DevelopingaFaculty-LedStudyAbroadProgram (2)

Developing a Faculty-Led Study Abroad Program Study Abroad Muskingum University Muskingum University April 2017 Developing Faculty-Led Off-Campus Study Programs The Coordinator of Study Abroad will serve as the primary information source regarding the administration of faculty-led off-campus study opportunities for students, program leaders, and staff Individuals interested in leading a short-term off-campus study program should submit both an off-campus study proposal and a program budget to the Coordinator of Study Abroad, who will review the documents and forward them to the Special Assistant to the VPAA for Finance, Admin and Sponsored Programs Faculty-led offcampus study programs are generally led by two faculty members during Spring Break, May Term or summers Each program leader generally teaches one three or four-credit course and is paid according to the May Term salary scale Before developing your off-campus study program proposal and budget, the program leader should develop as detailed an itinerary as possible By developing a day-by-day schedule of your proposed off-campus study program, you will begin to identify the necessary components of your program like on-site classrooms, transportation, housing, meals and field trips, guest lecturers, necessary lecture of lab facilities, as well as access to computers and other resources required for your classes Once you have developed a detailed itinerary, you can then work on your program proposal and budget Both the proposal and budget will be developed with the program leader(s) and the Coordinator of Study Abroad, and then submitted to the Assistant to the VPAA for Finance, Admin and Sponsored Programs Upon review of program proposal and budget, program leaders will be issued notification of program approval or recommended changes for approval Your program budget must cover all program costs, including program leader salaries, student and leader housing and meals, program leader roundtrip airfare, all on-site travel, admissions/activities fees, international student identity cards, guest lecture fees and the program leader administrative fee Any costs not covered (like optional excursions or student meals on their own) need to be identified and listed in all promotional materials In order to make faculty-led short-term off-campus study programs affordable to as many students as possible, Muskingum University allocates tuition revenue from these programs to offset program costs Students will register for six to eight hours of course credit and all tuition charges will be placed in that specific off-campus study program account held in the Business Office Tuition revenues, then, will be used to cover most costs of each short-term off-campus study program, which significantly reduces program costs and allows students to study overseas for little more than the cost of studying and living on campus during May Term (plus airfare) Please read this handbook as an evolving process as procedures continue to be evaluated and adjusted where appropriate The Program Proposal Form was adapted, with permission, from materials developed by International Programs at West Virginia University We hope that you enjoy your off-campus study experience and feel free to contact the Coordinator of Study Abroad for assistance as needed Guidelines for Approving Faculty/Staff-Led Study Abroad Courses In order to be approved, proposed study abroad courses should: Have a clear relation to the on-campus curriculum Be both academic and experiential in nature Have learning objectives consistent with relevant or related on-campus course Be taught by faculty or staff who have credentials in the discipline of the course and as determined by the chair of the appropriate department Involve an orientation experience prior to date of travel Include a written cancellation and refund policy It is recommended that at least one of the faculty speaks the native language of the area visited or there is a tour director involved who is proficient in the language Involve exposure to native-language contexts in the case of courses based in countries where English is not the dominant language Include written assignments which require students to reflect on their encounters with a culture or language different from their own 10.Submit a final report describing how these guidelines for study abroad courses were met Course Syllabus and Learning Objectives Each program proposal form must be accompanied by a course syllabus and learning objectives for each of the courses being offered In each syllabus, you are required to indicate measurable learning objectives and the method by which you plan to assess the effectiveness of the course and learning experiences In addition, your course syllabus must be approved by the chair of the department responsible for offering the course prior to submitting your proposal Off-Campus Study Program Budget Preparation Guide and Worksheet Program leaders must prepare a comprehensive budget for each proposed study abroad program Remember to account for all on-site lodging, transportation, meals, and admissions/activities fees for participants and accompanying faculty members It is recommended that off-campus study budgets be estimated to twelve to fifteen student participants Program leader salaries: Both the program leader and accompanying coleaders teach one three of four-credit class while overseas Compensation is determined by the salary scale for May Term Roundtrip airfare for leaders: