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Faculty Documents to Propose Seattle Colleges Study Abroad

Implementation Checklist …………………………………………………………….... 2

Study Abroad Requirements ……………………………………………………. 4-5

International Study Abroad Program Proposal ………………………………. 7-13

Supporting Documents:

Faculty Leader Job Description………………………………………………………………….… 15

Information About Course Descriptions………………………………………………………….. 16

Marketing Ideas and Marketing Activities Checklist ………………………….17

Budgeting Examples………………………………………………………………………………… 19

Suggestions for Participant Orientation ………………………………………………… 23

Safety and Security Check List………………………………………………………….…………. 26

Emergency Plan……………………………………………………………………………... 27

Evaluation Template …………………………………………………….. 32

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IMPLEMENTATION CHECKLIST

Please note: your campus-based proposal to lead a study abroad program should be submitted at least 4 quarters (12 months) in advance of the proposed start date of the program.

Discuss program idea with Division Dean

Discuss program idea with Campus International Programs Director or designated Study Abroad Coordinator (IPD/SAC)

Obtain Study Abroad program proposal form to review requirements

Review Job Description for Faculty Leader Role

❑ Gather information to assess host country’s safety status

Compile program and course description data and rationale (requirements of proposal)

Set program budget estimates

Review proposal with Campus International Programs Director or Study Abroad Coordinator (IPD/SAC)

❑ Obtain signatures from Dean. IPD/SAC will review and obtain signature from VP of Instruction.

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❑ For District-Wide Proposals, campus IPD/SAC will submit Proposal to Global District Council for recommendation at least 10 months prior to anticipated program date

❑ If approved by Global District Council for a district-sponsored program, meet with the Executive Director, Global Initiatives (EDGI) and campus IPD/SAC to establish plan for marketing, deposits, enrollment, payment with budget numbers and any additional contract requirements. (note: if GDC does not approve, campus can still choose to implement program)

❑ Design advertising and promotional materials

❑ Faculty member, campus and district study abroad promote program in classrooms, information sessions, course schedule, district international webpage, email

❑ Faculty designs orientation schedule materials (see attached resources)

Faculty conducts orientation session

❑ Implement program, including weekly reports to IPD/SAC and a midway student evaluation and faculty evaluation to determine if meeting established outcomes.

Conduct final student evaluation and faculty evaluation of program. Faculty evaluation should include what strategies worked well and recommendations for improvement in a future program.

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Study Abroad Requirements and Proposal Form

The Seattle Colleges study abroad programs are first initiated by full time or “priority hire” faculty interested in offering a study abroad program. These faculty should have demonstrated commitment to the Seattle Colleges and a record of collegial cooperation.

The following Study and Travel Abroad Program Proposal form needs to be completed and submitted for approval.

General Process

1. A proposal form is completed in collaboration with the individual college division and VP of Instruction from the originating campus with additional input from the campus IPD/SAC. If the faculty member and campus wish the study abroad program to be considered for district-wide inclusion/promotion, the campus-approved proposal is then submitted for review to the Global District Council, comprised of representatives from all 4 SCD campuses and District Faculty Development.

2. If approved by the GDC, any suggested modifications are made in collaboration with the initiating faculty member. The faculty member and the Executive Director, Global Initiatives (EDGI) then sign the proposal and submit it to the Chancellor of the SCD.

3. Once the required approvals and signatures are secured, the EDGI sends the approved proposal to the initiating faculty member and IPD/SAC from the originating campus. The Director of International Programs or designated Study Abroad Coordinator sets a meeting with the faculty member and EDGI to discuss marketing and implementation. Primary responsibility for the program enrollment, orientation and documentation rests with the originating campus. The EDGI ensures that the program is included on the District Study Abroad website and is included in information sessions and publicity materials advertising district-sponsored study/teach/volunteer abroad programming.

The EDGI works closely with faculty and the IPD/SAC to ensure compliance with District travel and purchasing requirements, risk management issues, and offers limited support in promoting the program across the district.

Study abroad programs are intended to be self-supporting. However, there may be times when a department or other funding source (campus or otherwise) can be utilized to sponsor part of program expenses.

Program Deadlines

In order to allow sufficient time to promote the programs, and allow prospective students to plan ahead proposals must be submitted to the campus IPD/SAC at least 12 months prior to the proposed start date. If the faculty member and IPD/SAC wish to submit the program to be considered as a district wide program, it should be submitted to the EDGI no later than 10 months prior to the anticipated start date of the program:

For multiple-year program scenarios with no content change, only a new budget, itinerary and Emergency Plan will be required. In all other cases, a new proposal will be required.

Courses

Study abroad course content must foremost reflect the Seattle College District’s goal of training globally competent individuals who value and respect cultural differences. All classes must be approved in a manner consistent with existing Seattle Colleges curriculum guidelines. Courses that meet distribution requirements for a college degree are preferred.

Use and Accounting of Funds

The utilization and accounting of District funds for study abroad programs, including transfer of funds overseas, must follow District purchasing guidelines.

Use of External Organizations to Assist

Several organizations exist which can help faculty design and implement “Faculty Led Study Abroad”. A few that are well-known include AIFS (); ProWorld Service Corp () and CEA (educators/custom-programs/proposal.html).

Competitive Bid Process

Approved study abroad programs may be subject to the competitive bid process following district purchasing guidelines. The EDGI provides assistance in navigating through the process.

Pre-departure Orientation session that includes information concerning safety and risk management issues must be presented to program participants. Suggestions for orientation program content are in accompanying documents.

Site Assessment (Risk, Safety and Security)

The program submission must provide a risk, safety and health assessment of the site and briefly discuss the program Emergency Plan by indicating what specific precautions and/or steps have been put in place to avoid and manage safety and emergency issues. (Refer to the Study Abroad Safety and Security Check List and SCD General Emergency Plan).

