission is limited to full-time matriculated Puget Sound students. Minimum GPA and review of all academic and discipline records is required for all study abroad programs.)

Students will be required to sign an agreement to abide by the laws of the host country and abide by Puget Sound’s Student Integrity Code.

If international students are coming to campus as part of your proposal, how will they be supported? What arrangements have been made for visas, housing, programming, and other support services, and are these budgeted into the program cost?

IVLocation

What country and city will be the best location and why?

Have you made, or plan to make a site visit prior to running the program?

Will students need a visa to enter the country? What is the cost & ease of obtaining the visa?

What academic institution may serve as host or partner? Please supply contact information for host faculty and host study abroad office and draft Memorandum of Understanding (MOU) if required

What are the proposed program facilities? (Describe)

Have you included additional considerations (e.g. students with disabilities, dietary restrictions, program-related travel, local economy, security of facility)?

VSupport Services

What support services are available and where? E-mail, computer lab, library? Will there be a charge for these services?

Will an on-site orientation be offered?

What type of housing facilities will be used? (residence halls, homestays, hotels?) Have you inspected the housing?

What arrangements for meals will be made?

Will program-related travel be included? If so, list.

Will local field trips be included? If so, list, with entrance fees.

VIHealth, Safety and Liability Issues

Have you checked with International Programs and the US State Department list for safety clearance? Document this in your proposal.

What inoculations or other precautions do students need before departure? (Check with CHWS)

What medical facilities are available to students and program director?

What insurance coverage is provided for the program director? (Puget Sound liability insurance covers ‘scope of duty’ exposures: i.e. travel, work and other activities directly connected with their Puget Sound sponsored activity. For independent travel faculty would need personal insurance protection. Check with Puget Sound’s risk manager in the Office of Business Services for details.)

All students will be required to sign liability waivers. If they are under 18, the parents must sign also.

Puget Sound’s policy on Alcohol and Drug use will be in effect. (The misuse of alcohol or drugs will be grounds for dismissal from the program.)

Have you provided an Emergency Management Plan? Forms are available in this handbook.

VIIFinancial Issues

All short-term programs must be self-sustaining, with no additional Puget Sound funds.

List all items to be included in the program cost to students.

Have you included the mandatory medical insurance cost for the students in your program fee?

Have you included a contingency fund fee to cover unexpected expenses or emergencies?

Attach estimated budget for these costs. You should calculate your budget based on actual per student expense.

List all costs not included in the program cost to students and estimate their cost.

What are the deadlines to pay overseas providers, travel agencies, airlines, hotels, rail and bus transportation etc.?

What arrangements have been made for visas, housing, programming, and other support services, and are these budgeted into the program cost?

Have you discussed Program Director’s compensation or expenses with the Associate Dean?

What amount of spending money should students budget, and for what items?

Suggested Timeline:

Timeline for non-credit, faculty-led short-term programs

1.12-18 months before program begins:

Consult with your department and director of International Programs about your program idea and receive this faculty handbook from your department chair.

2.12 months before program begins:

Submit your proposal and budget to your department chair, the director of International Programs and the associate dean for approval.

3.4-6 months before program begins

Hold interest meetings (2 minimum) for students.

4.3 months before program begins:

Deadline for student applications. Student selection.

5.Midterm before program begins:

Conduct orientation meeting with students and International Programs staff.

6.1 month before program begins:

Deadline for all student forms and emergency contact information sheet for program to be turned in to International Programs.

Sample for 2-week program during winter break:

1, 2.Fall semester 12-18 months prior to winter break program

3.Spring or early fall prior to winter break program

4.Fall prior to winter break program

5.Mid-term prior to winter break program

6.December 1 prior to winter break program

Sample for 1-week program during spring break:

1,2Spring semester 12-18 months prior to spring break program

3.Early fall prior to spring break program

4.Late fall prior to spring break program

5.Early spring prior to spring break program

6.1 month prior to departure on spring break program

Sample for short-term summer program:

1,2Late spring 12-18 months prior to summer program

3.Fall prior to summer program

4.February 15 for all summer programs

5mid-March prior to summer program

6.Meet Puget Sound April deadline for all summer programs

Attachments:

