May Travel/Intensive Learning Handbook
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Intensive Learning May Travel Course
Faculty Handbook
2010-2011 Table of Contents Page
Policies and Procedures------3
Intensive Learning Timeline------6
Application Packet Application Instructions------8 Application------9 Travel Contract------10 Authorization & Waiver------11 Consent for Release of Medical Information------12 Medical Information Form------13 Enrollment Form------15
Withdrawal Form------16
Emergency Contact Form------17
Waiver of Liability for Independent Travel Form------18
Business Office Information Guidelines for May Travel Funds ------19 Wire Transfer Request Form------21
Sample Mailings Letter from Health Services------22 Letter to Students------24 Letter to Parents------25 Balance Statement------26
RC Statement on Study Abroad: Risks in Global Education------27
Guidelines for Pre-Departure Classes------28
Guidelines for Responding to Emergencies While Abroad------29
Recommendations for Canceling May Travel/Intensive Learning------31
Limitations of Responsibilities------32
2 The May Intensive Learning Program was established by Roanoke College in 1999 and international and domestic travel courses have been an important part of the program since its inception. May Term travel courses offer students exciting opportunities to experience new sites and cultures and significantly enhance the learning experiences available on campus. This handbook provides information for faculty leaders of May Term travel courses on policies and requirements and also offers guidance and support in the planning and implementation of courses. We hope you will feel free to contact the International Programs Office any time you have questions or concerns regarding your travel course. We look forward to assisting you.
Policies and Procedures Staffing Instructional credit for teaching faculty members is a departmental matter but a course must enroll at least ten students for each faculty TCU. If you are the only instructor for a course, you must take an additional person along in the role of program assistant. In most cases, the program assistant should be a Roanoke College faculty or staff member but in exceptional circumstances, based on the legitimate requirements of the course, a person outside the RC community may be enlisted. The duties and responsibilities of the program assistant must be clearly delineated in writing and submitted to the Director of Intensive Learning for approval. If family members accompany you, it is essential to honor the principle that the instructor's primary responsibility is to the integrity of the course. Friends of the family cannot normally be included.
Budgeting As soon as possible after your travel course has been approved by the Curriculum Committee, you should begin developing a tentative budget. Internet sources and travel agents can assist in your research of costs for long- distance and local transportation, lodging, meals, field trips, entry fees, etc. Your draft budget should include all travel costs for participants, you, and the program assistant, an emergency fund of $1000, and a $50 per student administrative fee. The administrative fee will not be available to meet course expenses but is instead set aside to provide financial support for under-enrolled courses. The budget may include a per diem amount to cover the cost of meals for instructor(s) and program assistant(s). This amount should be estimated based on local conditions and should take into account meals that may already be included with lodging or scheduled activities. The per diem should be sufficient to cover the cost of basic meals while keeping the course fee as affordable as possible for students. International Education Office staff can assist in determining a per diem. Instructors who choose to work with external program providers or travel agents should choose a provider carefully. Martin Travel is recommended by the College. The International Education Office can provide information on this and other agents. The contract should detail costs by item and indicate which are guaranteed. Be sure that you are comfortable with all accommodations and ground transportation arrangements and have let the provider know about any individuals you wish to use as guides or guest lecturers and their honoraria. A tentative budget, including anticipated enrollment and course fee, must be submitted to the Director of International Education by June 30. The budget may not include any expenses for family members, unless a spouse who is an RC faculty or staff member is serving as program assistant. A final detailed budget and itinerary must be submitted to the International Education Office by January 15. The budget should include the cost for students, instructors, and program assistants for airfare, ground transportation, lodging, meals covered by the program, field trips and entry fees, classroom rentals, guest speakers, etc., plus the $1,000 emergency fund. The itinerary should include all dates, flights, destinations, lodging with addresses and telephone numbers, ground transportation, excursions, and emergency contact information for instructors and program assistants. The International Education Office can provide a format for this, if you wish.
Publicity/Communications Responsibility for promoting and marketing the course to students is shared by the International Education Office, the Intensive Learning Office, and the instructor. The International Education Office produces the May
3 Term travel brochure and poster, while each instructor produces individual flyers, brochures, and/or posters for his or her own individual course. No later than June 30, you must e-mail to Dianne Eary ([email protected]) the course number and title, fee, a brief description, and one or more photos for your course's page in the May Term travel brochure. No additional information is needed for the May Term travel poster. You will receive a few copies of the May Term Travel poster for display in conspicuous places in your department or building. We recommend that you design and forward the individual brochures or flyers and posters for your course by late August so they can be printed by the start of the fall term. If you need assistance in formatting these materials, the International Education Office can help. Once your materials are ready for printing, e-mail them as attachments to the Director of International Education for forwarding to the campus print shop. You will need to collect the printed materials from the print shop and send 35-40 copies of your brochure or flyer to the International Education Office and two to three copies to the Intensive Learning Director. The rest can be distributed to interested students and at events such as the Study Abroad Fair and the Family Weekend session on study abroad, as well as at information meetings you may wish to schedule about your course. The International Education and/or Intensive Learning offices can provide assistance in hanging your posters if you do not have a student assistant. You are encouraged to attend the Study Abroad Fair (Wednesday, September 22 from 4:30-7 p.m. in Wortmann Ballroom) and Family Weekend study abroad session (Saturday, October 2, from 9-10 a.m. in the Cavern) to talk with prospective students about your course. If you cannot attend, you can provide the International Education Office with materials to display on your behalf. You may wish to prepare an information sheet about your course to provide to students as you admit them. The sheet should include more detailed course information than the brochure and should indicate what, if any, assignments students will be required to complete as part of their orientation during the spring term. You will also need to prepare a letter for parents of enrolled students, with itinerary, course details that would be relevant for parents, and your contact information. This letter can be enclosed with the letter that is sent to parents by the Director of International Education in mid-December or, if you prefer, can be sent separately by you no later than the middle of the spring term.
