Workshop for Faculty
Teaching Off-Campus Courses
August 30, 2011 – 9:00-11:30 – 103 Law Hall
Facilitated by Jeannie Burns, Kelsi Kautzky and Gayle Luck
Update on course preparation already underway:
•Forms
•Passports
•Billing
Unified collections starting in 2011-12
•Reduces faculty workload
•Promotes positive faculty/student dynamic
•Clarity for students
Faculty Pre-Departure Responsibilities
IDENTIFY
• Local health options
• Local emergency numbers
• Location of nearest U.S. embassy
SUBMIT
• Health form
• Passport copy
• Full syllabus & itinerary including
contact information for all
accommodations / tour companies
• Name & contact information for at least
one English-speaking individual on-site
who can communicate with Cornell
College should you become unable to
teach.
For trips outside of the U.S.,
Pre-Departure Meetings Canada & Western Europe, a
One required, even if on-campus time prior to trip meeting with a nurse from
Student Health Services is also
required.
•Explanation of costs
•Determine trip expectations for both faculty & students Faculty are strongly
•Provides adequate time to acquire materials encouraged to attend.
•Cultural overview
•Scope out group dynamics
2011-12 Academic Catalogue, pg 135,
“Cornell Off-Campus Courses”:
2. Initial eligibility is determined at the time of the non-refundable deposit. Students
who have paid the deposit and are denied participation at the time of the initial
eligibility check will be refunded their deposits. Final eligibility is determined one
month before the course. If a student is placed on academic, financial, or
disciplinary probation between the time of the initial check and the final check,
his/her participation will be reviewed by the course instructor, the Associate Dean,
and the Dean of Students. The student may be removed from the course or may be
given permission to participate with clearly established guidelines. Should a student
be placed on disciplinary probation after the final eligibility check but prior to the
departure date for the off-campus course he/she will be removed from the course.
Faculty members retain full discretion as to student enrollment in
their courses.
Small Group Table Discussions:
Unrealistic student expectations
Group 1: Group 2:
Rebecca Entel Steven Sacks
Catherine Stewart Alice Ganzel
Ben Greenstein Lenny Gannes
Jeff Meeker Alfrieta Monagan
Andy McCollum Rhawn Denniston
Group 3: Group 4:
Anton Daughters Marcela Ochoa-Shivapour
Craig Tepper Leslie Hankins
Judy Siebert Michelle Mouton
Brian Nowak-Thompson Doug Hanson
Glenn Freeman James Martin
Behavior Problems with a Student
Students must be informed of off-campus courses
rules and expectations for behavior prior to
departure or immediately after arriving on site.
1. Verbal warning
2. Written warning
• Establish clearly set behavioral expectations
which student is expected to sign.
3. Dismissal from course
• Office of International & Off-Campus Study
arranges return travel
• Faculty inform dismissed student of new
arrangements , obtain signature.
! See “Additional Faculty Information for Off-Campus Courses”
handbook more information about disruptive students (pg. 7).
2011-12 Academic Catalogue, pg 136,
“Cornell Off-Campus Courses”:
5. Students participating in Cornell Off-Campus courses are still held to all policies
and procedures outlined in the Compass as well as any other guidelines outlined by
the faculty instructor. Faculty instructors, with assistance from appropriate college
administrators when requested/required, are responsible for evaluating the severity
of and responding appropriately to all misconduct occurring throughout the duration
of the off-campus course. Student misconduct on off-campus courses may result in
verbal warnings, written warnings and/or dismissal from the course. Any behavior
warranting a written warning or dismissal from the course must be
reported to the Office of International & Off-Campus Studies. Participation
in future off-campus courses by students who have received written
warnings and/or who have been dismissed from off-campus courses will not
be allowed unless a successful agreement is made in a meeting with the
student, the faculty instructor, the Dean of Students and/or the Office of
International & Off-Campus Studies.
