Docstoc

Campus Guidance for Independent International Activities

Document Sample
Campus Guidance for Independent International Activities Powered By Docstoc
					                   Guidelines on Professional
             International Activities for CU-Boulder
                    Faculty/Staff & Students

        International Travel and Programs Policy for CU-Boulder
               Approved by the Provost - November, 2009
Rationale
In order to better support international activities and to address risk management issues for the university
and its faculty, staff, and students undertaking international travel, the University of Colorado Boulder
establishes the following guidelines for traveling internationally on university-related business. Note that
this policy specifically excludes all personal leisure or vacation travel.

The existing CU System policy regarding international travel remains in place. The system has developed
a revised Travel Authorization form that will collect more information and provide greater reference
material for international travelers. The following new CU-Boulder protocol will better inform faculty
and staff regarding issues related to risk management, health and safety, and export controls and allow the
campus to maintain better records of our international work.

Policy on International Travel and Programs
This CU-Boulder policy applies to the following two types of international travel and programs:

1. International travel by students, staff or faculty related to their CU-Boulder positions
2. International travel and programs offered by CU-Boulder for academic credit or international travel
which has three or more students participating in the travel

Any faculty or staff members who are traveling with students internationally--for example to an
international professional conference--need to provide their travel information to the Office of
International Education to include names, dates, specific travel destinations and purpose.

If the travel includes three or more students or if academic credit will be awarded, the program leader will
be required to meet with appropriate staff in of the Office of International Education as early as is
feasible. For formal academic programs, nine months lead time may be needed. All study abroad
programs, must be operated through the Office of International Education and have the approval of the
campus-wide Study Abroad Committee. This process aims to ensure that all our Study Abroad programs
have appropriate planning, implementation and faculty


                       Guidance from the Office of International Education

International travel by staff, students or faculty which is undertaken strictly for personal reasons does not
encumber the university in any way to be responsible for assistance, responsibility, or liability in the event
of any adverse consequences as part of that travel. International travel which has both a personal
component and a university-related component needs to be reported to the CU-Boulder Office of
International Education detailing the university-related component.

The Office of International Education (OIE) has developed a set of guidelines for all faculty, staff and
students participating in activities abroad. The first set of guidelines below applies to all travelers and
provides a checklist of essential points for you to think about as you prepare to go abroad.

The second set of guidelines applies specifically to student groups traveling abroad and faculty/staff
traveling with students abroad. These are designed to set standards and to comply with best practices in

                                     OFFICE OF INTERNATIONAL EDUCATION
              123 UCB, Center for Community, Suite S355, University of Colorado, Boulder, CO 80309-0123
                       Phone: 303-492-6016 ● Fax: 303-492-5185 ● http://www.colorado.edu/oie
international education which minimize risk to students, staff, and faculty participating in activities
abroad.

                    Guidelines on Professional International Activities
        1. Submit the university travel authorization: http://www3.uchsc.edu/trav/travelGateway.html

        2. Be aware of Export Controls: You can find more information on Export Controls and tips
        on traveling with laptops, research equipment and other high-tech items at:
                http://www.colorado.edu/VCResearch/integrity/exportcontrols/

        3. If you plan to conduct research abroad, consult the Human Research Committee website
        at: http://www.colorado.edu/VCResearch/HRC/index.html

        4. Review U.S. Department of State Country Information: The U.S. Department of State
        provides valuable information sheets for every country in the world. The information covers
        safety, crime, entrance and visa requirements, contacts for consulates and embassies, etc.:
                  http://travel.state.gov/travel/cis_pa_tw/cis/cis_1765.html

        5. Check to see if there is a travel alert or a travel warning in place for the country you will
        be visiting:
                  http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html
                  http://travel.state.gov/travel/cis_pa_tw/pa/pa_1766.html

        6. Register your trip on the online U.S. Department of State registration form:
                http://travel.state.gov/travel/tips/registration/registration_1186.html

        7. Be aware of required visas and travel documents: You may be required to obtain a visa or
        other travel documents in addition to a passport. It is your responsibility to ensure that you have
        the correct visa type for the activities that you are undertaking in the host country. Failure to
        obtain the correct visa can lead to legal action by the host country. (For example, engaging in
        research without the proper permission in a foreign country can potentially lead to legal action
        and arrest by local authorities.)