Enrollment The expected minimum enrollment for IL travel courses is 15 students. Depending on your plans and staffing, you may wish to budget for and enroll more. You are strongly encouraged to accept a few students above your target enrollment to take into account the possibility of unexpected withdrawals. Admission to the class is at your discretion and you determine the application requirements. You are encouraged to have a clear procedure for admitting participants, which may include an essay, an interview, and/or other means of determining applicants' suitability for the experience. Note that by law applicants cannot be excluded on the basis of physical or mental disabilities unless their needs cannot be met in the course setting. If you have questions about a specific situation in this regard, please contact the Director of International Education. Application packets are available at the beginning of the fall term and students are encouraged to talk to faculty leaders and begin the process of enrolling in the course as early as possible in fall. All forms in the application packet except the Enrollment Form can be completed before October 1. That is the first date on which students can pay their course deposits ($300) at the Business Office, get the final two signatures on the Enrollment Form (Business Office and Registrar's Office), and complete the enrollment process. The enrollment deadline is December 1. You can accept late enrollments through January 15 if you are willing and still have space available. Students must pay the course fee in full by February 1. Under normal circumstances, courses which do not have sufficient enrollment by December 1 to meet the minimum enrollment or to operate within the designated budget will be dropped from the list of courses offered. Any student who wishes to withdraw from the course after enrolling must complete an Intensive Learning/ May Travel Withdrawal Form. Course deposits are non-refundable as are any irretrievable funds that have been expended by you or Roanoke College on behalf of the student before the withdrawal. A final roster of officially enrolled students will be made available to you on or about December 10, 2010. Up-to-date rosters are available on WebAdvisor at all times and you will receive weekly updates from Dianne
4 Eary, indicating the deposits and payments that have been received by the Business Office. Please monitor the rosters and payments, to make sure that all students you have admitted have completed the enrollment process and paid their fees. Final rosters are available on or about April l. Students who wish to take the course on a pass/fail or audit basis must submit the appropriate form to the Registrar's Office on or before May 1. Any student who does not travel to or return from the course destination with the faculty leader and group or who undertakes independent travel during the course, must submit a Roanoke College Waiver of Liability for Independent Travel form. Both the instructor and the International Education Office should have a copy of the signed form by April 15. As plans can change unexpectedly, instructors should have a few copies of this form with them while traveling.
Orientation and Documentation Instructors are expected to meet regularly with course participants during the Spring term to provide an academic and cultural orientation, as well as information about passport, visa, vaccination, and other requirements. You may want to assign reading or other materials during the spring term to prepare students for the course experience. One of the orientation meetings must include a staff member from the International Education Office who will review RC policies, documentation, health and safety, and other issues with the students. The International Education Office can provide assistance in determining whether a visa is necessary Remember that the visa requirements for U.S. citizens and non-citizens may be different. You will need to provide the International Education Office with photocopies of the passport identification page and health insurance card of all travelers, including students, instructors, program assistants, and any accompanying family members by March 15.
Insurance and Liability The College maintains an insurance policy that covers RC groups on officially sanctioned RC trips off campus, including overseas travel. A list of all participating individuals, including instructors, program assistants, students, and any accompanying family members, must be provided to the Director of Intensive Learning and the Office of International Education by February 1 for insurance purposes. The policy requires that reasonable and prudent precautions be taken by all staff and participants of the course and that instructors be diligent in their supervision of participants at all times. A travel contract outlining behavioral expectations and a waiver of liability are included in the application packet and submitted by all students. Faculty leaders are not covered by the College liability policy when acting outside the scope of their official responsibilities or when willfully engaging in negligent behavior or misconduct.
Faculty Responsibilities When leading travel courses, faculty members find themselves in a variety of new roles without the on-site support of campus offices. You will be on duty 24 hours a day and may be called upon to deal with roommate, health and counseling, disciplinary, and a wide variety of other issues. The resources in this handbook will assist you in dealing with emergencies and if problems arise you are always welcome to consult with the International Education Office staff who will, in turn, consult with other staff members on campus, as needed. Your primary responsibilities are to the safety of course participants and the integrity of the learning experience. If students are endangering themselves or others with their behavior or are significantly disrupting the conduct of the class, you will need to address the situation. Students may be sent home at their own expense for violations of RC or course policy. Students who are sent home forfeit the course fee and fail the course. This information is clearly stated in the Travel Contract which each participant must sign.
Evaluations You will receive program evaluation forms for students and faculty leaders in October. The completed forms are due in the International Education Office by June 20.
5 OFFICE OF INTERNATIONAL EDUCATION INTENSIVE LEARNING/MAY TRAVEL COURSE Suggested Timeline
January January 20 – Instructors turn in new and revised course proposals to Intensive Learning Director. IL Director forwards course proposal to Curriculum Committee after suggested revisions.
April Course must be approved no later than the April faculty meeting.
Instructors begin contact and arrangements with travel resources.
June – July June 30 – Instructors submit program budget to Director of International Education. June 30 – Instructors turn in course description, fee information, and photos for the general May Intensive Learning course brochure to Dianne Eary. Instructors arrange for Program Assistant. Instructors begin to prepare individual May Travel course brochure and poster.
August Instructors submit individual May Travel course brochure and poster to Director of International Education for printing.
September Brochures distributed at Study Abroad Fair, Parents’ Weekend, and other events by instructors, Director of Intensive Learning, and the International Education Office.
October October 1 – IL registration begins for travel courses only. Payment of $300 application fee to Business Office and signed Enrollment Form to Registrar’s Office.
December December 1 – Instructors notify Director of Intensive Learning of identity of Program Assistant and provide written list of duties to IL Director and Program Assistant. December 1 – (Students may register late on a space available basis until January 15.) First Week of December – Decisions regarding cancellation of under-enrolled courses are made by the Dean, Director of Intensive Learning, and Director of International Education. December 15 – International Education Office sends letters advising students and parents of the amount of final payment and the deadline.
January Instructors set meeting times for enrolled students, prepare course packs, etc. Instructors contact students regarding passport, visa as needed, medical insurance. January 15 – Instructors submit final budget, course fee (based on course enrollment), and itinerary to the Director of International Education.
6 February February 1 – Final payments are due for all courses. February 1 – Instructors notify Director of Intensive Learning if they are taking family members along.
March International Education Office sends student approval forms to various campus offices for review. March 15 – Instructors turn in copies of student documents (passports; health insurance cards) to the office of International Education.
