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The Office Business Trip

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					School of Business OIP TRIP TIMELINE

                      WHAT IS TO BE DONE                                                              BY WHOM IT IS TO BE DONE

12 MONTHS
PRIOR TO              Complete course registration form for travel study courses, get proper
TRAVEL                signatures, and turn in to Julie Beall-Marshall's office.                       OIP Director and Cyndi Peterson

9 MONTHS
PRIOR TO
TRAVEL                Recruit faculty trip leaders.                                                   OIP Director
                      Confirm faculty appointments with Dean.                                         OIP Director

                      Decide basic itinerary, find basic costs to set course fee. (Please note that the
                      trip leader is responsible for the trip budget throughout the preparations for
                      the trip, the trip itself, and reconciliation of accounts after the trip.)        Trip Leader
                                                                                                        Trip Leader (confirm appropriate room availability
                      Select a room and time for pretrip class sessions.                                with Norris Manning)

7 MONTHS
PRIOR TO
TRAVEL                Ask Cyndi to post the student coordinator job.                                  Trip Leader
                      Post student coordinator job.                                                   Cyndi Peterson
                      Recruit student coordinator.                                                    Trip Leader
                      Decide when the pre-trip meetings/classes will be held.                         Trip Leader
                      Course will be listed in catalogue.                                             Norris Manning
                      Prepare handouts and PPT for class presentations.                               Trip Leader and Student Coordinator
                      Create schedule, visit classes, and hold info sessions.                         Trip Leader and Student Coordinator
                      Complete syllabus and trip schedule.                                            Trip Leader
                      Contact alumni at travel site for meeting.                                      Trip Leader
                      Promote trip and collect applications. If any checks are received, take them
                      to the International Programs Office within 24 to 48 hours of receipt.(Bursar
                      regulations state that checks must be cashed at the Bursar within a day of
                      being written.)                                                                 Trip Leader/Student Coordinator




11/14/2010, 9:19 PM                                                          Page 1                                                Office of International Programs
ABOUT 5               Preferred deadline for financial aid applications if students are applying for
MONTHS                government loans. In order to get any government loan, the student must
PRIOR TO              have a FAFSA on file, which is a process that takes about two months.
TRAVEL                Following completion of the FAFSA                                                No action needed --just FYI

UP TO 3
MONTHS
PRIOR TO              Verify if visa is needed for the country of travel, and if so, the necessary
TRAVEL                steps to obtain the visa in sufficient time before trip departure.               All internationals who participate in travel study

                      Close applications for both the travel study course and the competitive travel
                      award -- application deadlines for both should be on the same day.             Trip Leader
                      Instruct students to apply for their passport at least 15 weeks before trip
                      departure.                                                                     Trip Leader and Student Coordinator

3 MONTHS
PRIOR TO
TRAVEL                Decide whether trip will go.                                                     Trip Leader and OIP Director
                      Tell Dawn Munsey if trip will go.                                                Cyndi Peterson
                      Be sure all deposits are submitted and turned in to OIP upon receipt.            Trip Leader
                      Choose successful applicants.                                                    Trip Leader
                      Create a spreadsheet of participants and send to Cyndi and to Trip Leader.       Student Coordinator
                      Give original trip applications to Julie in MUC 2053. Keep a copy for trip
                      leader records.                                                                  Student Coordinator
                      Notify Trip Leader if potential participants have any violations of the
                      conduct code on record with Student Affairs.                                     Julie Beall-Marshall
                      Final deadline for students to apply for government loans through financial
                      aid.                                                                             no action needed -- just FYI




1 WEEK AFTER Send spreadsheet of selected participants to Diane Schaefer, indicating the
APPLIC. CLOSE course/semester students should be registered for.                                       Trip Leader
              Register students for the class.                                                         Diane Schaefer
              Return deposit to applicants not accepted.                                               OIP and Rose