Determine roundtrip airfare costs for both program leaders Faculty will not be able to use their national conference travel allotment for summer off-campus study trips Remember to purchase trip insurance for all program airfare Transportation to overseas site: This includes all expenses from home to foreign destination including airport shuttles, mileage, parking, tolls, port “tourist” taxes, etc Housing/Lodging: Please specify the type of accommodation – hotel, host family, dorms, hostel, etc Determine total lodging costs for all participants based on confirmed daily rates Since most trips involve room sharing by participants, lodging costs may vary substantially depending on gender balance of participants, so single room accommodations are recommended if possible Personal Medical Insurance: All faculty-led off-campus study programs must ensure that all participants provide proof of medical insurance that covers them while overseas Faculty members are covered by our University insurance policy while overseas Program budgets must include the costs of an ISIC (International Student Identity Card) for each student and ITC (International Teacher Cards) for each faculty member in the Program Fees (see below) **I am in the process of looking at obtaining study abroad insurance that will be built into program costs for all students participating in international travel This insurance will be supplemental to whatever insurance the students already hold, and will replace the need for the ISIC card Information will be explained here once I decide on an insurance company, and upon approval from the VPAA International Student Identity Card: Each student will be required to purchase the ISIC card, which includes additional coverage that is not typically covered by medical insurance, including evacuation and repatriation of remains Cards should be purchased from the Muskingum Study Abroad office (Meri Linn McCollum) for $22 per participant for one year of coverage The ISIC cards cover such travel contingencies as passport theft or luggage delay as well as discounts on many admissions fees On-site transportation: Remember to account for all modes of transportation while overseas, including trains, buses, vans, boats, subways and taxis Purchase insurance for all rail passes and internal airfare Meals: Calculate costs for all faculty and student meals Meals are often included in overseas housing packages, but if not, creating a detailed itinerary will help in determining total costs Cafeteria or restaurant meal costs can be determined by your on-site contact Include crew service fees and gratuities when applicable Admissions/activities fees: Determine fees for all overseas activities, including tour guides or guest lecturers Information is often available on the Web Determine if group and/or student discounts apply (ISIC cards often provide student discounts) Program leader administrative fee: Setting up an overseas study program is a difficult, time-consuming task requiring long hours and a lot of patience Compensation for this service is generally between $1500 and $2000 In some cases, the relatively large number of students and/or the program leader and accompanying leader sharing responsibilities for the program development and administration might call for increased and/or shared compensation In these cases, administrative fee compensation should be negotiated between the program leader and accompanying leader(s) Total program administrative fees should not exceed $3000 **If you are taking payment for the courses you are teaching, you cannot take an administrative fee You can elect to receive either the program leader administrative fee OR a faculty fee Roundtrip airfare for students: Once the minimum number of student deposits has been made, determine the best price for faculty and student airfare Please contact the Coordinator of Study Abroad for assistance in locating a travel agent Once the best price has been negotiated and seats have been blocked or held, set a deadline for student payment and then contact all students with specific payment guidelines Students and program leaders should travel together on domestic connecting flight(s) as well as on overseas flight(s) to the off-campus study destination However, if a student lives outside the Columbus area, s/he can choose his/her own connecting flight(s), making sure that these connecting flights leave at least two hours before the group international flight **Program leaders are required to accompany students at all times on domestic and overseas flights This means that leaders must fly with the group, both to the destination country and back to the United States Any exceptions to this policy must be reviewed and approved by the Study Abroad Coordinator and the VPAA Remember that trip insurance must be purchased for all participants Airline refund policies need to be clearly communicated to all program participants Pricing the program: Once you have calculated all of these costs and expenses, you will need to add a 10% contingency to your program cost For instance, let’s say that the total cost of your proposed off-campus study program comes to $24,000 At this point, a 10% cushion should be added in order to absorb unexpected program costs, thus raising this hypothetical program cost to $26,400 If your budget were best on a projected total of 12 student participants, then the advertised cost to students should be $2200 per student plus airfare ($26400/12 = $2200) Contingencies: All budgets are required to build in a 10% contingency