Insurance

All participants and leaders must be covered by basic medical insurance (which covers when abroad) which also includes medical evacuation and repatriation of remains. The SCD has a corporate contract with iNEXT for subsidized rates. The IPD should be provided the names/emails of all participants once they have been charged the insurance fee (2016 rate: $32 for one year of coverage) to sign up individuals with coverage beginning just prior to program start date.

Assumption of Risk Form

Each person participating in a SCD-sponsored study abroad program must sign an assumption of risk form. Forms will be required at the time of application. The faculty leader of each program is responsible for securing a signed assumption of risk form from each participant before departure. Copies of the signed assumption of risk forms should be left with the originating campus IPD/SAC; the faculty leader traveling with the students should carry additional copies.

Advertising and Promotion of Study Abroad Programs

Travel abroad programs advertised through or identifying any SCD college, including email announcements or printed material, are considered to be college-sponsored and are subject to study abroad proposal requirements and any related regulations. Work with the PIO on each campus for protocols.

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Program Title: Total Number of Credits:

Sponsoring College:

Sponsoring Division:

Faculty Leader

Campus Phone: ________________ Home Phone: ____________________

Cell Phone: _______________________

Campus Email: __________________________________

Personal Email: __________________________________

Faculty Emergency Contact Name/ Relationship/ Home Phone/ Cell Phone/ Email:

__________________________________________________________________________

Country Host Contact: ______ _______________ Institution: __________________________

Home Phone: ______________ Cell Phone: ____________ Email: ____________________

(Please add additional Country Host Contacts or attach)

Please state how many times in the past 2 years you have taught the course you are proposing to include in the study abroad program. _________

Please include several examples that demonstrate your commitment to one of the Seattle Colleges including committee work, how long you have taught at the college, involvement in curriculum development for the college, etc.

Program and site description: Please attach an Overall Program Description (please send this electronically as well): (Who, What, Where, Why, When, in no more than 250 words). International Programs will use this description for the program page on the Study Abroad website.

How does this site in particular provide the best environment for the academic content of the program? How will you make use of the site’s resources and/or community to enhance learning?      

How will activities, accommodations and other interactions with the host culture impact the students’ cultural and learning experience?      

List the program outcomes.      

Faculty Leader Intercultural Experience: Please explain what kind of experience you have with the site, including any partnerships or other connections. Do you speak the language used at the site?      

Please explain what kind of experience you have working with students in an international context.      

Cooperating Agencies/ Institutions Abroad: Please list cooperating agencies or institutions that you plan to utilize on this trip including the Agency Name, description of services and how this organization was selected and the amount that is being paid for the services they are providing. These agencies/institutions can include host universities, NGOs, internship/practicum sites and any other organization that agrees to partner in the delivery of the program. This information is important in our general evaluation of the program proposal—and is critical to know whether a contractual agreement should be made with these agencies.      

Course Description: Describe each course including course number, title and number of credits and any prerequisites; course outline, course and student outcomes and assessment criteria. Please attach the syllabus and include 3 sample assignments that clearly address outcomes. Please note that the academic rigor and workload of courses should be comparable to courses taught on campus.      

Participants: Keep in mind that prerequisites may limit the pool of students that you can recruit, which should be factored into the anticipated number of students projected for the program. Who is the program designed for and what types of students do you hope to recruit? (i.e. college transfer, professional/technical program, specific discipline, students with specific interests and/or experience in specific areas). Please describe any prerequisites and/or selection criteria.      

Logistics: Please include your general itinerary, the dates and transportation arrangements between Seattle and the destination country and any other major cities you will travel to for more than 2-3 days (not short excursions).      

Please list minor excursions that involve the students leaving the main program site (city, town, area) overnight for 1-3 days. Trips to museums and other cultural events at the program site do not need to be listed here, unless students will be staying away from regular housing overnight. Where will the participants be staying during these visits? What is the purpose of the visit.      

Please provide a sample weekly schedule:      

How will you and your students get to/from daily program activities? What reliable means of transportation are available at the proposed site?      

Housing and Food Services: Please indicate the primary type of accommodation where

Students and program staff will be staying on-site. How was it selected? Please list an

address if available. Note: In general, the Faculty Leader should stay in residences

comparable in comfort and quality to those of the students and near enough to the students

that contact is easy and reliable at all times.      

If Faculty Leader’s housing will be different from student accommodation, please indicate

where you will be staying and how far it is from student accommodation.      

Please describe thoroughly how meals will be provided each day. In addition, what

accommodations are being made for participants with food intolerances, religious requirements

or strong preferences?      

Security and travel arrangements

The safety and security of our students and staff is of utmost importance. As such, travel as part of a study abroad program is not permitted to countries for which the U.S. State Department has issued Travel Warnings. Furthermore, we require that information be provided regarding steps that will be taken to protect students in the event of civil unrest.

Please explain the safety measures that are in place where participants will reside, to the program’s plans for a meeting place for students and staff in case of an emergency, to back-up plans in case the Faculty Leader is injured/ill or for some reason unable to continue his/her duties, and to how these measures and plans are communicated to students and program staff.

Please note that this section is not asking for a reference to the SCD Study Abroad Emergency Plan, which is a general document for all programs, but for the specific plans for this faculty-led program in the cities it visits and in the places its participants will be living.      

Medical and psychiatric facilities

Provide information on the resources to which you would turn for assistance if a participant were in need of medical or psychiatric care during the program. Speak to the steps that will be taken to secure medical treatment for sick students and/or possible evacuation. Please include a list of specific addresses and telephone numbers for hospitals/clinics and psychiatric facilities.      