11/14/2010, 9:19 PM                                                            Page 2                                                 Office of International Programs
                      Notify accounting GA to set up a payment spreadsheet with names of the
                      students enrolled in the course.                                                Cyndi Peterson
                                                                                                      Should happen automatically - please let us know if it
                      Process fee waiver for all enrolled students.                                   does not.
                      Complete form requesting $200 in assistance from Nobby's office for each
                      participating student, with the exception of the Student Coordinator. Submit
                      the request to Julie.                                                           Cyndi Peterson
                      Meet with Cyndi to discuss paperwork students must turn in prior to
                      departure. (Paperwork must be turned in 6 weeks prior to departure and is
                      normally done at first pret-tip class session.)                                 Student Coordinator
                      As soon as Julie approves students for $200 from Nobby's office, notify
                      qualified students and the accounting GA that their payments will be reduced
                      by $200.                                                                        Cyndi Peterson/Trip Leader
                      Notify Tracy Wall in financial aid of the $200 received from Nobby's office
                      for qualifying students.                                                        Cyndi Peterson

AS SOON AS
GROUP IS
DECIDED               Choose successful travel award applicants.                                      Trip Leader and OIP

                      Notify accounting GA of travel award recipients and amounts so the payment
                      spreadsheet can be updated. Also, notify students who are receiving awards
                      that the amount they should pay for the trip has been reduced                   Cyndi Peterson
                      Notify Tracy Wall in financial aid of the CTA amounts for qualifying
                      students.                                                                       Cyndi Peterson
                      If it is necessary to issue any refund checks for CTAs (a situation we try to
                      avoid), notify Rose McNaughton and give her each recipient's name and
                      address so that she can process awards.                                         Cyndi Peterson
                      Apply for passport (if necessary).                                              Trip Leader and students
                      Ask students to confirm the date on which they applied for passport.            Student Coordinator or Trip Leader
                      Book flights and make hotel reservations.                                       Trip Leader
                      Purchase any pre-purchasable tickets - i.e. for museums, theaters.              Trip Leader
                      Check participant schedules and adjust pretrip class meeting times, if
                      desired.                                                                        Student Coordinator/Trip Leader
                      Confirm suitable room availability with Norris Manning, if you have not
                      done so already.                                                                Trip Leader
                      Confirm location, date, and time for pretrip class meetings with all trip
                      participants.                                                                   Trip Leader



11/14/2010, 9:19 PM                                                         Page 3                                                 Office of International Programs
                      Notify Dawn Munsey of the location, date, and time of pretrip class
                      meetings.                                                                       Trip Leader
                                                                                                      For most trips -- Any internationals who are going on
                                                                                                      trips. (Both Trip Leader and OIP should remind
                                                                                                      international students.) For China -- Tom Lavallee
                      Apply for a visa, if necessary.                                                 handles visa applications for everyone.
                      Collect balance payments. (Please turn in payments as soon as they are
                      received.)                                                                      Trip Leader and Student Coordinator
                      Students who need to drop off checks in the Dean's suite can be instructed to
                      give them to Cheryl Watson at the front desk.                                   Trip Leader and Student Coordinator
                      Finish course packs, order/purchase gifts, assign roommates.                    Trip Leader and Student Coordinator
                      Inform Cyndi of any new information that should be posted on the course
                      website.                                                                        Trip Leader
                      Update OIP/course web site.                                                     OIP Grad Asst

2 MONTHS to 1
MONTH PRIOR
TO            Recommended for first class session: Hold travel info/health info session.
DEPARTURE     Julie may be invited to explain ISIC info to your group.                                Trip Leader


                      Recommended for first class session: Have students sign a participation
                      agreement, medical info form, and photo release. Check forms for                Normally handled by Student Coordinator and/or OIP
                      completeness and turn in to Cyndi at least 6 weeks prior to travel.             in a pretrip class session.
                      Collect copies of passports and ISIC from all participants.                     Trip Leader and Student Coordinator
                                                                                                      Cyndi -- get tickets which can be purchased with a
                                                                                                      credit card. Rose-- if tickets must be purchased by
                      Send official passport names and payment to travel agent or airline.            check.
                      Confirm field-trip visits and meeting with alumni.                              Trip Leader and Student Coordinator
                      Notify the US Dept of State of where the group will be and who will be on
                      the trip (This must be done AFTER all trip participants have submitted their
                      passports.)                                                                  Student Coordinator
                      Verify health issues with the Centers for Disease Control and Prevention
                      website: www.cdc.gov. Keep Trip Leader informed of any findings.             Student Coordinator
                      Notify students going on trips that they can get information regarding the
                      country they are visiting from the US Department of State Country Notes, the
                      Centers for Disease Control, and executiveplanet.com.                        Trip Leader




