University of Indianapolis Faculty Leader Guidebook 7/22/2016 2 Table of Contents I. Orientation 3 A. Sample 3 II. Emergencies 4 A. Contact Information 4 B. Communication with UIndy 4 III. Personal Preparation 6 IV. Cell Phones 7 V. Finances 8 A. UIndy Travel Authorization & Reimbursement Requests 8 VI. Renting of Vehicles 9 A. UIndy Risk Management – Auto Policies 9 VII. Confidentiality of Student Information 10 VIII. Availability to Student 11 IX. Potential Program Disruptions 12 A. Program Suspension or Cancellation 12 B. Strikes 13 C. Natural Disasters 13 X. Student/ Participant Issues 14 A. Insurance Information 14 B. Prevention 14 C. Health 14 D. Emotional, Mental and Eating Disorders 15 E. Alcohol Usage 15 F. Crime 15 G. Financial Crisis 16 H. Sexual Assault 16 XI. Disciplinary Problems and Adjudication 17 A. Prevention 17 B. Adjudication 17 C. Non-Faculty Leaders 18 D. Suggested Procedures 18 XII. Post-Program Checklist 19 A. Program Report 19 XIII. List of Appendices 20 A. Liability Form 21 B. University Perspective 23 C. Responsible Study Abroad 24 D. UIndy’s Study Abroad Emergency Procedures 28 E. UIndy’s Emergency Quick Reference 32 F. UIndy Health Center Handout – Alcohol Self Test 34 G. UIndy Health Center Handout – Depression 38 H. Indiana University Health Center Handout – Eating Disorders 41 I. UIndy Health Center Handout – Stress 43 J. Indiana University Health Center Handout – Suicide 44 K. Sample Incident Report 46 L. Sample UIndy Study Abroad Evaluation Form 48 3 Orientation Any former trip leader will tell you that having the students well prepared prior to leaving the country is critical to the success of your program. Scheduling at least one meeting, but preferably a number of meetings, allows you to set out your expectations, logistical issues, academic overview, cultural issues, and it gives the students time to get to know you and one another. A sample orientation meeting agenda could include: Introduction and Overview Purpose of the meeting: (a) get acquainted, basic logistical info; think about goals for going abroad, cultural issues and (b) program-specific details: academics and life abroad. Objectives for Study Abroad Have students think about their objectives for going abroad. Have them rate their reasons and then discuss the results in the group. Preparing Self for Study Abroad Have students make personal lists of steps to take now to get the most of their time abroad. Have them share the information with each other and discuss ways they need to know themselves and know their own country prior to being abroad. Culture Shock/Adaptation/Re-entry Discuss culture shock, its symptoms, the experience curve (including re-entry) and coping strategies. Program Logistics Registration Fee payments Staffing and supports (UIndy & abroad) On-site orientation program Housing arrangements Academics Travel planning Medical history forms Insurance requirement Assessment and grades Personal behavioral expectations Meeting the locals Personal safety and security Telephones Money access Vacation travel Conclusion Lingering questions; Reminders Returnees Ideally, invite returnees to assist with orientation. Let them chat with past participants. The expertise of these peers is highly valued by students. If your program includes individuals who are participating in the program but not doing the academic assignments expected of others in the group, it is important for them to attend the meeting as well. You will often find that these ‘special’ participants often feel less committed to the academic and cultural goals of the program and may undermine the academic atmosphere you are trying to create. 4 Emergencies It is crucial that you have plans in place prior to your departure for managing an emergency while you are abroad. For that reason it is important that you have emergency contact information for all program participants, no matter what their age or status. We recommend that students/participants fill out the online emergency contact form located on the following webpage: http://international.uindy.edu/studyabroad/SpringTermForms.php when you have students/participants complete an application for the program. If not when they apply, then you should have them fill the form out once they have been accepted. This form is automatically submitted to the Office of Study Abroad and then is immediately forwarded to the Faculty Leader of the specified program. In case of an emergency, notify the Office of Study Abroad. No cancellation or changes in the program, evacuations, or serious medical treatment other than of an urgent nature should be undertaken without consulting someone on the home campus. The Office of Study Abroad can serve to guide you during such situations. Contact Information: Office of Study Abroad Dr. Julie Kiefer, Study Abroad Advisor (317) 788-3394 (Office); (317) 788-3247 (International Division Phone); [email protected] International Division Mimi Chase, Director (317) 788-2192 (Office); [email protected] Campus Police (24 Hour Contact) (317) 788-3386; 24 Hour Campus Police