Insurance and risk management information

Short-term programs participants are required to purchase insurance that includes medical evacuation and repatriation of remains coverage while overseas. The District has a contracted rate of $32/person through iNEXT (2016 rate) which includes this coverage and basic medical for one year (covers all overseas travel) from the time the participant/faculty leader is enrolled. Please budget for this amount for each participant and include it in the faculty expenses. The Office of International Programs will provide this information and register each enrolled/paid participant If the program will take place in a country with known risk factors, explain how those risks will be managed (e.g. special orientation meeting for students and/or faculty before departure, contingency plan).      

Orientation

Please provide a summary of how you will orient and prepare students for the program prior to departure.      

Budget Proposal (two approaches to estimating expenses are provided in supporting documentation)

Budget Summary: An estimate of expenses in support of program categorized by type based on minimum number of participants required to cover expenses. Form may be modified as needed. Please complete AFTER you have reviewed and completed one of the two budget estimate worksheets in Supporting Documentation—and attach your worksheet.

Number of students needed to run program (from program budget fees): Minimum      

Anticipated Student Program Fee: $       (based on minimum number)

How will the Faculty Leader and any other program staff expenses be paid (check all that apply)?

Student Program Fees

Grants (please list):      

Departmental Support (please explain):      

Other (please explain):      

What funding sources will be used for this program (check all that apply)?

Student Program Fees

Grants (please list):      

Departmental Support (please explain):      

Other (please explain):      

Do you anticipate any challenges accessing money at this site? Will you have easy access to banks/other financial institutions?      

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LETTER OF AGREEMENT FOR FACULTY LEADERS

Please read the faculty leader job description and this agreement outlining the responsibilities, terms, conditions and expectations of your involvement with this program. The SCD expects and requires that all faculty leaders agree to and comply with the following guidelines by signing the document below.

JOB DUTIES: I have reviewed and agree to be responsible for and to reasonably fulfill the job duties outlined in the Faculty Leader Job Description. Please review this carefully before signing.

PROGRAM DEVELOPMENT: I agree to participate in any faculty leader training workshops prior to my program. I understand that the design and in-country logistics (research, contact, reservations, and negotiations) of my program are my responsibility and agree to make the necessary on-site arrangements for my program.

FISCAL MANAGEMENT: I acknowledge that all faculty-led programs are student-funded, self-sustaining programs and that with the assistance and guidance of the campus-based International Programs office (and Executive Director, Global Initiatives if approved as a District-sponsored program), it is my responsibility to develop and manage a program and budget that are financially sustainable according to the policies and practices of the Seattle Colleges. I acknowledge that as the custodian of Seattle Colleges funds, I will be responsible for spending and accounting for those funds according to the policies and procedures of the District. I acknowledge that I may be held responsible for unapproved or inappropriate expenses or use of funds.

WITHDRAWAL: I acknowledge that if at any point I am unable to continue in my capacity as faculty leader, I will promptly inform my campus International Programs Director or designated Study Abroad Coordinator (IPD/SAC), and as appropriate and where possible, make reasonable effort to find a replacement faculty leader. I further acknowledge that my appointment as faculty leader is at the will and discretion of my home instructional division, as well as originating College and District.

CANCELLATION: I understand that the District reserves the right to cancel programs at any time due to factors within or beyond the control of the District. I understand that in the event of program cancellation, I will not be eligible to receive the salary amount or compensation for other expenses included in the budget.

COMPENSATION: I acknowledge that payment of my salary will only be made during or following the period of service designated by the official dates of my program. I understand that the salary for my faculty leader duties must be approved and processed by my home division, and that I am responsible for coordinating payment of my salary with my division’s administrative assistant.

STUDENT PREPARATION AND EVALUATION: I agree to organize and lead a minimum of two required,, in-person pre-departure sessions as well as necessary on-site orientations, and agree to cover the information outlined in the Orientation Guide. Following the program, I agree to the release of student evaluations of my program to my home division and to the IPD/SAC.

OTHER: I acknowledge that in my capacity as faculty leader and as a representative/agent of the SCD, my first responsibility is to the participants and program. I agree to make every reasonable effort to ensure the health, safety, and well-being of program participants, and to promptly inform the District of any threats to, or concerns about, the health, safety, or security of the program and/or its participants as per the protocol of the Emergency Plan.

Faculty Leader _________________________________________________________________________

Signature Printed Name Date

[pic] Letter of Approval from Sponsoring Division Dean

Program Content

I have reviewed the Study Abroad Proposal and supporting documents submitted by the Faculty Leader. I agree that the proposed program reflects the goals and objectives of our department/division and any courses included in the proposal are eligible for the stated departmental credit. I affirm that I have reviewed the course descriptions and/or course syllabi and approve of the number of credits and courses as outlined in this proposal.

Faculty Participation and Compensation

I have read the Faculty Leader job description and I agree that the proposed faculty is an appropriate choice to lead this program, given the criteria outlined in the job description. I agree to the Faculty Leader’s absence from campus for the duration of the program. I approve of the Faculty Leader’s specific compensation as outlined in the program budget or confirm that the Faculty Leader will be kept on salary by his/her home department for the duration of the program.

Cancellation/Modification of Program

The originating campus or Seattle Colleges reserves the right to modify or cancel this program at any time before or after departure. Among the possible reasons for modification or cancellation of a program are issues such as the following:

If the program does not reach minimum enrollment as defined by the program budget, the program may be cancelled due to financial insolvency. The decision to cancel a program due to low enrollment will be made in consultation with the Director of International Programs/Study Abroad Coordinator, the Faculty Leader, and the Dean of the sponsoring department.