April Instructors meet with the Business Office to review trip expenses, disbursements, balances, receipts. April 15 – Instructors forward any updates to course itineraries and Emergency Contact Forms to Dianne Eary. April 15 – Instructors submit Student Independent Travel Waiver forms to Director of International Education. April 15 – Instructors send letters to parents, listing the final itinerary and contact information, or they provide that information to the International Education Office to be sent to parents. April 15 – Dianne Eary sends copies of all relevant forms from the Student Application Packet to the instructors.
May Instructors collect funds for emergency ($1000 approx.) from the Business Office at least two weeks prior to departure.
June June 20 – Instructors meet with the Senior Accountant to turn in all expense documentation and to reconcile trip. June 20 – Instructors turn in May Travel/Intensive Learning Student and Faculty Evaluations to International Education Office.
7 OFFICE OF INTERNATIONAL EDUCATION INTENSIVE LEARNING/MAY TRAVEL COURSE Application Instructions, 2010-2011
To apply for a Intensive Learning/May Travel class, you must complete and get the required signatures on the following forms, all of which are included with this packet:
1. Application 2. Travel Contract 3. Authorization and Waiver 4. Consent for Release of Medical Information 5. Medical Information Form 6. Enrollment Form
Some of these forms require a witness to your signature. Any individual can serve as a witness, including the staff member to whom you submit your forms.
After you have completed all forms and have all signatures except the one on the Enrollment Form from the Registrar’s office, bring the entire packet to the Registrar’s office to complete your registration.
You are encouraged to talk with faculty leaders about their courses and begin the process of completing the forms as early as possible in the fall term. The official enrollment period is October 1 to December 1. During this time, you can pay your nonrefundable $300 deposit at the Business Office and submit your application packet at the Registrar’s Office. Payment of the remainder of the course fee is due on February 1. If you withdraw from a course, monies already expended or committed by Roanoke College for the course are not refundable, even in the case of illness or other emergency.
Eligibility for Intensive Learning/May Travel Courses Admission to Intensive Learning/May Travel courses is determined by the course instructor. An interview or other application procedure may be required.
To enroll in a May Term Travel course you must be in good academic and disciplinary standing throughout the academic year preceding the travel course and must maintain a cumulative GPA of:
Freshmen: 1.70 Sophomores: 1.85 Juniors and Seniors: 2.0
Students on academic probation, academic warning, or student conduct probation are not eligible. If there are extenuating circumstances regarding your grades, conduct, or any academic integrity situations, you may wish to explain them on the back of the Application.
If you have submitted all of the required forms and paid your deposit, you will be notified near the end of the fall term of your acceptance to the course.
If you have any questions, please contact the course instructor or Ms. Dianne Eary in the Administration Building, Room #110, or [email protected].
8 OFFICE OF INTERNATIONAL EDUCATION INTENSIVE LEARNING/MAY TRAVEL COURSE Application
Travel Course Number ______
Travel Course Title ______
Professor ______
Name Student ID No.
RC Class Campus Box # RC E-mail
Home Address
Local or Cell Phone Home Phone
Major Minor (if any)
Cumulative GPA GPA in Major
Student’s Signature Date
Professor’s Signature Date
9 OFFICE OF INTERNATIONAL EDUCATION INTENSIVE LEARNING/ MAY TRAVEL COURSE Travel Contract
I hereby agree to the following conditions and restrictions concerning the Intensive Learning/May Travel course which I plan to take at Roanoke College.
1. I understand that all College policies and rules are in effect while I am enrolled in this program.
2. I agree to abide by all the requirements and guidelines set forth in the syllabus.
3. I agree to assume responsibility for following all instructions of the professor(s) and program assistant(s), attending all class meetings and required activities, and maintaining appropriate behavior and conduct. I understand that I may be dropped from the course and sent home at my own expense.
a. if I do not comply with a professor’s or program assistant’s written or verbal instructions as they relate to the program at any time during the trip,
b. if I engage in behavior that endangers myself or others or that significantly detracts from the successful conduct of the course,
c. if, in the judgment of the instructor, my inappropriate conduct is an embarrassment to the good name and reputation of Roanoke College,
d. if I am found to be under the influence of illegal drugs or in the possession of illegal drug paraphernalia, or
e. if I have any unexcused absences from class sessions or field trips.
4. I understand that if I am sent home I will forfeit all fees and my transportation home will be at my own expense.
5. I understand that the College relinquishes responsibility for students who take unexcused absences during this trip.
This form is a contract between me, the professor of the course designated below, and Roanoke College. By signing this form, I acknowledge that I agree to all of the terms and penalties stated above.
Signed
Date
Course
Professor
Before submitting this contract, we suggest you make a copy for yourself so that you remember the responsibilities you have agreed to as a participant in a May Term travel course.
10 OFFICE OF INTERNATIONAL EDUCATION INTENSIVE LEARNING/MAY TRAVEL COURSE Authorization and Waiver
Name Roanoke College ID No.
Course No. Course Title
A. In order to afford an expanded educational experience to the above student, the undersigned participant and his/her parents or guardians agree to and hereby release Roanoke College and its trustees, officers, instructors, employees, agents, successors and assigns from any and all responsibility for and do hereby indemnify each against and hold them harmless from all obligations, liabilities, claims, demands, costs and expenses, including attorneys’ fees, arising out of or in any way connected with any activities associated with off-campus experiences participated in as part of the above course.
In subscribing to this, the undersigned have full knowledge of the special risks which may be inherent in travel and residence in a foreign country or in other off-campus locations, and do, jointly and severally, for themselves and their estates, agree and consent not to bring legal action against Roanoke College or any of its trustees, officers, employees or agents, successors or assigns for or on any matter associated with the off-campus experience provided through this instructional program. I/We understand that enrollment in the above course will involve temporary residence at and/or a period of travel from , 20 until 20 .
B. Health Insurance I/We further acknowledge that the participating student is protected while traveling outside the U.S. by health and accident insurance as indicated below:
Company Name
Address
Policy or Contract Number
C. Medical Service I/We further authorize medical service and appropriate treatment for any illness of the participating student while off-campus, including necessary surgical treatment.
