Department of experiential learning



Department of Experiential LearningGuidelines and Support: Third-Party ProvidersRevised March 20, 2015Working with a Third-Party Provider or Outside AgencyProviders are companies that can provide local knowledge and resources to support an institution’s program abroad primarily focusing on managing the logistics of your program. Each short-term program will have different needs, based on academic and logistical support. Providers should offer a lot of flexibility as to what services are included to meet the needs of your particular program.Benefits of working with a provider include:Streamline payments (only needing to make payments to one agency)Ability to pay in dollars versus destination currencySave time and effort when firming up the logisticsLiability protections, established plans to ensure the safety of your students and faculty both during the normal running of the program and during emergenciesStrong networks of on-site resources, including housing, and academic facilities/partnersOffers comprehensive and/or on-site orientations.Contracts with providers typically include a description of agreed upon services such as:A complete list of optional services can be found through the Center for Global Education Excursion and activities planningEstablishing opportunities for experiential learningGuidesOrientationsAirfare for students and facultyArrival and departure airport transferCity bus/metro passesLodging and meal plansSpecial needsHealth and safety protectionsMedical and Travel InsuranceWhen working with a Third Party Provider, faculty are strongly encouraged to include both Medical and Travel insurance into their contracts. Doing so will ensure that all participants have the necessary insurance and coverage which is then centralized through one provider. Travel Insurance typically covers cancellations due to Travel Warnings, Inclement weather, accidental death or serious injury of traveler, medical emergencies and quarantines, mechanical problems with transportation or strikes, and lost baggage or travel documents (passport or visa). Selecting/Vetting Third-Party ProvidersFaculty must fully vet their providers (practices are listed below). As part of submitting the Study Away Proposal, faculty must provide quotes from (3) providers and provide a rationale of why they are selecting a particular provider over another.Research similar programs at other institutions to glean what providers they are using and why.Request references from your provider and follow up on those references.Contact the Better Business Bureau to see if the provider has a record of poor business practices.Institutional Expectations of Third-Party Contract/AgreementsProvider services should be detailed in an official contract which will be reviewed by General Counsel and signed by the Provost. Must be on business letterheadDescribe the duration of the agreement and the parties involvedDescribe the services provided and include a breakdown of cost (services offered, airfare, meals, orientation, cultural activities, guides, transportation, etc.)Describe the required procedure, amounts and deadlines for payment of invoicesDescribe what will occur should GRCC cancels the trip (reimbursements/penalties)Describe what will occur should the trip be canceled due to ‘force majeure” Describe daily itineraryGeneral Counsel Contract Standards Contracts may not contain one sided indemnification clauses (each party must provide insurance coverage for their own errors and omissions, and negligence) Contracts should be governed by the laws of the State of Michigan GRCC will never agree to pay attorney’s feesGRCC cannot assure confidentiality because we are a public institution subject to FOIA (we can assure confidentiality only so far "as allowed by law") Contracts should have clear termination provisions that provide the same rights of termination to both parties Contracts should have clear terms (Start and end dates. No automatic renewal provisions) Contracts should include reasonable refund provisions depending on reasons for changes or cancellationInstitutional Roles: Vetting, Reviewing and Approving of Third Party ProvidersApproval of contracts/agreements must be vetted through our General Counsel and Risk Manager. Upon their approval, the Associate Provost, Dean of Instructional Support will then sign the contract/agreement. Upon this signature, the Department of Experiential will begin the invoicing process.Role of the Department of Experiential LearningSupports faculty in selecting and securing a provider(s)Facilitates the overall third-party approval processRole of GRCC FacultyResearches and vets third-party providersEnsures contracts meets the needs of the travel experienceRole of the General CounselReviews third-party contracts to pro-actively minimize the institution's legal risks and liability. Role of the Risk ManagerReviews third-party contracts identifying safety and risk concernsEnsures travel experience is covered under the Colleges’ insuranceMay require proof of insurance from the third-party provider ................
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