Travel warnings and advisories from the US Department of State, Center for Disease Control or situations in which the health, security or safety of the students might be at risk. This decision will be made in consultation with the Sponsoring Division/College, Director of International Programs/Study Abroad Coordinator and the SCD Vice Chancellor of Administrative Services as needed.

By signing this letter I acknowledge that I have reviewed the attached Study Abroad Proposal and approve of the Program Content, Faculty Participation and terms of Cancellation/Modification of Program outlined above. After signing this form, please return it to the IPD/SAC. The IPD/SAC will schedule a meeting with the VP- Instruction.

Dean of Sponsoring Department

_________________________________________________________________________

Signature Printed Name Date

Comments:

IPD/SAC will now bring this proposal to the VP-Instruction

Vice President of Instruction of Sponsoring College

_________________________________________________________________________

Signature Printed Name Date

Comments:

The Remainder of this Document are Supporting Materials

[pic] Faculty Leader Job Description

The job of Faculty Leader for a group study abroad program is diverse, intensive, challenging and highly rewarding. It is not for everyone. Leaders must be highly organized, directive, able to multi-task, strong but empathetic to participant needs and requests. This job provides unique opportunities to teach outside the classroom, to interact with and understand students on a new level and to grow personally and professionally.

Proposing a Program (also see Implementation Checklist)

• Develop study abroad program proposal. Discuss your program idea with your Division Dean. Consider the feasibility of your program idea, including student interest, in-country contacts, departmental support, and potential overlap with existing programs in the District and region and academic content.

• Consult with your IPD/SAC to discuss the program idea and work on your study abroad proposal, program budget and timeline.

• Using the SCD Study Abroad Proposal Budget Template, develop a preliminary program budget. The program budget is a planning tool to help outline the costs associated with program activities and will ultimately help identify the program fee and the number of students needed for the program to be sustainable.

• Contact in-country vendors to get accurate price quotes for the services you will require. If you are going to work with AIFS or a similar organization to arrange the trip, begin these discussions.

• Design the program curriculum.

• Submit your proposal to your campus IPD/SAC at least 6-9 months prior to the anticipated start date. If you and the originating campus wish the program to be considered as a SCD-sponsored program, the campus approved proposal must also be submitted to the Global District Council.

Recruitment & Applications

Recruitment

• Work with the IPD/SAC and/or EDGI to develop program marketing materials such as a brochure, poster or website to connect with students and share your program with the SCD community. Your campus IPD/SAC will create a program specific section on the Study Abroad website. If it is a SCD program, your program will also be featured there. Students will use this website to learn how to apply to the program. Marketing materials should include a program and site description, summary of the academic content of the program, the program fee and any prerequisites, requirements or expectations for participation in the program.

• Actively recruit applicants for your program using posters, flyers, info sessions, classroom visits, student organizations, online networking sites, etc.

Student Applications/Selection

• Review your selection criteria.

• Review your applications.

• Interview your applicants to get to know them, answer their questions and to see if they are a good fit for the program.

• Inform students of their admission decision. Student contracts and risk management forms are generated and distributed by the campus Study Abroad Office.

• Finalize student roster. Minimum enrollment needed to run is confirmed when all payment contracts are received in the Study Abroad Office.

Preparing Instructional Material

• Develop course and program syllabi to inform students of course activities and requirements, communicate how students will be evaluated and graded, academic and behavioral expectations.

• Develop a program calendar of your in-country course-related and extracurricular activities.

• Order any required books or course materials needed for the program.

Program Logistics, Budget and Advance Payments

• Finalize program logistics: verify reservations, negotiate final prices and secure resources (instructors, guests, classroom, housing, food, tickets, transportation, activities, etc.).

• Finalize program budget and make any needed adjustments based on enrollment, final logistics, etc.

• Arrange with Study Abroad office to make any advance payments or deposits. Collect invoices from vendors and forward to the Study Abroad Office to process payments.

• Arrange travel for yourself if not included with group. Make a reservation with a state-contracted vendor and instruct them to contact the Study Abroad Office for payment. Make sure that you receive a finalized ticket from the travel agency.

Orient Students

• Plan at least two group meetings with students during the quarter prior to travel to go over program details, course requirements and preparations, travel planning, health and safety, etc.

• Start to build a collaborative group dynamic and learning community among students.

• Reference the general Study Abroad Orientation information and additional materials that you have added for your particular program/site..

• Develop and communicate the arrival plan to your students: where, when they meet the group, how they get to the meeting place and who they should contact in case they are not able to get there (i.e. missed connection).

Final Preparations

• Prepare an Emergency Contact List for the Study Abroad Office to keep on file for the duration of your program. Submit this information well before your departure.

• Ensure when your travel advance check will be ready.

• Register the trip with the State Department at .

In the Field

• Oversee all academic aspects of the program.

• Oversee all program logistics.

• Act as the custodian and manager of SCD travel funds and resources. Track all program expenditures on-site and collect required documentation (receipts, etc.).

• Conduct student evaluation at mid trip and end of trip.

• Act as primary resource for student inquiries and problems.

• Act as the initial responder to logistical, medical, behavioral, and other crises.

• Serve as the program's primary liaison with the Study Abroad Office and the SCD.

• Submit weekly summary reports about progress of program in meeting established outcomes and of any program revisions.

Program Wrap-up

• Submit grades to the Study Abroad Office by quarter deadlines. The Study Abroad office will supply the necessary form for you to fill in with the students' course numbers and grades.

• Gather together receipts and documentation for your travel advance reconciliation. Submit your completed paperwork and field advance ledger to the Study Abroad office.

• Write and submit a final report/evaluation on your program including information on what went well, what did not go well, what you would keep or change in future programs and report any incidents that occurred on your program.

• Review student evaluations.