D. In addition, in the event that Roanoke College determines, in its discretion, that a course of study in May Intensive Learning (a “Program”) must be cancelled, changed or amended for any reason, reasonable attempts to recover any funds committed to the Program will be made. However, by signing the waiver below, the student and the parent/guardian agree to and hereby release Roanoke College and its trustees, officers, instructors, employees, agents, successors and assigns from any and all obligations, liabilities, claims, demands, costs and expenses, including attorney’s fees, arising out of or in any way connected to the College’s decision to cancel, change or amend the Program. This waiver and release includes any claim for a refund of amounts paid by the student or on behalf of the student.
IN WITNESS WHEREOF, the undersigned execute this agreement of authorization and waiver, this the day of , 20 .
Student Participant Signature
11
Parent(s)/Guardian(s) Signature (Required only if student is younger than 18) OFFICE OF INTERNATIONAL EDUCATION INTENSIVE LEARNING/ MAY TRAVEL COURSE Consent for Release of Medical Information
Name Student ID #
Course Instructor
Authorization is hereby granted to:
Roanoke College Student Health Services, Roanoke College Center for Counseling Services, and Roanoke College Chaplain’s Office 221 College Lane Salem, VA 24153
To release to:
Instructor(s) of the above-named Roanoke College Intensive Learning May Travel course, the Director of Intensive Learning, and the Director of International Education 221 College Lane Salem, VA 24153 health and counseling information, including psychological, medical, social, educational, and other clinical information regarding the individual named above.
I understand that this information will be used to determine whether any special physical and mental health needs I may have can be met during travel and at all course destinations.
I also understand that I have no obligation whatsoever to disclose the requested information and that I may revoke this consent at any time by informing any of the above noted offices by written statement.
This authorization will expire one month after travel is completed.
Therefore, in consideration of this consent, I hereby release the above parties from any and all liability.
Student Signature Date
Witness Signature Date
12 OFFICE OF INTERNATIONAL EDUCATION INTENSIVE LEARNING/ MAY TRAVEL COURSE Medical Information Form
Name Student ID No. Date of Birth
Home Address
RC P.O. Box Cell Phone Home Phone
May Term Travel Course Male Female
Please list allergies to medications, food, insect stings, or other substances and indicate the reaction:
Do you require an EpiPen for any allergic reactions? Yes No
Please list any significant illness, injury or surgery in the past year (include dates):
Do you wear (please check all that apply) Contacts Glasses Dentures Other (explain)
Do you have any physical limitations? Yes No Explain
List all medications taken on a regular or frequent basis and the condition for which they are prescribed: Name______Dosage______Condition______Name______Dosage______Condition______Name______Dosage______Condition______Name______Dosage______Condition______
List any psychological or emotional issues (e.g., depression, anxiety, panic attacks, eating disorder, etc.) and if you are currently being treated
List any pertinent fears or phobias such as fear of heights, insects, etc.
13 Emergency Contact Information:
Name Relationship
Address
Telephone Numbers: Home Work Cell
Doctor's Name Doctor’s Phone
Medical Insurance Carrier Policy No.
Please attach a photocopy of your insurance card to this form and be sure to carry your insurance card with you at all times while traveling.
You will be notified of any vaccination requirements for your travel destination in a letter sent from Health Services. Vaccination requirements can also be found at www.cdc.gov under “Travelers’ Health.” In some cases, getting a series of vaccines may take a considerable amount of time so plan ahead for any required vaccinations.
You are strongly encouraged to schedule an appointment with your physician or Health Services at least eight weeks prior to travel to get travel health information and confirm that you have or will be getting any required vaccinations.
The information on this form will be reviewed by Roanoke College Health Services and/or Counseling Center.
I hereby confirm that all of the information provided on this form is accurate and authorize Roanoke College Health Services and Counseling Center to contact me for further information if it is needed.
Signature Date
Health Services Review By Date (This signature is not required for the application.)
14 OFFICE OF INTERNATIONAL EDUCATION INTENSIVE LEARNING/MAY TRAVEL COURSE Enrollment Form
To complete this form: Obtain the signatures required below in order, starting with yourself and the course instructor. After obtaining the first three signatures, bring this form to the Business Office with your deposit of $300. The Business Office representative cannot sign until the deposit is made. After receiving the signature from the Business Office, bring this and all other completed forms in the application packet to the Registrar’s Office. The Registrar’s Office will send copies of the completed form to you, your instructor, and your faculty advisor to confirm your registration.
Deposits for all Intensive Learning travel courses are due between October 1 and December 3, 2010. Students who have not deposited by the deadline will be dropped from the course unless the Registrar’s Office has been notified by the course instructor that alternative arrangements have been made.
If this is not your first May Term Intensive Learning course (travel or on campus), tuition fees will apply in addition to the course fee and will be billed in April, 2011 to your student account.
If you withdraw from the course after registering, you must complete the May Travel Course Withdrawal Form (available from Ms. Eary, Admin 110) as soon as possible. Deposits for May Travel courses are non-refundable, as are any funds that were expended on your behalf before you withdrew. ------May Intensive Learning Course: — Title: (Faculty instructor: please insert course number here i.e., IL-177- TC)
Student Name (print): Student ID #:
1. Student Request for Enrollment:
Signature Date
2. Course Instructor Approval:
Signature Date
3. Faculty Advisor Approval:
Signature Date
4. Business Office Approval:
Signature Receipt # and Date
5. Registrar's Office:
15
Signature Date
16 OFFICE OF INTERNATIONAL EDUCATION INTENSIVE LEARNING/MAY TRAVEL COURSE Withdrawal Form
To withdraw from an Intensive Learning/May Travel course, you must first inform the course instructor, your faculty advisor, the Registrar's Office, and the Business Office.
If you withdraw, your course deposit and any funds that have already been expended on your behalf or factored into the overall cost of the course are not refundable, regardless of circumstances. If there are extenuating circumstances, a written appeal for consideration of a refund of any remaining portion of your course fee may be submitted to the Vice President for Business Affairs upon completion of this withdrawal form.