11/14/2010, 9:19 PM                                                          Page 4                                               Office of International Programs
                      Give all students the SIUE safety information for OC Travel and discuss it

                      with them. (Cyndi Peterson can forward you this info.)                            Trip Leader
                      Have students sign an emergency medical information sheet. The trip leader
                      keeps the original and should carry it on the trip, and copies are given to
                      Cyndi and Julie for their files.                                                  Student Coordinator
                      Check first aid kit and ask Cyndi to purchase additional supplies, if
                      necessary.                                                                        Trip Leader and Student Coordinator
                      Order cell phone if neccesary.                                                    Trip Leader and Student Coordinator

AT LEAST 5
WORKING               Students can apply for parent or private loans: If students do not want
WEEKS PRIOR           government loans, but are interested in private or parent loans, both of which
TO                    are likely to carry a higher interest rate than government loans, the deadline
DEPARTURE             for application may be mo




3 WEEKS
PRIOR TO
DEPARTURE             Prepare travel logistics plan for distribution.                                   Student Coordinator
                      Prepare course eval form for last day of trip.                                    Student Coordinator
                      Re-confirm field trip visits and meeting with alumni.                             Trip Leader and Student Coordinator
                      Distribute emergency phone numbers to students. Prepare list of emergency
                      phone numbers to take on trip.                                                    Trip Leader/Cyndi Peterson
                      Verify that all students have their passports, and if not, instruct them to
                      contact the Department of State and check on their application immediately.       Trip Leader and Student Coordinator
                      Post-Trip evaluations can be found at the following link:
                      http://www.siue.edu/BUSINESS/internationalprograms/PostTripEvaluation.d
                      oc It can be useful to ask students to review the evaluations prior to the trip
                      so they can make mental notes of things they                                      Trip Leader

                      Be sure to take a lot of photos and video (if possible). This can be used to
DURING TRIP           market future trips.                                                              Trip Leader and Student Coordinator
                      Carry first aid kit, as well as photocopies of the emergency medical
                      information sheets and passports.                                                 Student Coordinator


11/14/2010, 9:19 PM                                                           Page 5                                                 Office of International Programs
                      Those students receiving $200 from Nobby should be encouraged to send
                      him a thank-you post card from the site of travel.                               Trip Leader and Student Coordinator
                      Nobby's Address: Narbeth Emmanuel, Vice Chancellor of Student Affairs            all students who received money from the VCSA's
                      at SIUE; Campus Box 1058; Edwardsville, Illinois 62026 -- 1058                   office
                      Some trip leaders prefer to ask students to complete post trip evaluations
                      during the flight home. This is not required, just a suggestion. ( Evaluations
                      must be completed within three weeks of return, as noted below.)               Trip Leader




WITHIN 3
WEEKS AFTER
RETURN      Process receipts from trip.                                                                Trip Leader, Rose, and OIP Director
            Hold follow-up class, as scheduled.                                                        Trip Leader and Student Coordinator
            Have students complete standard post-travel study course evaluation, which
            is available on the OIP website. Analyze course evals and communicate to
            OIP.                                                                                       Trip Leader and Student Coordinator
            Finish and balance trip sub-account in 4-account.                                          OIP Grad Asst and OIP Director
            Write thank you notes and/or follow up letters to any personal contacts that
            will be used again.                                                                        Trip Leader, Student Coordinator, and/or Students
            Send an email to personal contacts who will be used again just to keep in
            touch and make sure there have been no changes in the contacts' job status.                Trip Leader




FINANCIAL
AID NOTES:            *No FAFSA is available for private or parent loans.
                      *A better rate and a possibility of getting a loan is better with FAFSA.
                      *In order to receive financial aid in the summer, students must be enrolled in
                      a minimum of 6 credit hours.
                      *Contact Tracy Wall at 650-3890 for more information.

NECESSARY
FORMS from
Ron Schaefer's        *Please see the website www.siue.edu/international/octravel/forms.shtml to
office ONLINE         view necessary documents online.

11/14/2010, 9:19 PM                                                          Page 6                                                Office of International Programs
INFO from OIP         http://www.siue.edu/BUSINESS/internationalprograms/resourcesforfaculty.h
ONLINE                tm




11/14/2010, 9:19 PM                                                      Page 7                  Office of International Programs

				
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