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SUGGESTED INFORMATION FOR COURSE DESCRIPTION

The following suggested information should be included when completing the Course Description information on the Study Abroad Program Proposal form:

A. Course title, official description, outline and syllabus – include department or discipline and home institution.

B. Give a course description of up to 250 words to be used as publicity copy.

C. State the general and specific course outcomes and how the course will be assessed.

D. Provide 3 sample lesson plans that are directed to course outcomes.

E. From what disciplines does the course draw?

F. What are the rationale choice of course topics, goals, reading and other elements of the curriculum

as they relate to the course locations?

G. List any course prerequisites. Explain

H. What distribution or general education requirements, if any, is this course designed to meet on our home campus?

I. List the grading option(s) available to students.

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GENERAL MARKETING IDEAS and MARKETING ACTIVITIES CHECKLIST

Marketing Tips

• The Faculty Leader is the BEST recruiter for this program

• Use of World Wide Web and online services on the Internet

• Find former students to act as references or speak at meetings

• Give as many classroom info sessions as possible

• Set up info tables on campus for publicity and visibility

• Show promotional videos

• Post program on a school bulletin board

• Display pictures and brochures of program

• Write and distribute press releases

• Promote program with local organizations, associations and cultural societies.

• Post program on district International Office web page

Identity

Develop a graphic identity to be consistently used on all program materials

Choose two or three messages that you use throughout marketing the courses and change these messages as your program develops.

Language is important:

Course vs. Trip/Tour

Course descriptions vs. Flyers

Course instructor vs. Leader

Program fee (actual cost of program to student – can include tuition)

Newspapers

Write articles in the campus-wide newspapers

If course fulfills a specific general/major/minor requirement, emphasize this fact

Suggest a storyline on the advantages of short-term programs to the student newspaper

Course Schedule

If an SCD-sponsored program, write a one paragraph promotional piece and ask the EDGI to send to all 3 college’s public information offices. Remember to call it a SCD program. Include a picture/graphic.

Bulletin Boards

Play off what the city/location looks like

Change your points of focus every month or two

Posters

Hang in academic buildings and around campus with appropriate stamps

Department Newsletters

Info Table

Set up a table in key locations

Distribution Ideas

Send specific course descriptions to applicable majors

Post marketing materials in specific locations

Send any general materials to your admissions office

Send list of all course titles, and which courses fulfill academic requirements to all advisors, counseling and other individuals who may advise students in potential course planning. Be sure to point out that short-term study abroad is an effective way to gain academic credit, travel and develop cross cultural skills.

Send course descriptions to specific student organizations or clubs.

Faculty

Make sure that faculty leader/colleagues have promotional flyers.

1. Make announcements in department meetings

2. Visit different classes in person to announce and describe the program

3. Ask their colleagues to make similar announcements in class

If student shows a bit of interest, offer to take their name and send them information.

Be sure to reiterate what the program fee includes.

ACTIVITIES CHECKLIST

|Activity |First date |Second date |Third date |

|Announcement in course schedule | | | |

|Posters ordered | | | |

|Campus display | | | |

|Classroom visits | | | |

|Hang posters | | | |

|Public service announcement | | | |

|Newspaper interview/article | | | |

|General Information Sessions | | | |

|Student Clubs | | | |

|College WWW | | | |

|Advertisements | | | |

|Other | | | |

[pic] BUDGET ESTIMATING (version 1)

FEES:

Expense Category Cost per Participant Total Cost

(Cost per Participant X Minimum Number of Participants)

Transportation

Air

bus

van

other

Lodging

Room

Hotel

Dormitory

Food Provided By Program

(Indicate how this part will be

handled and what would be covered)

Program Fees imposed by host institutions i.e., guest lecturers, course fees, etc.

Cultural, Educational and extracurricular Activities

Excursion

Admission Fee(s)

Transportation

Lodging/Hotel

Contingencies

iNEXT medical insurance ($28)

Other

TOTAL FEES $ per participant $ total

FACULTY LEADER EXPENSES:

Expense Category Cost per Instructor Total Instructor Costs

(Cost per Instructor X Number of Instructors)

Transportation

Lodging

Excursion

Insurance (iNEXT, $28)

Food

TOTAL FACULTY LEADER EXPENSES $ $

TOTAL INSTRUCTOR COSTS ˙/. MINIMUM NUMBER OF PARTICIPANTS =

INSTRUCTOR EXPENSE FEE PER PARTICIPANT:

PROGRAM COST PER PARTICIPANT: (DOES NOT INCLUDE TUITION)

TOTAL FEES FOR EACH PARTICIPANT + INSTRUCTOR EXPENSE FEE PER PARTICIPANT=

PROGRAM COST PER PARTICIPANT:

ESTIMATED TUITION**:

NUMBER OF CREDITS X ESTIMATED COST PER CREDIT* = TOTAL TUITION PER PARTICIPANT:

*actual cost per credit may vary depending on participant’s residency status.

**Tuition may vary depending on what classes are offered and how many classes a participant registers for.

TOTAL PROGRAM COST:

PROGRAM COST PER PARTICIPANT x MINIMUM NUMBER OF PARTICIPANTS =

TOTAL PROGRAM COST:

[pic] PROGRAM BUDGET ESTIMATING- (Version 2)

Below is a suggested list of expense items, which can be included in your budget

Purpose/Intent of Budget

- Instructor and Participant expenses

Direct Participant Expenses

- airfare

- ground transportation

- accommodation

- events: tickets, admission, excursions

- classroom costs

- visa

- administrative fees – office or program provide

- emergency, group funds

- tuition or a percentage of program fee

- meals or at least some group dinners

orientations

Direct Participant Expenses + Instructor Expenses = Program fee (does not include tuition)

SAMPLE BUDGET SUMMARY

Budget Summary Cambridge England, 2012

(please note that totals may not completely add up- for illustration purposes only)