fund 8% will act as a contingency for unexpected costs that arise during the program, and 2% will be retained by the VPAA The program leader should then determine a deposit amount (generally onethird of the total cost) and deposit deadline, generally five months before departure The program leader also should set a firm deadline for receipt of all remaining fees Cancellation Policies: Each program must have a clearly outlined refund policy, stated in several intervals For instance, students who cancel up to months before the start of the program will receive a 100% refund of program costs (including airfare); students who cancel two weeks before the start of the program will receive a 25% refund of program costs If airfare has already been purchased, the refund will not include a refund of airfare Students who cancel less than two weeks before the start of the program will receive no refund When determining your cancellation policy, keep in mind any payment schedules that have been established Institutional Cancellation: The University reserves the right to cancel participation in any Muskingum University program due to Department of State travel alerts, travel warnings, suspicion of terrorist activity, or general safety concerns In the event that an institutional decision is made to cancel the program, every effort will be made to recover all expenses Make sure to communicate to students that there may be expenses that may not be recovered, including, but not limited to, housing deposits, fees for airline ticket cancellations, and certain prepaid costs Discounts: Deduct discounts based on group size, collegiate discounts, etc Independent Tour Companies: If you are using an independent tour company (such as EF Tours), please attach a copy of the itinerary and note what costs are not included in the program fee Student Leader Selection: For reasons of safety, program leaders should designate two responsible students to serve as student program leaders in the absence of a faculty program leader For example, if part of a group is quarantined and both program leaders are included in the quarantined group, the two student leaders will be oriented on how to handle the situation Faculty leaders must report the names of the selected students to the Study Abroad Coordinator in advance of the scheduled program departure These students will receive orientation from the Study Abroad Coordinator about their duties Steps Following Program Approval Following final approval of off-campus study program proposal and budget by the VPAA, the Assistant to the VPAA for Finance, Admin and Sponsored Programs will contact the Business Office to set up an off- campus study program account Prospective students will then be able to make their deposits directly into this program account Program leaders should create promotional materials like an information sheet and a brochure or poster, summarizing the main points of the trip, listing total program costs and identifying what costs are not covered The Coordinator of Study Abroad will provide assistance as well as examples from other programs Accurate contact information should be provided on all promotional materials, including deposit amount, deadlines, and refund information Once the deposit deadline has passed, the program leader should notify the VPAA’s Office regarding the current number of deposits received If the minimum number of deposits has been collected, then the program leader should confirm flight arrangements for all participants, made independently or through a travel agent However, if the deposit deadline has passed and the minimum number of deposits had been received, the program leader should schedule a meeting with the VPAA’s Office to discuss whether or not the deposit deadline should be extended, the program budget should be reduced or the trip should be cancelled Prototype schedule for off-campus program (summer program) Immediately: Notify the Coordinator of Study Abroad about the trip you wish to take March 15 (1 year prior to the program): Attend information session with Coordinator of Study Abroad for more detailed guidance on completing your program proposal and comprehensive budget April 1: Deadline for submitting itinerary, program proposal and comprehensive budget to VPAA April 15: Notification of program and budget approval December 1: Deadline for all promotional materials to be given to prospective students February 1: Deadline for receipt of minimum deposits for trip March 1: Deadline for receipt of all program fees and airfare for May Term off-campus study programs April (or 60 days before departure): Deadline for receipt of all program fees for June-August off-campus study programs ** Timeline for Spring Break programs will vary Please contact Meri Linn McCollum (ext 8127) for more information Promotion of off-campus summer programs Promotion of non-approved programs can cause conflicts with other proposed faculty-led programs We understand that it is important to gauge student interest General meetings with students or surveys to gauge interest are perfectly acceptable; however, no program should be advertised prior to written notification of approval by either the VPAA or the Coordinator of Study Abroad Preparation for Faculty-Led Off-Campus Study Programs Orientations: The Coordinator of Study Abroad will provide an off-campus study orientation for each approved off-campus study program The orientation session will be mandatory and much more program-specific, addressing such topics as: passports/visas, health