Dyson College of Arts and Sciences

PACE UNIVERSITY

GUIDELINES for Faculty Led TRAVEL COURSES

2011 - 2012

9/13/10 TRAVEL COURSE GUIDELINES

Objectives

The primary objectives of a Pace sponsored international travel course are to provide Pace University students with an opportunity to study abroad, even briefly, and to encourage Pace faculty to expand their international interests, skills, and experience.

As the number and scope of these activities expand, it is vital that there be some basic guidelines to help faculty and department chairs develop programs and courses. The guidelines are not viewed as rigid requirements. Rather, they are meant to provide a planning framework. In specific instances, and with mutual agreement among units (e.g., schools, Office of International Programs & Services (OIPS), Office of Student Assistance (OSA), Finance & Administration, Risk Management & Legal Counsel) they may be applied more flexibly.

Guidelines

1. Structure of a Pace Sponsored Travel Course

 A travel course should consist of Pace classes (either traditional or online or hybrid) and the international experience. The travel portion could be considered the field experience or lab of the course. Participants are enrolled in the course for the duration of the academic term. The travel portion is typically between 1 – 4 weeks and may take place during spring break linked to a spring semester course, during January linked to a fall or spring course or late May or early June linked to a spring course. Generally the trip is a required part of the course, but it may be optional at the discretion of the instructor.

2. Faculty leading travel courses

 Faculty members conducting a travel course should be a full time faculty member and have the approval of their Department Chair and Dean or Associate Dean. Adjunct faculty and staff members should

1 not be the lead faculty member in a travel course. Exceptions must be made by the Dean or Associate Dean.

 Faculty should be permitted to participate in only one travel course per year. Exceptions must be made by the Dean or Associate Dean.

 Faculty leading a travel course should have sufficient experience with the culture of the host country/location, have previously visited the destination(s) and/or have contacts and/or know the language. Exceptions may take place when it is determined that a faculty may have transferrable relevant experience, skill level and support of local agents. Faculty are encouraged to take part in travel courses as “associates” before leading a course themselves.

 It is required that there are 2 responsible individuals participating in each trip – the faculty member and an associate, adjunct or a suitable staff person. Any exceptions must be approved and documented with the OIPS. Faculty must possess the personal qualities that are needed for a trip to be successful, a high level of commitment to organizing and leading the project, organizational skills, resourcefulness and a readiness to provide a level of personal guidance to students the is beyond the expectations of the traditional classroom. Faculty or staff who take part in a travel course should have basic orientation/training on traveling abroad with students In turn, faculty members are required to provide an orientation to the students enrolled in the course.

 In general, we discourage spouses, other family members, or significant others of faculty/staff/course leaders taking part in the travel course. Because of the intense nature of the short term program, faculty leaders are expected to spend time with the students and not with a guest. It is mandatory that during the planned part of the program that at least one course leader travel with the students at all times. Faculty do not have to be with the students during free time but should advise students to let them know where they are going and when they will return.

3. Academic Content of a Travel Course

2  Set forth specific learning tasks and goals for student that integrate critical inquiry, course materials and active learning into the travel course.  Pre-trip readings dealing with issues relevant to sites that will be visited must be required.

 Student assessments are to be based on a written assignment(s), such as a paper, exams, journal, log, or other projects, and on participation in class and during international study visits.

 Expectations for graduate students should be higher than those for undergraduate students.

 When a course is team-taught, both faculty members should be present for the travel orientation class meetings.

4. Planning, Authorization and Support for Travel Courses

 Planning should begin at least 18 months prior to the start of the semester the course will be offered. During planning stages, faculty and staff members are encouraged to consult with their Department Chair, Associate Dean and the OIPS . Collaboration among the various schools of the University is encouraged.

 A detailed proposal for a travel course must be made by a faculty member to his or her Department Chair. This proposal must include the Faculty Application for Conducting a Travel Course. Faculty should present a complete (though perhaps tentative) plan for the travel portion of the course, departure date, specific destinations (cities, sites), accommodations, method of transportation (air, rail, bus) return date. A tentative budget (prepared on the travel course budget form) should be completed taking into account all trip expenses including the cost of materials, admission fees for museums, performances and other items of the like. For planning purposes, contact a Pace approved travel vendor for trip costs. Be sure to include faculty(s) expenses as all of these expenses will determine the travel fee charged to the students. Once the proposed course is accepted by the Department Chair and Dean (if your school requires), it must then be forwarded to the OIPS for the budget to be approved. The approval process may be adjusted by individual schools.

3  Each travel course must have a minimum enrollment of 12 students however exceptions may be made with approval of the Dean or Associate Dean so long as courses have at least 10 students and are financially stable. The full direct costs of the study trip, that is, all expenses not including tuition must be covered by the travel fee charged to the students. The program must break even, at a minimum. All expenses for the travel portion (excluding faculty salaries) are to be paid from the trip revenue (the travel fee charged to the student). An additional 5% - 10% of the total expenses will be charged to the budget for university overhead. This overhead will help defer costs associated with marketing the programs and other administrative costs such as currency fluctuation, faculty expenses, wire transfer fees, emergency costs and to cover potential losses.