If you fail to complete the withdrawal process as outlined here, you will receive an F in the course. It is therefore essential that you submit this form with all but the last required signature (Business Office Acknowledgement) and confirm that your name has been dropped from the official course roster maintained in the Registrar's Office. (Once this has been done, proceed to the Business Office for a final signature to complete the process. ------
May Intensive Learning Course No: Instructor:
Student Name and Student ID #: Please print name
1. Student Request for Withdrawal:
Signature Date
2. Course Instructor Approval:
Signature Date
3. Faculty Advisor Approval:
Signature Date
4. Registrar's Office Acknowledgement:
Signature Date
5. Business Office Acknowledgement:
17 ______
Signature Date
18 OFFICE OF INTERNATIONAL EDUCATION INTENSIVE LEARNING/MAY TRAVEL COURSE Emergency Contact Information
Student Name
Emergency Contact
Contact Address/City/State/Zip
Contact Telephone Number (Home)
Contact Telephone Number (Business)
Contact Telephone Number (Cell)
19 OFFICE OF INTERNATIONAL EDUCATION INTENSIVE LEARNING/MAY TRAVEL COURSE Waiver of Liability for Independent Travel
Student Name RC ID#
Course Instructor
Roanoke College encourages its students to undertake a variety of study abroad experiences, including those sponsored by the institution such as May Travel/Intensive Learning. These faculty-led programs require that students accept the risks and responsibilities for their independent travel, especially when not accompanied by the instructor and the rest of the class. When a student requests permission to travel independently in order to join the rest of the class on site or to leave the group for a portion of the course or to remain behind when the class returns as a group to the United States under the supervision of the instructor, the student assumes the risks and responsibilities of traveling independently, as set forth below:
The student participant agrees to and hereby releases Roanoke Colleges and its trustees, officers, instructors, employees, agents, successors and assigns from any and all responsibility for and to hereby indemnify each against and hold them harmless from all obligations, liabilities, claims, demands, costs and expenses, including attorneys’ fees, arising out of or in any way connected with traveling independently in relation to a course that is taught off campus and/or in a location outside the United States.
In accepting the terms set forth herein, the student has full knowledge of the special risks which may be inherent in travel and residence in a foreign country or in other off campus locations and agrees, on his/her own behalf, and on behalf of his/her executor, parents, guardians or estate, not to bring any legal action against Roanoke College or any of its trustees, officers, employees or agents, successors or assigns for or on any matter associated with traveling independently of the off campus experience provided through this instructional program. The student further agrees to coordinate any meeting times with the instructor, to inform the instructor promptly of any changes in his/her schedule, and to accept sole responsibility for arrival at the destination of the course and meeting the instructor in person at a time to be determined by the instructor.
The student further acknowledges that while traveling outside the United States, the participating student has health and accident insurance in effect as indicated below:
Company Name
Address
Policy or Contract No.
In witness whereof, the student agrees to the matters set forth herein this the day of
2010.
Student Participant Signature
20 Business Office Guidelines for May Term Travel Funds
One of the steps to a successful May Travel experience is planning and preparation. If you are in communication with the Business Office throughout the spring term, the following steps will take care of themselves and assist you in a busy preparation time.
Prior to Departure 1. Once your students have paid their deposits, we are able to begin spending money! We encourage you to pay as many expenses ahead of departure as possible. We can process check requests as well as wire transfers. The form for a check request is at http://roanoke.edu/A- Z_Index/Business_Office/Business_Office_Forms.htm. The wire transfer request form for both domestic and international wire transfers is in this handbook. This will enable us to proceed with a transfer with the information required by us from Wachovia bank. As with other Roanoke College guidelines, you must have substantiation for any check request or wire transfer. This includes invoices, deposit requests, contracts, or email correspondences from the travel agencies requesting funds. Paying expenses ahead of time will decrease the amount of cash that you need to carry with you and your risk for theft or loss.
2. Please contact Jore Cooper (2407) to schedule a meeting at least two weeks prior to your departure date to finalize your finances. This time period will allow you time to cash the advance check at your convenience (note these checks are usually large and could require extra time to process). At this meeting, we will review all pre-departure expenses and prepare a check request for your travel advance. If you have expenses that we are not aware of, please bring these with you to our meeting. These could include motor pool charges for departure, bookstore charges, and dining charges. Personal items such as personal hygiene, clothing, accessories, and toiletries cannot be included as trip expenses.
3. The travel advance is made to you and you are required to follow Roanoke College travel guidelines including substantiation upon return. If multiple instructors are leading a course, it may be easiest to have one instructor take responsibility for all of the funds. However, we can also split the funds evenly and write a check to each instructor. Please note we will process a check as the Business Office does not keep large amounts of cash on hand. If you are planning to take “souvenirs” or gifts to give your tour guides in lieu of tips, it is recommended that you take Roanoke College items which should be purchased from the bookstore and charged to your trip account.
While Traveling 1. We suggest that you keep a daily log of expenses with ALL receipts. In the past, instructors have found it to be fairly easy to have an envelope for each day with a detailed list of all expenses for that day and all related receipts. This makes it much easier when you return and need to fill out your Travel Form 2s.
2. Note on each receipt what expense it covered (i.e., dinner for 12 students and instructor, museum entrance for 23 students, etc.) If you are using more than one currency during your travels, please note on the receipt the currency it was paid in, as this will make the conversions much more accurate. These small steps help when filling out the reconciliation forms upon your return and will save us many phone calls.
3. If you decide to give students cash for whatever reason at any point on the trip, you must have each the student sign a log indicating receipt of the funds. The log should list the students' names,
21 amount and currency disbursed, the date, and the reason (for example, meals. The log will serve as your substantiation for the amount of money expended while also reducing the number of receipts you will need to keep for individual meals.
4. We realize that there are likely to be tips involved while traveling with a large group and have adopted the following procedures for tipping. When giving a tip greater than $20 USD, please have the recipient sign a “receipt” saying they received that amount for their services. This can be a small pocket notebook size sheet of paper, if necessary. Note on the receipt what service the tip is covering. For example, if the person was your tour guide for nine days and you tip them $180, note that they were the tour guide for nine days and you tipped an average of $20 per day on the group’s behalf. Also note that college policy does not allow for more than 20% when tipping in restaurants and similar situations. If you use a per diem during your trip, you will need to submit the request for the per diem with your tentative budget to the Office of International Education for approval by June 30 prior. The Office of International Education will provide the Business Office with the approved amount for the per diem.
We understand that in some cultures a request for a signature to document a tip may not be well received. If there is no possible way to obtain a signature, we will need complete documentation (business card, brochure, etc.) detailing the services performed for your group with an explanation of why there is no signed proof of the tip. This has been an issue in the past, but with the significant amounts being tipped on these trips, it is critical for auditing purposes that we have some sort of documentation.