Proposal form for faculty-led short-term,non-credit study abroad program

Budget worksheets for short-term,non-credit study abroad programs

Emergency Management Plan (includes Puget Sound’s Policy limiting Travel Abroad and Incident Report form)

Proposal for faculty-led short-term non-credit study abroad program

Sponsoring Department

Program Director Name and Title

Campus Mailbox #Telephone:e-mail:

Program Description

Program name

Program site(s)

Duration (in days/weeks)Dates (approximate)

(Attach detailed program description and itinerary)

Minimum/maximum number of student participants

Will courses be offered by Puget Sound faculty?  NO  YES (if yes, provide details)

Will courses be offered by on-site faculty?  NO  YES (if yes, provide details)

Will students enroll in an institution on site?  NO  YES

Name of host institution

This program is approved by:

Program DirectorDate

Department ChairDate

Associate Academic DeanDate

Director, International ProgramsDate

Completed proposal received by International ProgramsDate

[Source: Adapted from the Puget Sound of Kansas]

BUDGET WORKSHEET

SHORT-TERM, NON-CREDIT PROGRAMS ABROAD

Program Name:______

Program Director:______

Program Dates: ______

Program Expenses (calculate on a per person rate, minimum 10 students)

Program FeeEstimated additional Student Expenses

Instructional Fees: $

  • Guest Lecturers______
  • Classroom rental ______
  • Field Trips ______
  • Books/Materials ______
  • Program Director’s fees (pro-rated)______

Travel Expenses:

  • International Travel(student expense)______
  • In-country travel______
  • Visas______
  • Insurance/I.D. card ______
  • Site Visit by Program Director______
  • Program Director’s Travel (pro-rated)______

Accommodation:

  • Housing______
  • Meals______
  • Program Director’s accommodation ______

(pro-rated)

Personal Expenses

  • Average personal expense not

covered by the program fee (insurance, inoculations, etc.)______

Puget Sound Administration Fee

There is a $ --- person administration

fee for all students______

Suggested Program Deposit/due date $______/_____

Note:

Several of the expenses listed above will not be billed through Student Financial Services. Please indicate the expenses to be included in the program fee (billed through Student Financial Services) and those expenses that will be the student’s responsibility.

The draft budget for this program will be prepared by International Programs based on the estimates listed above.

EMERGENCY MANAGEMENT PLAN

PUGET SOUNDINTERNATIONAL PROGRAMS (IP)

Orientation information, both printed and oral, contains information for faculty and students about health and safety issues related to international travel. Adherence to this information, along with appropriate behavior, caution, and common sense, can prevent many crisis situations.

Decisions regarding program itineraries are made based on information from the US State Department, and on-site coordinators. IP is prepared to make changes on short notice should a situation arise in-country that causes serious concern.

IP will not allow students to begin a program at a site which is designated by the US State Department as existing under a travel warning. Please refer to the complete policy on the International Programs website: Sound.edu/x11907.xml

  1. CONDITIONS REQUIRING EMERGENCY MANAGEMENT

The staff of International Programs shall be contacted under the following circumstances:

  1. Serious illness, injury or death.
  2. Emotional or psychological stress that appears to require removal from the situation or professional attention.
  3. Being the victim of a crime—theft, assault, rape, harassment, etc. or being accused of committing a crime.
  4. A situation arising in-country which causes serious concern, i.e., a political uprising, epidemic or a natural disaster.
  1. COURSES OF ACTION

Puget Sound faculty member or on-site coordinator or student (in case of incapacity of the faculty member or on-site coordinator) contacts the appropriate local authorities (i.e., police, US Embassy, medical personnel) to begin the local action necessary to handle the situation. This individual will also complete the attached incident report, Attachment B.

Puget Sound faculty member, on-site coordinator or student (in case of incapacity of the faculty member or on-site coordinator) contacts the appropriate person from the Puget Sound Emergency Contact List. In most cases, that will be the Director of International Programs. There may be situations when it is also appropriate to contact other persons, i.e., Counseling, Health and Wellness or the Dean of Students office.

Puget Sound President or an assigned senior official ofPuget Sound is the official spokesperson to parents/officials/on-site coordinators. Puget Sound Communications office will act as official spokesperson to media sources.