 Faculty salaries are covered by the academic department. If the course is part of a teaching load, then faculty salary is already covered by the department and generally the faculty will not receive additional pay. However, if additional pay appears warranted, faculty should discuss the matter with their Department Chair, as the salary would need to be built into the fee structure.

 Faculty members must pay attention to financial, legal, safety, and procedural issues.

 Documents publicizing travel courses must be approved by Department Chairs and the OPIS for consistency in information.

 Faculty will be responsible for notifying students of the student procedures for participating in a travel course and work closely with the OIPS in collecting student payments, required forms, and travel documents.

 The OIPS will monitor and track all revenue and expenses for each travel course, collect all student documents, and notify the Office of General Services to finalize travel/accident insurance coverage.

5. Travel Medical Insurance  All enrolled students, faculty and alumni participating in Pace University sponsored international field study courses are covered by the Pace University group medical insurance policy. This group 4 policy serves as the primary insurance and accident coverage (secondary individual policies and plans may or may not be valid overseas – please check with your personal carrier). A summary of insurance is available for students and faculty leaders should have a copy of the complete policy.

6. Risk and Safety Preparations

 Sound management of risks can help protect students from harm. Careful planning for possible risks is invaluable.

 Faculty are required to have an international phone and provide the telephone number to the OIPS either before departure or upon arrival and activation of the phone.

 Safety of our students and faculty are of the utmost importance. Faculty should strongly encourage students to read thoroughly and to take seriously the risk and safety information of current events in the countries in which they will be visiting. You and your students should become familiar with the infectious diseases to which you may be exposed. With this knowledge you may modify behavior to avoid contracting infections and obtain necessary medications and/or vaccinations before departure. Require students to visit websites such as http://www.state.gov (travel advisory and country specific information) , http://www.cdc.gov (immunization guide for foreign travel), www.OSAC.gov (crime and safety report) https://www.tripprep.com/scripts/main/default.asp

 Faculty should monitor the US Department of State’s Travel Advisory at http://travel.state.gov/travel_warnings.html. If there is a “Travel Warning” to the country in which you intend to travel, it is recommended that the trip be cancelled however consultation with the OIPS, Risk Management and University Counsel is required.

 If a lesser warning - “Travel Advisory or Travel Alert” - is issued for a particular country faculty must consult with the OIPS and Risk Management to determine if it is prudent to proceed with travel plans.

 The OIPS in consultation with the Deans, Provost, and President, Director of Risk Management and University Counsel reserves the

5 right to cancel or suspend a travel course for safety reasons deemed appropriate.

 Emergencies: It is critical that you have plans in place, prior to your departure, for managing an emergency while you are abroad. You are responsible to carry emergency contact information for all program participants at all times, no matter what their age or status. A copy of this information will also be available in the OIPS. You will be given a list of campus emergency contacts should you need to reach anyone on campus.

 In case of an emergency, notify one of the emergency contacts on campus within 6 hours. The OIPS can serve to guide you during such situations.

 Know the contact information for the closest American consulates in each location in your itinerary.

 Know the location of the nearest emergency medical service and the phone numbers for emergency medical service and police for each stop in the trip itinerary.

 On Site Orientation – You are required to have a mandatory group meeting upon arrival at each new location and discuss health, safety, security and other risks. Provide students with information on medical care nearby, risks of harm or exposure to disease, political climate, challenges caused by poor roads, risks of crime and behaviors to avoid, risks of terrorism, proper response for natural or other disasters. You should take this time to set up a crisis response protocol and identify a primary and secondary meeting place in the event of an emergency. Although you may have discussed this information with students before departure, once the students have seen how different the program location is from their home campus, they will be more likely to pay close attention to this important information.

7. Pre-Departure Orientation for Students

 Having students well prepared prior to leaving the country is critical to the success of the course. In cooperation with the OIPS, schedule 6 two meetings, one within the first 2 weeks of the semester and one shortly before trip departure. Preferably you will have a  number of meetings during which you can set out your expectations, logistical issues, academic overview, cultural issues, health and safety, packing/dress standards, money, time differences, telephone usage, as well as give the students time to get to know you and one another.

 Advise students about where to learn about visa requirements.

 Discuss with participants what they can expect, local conditions and customs, potential risks, cultural and culinary differences and packing advice.

 Discuss and provide a written copy of the U.S. Dept. of State country- specific information.

 Provide each participant with a complete travel itinerary, including all contact information.

8. Student Participation Requirements

 The minimum number of students on any travel course is 12, however exceptions may be made with approval of the Dean or Associate Dean so long as courses have at least 10 students and are financially stable. It is recommended that no more than 30 students take part in any travel course trip. The final decision on the minimum or maximum number of students is made by the Associate Dean.

 Students must be in good standing and not currently on disciplinary probation. Graduate students should have a GPA of 3.0 and undergraduates should have a GPA of 2.0.