After You Return to the U.S.
1. Note that we will be on a limited time schedule once you return, as the College’s fiscal year ends on June 30th. All cash will have to be deposited, reimbursements made, etc. according to pre-set college deadlines.
2. Please complete your Travel Form 2s in the currency used, noting any changes of currencies. We will get exchange rates from www.xe.com as a standard. Organize your receipts in a manner that will be efficient for us to reconcile your travel accounting records.
3. Schedule a return appointment with Jore Cooper to bring all Travel Forms and receipts/other substantiation to allow us to reconcile your trip. Please leave a contact number where you can be reached after our meeting and prior to June 30th for any questions that may arise. If you are bringing back any money to the college, it will need to be returned to Jore by Tuesday, June 23rd at noon in order to allow us processing time to post to the ledger before year end.
4. Once your trip has been reconciled, if there are any excess funds, you may need to write check requests for refunds to students. If the refund is less than $50.00 per student, no refund will be given. This determination would be made by you, Jore and Mark Noftsinger, VP of Business Affairs. If we provide refunds to the students, a check request for each student’s payee of the trip will need to be prepared with either the trip instructor's advisor or Dianne Eary’s signature for approval. Thank you for your cooperation and we wish you a safe, enjoyable trip. Please do not hesitate to contact us if you have any questions or concerns.
Course Reviewed by:
Date: Date: ______
22 ROANOKE COLLEGE
23 WIRE TRANSFER REQUEST FORM
INSTRUCTIONS: Please complete as much information as you can so that we can ensure a correct and timely transfer.
** All items in BOLD are Required
** Also your department will be charged any conversion rates
** An email of notification of funds wired will be sent upon completion
Date
Amount ** Need to know what currency they want, please indicate
Transfer from Trustees of Roanoke College
Transfer to: (Name) Address:
Bank info: (Name) Address:
SWIFT Address: or ABA# : or Credit DDA# :
Contact Name at Bank: Postal Giro # (if known)
Reference:
24 Sample Letter from Health Services
December 9, 2009
Dear Students,
I hope that you will find the following health information helpful as you begin making plans to travel in May. Before travel, be sure you are up to date on all routine immunizations including the tetanus-diphtheria-pertussis, measles-mumps-rubella, and hepatitis B vaccines. You should schedule an appointment with student health services, the local heath department or your physician 4-6 weeks prior to your trip to allow time for any required vaccines to take effect.
It is important that you review your health insurance policy to determine if you will have adequate coverage while traveling. Be sure to ask about medical evacuation and repatriation if necessary. There is travel insurance available through the International Programs Office if needed.
It is also important that you bring any prescription medication with you. Make sure you have enough to last during your trip. Keep them in their original prescription bottles and always in your carry-on luggage. Do not bring any loose medications or pills in unmarked containers. This could cause problems when going through customs. Be sure to follow security guidelines, if the medicines are liquids.
Please consider the following health tips and vaccine recommendations as you plan your trip: England, Greece, Italy and *Japan: Health considerations are similar to those that would apply while traveling in the United States. There is no increased risk of Hepatitis A. Food and water precautions need to be observed if traveling in rural or underdeveloped areas. Never eat undercooked ground beef and poultry, raw eggs, or unpasteurized dairy products. *Japanese encephalitis vaccine is recommended if you plan to visit rural farming areas and under special circumstances, such as a known outbreak of Japanese encephalitis, see country-specific information at http://wwwnc.cdc.gov/travel/. Please consult the professor leading the trip regarding the need for this vaccine. Mexico, Peru and *Uganda: In addition to routine immunizations, the CDC recommends Hepatitis A, and Typhoid if traveling to rural, developing areas of these countries. Typhoid fever can be contracted through contaminated drinking water or food, or by consuming food or beverages that have been handled by a person who is infected. Please consult the professor leading the trip regarding the need for malaria chemoprophylaxis or other immunizations. Only certain locations within these
25 countries are considered malaria risk areas. *Meningococcal and polio booster vaccines are recommended for Uganda. Food and water precautions should be observed while traveling to most destinations. Many people experience traveler’s diarrhea which can be treated with over the counter medicines like Pepto-Bismol or Imodium. Some travelers experience severe diarrhea which can be treated with prescription medication. These prescriptions can be obtained from Health Services. Take precautions to prevent mosquito bites including wearing long-sleeved shirts and long pants and applying insect repellant containing DEET to exposed skin.
Tuberculosis is another issue to consider when traveling. It is on the increase worldwide. We recommend everyone who travels have a tuberculin skin test about 3 months after your return to the U.S.
The hepatitis A vaccine is a series of 2 injections. The first to be given no less than 4 weeks prior to travel and the second injection is given six months later. Typhoid is an oral vaccine consisting of four capsules taken every other day. It should be completed at least a week prior to travel and lasts for five years.
Health Services offers the Hepatitis A, typhoid, polio and meningococcal vaccines. Please contact us if you need further information regarding the health and vaccine recommendations for your particular destination. Health information about travel can also be found on the CDC homepage at http://wwwnc.cdc.gov/travel/.
Sincerely,
Sandra W. McGhee, FNP, MSN Director Health Services [email protected] 540-375-2286
26 Sample Letter to be Mailed to Students on or about December 15
Dear (Student Name):
We are pleased to advise you that you have been accept to and enrolled in the Intensive Learning/May Travel course to (name of country). To date, you have paid a deposit of $300.00. The balance of the course fee of ______must be paid in full by February 1, 2011. If this is not your first May Term course (travel or on campus), additional tuition costs will apply and will be billed to your account in April. The tuition is billed at the current part-time rate for one full unit credit course. The balance can be paid at the Business Office by credit card or by check, payable to Roanoke College. Please be sure to include your name or student identification number and the course title on the check.
All May Term travel participants must continue to meet Roanoke College and study abroad standards. As stated in the Travel Contract you signed, these include meeting academic requirements and continuing to be in good standing. Students who are on academic or student conduct probation or who are academically suspended at the end of Spring Term, 2011, are ineligible to participate. Students who have disciplinary/conduct penalties/offenses during the semester may also be denied participation. In such cases, any payments made toward the course fee will not be refunded.