matters, scholarships, payment information, academic and non-academic misconduct, program accommodations, University policies and procedures relating to discipline, packing, dealing with emergencies, along with region-specific issues like safety concerns, health matters, insurance, staying in touch while overseas, cross-cultural communication and adaptation, weather, money issues, etc Passports and visas: Make sure that all program participants have valid passports US passport applications are available online and at the Zanesville and Cambridge US Post Offices All passports must be valid for at least six months after trip departure date or must be renewed before applying for visas If there are any non-US citizens participating, please contact the International Programs Office for specific guidance on visa issues Students must provide proof of a valid passport or in-process application of a passport when they sign up for their program Students who not have a valid passport must apply for expedited processing Participation for any student who does not hold a passport within 12 weeks of the start of their program will be cancelled, and refunds will be issued according to documented cancellation policy Safety issues: Provide all participants with the US State Department website at http://travel.state.gov for the most up-to-date information Health Issues: Visit the Center for Disease Control website at http://cdc.gov and provide participants with information on any health and vaccination recommendations Emergency Contact Card: Each student will receive an emergency contact card This card includes the telephone number of the Vice President of Academic Affairs, Vice President of Student Affairs, Coordinator of Study Abroad, and Campus Police Office Detailed trip itinerary: Before departure, submit a final itinerary to the VPAA’s Office with all in-country lodging phone and fax numbers Students with special needs: If any of your participants are PLUS students, please contact Dr Eileen Henry at the Center for Advancement of Learning to discuss possible special accommodations If any of your students list health concerns of conditions, please contact the Wellness Center to discuss special accommodations Please keep in mind your students with special needs, in keeping with the Americans with Disabilities Act Deposits, deadlines, and refunds: Establish clear policies for all deposits, deadlines, and refunds Make sure that these deadlines and refund policies are clearly stated in writing to all student participants Behavioral contract: All students are required to sign the Muskingum University Behavioral Contract which clearly states our expectations for behavior by participants on Muskingum University programs All students must sign this contract in order to participate ATM cards and traveler’s checks: Make sure that each participant has an ATM card, or a credit card with ATM capabilities American Express Traveler’s Checks are also accepted at most off-campus study locales Keep receipts for ALL transactions: Remember the all expenses must be documented with receipts It is not enough to show overseas ATM receipts for cash withdrawals Credit card and bank phone numbers: All participants should keep a list of credit card and bank phone numbers in a separate place from their ATM or credit cards These cards can then be protected immediately should they be lost or stolen Exchange rate: Provide accurate exchange rates and include the date that rate was determined Current exchange rates can be found at websites like http://www.xe.com Remember to remind participants that exchange rates fluctuate and that the final costs for the trip could vary depending on the exchange rate during the trip It is very difficult to try to predict fluctuations in exchange rates and any currency fluctuation should not be absorbed by your contingency fund ID card in native language: Provide all participants with a card with the address of where they will be staying in the native language of the country in cases where language could be a potential barrier for understanding Guidelines for independent travel to site: If any participants travel independently to the program site, provide clear step-by-step, detailed instructions on reaching the desired location This may include researching train and bus schedules, with estimates of cost and length of time it takes to reach their destination Upon returning to the US: Submit grades, reconcile program budget and receipts and participate in a de-briefing with the Coordinator of Study Abroad to discuss future program improvements 10 When feasible, the faculty or staff person in charge should make every effort to informally resolve problems that arise However, if a formal process is required, the following procedures for adjudicating violations of the rules of conduct should be followed: The staff or faculty member who administers the program on-site will notify students of alleged violations in writing If you can’t notify students in writing, make sure there is a witness when you discuss the alleged violations with the student A meeting will be held between the accused student and the faculty or staff member after the students receives the violation letter to determine if the student violated the rules of conduct After the meeting, the faculty or staff member will determine whether or not the rules of conduct have been violated and, in consultation with the study abroad coordinator and the dean of students and academic dean of the university, determine sanctions, if applicable