 Participants may be matriculated or non-matriculated students; preference may be given to matriculated students if the course is filled.

 All participating students must be registered for the appropriate course.

7  Students must hold a valid passport, sign a waiver and release form, complete a medical information form, submit 2 copies of travel documents (passport, visa, etc).

 Students will be responsible for complying with all international travel, insurance, and medical requirements.

 Faculty will advise students to adhere to the fee payment schedule set up by the OIPS.

 For January travel courses – $1000 deposit due by October 1, Balance due December 1

 For March travel courses – $1000 deposit due by December 1, Balance due February 1

 For May/June travel courses – $1000 deposit due by February 1, Balance due April 1

9. Travel Arrangements

 Faculty members are required to use Pace University pre-approved travel vendors for all travel arrangements.

 Faculty will make all travel arrangements directly with the travel vendors, taking into account deadlines for payments, cancellation deadlines and travel requirements. Faculty will communicate travel arrangements with the OIPS. Travel invoices must be approved by the lead faculty first and then submitted to the OIPS for payment, mindful of payment processing time of 7-10 days.

 All student payments and payments to travel vendors will be processed through the OIPS.

10. Traveling and Availability to Students

 Upon arrival in country, encourage students to contact their parents or other family members to let them know they’ve arrived safely.

 Faculty should contact the OIPS by phone or email that all participants have arrived safely.

8  Faculty should be prepared to provide assistance to students on a daily basis for personal as well as academic difficulties. Faculty may be confronted with issues as diverse as illness, homesickness, accidents, sexual harassment, drunkenness, relationship issues and loss/theft of property. Provide an on-site orientation upon arrival. Particularly during the first few days when students are dealing with adjustments to housing, food, currency and classes, your availability and concern are crucial. Faculty should establish instructions regarding who students should contact with various concerns.

 Some topics require emphasis upon arrival and later reinforcement (such as disciplinary issues) or discussion (such as alcohol consumption/abuse, dating/sex) throughout the program. Some students may require more guidance and support than others.

 Faculty will report any incidents or student misconduct within 24 hours to the OIPS. All incidents or misconduct require a completed incident report form submitted to the OIPS upon return.

11. Communicating with Campus

 The faculty leader will be given a list of campus contacts with a designated administrator. Please stay in contact with the administrator during your travels especially regarding any mishaps, accidents or other emergencies that concern individual students. In the case of an international incident, even if it does not involve your program or students, faculty must contact the administrator within 6 hours to provide on the scene information. Parents are often alarmed by news reports of incidents anywhere in the host country or region and call campus offices for reassurance and details.

12. Faculty Expenses

Each travel course operates a little differently but there are some general rules that apply.

 An estimate of most faculty expenses should have been included in the approved budget (e.g., group activities, entrance fees, etc). Faculty will complete a travel and expense reimbursement form for all expenses incurred. All receipts should be included along with the 9 currency converter rate per day (visit www.oanda.com). Travel and Expense forms should be submitted to OIPS within 30 days of trip completion.

 The most important thing to remember is that all expenses must be program related and in order to be reimbursed for any program- related expenses, you must have some sort of receipt. Credit card receipts only are not acceptable. Receipts must be translated from the local language to English. It is highly advisable to note a simple description for the expense on the receipt. Receipts that are not deemed program related will not be reimbursed.

 Reasonable reimbursable faculty expenses include:  Food, beverages and transportation, with receipts, will be reimbursed up to $50 per day.  If using your own car for transportation to and from airport, you will be reimbursed at the current University rate.  Taxicabs should be used only for relatively short distances. A bus or limousine, if available and convenient, should be used for longer distances.  Reasonable tips for special services of porter, bellhops, etc. are reimbursable. Tips for meals and taxis should be included in the cost of those items.  Telephone; sim cards or fees for international service, personal phone calls are limited to 1 personal call per day.  Currency conversion fees with bank documentation.  Note: Expenses for personal items, personal entertainment and recreation, insurance, etc. are NOT reimbursable as necessary travel expenses.  Gifts or honorarium to hosts or international partners must be pre- approved well in advance of travel.  Non reimbursable expenses include: alcohol, personal items, excessive tipping.  Completed travel and expense reimbursement forms should be submitted to the OIPS for review & approval and will be submitted to Finance and Administration for payment. 10  Because all travel courses are self-supporting, there are no extra funds to be used if a program runs over budget.

 Cash Advance – To receive a cash advance, you must submit a detailed description of what you will use the cash advance for. ALL CASH ADVANCES MUST BE RECONCILED WITH PROPER RECEIPTS WITHIN 30 DAYS OF TRIP COMPLETION.

13. Student Opinion Survey

 A student opinion survey regarding the travel course will be sent to each student upon their return. Results of the student opinion survey will be sent to faculty, Deans and Associate Deans and administrators that participated in the travel course.

14. Final Accounting

 The OIPS will provide a final accounting of each travel course at the conclusion of the fiscal year.