You must complete all orientation activities scheduled by the course instructor and also attend either of two orientation meetings for all students planning to study abroad. You will be notified of the dates, times, and locations of these meetings.
I am enclosing a letter from the Director of Health Services with important health information for you, the Roanoke College Statement on Study Abroad, and the Statement on the Limitation of Responsibility and recommend that you read all of this information carefully.
Please feel free to contact the International Education Office if you have any questions or concerns. We look forward to helping you have a rewarding and enjoyable experience while studying abroad.
Sincerely,
Lorraine Fleck Interim Director, International Education
Enclosures cc: Business Affairs
27 Sample Letter to be Mail to Parents on or about December 15
PARENTS’ NAME ADDRESS
Dear Parent(s):
We are pleased that (name of student) has chosen to participate in Roanoke College’s Intensive Learning/May Travel course for 2011 to (name of country). In order to bring you up to date on all details and procedures, I have enclosed the following materials:
a brochure/flyer for the course, provided by the instructor
a statement of balance due on the Intensive Learning/ May Travel course fee, which is payable on or before February 1, 2011. Tuition charges will be billed in April to student accounts for those students who have previously enrolled in one or more Intensive Learning/May Term courses, whether travel or on campus. Tuition is billed at the current part-time rate for one full unit of credit.
a copy of the acceptance letter to the course
a copy of the International Education Travel Contract
health information from our Director of Health Services
a copy of Limitations, Responsibilities and Recommendations to be considered by May Travel students and their families
Please feel free to contact me ([email protected]; 540-375-2299) at any time if you have questions concerning the May Travel Program.
Sincerely,
Lorraine Fleck Interim Director, International Education
Enclosures
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Balance Statement for Parents to be Mailed with Letter on or about December 15
Statement for Roanoke College May Travel/Intensive Learning Program
Name of Student:
Course Number and Title:
Destination:
Initial Deposit Received:
Balance Due:
Please make checks payable to Roanoke College and indicate on the check the name of the student and the title or destination of the course which the payment covers. Final payment must be received on or before February 1, 2011 and should be mailed to the Roanoke College Business Office, 221 College Lane, Salem, VA 24153. Payment can also be made via credit card on line or by calling the business office at (540) 375-2255. Please call (540) 375-2204 if you have any questions about the amount of the payment.
29 Roanoke College Statement on Study Abroad: Risks in Global Education
As part of its commitment to provide students with global competence for the 2lst century, Roanoke College encourages all students to participate in learning opportunities outside the United States. Toward that end, Roanoke College faculty organize and lead Intensive Learning/May Term courses each spring, taking students abroad for approximately three weeks of highly focused study and travel. These international experiences have all been selected with care, and new programs are added only after a review by College committees. Faculty-led programs of study abroad strive to assure students of appropriate supervision and guidance. The College monitors U.S. Department of State advisories, alerts, and warnings regarding foreign travel by U.S. nationals. Should a concern arise, the risk assessment process may include, but is not limited to, communication with representatives on-site, with other international education professionals, and with partner institutions in the U.S. and in the host country. In some circumstances, the College may determine that a study abroad experience should be cancelled for safety and security reasons. This decision can be made at any time prior to or during the course of study. Should a course or program be cancelled, refunds of money paid for the trip will be handled according to the circumstances of each case.
It is the position of Roanoke College that the possibilities for learning are significantly increased by study, work, or community service in other cultures. The encouragement to study abroad is prominently addressed in the College’s statement of purpose. Implicit in that statement is the understanding that the College will do what it reasonably can to assure that students will learn and work in a safe environment.
Roanoke College expects that its students will conduct themselves with dignity and take care to avoid potentially dangerous situations when they are studying or working abroad. While care is taken to eliminate hazards, the College cannot make guarantees concerning the safety of students who venture beyond the confines of its campus in Salem. It is essential to understand that laws regarding safety and cultural expectations about risk assessment differ widely throughout the world.
For further information, please contact the Office of International Education at (540) 375-2299.
30 Guidelines for Pre-Departure Classes
Here are some guidelines to help you plan a reasonable number and type of pre-departure classes for your IL May Course.
How many meetings/classes should you hold before departure?
2 – 4 (roughly one per month starting in February)
What should you do with your students in pre-departure classes?
General orientation: information about passports, visas, shots/medications, if applicable. Cultural orientation: information about the country, what to expect, what to wear/pack, how to behave, and so on, if applicable. Content coverage: identify the readings, assignments, and other activities that students will be asked to complete during the course; identify websites, library sources, and any other materials that students ought to consult in advance for projects due very early during the Il term. Reading and discussion: ask students to read an article or chapter and be ready for discussion during a pre-departure meeting, but reserve this for the final meeting or two during the spring term.
When should you hold pre-departure classes/meetings?
At a time suitable for everyone, probably on a Friday or Saturday. Some classes meet on campus before going abroad or off-campus.
What should you do about attendance at pre-departure classes?
You can make attendance mandatory – within reason. You might need to make reasonable accommodations for students who have legitimate reasons for not being there (e.g., they’re off campus during spring term at Washington Semester or student abroad).
Assignments
Assign reading that will not be onerous to complete during spring term. Hold off on quizzes and other graded assignments until IL term begins. Do not administer quizzes or require assignments that’ll be graded before IL term actually begins. Assign work that’ll be due on or after the first day of IL term.
NOTE: You must notify students of pre-departure class requirements when signing application forms for IL travel courses or as soon after fall pre-registration as possible.
Kuchar
31 Guidelines for Responding to Emergencies While Abroad
While abroad, course leaders will need to respond to a variety of unanticipated situations. When dealing with an emergency, you should obtain as much relevant information as possible and then consult with the Director of International Education at RC, who may, in turn, consult with others on campus, to determine the most effective response.
When informing parents or other emergency contacts regarding illnesses or emergencies, you should provide names, location, and basic facts. Exercise caution in interpreting medical situations and refer parents to the appropriate medical representative. Whenever possible, provide reassurance about the student's condition but do not discuss a diagnosis or prognosis that has not been provided by an appropriate medical spokesperson.
Refer all press inquiries to the Director of International Education at Roanoke College. Faculty leaders should never make statements to the press unless they have been directed to do so by the Director of International Education or the Director of Public Relations at Roanoke College.