Educational & Institutional Insurance Administrators
Property & Casualty
International Coverage
9
International versus Student Health
and Accident
10
Territory
• Worldwide excluding the United States of
America, its Territories and Possessions,
Canada, Iraq, or Afghanistan. Payment of
any loss shall only be made in full
compliance with OFAC.
• For a complete list of OFAC countries refer
to:
http://www.treas.gov/offices/enforcement/ofac/
programs/index.shtml
11
EIIA Foreign Program Coverage
• Travel Accident & Sickness
• Travel Assistance
• Emergency Medical Evacuation
• Security Evacuation
• Crisis Response
12
Foreign Travel Program Chartis
Insurance
Travel Accident and Sickness Coverage
Travel Assistance – Travel Guard
• Inside of the U.S. and Canada, call toll-
free: 1-888-873-8385
• Outside of the U.S. and Canada, call
collect/reverse charges through an
international operator: +1-817-826-7008
13
Assistance Services
Medical Services
• Medical Evacuation: Insurer medical staff will evaluate
condition to determine if person can be treated locally. If not,
Insurer will make arrangements to bring person home.
• Physician / Dentist / Hospital Referral: Contact information for
local providers is provided.
• Medical Case Monitoring: Insurer will monitor condition of
patient while such person is hospitalized away form home.
• Shipment of Medical Records and Prescription Medications:
Insurer to make arrangements to have them shipped to treating
physician.
• Insurance Claim Coordinator: Coordination between insured
person‘s personal carrier and emergency medical service
provider.
14
Assistance Services
Trip Services
• Travel Documentation: Telephone advice regarding
passport/visa requirements, customs, entry / exit, restrictions,
and regulations.
• Immunizations: Telephone advice regarding required
immunizations for intended destinations. Up to date info on
medical advisories.
• Political / Environmental Warnings: Provides communication
between insured and US Govt. office abroad.
• Currency and ATM Locations: Assistance on exchange rates
and ATM locations.
• Global Weather: Provides information on global climate
conditions.
15
Assistance Services
Trip Services
• Emergency Message: Can be stored and relayed to or from
traveler
• Telephone Translation: Translation services are available 24-
Seven in cases of an emergency.
• Travel Delay: up to date travel delay report
• Embassy or Consulate Referral: provide address and phone
numbers of local embassies or consulates while traveling
• Public Information: provide local worldwide public holiday
information for the desired location
16
Assistance Services
Other Services
• Lost / Stolen Luggage and Personal Effects: Coordination of
claim process, delivery by common carrier and shipment of
replacement articles.
• Lost / Stolen Travel Documents / Travel Tickets: Assistance
to cancel and replace documents such as passports or credit
cards.
• Cash Transfer: Emergency cash is available 24 seven.
• Legal Referral: Referral of local attorneys anywhere in the
world.
• Trip Interruption: Arrange accommodations, alternate
transportation, and meals.
• 24 hours, 7 days a week, 365 days a year
17
Foreign: Frequently Asked Questions
If a student participates in a trip and has a pre-existing
disability or medical condition does the emergency
medical insurance apply?
Yes, but there is a limit of $1,500 for pre-existing conditions
and a $250 deductible applies.
18
Foreign: Frequently Asked Questions
What is considered an excluded sporting event?
Football, Boxing, Gymnastics, Ice Hockey, Lacrosse, Martial Arts,
Rodeo, Skiing (water and snow), Surfing, Swimming, Diving,
Wrestling, and Equestrian.
Participation in contests of speed using a motorized vehicle or
bicycle.
Excluded at all times are skydiving/parachuting, hang gliding,
bungee jumping, mountain climbing, potholing, zip-lining and
motorcycle riding.
Scuba Diving is excluded at all times except as an assigned part
of a curriculum of study for credit.
Snorkeling and Skiing are covered when associated with
curriculum.
19
Foreign: Frequently Asked Questions
If there is a need for medical evacuation who would
arrange it?
Travel Guard would need to be notified immediately and
would arrange for medical repatriation based upon their
medical evaluation or a doctor’s certification of necessity.
20
Foreign: Frequently Asked Questions
What if there was an emergency and the group needed to
evacuate the country?