Line (317) 788-3333 ISIC (24 Hour Assistance) 1-866-922-0278 (within U.S.) 1-202-974-6480 (Collect Worldwide) Communication with University of Indianapolis Notify the Office of Study Abroad immediately in the case of serious mishaps, accidents, or other emergencies that concern individual students/participants. In some cases, you may have to contact the student’s/participant’s parents directly. Follow up with a report. In the case of an international incident, such as a threat of terrorism directed at Americans abroad, or even an outbreak of disease, post office bombing or natural disaster in the host country, contact the Office of Study Abroad immediately to provide on-the-scene information, even if the incident does not involve the program or its students/participants directly. Parents are often alarmed by news reports of incidents anywhere in the host country or region. Therefore, call campus offices for reassurance and details. In any crisis, communication is the key to successfully coping with the situation. There should be a standard way of speedily reaching all students/participants on the program. This is especially vital when students are scattered through the city. Keep a list of students/participants’ local addresses, passport numbers, insurance information and emergency contact information readily available. 5 Establish and test an emergency contact system, particularly if student housing is disbursed around a wide area. If Americans are targets of threats or violence, maintaining a low profile is of critical importance. Students/participants should avoid congregating in places associated with Americans, such as McDonalds or the Hard Rock Café; they should dress and act as inconspicuously as possible in public. We also strongly encourage all trip leaders and participants to register in the Smart Traveler Enrollment Program, which is a free service that allows U.S. citizens to enroll their travel with the nearest U.S. Embassy or Consulate. This website is found at: https://step.state.gov/step/ 6 Personal Preparation As we advise student participants to do, please note the following general recommendations for personal preparation prior to the program: • Schedule a medical exam and dental checkup, if necessary. If you are currently taking medications, talk to your physician or nurse practitioner about arrangements for continuing the medications abroad. • Make two photocopies of the passport page that has your name on it. Leave one copy with someone at home and take the other with you. The copy will make it easier for you to replace your passport if it should be lost or stolen. • Be prepared in case of loss or theft of financial resources. Keep important information such as travelers check serial numbers and credit card account and company phone numbers separate from original documents. • You should strongly consider purchasing supplemental insurance to reimburse you for theft or loss of personal items (personal property insurance), lost expenses due to travel cancellations (travelers insurance), or enrollment in a travel assistance plan (assistance to help you replace lost or stolen travel documents, to local medical assistance while traveling, etc.). A comprehensive checklist of health, safety and security items for pre-departure and on-site, is on our Web site here: http://international.uindy.edu/studyabroad/SpringTermForms.php (under Faculty Leaders). As on your home campus, your own health care plan should cover you abroad (it is important to check with your insurance company about this). Since many plans do not include special coverage for medical evacuation and repatriation, you should check your plan coverage to be sure that these are included or enroll in a plan that provides this coverage. UIndy faculty and staff are eligible for supplementary travel insurance through the Office of Human Resource, located within Esch Hall. You may also purchase the ITIC card, if you are a member of the faculty or staff at University of Indianapolis, through the Office of Study Abroad. This card offers supplemental travel insurance (which would be the same as your students if you require it of them – this can make things easier when having the same insurance) and discounts internationally and domestically. It is good for a year from the issue date and has a minimal cost. You may also upgrade to added and higher coverage. For more information on this card, please contact the Office of Study Abroad at 788- 3394 or [email protected] or go to: http://international.uindy.edu/studyabroad/SpringTermForms.php and click on ITIC Card under Faculty Leaders. 7 Cell Phone Policy In order to ensure safety and have a readily available means of communication, the Study Abroad Office strongly recommends you consider leasing or purchasing a cell phone while you are overseas. All faculty and staff taking students abroad will need to secure a cell phone that functions internationally. UIndy requires that every study abroad program provide at least one cell phone number to the Study Abroad Office prior to departure.