The following are recommendations for handling specific situations. The course leaders should determine whether they need to involve the U.S. authorities in the foreign country. In every case, International Education staff will assist in any way we can from the RC campus. In cases which involve the entire group, we will assume responsibility for contacting parents and other emergency contacts.
Serious illness (reaction varies depending on country and availability of adequate medical facilities): ensure medical attention is provided determine diagnosis and treatment available understand prognosis assess whether airlift is necessary communicate with RC and parents
Serious injury: ensure medical attention is provided obtain details of accident notify local authorities obtain appropriate information about prognosis assess whether airlift is needed contact RC and parents
Rape or assault: ensure medical attention is provided obtain details of incident notify local authorities obtain counseling if needed obtain information about prognosis assess whether individual should return to US obtain information about legal ramifications from local authorities notify RC and parents
32 Missing person: determine where and when individual was last seen provide description to local authorities contact U.S. officials contact RC and parents
Arrest: notify US Embassy follow recommendations provided by embassy, as appropriate obtain police case number understand rights of individual as a U.S. citizen in that country contact RC and parents
Hostage: notify US Embassy follow advice provided obtain telephone numbers and information of possible contacts contact RC and parents
Political Emergencies: obtain recommendations of U.S. Embassy inform students about precautions assess danger to group and follow U.S. embassy guidelines determine availability of appropriate alternative location determine whether evacuation is feasible, if necessary contact RC
Natural Disasters: account for student participants contact U.S. and local officials in area formulate emergency plan to provide shelter determine whether evacuation is feasible contact RC and parents
U.S. Department of State Resources: U.S. State Department’s Citizens Emergency Center (202) 647-5226 (M-F 8:15 a.m.-5:00 p.m./Sat. 9:00 a.m.-3:00 p.m.) (202) 647-4000 (After hours) The staff assists with serious illness, death, financial crisis due to theft, or arrest.
U.S. State Department’s Operations Center, Office of Crisis Management (202) 647-0900 The staff provides background information relating to long-standing crises.
U.S. State Department’s Counter-terrorist Office (202) 647-9892 The staff provides information concerning terrorist threats or actions.
33 Cancelling International Intensive Learning/May Travel Courses
World events can suddenly introduce circumstances that prompt us to evaluate whether we should allow our study abroad programs to proceed as planned. At Roanoke College, safety is addressed as a component of the general preparation of faculty leading programs as well as during student orientations. Travel to countries under U.S. Department of State advisories is carefully considered early in the program timeline. Roanoke College does not permit academic travel to countries under State Department travel warnings.
Listed below are websites and information that International Programs can provide:
State Department travel advisories, warnings, and consular information sheets for specific countries U.S. embassy and consulate contact information by country Guidelines for general safety for travelers Health and immunization requirements Telephone numbers of RC staff members (home and school)
When a program will involve travel to an area which may involve high risks, procedures are in place for on-going evaluation of the advisability of allowing the program to proceed:
Ad hoc meetings to monitor the situation Contact and discussion with other schools Monitoring of local events through internet and other media sources Contacts with local embassies and consulates Discussion with contacts and partners in host countries
The recommendation to cancel any program will be made in consultation with the Vice Presidents for Academic Affairs and Business Affairs.
34 Limitations of Responsibilities for Program Sponsors and Course Leaders
Although program sponsors and leaders exercise reasonable care when traveling with a group of students, certain aspects of the overseas experience are beyond their control. In particular, they generally:
cannot guarantee or assure the safety of participants or eliminate all risks from the study abroad environment.
cannot monitor or control all of the daily personal decisions, choices, and activities of individual participants.
cannot prevent participants from engaging in illegal, dangerous, or unwise activities.
cannot assure that U.S. standards of due process apply in overseas legal proceedings or provide or pay for legal representation for participants.
cannot assume responsibility for the actions of persons not employed or otherwise engaged by the sponsors/program leaders for events that are not part of the program, or that are beyond the control of the sponsors/program leaders and its subcontractors, or for situations that may arise due to the failure of a participant to disclose pertinent information.
cannot assure that home-country cultural values and norms will apply in the host country.
Responsibilities of Participants
In study abroad, as in other settings, participants can have a major impact on their own health and safety through the decisions they make before and during the program and through their day-to-day choices and behaviors. Participants should:
read and carefully consider all materials issued by the sponsors/program leaders that relate to safety, health, legal, environmental, political, cultural, and religious conditions in host countries.
consider their health and other personal circumstances when applying for or accepting a place in the program.
make available to the sponsors/program leaders accurate and complete physical and mental health information and any other personal data necessary in planning for a safe and healthy study abroad experience.
assume responsibility for all the elements necessary for their personal preparation for the program and participate fully in orientations.
obtain and maintain appropriate health insurance coverage and abide by any conditions imposed by the carriers.
inform parents/guardians/families, and any others who may need to know, about their participation in the study abroad program, provide them with emergency contact information, and keep them informed on an ongoing basis.
35 understand and comply with the terms of participation, codes of conduct, and emergency procedures of the program, and obey host-country laws.
be aware of local conditions and customs that may present health or safety risks when making daily choices and decisions. Promptly express any health or safety concerns to the sponsors/program leaders or other appropriate individuals.
behave in a manner that is respectful of the rights and well-being of others, and encourage others to behave in a similar manner.
accept responsibility for their own decisions and actions.
become familiar with the procedures for obtaining emergency health and law enforcement services in the host country.
follow the program policies for keeping staff informed of their whereabouts and well-being.
Recommendations to Parents, Guardians, and Families
In study abroad as in other settings, parents, guardians, and families can play an important role in the health and safety of participants by helping them make sound decisions and by influencing their behavior overseas. When appropriate, parents, guardians, and families should:
be involved in the decision of the participant to enroll in a particular program.
engage the participant in a thorough discussion of safety and behavior issues, insurance needs, and emergency procedures related to living abroad.
be responsive to requests from the sponsors/program leaders for information regarding the participant.
keep in touch with the participant.
be aware that some information may most appropriately be provided by the participant rather than the program.
Source: NAFSA: Association of International Educators – Interorganizational Task Force on Health & Safety in Study Abroad
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