Call Travel Guard for evacuation assistance.
21
Foreign: Frequently Asked Questions
In what circumstances should Travel Guard be
contacted in advance?
Always contact Travel Guard if there is a medical
emergency as soon as possible. For example, serious
injury, sprained ankle, might need stitches, etc. Local
emergency personnel should be contacted first if possible
(911) for serious situations. Safety is the primary concern.
Travel Guard can advise for directions to the nearest
English speaking hospital/emergency room facilities and
can facilitate coordination with local doctors.
22
Foreign: Frequently Asked Questions
How is reimbursement of medical bills handled?
If medical bills were paid overseas for an emergency medical
situation by the injured party, the bills can be submitted for
review by a claims adjuster for potential reimbursement. The
bills can be emailed or faxed with a cover-note providing the
institution name along with the EIIA policy number and the
Travel Guard case number (if applicable). Contact Information:
Vicki Hoover - Claims Examiner
Chartis WorldSource - Travel Guard
Ph.: 214-758-3201
Fax: 214-758-8834
vicki.hoover@chartisinsurance.com
You can also call Travel Guard, mention the case number (if
applicable) and advise that you want bills submitted to claims
for review.
23
Foreign: Frequently Asked Questions
A student is seriously injured overseas and is in the hospital.
What does the insurance provide in regards to the parents
going overseas to be with the student while in the hospital?
The insurance will pay up to the cost of one round trip economy
airfare ticket (up to a maximum of $3,000) for one person to fly to
be with the injured student while they are in the hospital if they
are alone and more than 100 miles from their place of primary
residence. The insurance will also pay for lodging and meals for
that person while the injured student remains hospitalized up to a
maximum of $125 per day for lodging and $100 per day for
meals.
Call Travel Guard to arrange the emergency flight.
24
Foreign: Frequently Asked Questions
Is the Emergency Medical coverage Primary or
Secondary?
The foreign travel insurance provides primary emergency
medical insurance. The coverage includes reasonable and
customary charges for covered medical expenses incurred by
an insured person for the treatment of injury or sickness
sustained during the course of an insured journey.
25
Foreign: Frequently Asked Questions
What if the student does not have the $250 deductible at
the time of treatment?
Travel Guard is trained to handle the emergency and Claims
will worry about deductibles/coverage later on.
They provide emergency cash transfer and advance assistance
subject to personal funding.
26
Foreign: Frequently Asked Questions
Does coverage continue after returning to the U.S.?
Once the faculty/student has returned to the U.S., Travel Guard
services and the Foreign Insurance Program no longer apply.
Invoices for medical services that were incurred overseas can
be submitted. Personal health/medical coverage purchased for
the U.S. would apply.
27
Foreign: Frequently Asked Questions
Would coverage exist for personal travel?
There is a personal sojourn extension that provides unlimited
days of additional coverage if the student has personal travel
in conjunction with the institution sponsored trip.
Personal travel includes travel to countries other than the
country of study.
28
Foreign: Frequently Asked Questions
Who Should the Student Call First?
We recommend making phone calls in the following order:
• Call the host country equivalent of 911 for a life threatening
medical emergency
• Call Travel Guard for all emergency travel, accident and
sickness assistance. Call collect/reverse charges through an
international operator: +1-817-826-7008, ask for a claim
number
• Call the international office at your host institution or your
institution’s professor traveling with your group and give them
the claim number
• Call your Institution’s Travel Abroad Coordinator and give them
the claim number
• Call your parent(s) and give them the claim number
29
Emergency Management
The Office of International & Off-Campus Study
defines an emergency in relation to an off-campus
course as the following:
• A serious injury or illness can be defined as:
•Requiring hospitalization of a participant or faculty member, or one that
makes it impossible for the participant or faculty member to continue the
course.
•A situation involving a criminal act against one or more participants; an act
of terrorism that poses a threat to the security of the participants; a natural
disaster; an act of war; or other event causing or threatening harm to one or
more participants.