  1. IP ACTION

International Programs staff will initiate appropriate procedures. IP will inform the senior officers of Puget Sound about any situation which involves on-campus intervention for an international program.

  1. Ill or injured student:
  1. IP will contact the contracted insurance provider to get them involved in evaluating the situation.
  2. IP will contact parents of student to apprise them of the situation.
  3. IP will contact the Dean of Students.
  4. IP will contact the media spokesperson for Puget Sound.
  5. Necessary action will be taken—provision for necessary medical care in-country, emergency evacuation, etc.
  6. Puget Sound will, if necessary, make funds available to cover emergency costs. Such expenses are the responsibility of student/parents, but Puget Sound will advance funds as needed to assure a timely solution of the situation.
  1. Ill or injured faculty member:
  1. IP will contact the contracted insurance provider to get them involved in evaluating the situation.
  2. IP will contact family of faculty member to apprise them of the situation.
  3. IP will contact the Academic Dean.
  4. IP will contact the media spokesperson for Puget Sound.
  5. Necessary action will be taken—provision for necessary medical care in-country, emergency evacuation, etc.
  6. Puget Sound will, if necessary, make funds available to cover emergency costs. Such expenses are the responsibility of the faculty member, but Puget Sound will advance funds as needed to assure a timely solution of the situation.
  7. If necessary, Puget Sound will make funds and staff available to insure adequate group supervision and continuation of the program.
  1. Death of student or faculty member:
  1. IP will contact the contracted insurance provider to get them involved in repatriation efforts.
  2. IP or designated Puget Sound official will contact parents of student or family of faculty member.
  3. IP will contact Dean of Students or Academic Dean who will, in turn, contact PugetSound legal counsel.
  4. IP will contact Puget Sound chaplain.
  5. IP will contact Counseling, Health and Wellness to begin appropriate counseling for other members of the group.
  6. IP will contact the media spokesperson for Puget Sound
  7. In case of death of faculty member, Puget Sound will make funds and staff available to insure adequate group supervision and continuation of the program..
  1. Student or Puget Sound faculty member with emotional or psychological problems.
  1. IP will contact Puget Sound counselors. Puget Sound counselors will be in touch with student, faculty or on-site coordinator to evaluate the situation and make necessary recommendations.
  2. IP will contact parents of student or family of faculty member.
  3. IP will contact the Dean of Students or the Academic Dean.
  1. Student or Puget Sound faculty is the victim of a crime—theft, assault, rape harassment, etc. or has been accused of committing a crime.
  1. IP will contact the Director of Human Resources & Affirmative Action Officer.
  2. IP will contact the Dean of Students and/or the Academic Dean.
  3. IP will contact the media spokesperson for Puget Sound.
  4. If the incident is between two student members of the group, the Dean of Students has primary responsibility and Puget Sound policy will apply.
  5. If the incident is between a student member of the group and a Puget Sound faculty member, the Academic Dean has primary responsibility and Puget Sound policy will apply.
  6. If the incident is between a member of the group and an outside party, action taken will depend on legal requirements of the host country and the wishes of the group member.
  7. Puget Sound legal counsel will be contacted through the Dean of Students or Academic Dean’s office, if necessary, for appropriate advice.
  8. IP will contact local on-site authorities if necessary, for appropriate action.
  9. IP will contact parents of student and/or emergency contact designated by the student. (If the faculty member is the victim, IP will contact the family or emergency contact of the faculty member.)
  1. A situation arising in-country which causes serious concern, i.e., a political uprising, epidemic or a natural disaster.
  1. IP will contact local program coordinators for a preliminary assessment.
  2. IP will contact the US State Department to receive the latest public announcements or travel warnings.
  3. IP will take necessary action based on advice from US State Department and local program coordinators. That could be evacuation, move to Embassy compound, remaining on-site and maintaining low profile, or quarantine.
  4. When the status of the group has been accurately determined, IP, in cooperation with the on-site coordinator or faculty member and with senior college administrators, will disseminate the information to appropriate parties.
  5. IP will contact the media spokesperson for Puget Sound.

4. EMERGENCY CONTACT LIST