        Information on entry/exit requirements for U.S. citizens can be found on the appropriate U.S.
        Department of State country information page:
               http://travel.state.gov/travel/cis_pa_tw/cis/cis_1765.html

        Visa requirements may be different for citizens of countries other than the United States. We
        recommend that non-U.S. citizens review the host country’s embassy website to identify entry
        and exit requirements for the host country applicable to their nationality.

        8. Plan for international insurance coverage: The University provides an emergency
        assistance program, SOS, to help with emergency situations while traveling outside of the United
        States, for its employees and authorized travelers. For information on this program and how to
        access it while traveling, refer to the University Risk Management (URM) website at:
        http://urm.cusys.edu/events/travel.html or call (303)860-5682.




                                     OFFICE OF INTERNATIONAL EDUCATION
              123 UCB, Center for Community, Suite S355, University of Colorado, Boulder, CO 80309-0123
                       Phone: 303-492-6016 ● Fax: 303-492-5185 ● http://www.colorado.edu/oie
    For information regarding general and auto liability, and employee workers’ compensation
    insurance while traveling internationally, e-mail URM on at: urmucbdirs@cu.edu or call the
    number above.

    Although University employees traveling on university business are enrolled in the SOS Foreign
    Travel program, note that this does not provide supplemental health or medical coverage. (Details
    about this plan's services can be found here: http://urm.cusys.edu/events/travel.html)

    Faculty/staff and students participating in CU-Boulder International Activities should have
    supplemental international health insurance for the period they are abroad. It is recommended
    that the international insurance include major medical coverage as well as coverage for medical
    evacuation and repatriation of remains.

    Here are examples of just a few companies who provide such coverage. (There are many more,
    and OIE cannot recommend one company over another.)

            HTH Worldwide Insurance
                    http://www.hthtravelinsurance.com
            MEDEX Worldwide Travel Assistance
                    http://www.medexassist.com
            Cultural Insurance Services International
                    http://www.culturalinsurance.com
            AIG Travel Guard
                    http://www.travelguard.com
            iNext International Travel Insurance
                    http://www.inext.com
            Web site with travel insurance comparisons
                    http://www.insuremytrip.com

    Additional insurance information on US Department of State web site:
                    http://travel.state.gov/travel/cis_pa_tw/cis/cis_1470.html

    9. Reference the travel safety webpage on the OIE website for health, safety and travel tips:
    The following webpage will direct you to an exhaustive list of websites that provide helpful
    information regarding health, safety, cultural adjustment and general travel tips:
    http://studyabroad.colorado.edu/?go=TravelSafety


Additional Guidelines for Faculty and Staff Traveling Abroad with Students
                  and Student Groups Traveling Abroad
    1. Contact OIE: Student groups and faculty/staff traveling with 3 or more students (or where
    academic credit is involved) should contact Larry Bell, Director of International Education (303-
    492-8058 or larry.bell@colorado.edu) at least nine months before the travel/program begins. If it
    is determined that the program qualifies as a study abroad program, it must be operated through
    the Office of International Education and have the approval of the campus Study Abroad
    Committee. This quality control ensures that programs have appropriate planning,
    implementation and oversight. Faculty interested in proposing a study abroad program can
    reference the following website, which provides information about “Global Seminars” and
    guidelines on submitting proposals: http://studyabroad.colorado.edu/?go=GlobalSeminars


                                OFFICE OF INTERNATIONAL EDUCATION
         123 UCB, Center for Community, Suite S355, University of Colorado, Boulder, CO 80309-0123
                  Phone: 303-492-6016 ● Fax: 303-492-5185 ● http://www.colorado.edu/oie
2. Investigate and inform students of required visas and travel documents: Students may be
required to obtain a visa or other travel documents in addition to a passport. Provide students
with information on timeline and costs for visas and travel documents. Keep in mind that not all
participants in the program may be U.S. citizens. Information on entry/exit requirements for U.S.
citizens can be found on the appropriate country information page provided by the U.S.
Department of State below. Visa requirements for non-U.S. citizens may be found on the host
country’s U.S. embassy website (or the website of the students’ embassy in the host country).
Please note that it is each individual’s responsibility to ensure that s/he obtain the correct visa
type for the activities that s/he is undertaking. Failure to obtain the correct visa can lead to legal
action by the host country.
         http://travel.state.gov/travel/cis_pa_tw/cis/cis_1765.html