The student will receive a decision letter stating whether it has been determined that the student violated the rules of conduct and the appropriate sanction, if any A copy of the decision letter will be forwarded to the dean of students for inclusion in the student’s disciplinary file There is no appeal of discipline occurring in connection with the offcampus/study abroad program Faculty or staff in charge of the administration of the program has full authority for imposing sanctions, including sending the student home prior to the completion of the class or program In extreme cases, the faculty or staff member who oversees the class or program may, in consultation with the study abroad coordinator and the dean of students or academic dean, immediately suspend a student from the program and send the student home at the student’s expense The decision of the faculty or staff member is final Behavioral Issues: Some students believe that “frat house” behavior is acceptable in any situation This is not the case It is important that students remember that, although they are not on campus, they are still representatives of Muskingum University and are expected to act accordingly Ways to deal with behavioral issues:  Have students sign the Behavior Contract before leaving  Be clear with students that certain behavior is not acceptable Outline unacceptable behaviors for them (drinking, drug use, rowdy behavior, behavior considered culturally unacceptable etc.)  Inform them that you are required to report any behavioral infractions to Muskingum  Impress upon the students that they can be sent home immediately for committing these infractions Upon returning to Muskingum, additional disciplinary may be taken 15 Types of behavioral infractions:  Excessive alcohol consumption We can’t prohibit students of legal age from drinking, but students should always act responsibly Underage drinking is not permitted  Discuss the responsible use of alcohol with students Responsible use of alcohol is when: o A student abides by the laws of the country or state he or she is visiting o A student does not miss any scheduled event because of the effects of alcohol consumption o A student does not become ill due to the effects of alcohol consumption o A student does not engage in inappropriate behavior toward other individuals as a result of alcohol consumption o A student does not engage in destructive behavior toward property as a result of alcohol consumption o A student does not engage in behavior that causes embarrassment to the other members of the group, the faculty member(s) or the in-country host(s) as a result of alcohol consumption o Students in a group not facilitate/encourage or ignore a fellow student who is abusing alcohol Providing alcohol to persons under the legal drinking age is illegal and against policy  Use of illegal substances is prohibited Keep in mind that the penalty for using illegal substances is sometimes much stronger in other countries than in the United States  Engaging in high-risk behavior such as meeting and leaving with unknown persons Sending students home There are many reasons why a student might be sent home Sometimes the departure is voluntary (death of a family member, family illness or emergency, medical or psychological reasons); other times the departure might be disciplinary in nature All Muskingum students participating in faculty-led trips have completed a waiver form, notifying them that they may be sent home for behavioral infractions Each faculty leader has the discretion to send students home Please use your best judgment Keep in mind that faculty leaders not need to make these decisions on their own Between the study abroad coordinator, Academic Dean, and Dean of Student Life, a decision can be made based on faculty recommendations If you feel you need to send a student home, contact the study abroad coordinator immediately with details of the infraction or incident The study abroad coordinator will contact the Dean of Student Life and the Academic Dean, who will discuss the situation and advise you on logistics of returning the student Crisis Management Plan: Off-Campus Programs 16 Orientation information, both printed and oral, contains information for faculty and students about health and safety issues related to international and off-campus travel Adherence to this information, along with appropriate behavior, caution, and common sense, can prevent many of the crisis situations discussed below Program administrators need to have identified their resources in advance of the crisis so they can use the resources as necessary Minimally, these resources should include:  A list of overseas medical facilities  Health contacts in the United States  Contact information for country-specific US Embassies and consulates  Emergency medical and repatriation services and legal counsel (ISIC card) In any case:  Call the University after attending to the situation at hand  Have one faculty leader attend to the student or students If you are in a country where English is not the native language, have the faculty member who speaks that language speak to the authorities  Follow outlined procedures for dealing with the specific crisis  Fill out an incident report and return it to the study abroad coordinator when you return (or fax it to 740-826-6113 if you have fax capability) Note: It is very important that the study abroad coordinator has a copy of your itinerary, including flights, housing information and contact names If there is a situation that occurs while