BUDGET BASED ON MINIMUM NUMBER OF STUDENTS = 15

Fees per Participant

-Round trip airfare (approximately) 1,000.00

-Accommodations 800.00

-Twin homestay -0-

-Classrooms/Cambridge 200.00

-5 days/4 nights stay London – tourist class hotel 600.00

-Travel pass London 10.00

-Half day tour London 25.00

-Theater visit 75.00

-Insurance (iNEXT) 28.00

-Any study abroad processing fees on campus

TOTAL FEES PER PARTICIPANT $ 2,738.00

TOTAL PARTICIPANT FEES $ 41,070.00

(Fee per Participant X Minimum Number of Participants)

Expense per Instructor

-Round trip airfare (approximately) 1,000.00

-Accommodation 1,000.00

-Classrooms/Cambridge 200.00

-5 days/4 nights stay London – tourist class hotel 600.00

-Travel pass London 10.00

-Half day tour London 25.00

-Theater visit 75.00

-pre-trip site assessment expenses

-Mandatory insurance (iNEXT) 28.00

- Stipend/Partial Salary/Courseload?

TOTAL EXPENSE PER INSTRUCTOR $ 2,938.00

INSTRUCTOR EXPENSE FEE PER PARTICIPANT $196.00

(Total Instructor Costs divided by the Minimum Number of Participants)

PROGRAM COST PER PARTICIPANT—Does Not Include Tuition $ 3,134.00

(Fees per Participant + Instructor Expense Fee per Participant)

*Cost of tuition will vary depending on what classes are offered, how many classes

the student registers for, and the student’s residency status.

TOTAL PROGRAM FEE ______________

(Total Participant Fees + Total Instructor Expenses)

[pic] SUGGESTIONS FOR PARTICIPANT ORIENTATION

Selected skills, knowledge and attitude for a successful study abroad endeavor:

Know your responsibilities as a world citizen

1. Know how to say “thank you” in the host country

2. Know entry requirements to the host country

3. Speak with a native of the host country

4. Know what electrical current is standard

5. Read a magazine, newspaper or book from host country

6. Locate host country and study site on a map

7. Know type of government in host country

8. Know predominant religion of the host country

9. Know time difference between my home town and study site

10. Know the country telephone codes for the US that I will need to call home from overseas

11. Know the name of the head of government of the host country

12. Discuss 3 major cultural traits of the host country

Know your learning style and needs as an adult learner

• Take responsibility for learning: Know your learning style

• Be self-motivated

• Be aware that learning occurs 24/7 in various forms and contexts

• Know your resources

• Prepare yourself, Plan ahead

• Be aware and engaged

Tips to Avoid Problems

• Health

1. Know your health history

2. Update vaccinations and other prophylaxis

3. Fill prescription drugs and lenses

4. Be aware of jet lag and cultural fatigue

5. Know places to avoid

• Safety

1. Be aware of surroundings

2. Know emergency procedures

3. Use common sense

4. Do not use illegal drugs and avoid alcohol

5. Trust your gut instincts

• Financial Aid and Enrollment

1. Review financial aid planning if applicable

2. Review and update program payment/enrollment forms

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Below is a list of topics the Orientation facilitator should go over, explain, and answer related questions

1. Forms

Student/Parent Liability Release

Emergency Contact

Passport/Travel

2. Money Matters

Exchange rates – know them!

Can you make change?

Traveler’s checks, ATM’s, Cash

3. Packing

Can you carry your bags around the block?

Electrical appliances

Clothing

Valuables

4. Travel Notes

Getting there

The Buddy System works!

Remind participants that we value their input during and after completion of the program through the following:

• Program evaluation

• Photos, stories, interviews

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Study Abroad Safety and Security CheckList

Program: Site:

Faculty Leader:

On site Telephone: email address:

The following checklist is intended to assist program coordinators in assessing the safety and security of your program site and surroundings. Gathering the information listed below should help the program coordinator determine whether to carry out a program and which precautions to take to enhance the safety of program participants. The list below is not exhaustive. Enhancing program participants’ safety and safety participants requires an on-going assessment of host country safety factors. Program Leaders should therefore, remember to run a safety and security check every time program participants are moved to a new site or engaged in a new activity. Please append any relevant information or comments you used in assessing the risks associated with your program.

I. PRIOR TO LEAVING

Obtain a safety and security report from the U.S. State Department: and determine whether program should be implemented based on State Department safety and security assessment of the country.

Based on the State Department information and /or a your site visit, please assess the following issues. For each category, please specifically address problem areas and briefly describe how you plan on resolving such issues.

• Food

• General safety (street violence, physical assault, robberies, etc.)

• Medical facilities

• Transportation

• Natural Calamities

✓ Gather information and tips on how to best use public transportation.

✓ Gather information and tips on how to use/access medical facilities.

✓ Gather information on gender differences and how they might affect safety and security.

✓ Gather information on places and areas to avoid.

✓ Gather information on behaviors (including dress code) which could affect participants’ safety and health.

✓ Gather information on verbal and non-verbal communication, which could affect participants’ safety.

✓ Identify local laws that could affect participants’ safety.

✓ Document how local laws deal with arrests, traffic accidents and access to hospitals in case of emergency.

✓ Gather information on whether facilities are handicap accessible.

II. IN COUNTRY—The following must be completed upon arrival in the host country

• Register all program participants with the US Embassy Consular Office (when applicable).

• Inform the local police of the presence of the program participants (specifically in areas where such visits are not common).

• Identify and document address of closest medical facility.

• Identify a medical physician who can be on-call in case of an emergency.

• Identify and document the address of the closest police station.