3. Instruct students to register their travel itineraries with the U.S. Department of State:
        http://travel.state.gov/travel/tips/registration/registration_1186.html

4. Review travel warnings and advisories for the host country: If there is a travel warning in
place for the country you will be visiting, please consult with Larry Bell in the Office of
International Education. OIE strongly advises you to not take students to countries with Travel
Warnings or areas within countries where the State Department advises against travel. You
should also research if there will be any major events, such as elections, which could provoke
civil unrest or instability, and develop contingency and emergency plans should local conditions
merit a change of itinerary or evacuation.

5. Consider logistical services support: Consider who will provide on-site support services,
such as a travel agent, international program provider, or institution abroad. Check references
given by other groups who have used their services. (Also see section below on financial
guidelines.)

6. Consider emergency support at the program site: Consider who will provide emergency
support for you and/or your students while abroad. How will the you and/or your students
receive information on local hospitals and doctors, local health and safety practices, and risk
management issues associated with the program location? Handling emergencies and health and
safety issues should be addressed during the on-site orientation you give to students.

7. Consider the following financial guidelines for international activities:

In running an international activity, faculty or staff may not receive payments from students. All
required expenses must be paid directly by students to the appropriate agency or to the
appropriate academic department at CU-Boulder.

In certain cases, International Activities will take place as part of a course offered on the Boulder
campus. In this case, arrangement for collection of payment as part of a course fee must be
worked out with the academic department, with the support of the departmental chair. If the
International Activity is canceled, the department assumes responsibility for all debts or
expenditures that are incurred.

In most cases, payments made to vendors in the U.S. or abroad for International Activities may
need to go through CU Procurement Services. Contracts with the vendors may need to be
negotiated and signed before any payments can be made. Negotiating these contracts can be time-
consuming, so this process should be started many months in advance. Please consult with Larry
Bell in OIE for more information about this.

                            OFFICE OF INTERNATIONAL EDUCATION
     123 UCB, Center for Community, Suite S355, University of Colorado, Boulder, CO 80309-0123
              Phone: 303-492-6016 ● Fax: 303-492-5185 ● http://www.colorado.edu/oie
8. Prepare back up plan: Consider who could take over the responsibilities of the faculty
director or other staff in the event that they are unable to carry out their duties..

9. Develop an arrival plan: Develop a plan for meeting the students at the beginning of the
program. Students should have detailed information about how to get to the program meeting
point from the airport as well as local contact information. An alternative meeting time and
location should be established in case students or the faculty/staff have travel complications.

10. Consider/arrange housing for students and faculty leaders at the program site: Make
sure the housing and its location have been vetted for safety and minimal housing standards.
Consider the following safety issues: fire alarms, carbon monoxide detectors and student security.
If housing is not arranged for students, you should provide guidelines for them to use in finding
safe housing.

11. Consider local transportation needs: Will you arrange local transportation with on-site
providers or bus companies? In addition to cost, consider the safety record and reliability of any
contractors you will be using. Check references from other universities or groups who have used
this company. Make sure that they do not travel at night, and that they use major highways.

12. Estimate expenses: Estimate airfare, meals, transportation and other anticipated expenses
and provide this information to students. Students should also be encouraged to plan for
emergencies. For example, medical emergencies abroad may require that students pay medical
expenses up front and submit them later to their insurance companies.

13. Provide a pre-departure orientation: Provide students with a pre-departure orientation to
prepare them for their international experiences. Ideally this would include written materials, as
well as information given in a group meeting. OIE can provide examples of topics typically
addressed in pre-departure materials and orientation.

14. Provide an on-site orientation: Upon arrival in country, provide students with an on-site
orientation to assist them in adjusting to being in the location abroad. OIE can provide examples
of topics typically addressed during on-site orientations.




                            OFFICE OF INTERNATIONAL EDUCATION
     123 UCB, Center for Community, Suite S355, University of Colorado, Boulder, CO 80309-0123
              Phone: 303-492-6016 ● Fax: 303-492-5185 ● http://www.colorado.edu/oie

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:9
posted:3/17/2011
language:English
pages:5