on your program, or if there is an emergency where a student needs to be notified, contact information should be easily available Also, please keep in mind that in the event of a disaster situation, sometimes the only method of communication is via e-mail If you cannot reach the study abroad coordinator or designee by phone, at least send an e-mail letting us know that you and the group are safe Conditions Requiring Crisis Management The study abroad coordinator must be contacted under the following circumstances:  Serious illness, injury, or death;  Emotional or psychological stress that requires intervention;  A participant is the victim of a crime (e.g., theft, assault, rape, harassment) or is accused of committing a crime;  An in-country situation that arises that causes concern (e.g., a political uprising or a natural disaster);  Conduct issues at the discretion of the faculty leader; or  Any other international situation that could warrant concern, either US domestic or foreign Course of Action 17 Some off-campus programs have substantial on-site support It is expected that there will be collaboration between the on-site organization and the faculty leaders Most on-site organizations should also have a crisis response team, either as part of the institution’s administrative structure or international programs Listed below are the actions to take in various crisis situations you might encounter while abroad 18 General Guidelines It is important to have the phone number to the local US Embassy in case of emergencies The US Embassy can provide assistance in case of lost or stolen passports and other critical incidents Faculty leader contacts the appropriate local authorities (e.g., police, US Embassy, medical personnel) to begin the local action necessary to handle the situation Faculty leader contacts Campus Police (740-826-8155) Faculty leader contacts the study abroad coordinator or designee (Celeste Warne), who will call you back Faculty leader should fill out an incident report describing the occurrence If possible, fax the completed report to the study abroad coordinator or designee at 740-826-6113 Keep a copy for your records If the incident report form is not available, take notes and get a copy to the study abroad coordinator as soon as possible You can also e-mail notes to mccollum@muskingum.edu Ill or Injured Student or Faculty Leader Study abroad coordinator or designee will phone the emergency contacts of the person or persons involved in the crisis to apprise them of the situation, if not notified by the faculty leader or the on-site coordinator (FERPA rights should be waived to contact student’s emergency contact.) Necessary action will be taken: provision for medical care in-country, emergency evacuation, etc Faculty leader should fill out an incident report describing the occurrence If possible, fax the completed report to the study abroad coordinator or designee at 740-826-6113 Keep a copy for your records If the incident report form is not available, take notes and get a copy to the study abroad coordinator as soon as possible You can also e-mail notes to mccollum@muskingum.edu Death or Incapacitation of Student or Faculty Leader **Rule: All persons involved should always have another person in the room when discussion of these situations is taking place (e.g phone conversations) Faculty leader contacts the appropriate local authorities (e.g police, US Embassy, medical personnel) to begin the local action necessary to handle the situation Faculty leader contacts Campus Police (740-826-8155), who will then contact the Dean of Students and the Vice President of Academic Affairs Either the Dean of Students, VPAA, or President will contact the parents or emergency contact person Faculty leader should fill out an incident report describing the occurrence If possible, fax the completed report to the study abroad coordinator or designee at 740-826-6113 Keep a copy for your records If the incident report form is not available, take notes and get a copy to the study abroad coordinator as soon as possible You can also e-mail notes to mccollum@muskingum.edu 19 20 Student or Faculty Leader with Emotional or Psychological Crisis Study abroad coordinator or designee will contact on-campus counseling personnel Counselors will be in touch with the student, faculty leader, and on-site coordinator to evaluate the situation and make necessary recommendations Study abroad coordinator or designee will contact the emergency contact of the student or faculty leader, if appropriate If appropriate, study abroad coordinator or designee should contact legal counsel Faculty leader should fill out an incident report describing the occurrence If possible, fax the completed report to the study abroad coordinator or designee at 740-826-6113 Keep a copy for your records If the incident report form is not available, take notes and get a copy to the study abroad coordinator as soon as possible You can also e-mail notes to mccollum@muskingum.edu Student or Faculty Leader is the Victim of a Crime (e.g., theft, assault, rape, harassment)  If the incident is between two students of the group, the Dean of Student Life has primary responsibility and university policy will apply  If the incident is between a student member of the group and the faculty director, the appropriate dean/VP has primary responsibility and policy will apply  If the incident is between a member of the host country and an outside party, action taken will depend on legal requirements of the host country and wishes of