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SCC Emergency Plan for Programs Abroad

Introduction

This document outlines the procedures for any emergency or crisis involving participants in the Seattle Colleges district-sponsored overseas programs. These procedures are meant first and foremost to ensure the safety and well being of participants and leaders. These procedures differentiate between “real” and “perceived” emergencies.

• Real emergency: A genuine or imminent risk to participants, or a disturbance that has already occurred. Examples: political coup, civil unrest, natural/manmade disaster, incarceration, physical/emotional illness, accident, physical assault, disappearance for an inordinate period of time, kidnapping, terrorist threat and/or attack.

• Perceived emergency: No significant risk, but perceived as threatening by student, family, college official, group leader, or others in the U.S. Examples: Sensationalized reporting of an event abroad, distortion of information provided by a participant, and/or nervousness of a family member or student with little or no international experience. NOTE: Perceived emergencies can affect program participants, family members and others in the U.S. as strongly as real emergencies. They need to be treated seriously and responses should be made in a timely manner.

This document should be in the possession of group leaders at all times.

This plan will be useful to the following groups of people:

1. staff involved in administrating overseas programs

2. participants planning to go abroad

3. family of participants in outbound programs

Scope of Reference:

The term "crisis" in this document covers death or severe injury of a student, or disaster in the host country, natural or otherwise, including acts of terrorism and hostage taking.

Operating Principles - The following operating principles form the guidelines for these procedures:

* Safety is the number one concern * Legal liability of the District & its employees should be considered

* Confidentiality of information must be kept * Predetermined procedures must be followed

Proposed Core Team for district wide Programs:

1. Executive Director, Global Initiatives (EDGI)

2. Global District Council member/IPD from sponsoring campus

3. District Public Information Officer (PIO)

4. Leaders involved in the overseas program

5) Host (overseas) organizers of the program (HOST)

6) US-based organizers of the program (USORG)

EDGI: Andrea Insley (Executive Director, Global Initiatives)

Office: (206) 934-3899 Home (253 630-1896) Cel (206-890-1387)

Email: andrea.insley@seattlecolleges.edu;

Assoc Director, IEP Fiscal Services is Andrea’s back up: Hisham Othman 206 934-4178 hisham.othman@seattlecolleges.edu

IPD for Central-initiated programs representative: David Roseberry

Office:206 934-3893 Cel Number:

Email: david.roseberry@seattlecolleges.edu

IPD for North-initiated programs representative: Ryan Packard

Office number: Cel Number:

Email:

IPD for South-initiated programs: Kathie Kwilinski

Office:206 934-7965 Cel Number:

Email: kathie.kwilinski@seattlecolleges.edu

PIO: xx , Public Information Officer

Office number: 206 934-4105 Cel number:

patricia.paquette@seattlecolleges.edu

Overview of Procedures in Responding to the Crisis:

1. Once the information on the crisis situation is established, the PCIP needs to be informed.

2. The EDGI, in concert with the HOST and USORG, will:

∙ Determine the participants involved in the crisis

∙ Gather the necessary facts and contact the GDC and PIO immediately.

-Gather or begin email correspondence with the Core Team to discuss the action plans.

3. The EDGI (or designee) in consultation with the Core Team, will immediately contact the family members of the participants involved in the crisis.

4. The EDGI and host organization and where necessary (in the case of death and disaster) the U.S. embassy in the

hosting country will:

∙ Obtain an official report of the crisis that involves the participants

∙ Help arrange for parents/family member to go over to the country (in the case of death and severe injury)

∙ Help with the repatriation process (in the case of death)

∙ Help with bringing the participants back home (in the case of a disaster)

∙ Coordinate the return of student belongings (if necessary)

Note: All participants have insurance which includes basic medical, medical evacuation, repatriation of remains. Contact campus IPD for follow up on executing insurance.

5. The PIO will coordinate all information released externally by the District. All

queries from media personnel will be handled by the PIO.

PHASE I: EMERGENCY IS REPORTED

The EDGI should be contacted as well as the GDC and Public Information Officer.

PHASE II: DETERMINE WHETHER THE EMERGENCY IS REAL OR PERCEIVED

A. Gather information and assess the risks

1. The EDGI, along with in-country contacts, will gather as much information as is necessary to determine what risks, if any, participants/leaders are facing. Appropriate people and organizations should be contacted by telephone, if at all possible, to assess these risks.

2. In assessing whether the emergency is real or perceived, the EDGI will contact a number of sources for detailed and accurate information. These may include:

a. The leaders abroad, the administrative contact abroad, or the contact in the USA for the sponsoring program.

b. The Director of International Admissions/Services.

c. The U. S. State Department Desk Officer of the country affected –

.

d. The U. S. State Department Office of Overseas Citizens Services at 202-746-5225 (24-hours a day hotline) -

.

e. Special Task Force of the U. S. State Department, if one has been created as in the case of a long-standing crises.

Telephone the Office of Crisis Management of the State Department’s Operations Center, at (202) 647-0900.

f. State Dept’s Counter-terrorist Office, if info is needed concerning a terrorist threat or action, at (202) 647-9892.

g. Local safety/crime agencies in the host country.

B. Make a careful, chronological sequence of events (in writing) leading up to, during, and after the crisis.

The following checklist should be used during conversations:

1. What event took place? Request a chronological statement of what happened from each person who was involved in or who witnessed the event.

2. What is the current physical and psychological condition of the affected participant(s) and leaders?

3. Is the LEADER in close touch now with the affected participant(s)?

4. What is the proximity of the event to all the program’s participants?

5. What is the imminent risk to participants if they remain where they are?

6. Are all program participants, whether directly involved or not, aware of the emergency?

7. How are they responding?

8. Are adequate food, water and medical attention available?

9. Is adequate and secure housing available? How long will this housing be available? What other appropriate housing options are available as a backup, if needed?

