Site Assessment Report
New Study Abroad Program
SITE ASSESSMENT EVALUATION INFORMATIONName of Faculty:
Faculty Current Position:
Sponsoring College:
Sponsoring Department/s:
Study Abroad Oversight Administrator Name/e-mail/phone number:
Country:
Proposed Courses to be Taught: (New or existing course?)
Host Institution (if applicable):
Country Host Contact Name, Email, and Phone Number:
BECOME AN EXPERT
Information about the Country
You will need to be well organized to accomplish all that you need to in the time allotted! Do your research stateside and gain expertise in logistical aspects of the program you are planning and become better informed about the country you will be visiting. Some areas to include in your research are listed below. Please keep this information for your records and future reference. It is not necessary to include this documentation in your report.
· Collect general information about: the destination country, cities, and host institution (if you have identified and intend to use one) including differences of religion, cultural norms, local traditions, and political attitudes, etc.
· Consider logistical and programmatic details, research options, and be prepared to follow up on them once abroad.
o Travel to and within the host country
o Lodging options
o Possible host institutions, if applicable
o Classroom space
o Possible excursions, guest speakers
o Local regulations, i.e., Do students need to register with the local police department upon arrival? Will students register with the American Consulate? Where is the Consulate located?
· Health Care
o What health care facilities are available to students?
o What kinds of services are provided?
o What health care warnings are in effect for this site? What special precautions are necessary? Are there vaccinations or other medical precautions required? Information is available at the CDC website: http://wwwn.cdc.gov/travel/default.aspx
o How difficult would it be to evacuate a student from this site for a medical emergency?
· Other Services:
o Reliability of postal/courier services
o Access to ATMs and/or banks
o Access to phones for faculty and students – public, private, cell phones, or phone card
· Legal issues:
o What are the local laws that students and participating faculty should know?
o What would program personnel do if a student gets arrested?
U.S. Department of State Travel Advisory Site
Please check the U.S. State Department’s website for the most updated Travel Advisory to gain information needed to assess the safety of the proposed site for conducting a study abroad program with MCCCD students: https://travel.state.gov/content/passports/en/alertswarnings.html. Are there any U.S. government warnings or alerts for this country? Have there been any recent incidents of concern?
· Travel Warnings are issued to describe long-term, protracted conditions that make a country dangerous or unstable. A Travel Warning is also issued when the U.S. Government's ability to assist American citizens is constrained due to the closure of an embassy or consulate or because of a drawdown of its staff.
· Travel Alerts are issued to disseminate information about short-term conditions, generally within a particular country, that pose imminent risks to the security of U.S. citizens. Natural disasters, terrorist attacks, coups, anniversaries of terrorist events, election-related demonstrations or violence, and high-profile events such as international conferences or regional sports events are examples of conditions that might generate a Travel Alert.
HEALTH CARE
Please research and provide the following information:
· Equivalent of U.S. emergency 911 number and services.
· Name/location of nearest hospital, clinic, or medical professional
· Special health care concerns for this site
· Is standard medical treatment available in this country? What is the cost?
· What kind of transportation is available for emergency health situations?
Summary of Healthcare Information:
LODGING
While abroad, you will need to arrange for appropriate housing for students and instructors. It is important to check out lodging options in person, to make sure the chosen housing is in safe areas, accessible to transportation, classroom sites, etc., and that the accommodations are appropriate for MCCCD students. Depending upon your choice of housing, please answer the questions below:
· How many students can stay with one homestay family (if considering a homestay option)?
· How many students can the hotel/dorm accommodate? How many students per room?
· How much in advance is it necessary to book the hotel/dorm and what payment arrangements will be required?
· Does the lodging meet the above mentioned criteria (safe, accessible to transportation, and classroom sites)
- FISCAL MATTERS – Secure itemized cost estimates for lodging. If host families are to be utilized, negotiate fiscal details including cost estimate and form of payment. Avoid arrangements that require cash payments for host family arrangements. Negotiate payment through a university or other vendor that will disburse funds directly to the host families. Quotes should indicate that pricing is valid through dates of the study abroad program. (If this is not possible, a new quote will need to be secured prior to submitting your program proposal.)
Notes:
TRANSPORTATION
Briefly describe transportation plan, including travel to and from the host country, and in-country travel. (Specific flight information is not needed at this stage.)