the victim Legal counsel will be contacted by the study abroad coordinator, designee, or Dean of Student Life, if necessary, for appropriate advice Faculty leader should fill out an incident report describing the occurrence If possible, fax the completed report to the study abroad coordinator or designee at 740-826-6113 Keep a copy for your records If the incident report form is not available, take notes and get a copy to the study abroad coordinator as soon as possible You can also e-mail notes to mccollum@muskingum.edu Student or Faculty Leader is Accused of Committing a Crime If the incident is between a member of the group and an outside party, action taken will depend on the legal requirements of the host country and wishes of the victim Legal counsel will be contacted by the study abroad coordinator or designee, if necessary, for appropriate advice on the role of the institution in the situation In consultation with the on-site coordinators, study abroad coordinator will contact the emergency contact of the student or faculty leader if desired Faculty leader should fill out an incident report describing the occurrence If possible, fax the completed report to the study abroad coordinator or designee at 740-826-6113 Keep a copy for your records If the incident report form is not available, take notes and get 21 a copy to the study abroad coordinator as soon as possible You can also e-mail notes to mccollum@muskingum.edu 22 Contacts: Meri Linn McCollum, Coordinator of Study Abroad mccollum@muskingum.edu Work: 740-826-8127 Home: 740-819-1952 Fax: 740-826-6113 Marcia Gray, Assistant to the Vice President for Academic Affairs mgray@muskingum.edu Work: 740-826-8122 Fax: 740-826-8100 Daniel Vincent, Chief of University Police dvincent@muskingum.edu Work: 740-826-8155 Fax: 740-826-6110 Janet Heter-Bass, Vice President of Student Affairs jheeter@muskingum.edu Work: 740-826-8083 Home: 740-826-7331 Cell: 740-255-0021 Fax: 740-826-8093 James Callaghan, Vice President of Academic Affairs jamesc@muskingum.edu Work: 740-826-8121 Fax: 740-826-8100 Tips for Travelers (Taken from “Have a Safe Trip: Tips for Travelers” by Ohio State) The following tips are general suggestions for all people traveling overseas Before You Go  Don’t publicize your travel plans – limit knowledge to those who need to know  Ensure that your passport, if needed, is good for at least three or four months  Make sure your visa(s) is appropriate and current for place and type of travel  Take only the credit cards and personal identification that you will actually need  Carry a driver’s license from your state of residence for additional identification  Make a copy of you credit card and traveler check numbers and the phone numbers needed to report a theft Keep the copy in a location separate from the documents 23       Contact your bank and credit card companies to let them know the dates you will be overseas If possible, carry any required prescriptions in the original containers Carry a list of blood type, allergies, or any special medical conditions Medical alert bracelets are a good idea Hand-carry any sensitive or proprietary information Leave all expensive and unneeded personal or professional property at home Check with your medical insurance carrier about coverage away from your home and work Know coverage protection for out-of-country travel Avoid a demanding schedule upon your arrival if you have traveled across many time zones Give yourself a chance to adjust to new surroundings Before You Take Off  Make copies of your passport photo and visa pages; put a copy in your carry-on, leave a copy at home, and leave a copy with the study abroad coordinator  Check with your personal insurance carrier to see what coverage you have on luggage and contents Keep in mind that there is some insurance with your ISIC card  Make sure your luggage is tagged inside and out, but don’t use your position or affiliation  Check in early to avoid the last minute rush  DO NOT transport items for other people  NEVER leave your bags unattended – anywhere! Portable computers are particularly susceptible to theft, even at airport security checkpoints  Do not exchange items between bags while waiting for customs or security screening  At a transport terminal, not get involved in any disturbance  Dress casually when traveling to avoid attention; avoid showy jewelry  Locks on luggage are not secure; consider using a strip of nylon filament tape around your suitcase Never place valuables in your checked luggage  Go directly to the gate or secure area after checking your luggage and avoid waiting rooms or shopping areas outside secure areas  Be alert at security checkpoints Don’t place belongings on conveyor until you can keep an eye on items being screened  At many international airports, security and customs personnel will ask you questions about your luggage Know what you’re carrying and be able to describe any electronics  Whenever possible, arrange to be met at your destination At Your Hotel  Make your own hotel reservations, whenever possible, consistent with university policy 24            If traveling abroad in areas of concern, consider making reservations using your university address, without identifying the university Use your personal credit card Be aware that credit card information may be compromised at hotels, car rentals, or restaurants In some foreign countries, your passport may be held by a hotel for copying or for review by the police; retrieve it at the earliest possible time In a hotel, try to secure a room between