10. Is safe transportation available locally and internationally (land and air)?

11. Should participants be evacuated?

12. Have you confirmed the list of participants and staff?

13. Have you prepared information for notification of families (when, where, how, by whom?).

14. Who will be the spokesperson to the media?

15. What information may and should be disbursed to the media?

C. Incident-specific issues--address the appropriate type of crisis:

1. SERIOUS ILLNESS:

Where is the victim?

What medical treatment has victim received?

What has the on-site response been?

Who is the attending physician (if any)? Does the attending physician speak English?

How can family contact the physician &/or hospital?

What is the diagnosis? What is the prognosis? What is the prescribed treatment?

Can the victim be adequately treated at current location?

Has the participant’s insurance been contacted?

Are other participants at risk (physical or psychological)?

Is airlift a desirable and/or viable action?

What are the likely academic and financial consequences of returning to the U.S.?

2. SERIOUS INJURY:

Same as SERIOUS ILLNESS above, but include:

What are the details of the accident?

Are rescue operations needed? Have they been initiated?

Were there witnesses to the accident? If so, obtain signed statement from each witness.

3. PSYCHOLOGICAL OR PSYCHIATRIC ISSUES

Same as SERIOUS ILLNESS above, but include:

In what way(s) if the person upset and/or inappropriately behaving?

What has been done on site?

Is the person a danger to self and/or others?

Is there a history of previous counseling/therapy? Where? With whom?

Is the person prescribed medication(s) for emotional difficulties and/or any other medication(s)?

Are they taking the prescribed medication(s)?

Was there an apparent precipitant for their distress/behavior?

4. SEXUAL HARASSMENT

Same as SERIOUS ILLNESS above, but include:

Does victim feel physical threat?

What action is necessary to remedy situation? Can situation be remedied on site?

Consult the Seattle Central Student Policy on Sexual Harassment and Sexual Misconduct or the

5. ASSAULT OR RAPE:

Same as SERIOUS ILLNESS above, but include:

What are the major details of the incident?

Is counseling available? In English?

Has appropriate local law enforcement been notified?

Were there witnesses? If so, obtain signed statement from each witness.

Does the victim want to return to the U.S.?

Are the victim and the counselor aware of these consequences?

Is the accused person a program participant? A local student or resident? A tourist?

6. MISSING PERSONS:

When & where was missing person last seen or heard from?

Did the person tell anyone of plans to be absent?

Does anyone know or have an idea about where the person went?

How was the person traveling? Ex: Alone, by train.

If the person left and was expected to return at a specific time, what was the date and time of the

expected return?

Are reliable search/rescue operations available on site?

Have they been initiated? Should they be initiated?

What is the student’s passport number?

What is a description of the student (height, weight, eye color, hair color, hair length, gender, race, and

other distinguishing factors)?

Have the local missing person's officials been notified?

What is the agency and case number assigned?

Has the U. S. State Department been contacted?

Who is contact at State Dept. (name, title, and phone)?

Has the State Depart initiated a Welfare & Whereabouts check? For which countries?

7. ARRESTS:

Has the participant been detained?

Has the U. S. Embassy been notified?

What was the Embassy’s response and advice?

What agency made the arrest?

What are the names, addresses and phone numbers of the arresting authorities? What is the case number?

Have charges been filed? What are the charges? What are the facts?

Were there witnesses? If so, obtain signed statement from each witness.

What rights have been granted?

Is the participant entitled to place a phone call?

Does an attorney represent the participant?

What is the name, address and phone number of the attorney?

When does the District intervene? How?

8. HOSTAGE SITUATION:

Same as MISSING PERSONS above and POLITICAL EMERGENCY below, but include:

Has the U. S. Embassy been notified there?

What is the Embassy’s response and advice?

Who is the contact person at the U. S. Embassy (name, title, and telephone)?

Who is the contact person at the State Department in Washington (name, title, and telephone)?

Have the kidnappers made contact?

Have the kidnappers identified themselves?

Who are they and what do they want?

Is negotiation support available on site?

Is there a no-ransom policy established by the institution?

9. POLITICAL EMERGENCY OR NATURAL/MAN-MADE DISASTER:

See SERIOUS INJURY, if needed.

Has the U. S. Embassy advised participants to take appropriate action?

Have all participants/leaders been made aware of these precautions, and in writing?

Are all participants/leaders following these precautions?

Have local authorities imposed a curfew?

Is travel in or out of the country restricted in any way?

Is the group in danger?

Who or what is the target of the unrest?

Has any particular group or organization been threatened?

What kind of military or other security or public safety personnel are present? Are they unusually visible?

How is the military behaving with respect to the civilian population?

Contact the U.S. Embassy to learn if airlifts are planned.

What forms of transportation are available? What would the cost be?

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FACULTY PROGRAM EVALUATION TEMPLATE

International Programs feels that faculty should evaluate their programs and courses in the same way the students do. This evaluation gives balance to the total picture of success and need for improvement of short-term programs. While the experience is fresh in your mind, please take a few minutes to complete this evaluation.

If the program involved a course, do you feel that the objectives of the course were met? How would you alter the content of pedagogy if you offered this course again?      

How well prepared academically were the students for this course? What additional preparation/orientation, if any, would have been helpful in preparing students?      

In your assessment, what was the most meaningful learning that took place on the program?      

Were there any issues regarding students' participation or conduct? Do you have suggestions to manage them?

     

What helpful hints would you give a faculty member who is considering leading a short-term study abroad program?      

Are there any risk management and safety and health issues that need to be addressed for future programs?      

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Study Abroad Program Proposal

Program Title: ___________________________

Program Location: _______________________

Anticipated Dates: _______________________

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