• A “perceived emergency” results from events that are not immediately
threatening to the health or safety of participants, but which may be viewed as
such by family and friends at home, or by the media. In many instances, a
perceived emergency must be treated as a real emergency.
! See “Additional Faculty Information for Off-Campus Courses”
handbook for specific emergency protocols (pg. 11).
Emergency Management - Resources
MATERIALS
• Student Emergency Cards
• Faculty Emergency Cards
• Calling Tree
• New release forms
24-HOUR SUPPORT
Call Campus Safety 24/7
to be put in contact with
a Cornell representative.
EMERGENCY CELL PHONES
• Incoming texts are free
• Works in over 190 countries
Small Group Table Discussions:
Emergency Situation
Group 1: Group 2:
Rebecca Entel Steven Sacks
Catherine Stewart Alice Ganzel
Ben Greenstein Lenny Gannes
Jeff Meeker Alfrieta Monagan
Andy McCollum Rhawn Denniston
Group 3: Group 4:
Anton Daughters Marcela Ochoa-Shivapour
Craig Tepper Leslie Hankins
Judy Siebert Michelle Mouton
Brian Nowak-Thompson Doug Hanson
Glenn Freeman James Martin
Financial Concerns - Making Reservations
Reservations will not be made for a student who has
not deposited sufficient funds to cover the expense.
Payment options:
1. Office of International & Off-Campus Study credit card
2. Faculty credit card, reimbursed with receipt
3. Wire transfer
4. Check
5. On-site cash payment
Financial Concerns – Requesting Travel Advances
International & Off-Campus Studies Handbook for Faculty,
Section I. Planning Your Course, “Logistics: Publicity, Funding, Flights, and Airfare:
Please request the funds you will need for your travel at least 10 days
in advance. Keep in mind that requests for checks need to be in by 10 am
each Wednesday. This window of time allows the Business Office to process
the check, give it to you, and allows time for you to get the check to your bank.
Not having to rush through this process alleviates pressure on both the
Business Office and you. If you submit a request later than 10 days in
advance, you will miss the weekly check run and will have to pay all expenses
out of pocket and request reimbursement upon your return.
! See “Travel & Entertainment Expense Reimbursement” on the
Business Office’s website for more information.
Financial Concerns – Organizing & Submitting Expenses
1. Keep a log.
• When, what and how much
• If no receipt available (cabs, tips, etc) obtain signature
• If providing students money, obtain signatures
2. Turn in receipts to Off-Campus Studies Program Coordinator no later
than 30 days following your return.
3. OCS Program Coordinator determines total expenses based on your
documentation of expenses and returns the completed report to
faculty for approval. Once approved by faculty, report is sent to
Business Office for final approval.
4. If expenses total less than travel advance requested you will be
expected to write a check for the difference.
5. If expenses total more than travel advance requested and sufficient
funds exist in trip account you will receive a check/credit for the
difference.
! See “Travel & Entertainment Expense Reimbursement” on the
Business Office’s website for more information.
Financial Concerns – Avoiding out of pocket expenses
Faculty may have to pay out of pocket if:
•The expense is not properly documented
•Money is lost/stolen and no report is filed
•The expense is not reimbursable
•The course is over-budget
! See “Travel & Entertainment Expense Reimbursement” on the
Business Office’s website for more information.
Final Faculty Report
Available online under “Resources for Faculty” on the Off-Campus Studies
webpage: http://www.cornellcollege.edu/off-campus-studies/gb-resources-
faculty/final-faculty-report.shtml
Topics:
•Academic issues
•Guest speakers/lecturers
•Academic facilities available
•Non-academic issues
•Housing
•Excursions & Activities
•Communication
•Student Issues
•Health & Safety
•Budgeting
•Overall evaluation
Panel Discussion
Ben Greenstein □ Carol Lacy-Salazar □ James Martin
Christina Penn-Goetsch □ Steven Sacks
Possible topics:
•Teaching without a classroom
•Traveling with students
•Student behavior
•Grading concerns
IRB & Off-Campus Study
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