floors two and seven Some fire departments may not have the capability to rescue above the seventh floor Always check for the nearest fire stairwell, hoses, and emergency telephone when checking in to a hotel Avoid hanging the “Please Clean Room” tag on your door It is an obvious signal that you are not in Before allowing entry of hotel maintenance or other supposed hotel staff, verify with the front desk Do not leave sensitive information or documents in your hotel room Hand carry and personally protect your documents, as well as laptop computers and other valuables Arrive as near the hotel entrance as possible and, if after dark, in a well-lit area Do not linger or wander unnecessarily in parking lots, garages, or public spaces near hotels Stay with your luggage until it is brought into the lobby or placed in your taxi At Your Hotel in Case of Fire  Locate the nearest stairwell to your room  Locate the nearest house telephone to be used in an emergency  Remain calm and not panic  Call the front desk and make sure they are aware of the fire and its exact location  Check your door by placing the palm of your hand on the door or the knob If either feels hot, not open the door  Do not use an elevator if there is a fire  If you cannot leave your room or the stairwells are unsafe, notify the front desk that you are in your room  Fill the tub and sink with water Soak towels and blankets as necessary to block vents and openings around doors to keep smoke and fumes out Swinging a wet towel around the room will help clear it of smoke  Cover your mouth and nose with a wet cloth  Stay low but alert to any signs of rescue from the street or the halls Let firefighters know where you are by waving a towel or sheet out of the window On the Street 25        Invest in a good map of the city you are visiting Note significant points on the map such as your hotel, the US Embassy, and a local police station Be aware of your surroundings Look up and down the street before exiting a building Learn how to place a local telephone call and how to use coin telephones Make sure you have extra tokens or coins for telephones Ask the bellman, concierge, and front desk personnel regarding safe (and not-so-safe) areas around the city to jog, dine, or sightsee Be aware of local traffic regulations and driving habits Joggers have been seriously injured by failing to understand traffic conditions Keep your passport with you at all times Only relinquish it to the hotel if required by law when registering, or if required to identify yourself to local authorities Keep in mind that purse snatchers and briefcase thieves often work hotel bars and restaurants Keep your purse or briefcase in view or in hand Be alert to scams involving an unknown person spilling a drink or food on your clothing; an accomplice may be preparing to steal your wallet, purse, or briefcase Wherever You Are  Always be aware of the location of your closest exit  Always be alert for distractions that may be staged by pickpockets, luggage thieves, or purse snatchers  Consider wearing a money belt or other secure storage device; waist pouches are not advised because potential thieves will know the location of your valuables  Keep briefcases and purses in view or in hand when using telephones If you’re using a credit card, block the view of the key pad when entering the number  Be cautious when entering public restrooms  Inspect any gifts received in a foreign country before packing 26 Study Abroad Muskingum University Study Abroad Incident Report Study Abroad * Montgomery Hall 1A * New Concord, OH 43762 Ph: 740-826-8127 * Fax: 740-826-6113 Muskingum University Please fill out this form as completely as possible In the event of any legal action this form will serve as the basic official college record of what happened and what actions were taken by the faculty leaders at the scene of the incident Attach extra sheets as necessary and any documentary evidence Please fax a copy of your report to Meri Linn McCollum at 740-826-6113 as soon as possible If you not have fax capabilities, take accurate notes and e-mail them to mccollum@muskingum.edu Submit the original report and all supporting materials to Meri Linn McCollum upon your return to the United States Date of incident: Location of incident: _ Time of incident: Name(s) of students involved: Names of other students involved: Brief description of what happened: _ _ Who provided this description if you were not a witness (please list all names): If you were not present, when were you informed? What actions did you take? _ If the student was transported to a hospital or clinic, please provide the complete name of the facility, its phone and fax numbers, and address: 27 Names and phone numbers of all physicians who examined or treated the student: Dr _ Phone: _ Dr _ Phone: _ Exact names of any medications prescribed to the student (please keep all packaging/inserts): Rx: _ Rx: _ Was the student conscious and capable of making informed decisions about his or her medical treatment? _ If the student was not capable of making decisions, who made the decisions? _ What, if any, follow-up care was recommended? _ _ Were the police or legal authorities notified of the incident of present at the scene? _ _ Names and phone numbers of responsible legal authorities in charge of the case: _ Case #: Was the US or relevant embassy notified? _ Name and number of responsible consular officials involved in this incident: _ _ Dates/times of contact with Study Abroad Office and/or parents: _ Signature _ Date 28 Time 29