- FISCAL MATTERS – Determine what type of local transportation is needed. If coach transportation will be utilized, secure quotes and culturally accepted gratuity for driver. Include gratuity in the cost listed in the study abroad program proposal budget.
Notes:
EVENTS, ACTIVITIES AND FIELD TRIPS
Research possible events, activities and field trips/educational excursions that you are considering as part of this study abroad program and list them in the space provided below. If off site, determine what mode of transportation will be used? If staying overnight, has the overnight facility been inspected?
Include the name of the contact person if available, the address, etc.
- FISCAL MATTERS – Secure itemized cost estimate for transportation, lodging, and admission fees for each excursion. Please itemize each excursion. (This information will be needed later.) Whenever possible, secure itemized cost estimates from several vendors.
Notes:
MEALS – GROUP AND INDIVIDUAL
Research costs of food and determine whether meals will be included as part of your program or not. If planning group meals such as welcome or farewell receptions, be sure to make plans for how these events will be handled as well. This is important in estimating food budget line items.
If meals are not included, develop an estimate of student costs for meals for the duration of the program, for sharing with students at information sessions for their own budget planning.
- FISCAL MATTERS – Secure itemized cost estimate for student meals if they will be offered as part of the program. Include special meals such as welcome and farewell receptions as part of this, or separately, if you are not using the same vendor.
Summary of Vendor Information:
IN-COUNTRY HOST INSTITUTION OR SERVICE PROVIDER
AND PROGRAM FACILITIES
Most, but not all study abroad programs utilize an in-country host institution. Please report on your findings in regard to a host institution, if you have made arrangements to have one. Be sure to address the following;
· Identify a possible on-site coordinator to help with the execution of the program in the host country.
· Identify other contacts at the host institution who might be helpful/needed in some aspect of the program.
· Identify possible guest lecturers within the host institution or from local host community.
Research/visit potential program facilities to secure information on the following as needed:
· Classroom space
· Place to accommodate larger group meetings as needed (for general meetings, guest lecturers or other)
· Access to e-mail/internet for faculty and for students
- FISCAL MATTERS – Get a cost estimate for use of facilities and request itemization of charges for services such as: classroom space, internet access for students, home stays (if these are to be arranged by the host institution), guest lecturers, administrative fees, etc. Ask them to complete MCCCD vendor registration forms while you are there, if you are fairly certain you will be utilizing this vendor. This will help simplify payment arrangements down the road.
- LEGAL MATTERS – If either a host institution or a study abroad service provider is arranging most in-country lodging and program logistics, a contract may be required by the vendor and/or MCCCD. As noted in the handbook, only the MCCCD legal office can sign a contract. Time on the site assessment should be used to solidify the details of the services that are to be provided.
Notes:
FISCAL RECORD KEEPING
In each section below, provide a summary of information including names of possible vendors/providers and estimated costs for each. (Please retain quotes for your records and to include in the study abroad program proposal. They do not need to be submitted with this report.)
If you are fairly certain you will use a certain vendor, ask them to complete MCCCD vendor registration forms while you are there. This will help simplify payment arrangements down the road.
COLLEGE RECOMMENDATIONS FOR INITIATING
A NEW STUDY ABROAD PROGRAM
Faculty Program Director:
Based on the results of the site assessment, I ______recommend this site that is highlighted in this report for a future study abroad program:
______
Proposed Faculty Program Director’s Signature Date
College Administration:
Based upon a review of the outcomes of the site assessment, the college supports initiating a study abroad program at this proposed site:
______
Study Abroad Oversight Administrator’s Signature Date
Vice President of Academic Affairs
I support the development of a study abroad program at this proposed site through our college and have assigned an administrator to oversee study abroad programs:
______
Vice President of Academic Affairs Signature Date
REQUIREMENTS FOR INTERNATIONAL TRAVEL REPORTING
International Travel Reports:
According to District International Travel Policy, all those who engage in international travel on behalf of the Maricopa Community Colleges are required to submit an International Travel Report upon their return to the United States. Reports are due to the college international education office within 30 days following the conclusion of the travel. This includes those who are participating in faculty exchanges or faculty development programs, attending conferences or board meetings, conducting research, etc. International Travel Report forms are available at: http://www.maricopa.edu/iie/resources
Form updated 5/10/2016 1