Faculty Led Program Abroad Proposal-1

Faculty Led Program Abroad Proposal FLPA Proposal Deadlines: (select program term) Fall: December 15 Winter : April 15 Spring: April 15 Summer: September 15

COURSE INFORMATION: Program Title (including location)*:

*Note: Countries with travel warnings require approval by the Provost. Please contact OIE for details.

Course Number:

Students will earn a minimum of credits and a maximum of credits. How many participants do you anticipate? Language of study: English

Minimum

and/or

Maximum

Other

How often do you plan to offer this program? Once

Yearly

Every years

PROGRAM TRAVEL DATES: 1st Choice Dates

2nd Choice Dates

Are these dates flexible?

YES

NO

COURSE SPONSORING Unit/Department: Chair or Dean: Will this course be cross-listed with any other department? YES

NO

if yes: Department CO-SPONSORING Unit/Department (if applicable): Chair or Dean:

Faculty Director

Email

Phone

Office Room

Faculty Co Director (if applicable)

Email

Phone

Office Room

Teaching Assistant (if applicable)

Email

Phone

Office Room

PROGRAM DESCRIPTION (to be used for website, flyers, student advising)

Updated 5/06/09

COOPERATION Is this program being offered in cooperation with an institution abroad or program provider? YES

NO

If yes, Institution Name:

Contact Name:

Phone:

Email:

Web Address: Explain this institution’s role in the offering of this program: PRE-TRAVEL STUDENT ORIENTATION DATES Do you know the dates you plan to hold these sessions? ELIGIBILITY What eligibility requirements must students meet in order to participate in this program? Class standing

In major (program of study)

Course prerequisites (list course numbers only) Foreign Language Requirements Other (Please list: ex.: interview, recommendations, prior coursework in a related program area, etc.) ACCOMMODATIONS What housing accommodations will students utilize during the program? Host Family Residence Hall Apartments Hostels Hotel Other Please describe these accommodations (room size, amenities, distance from program site, etc.) and list the web address, and contact information if available. RESOURCES ABROAD What on-site resources (other than accommodations) do you plan to use (teaching facilities, guest lecturers, academic or cultural resources, etc.)? Explain your purpose for using facilities (daily classes, occasional presentations/lectures, etc.) and list the web address, contact information and price estimates for all resources, if available.

ADDITIONAL QUESTIONS:

Updated 5/06/09

1. Do you require the assistance of OIE in development and administration of a program fee budget? Yes

No

2. Would you like to arrange group airfare for the course? Yes

No

3. Would you like to include a service-learning component in the course? Yes No If yes, please describe the service component: Guidelines for Faculty Led Programs Abroad courses designated as service-learning can be found at the Community-University Partnerships and Service-Learning website (CUPS) found at the following link: http://www.uvm.edu/~partners

4. Describe any liability concerns for this program (health, travel concerns, etc.) 5. What forms of contracted in-country transportation will be used during the course to transport students (vans, rental cars, boats, airplane, train, etc.)?

6. Please provide a brief description of the time you have spent in this country.

Updated 5/06/09

Only complete if a NEW course proposal COURSE BUDGET Are any of these costs fixed? (meaning they will be the same no matter how many students participate) No Yes If yes please explain: ESTIMATED BUDGET PER STUDENT Housing

$

Entrance Fees

$

Meals

$

Supplies/Materials

$

Airfare

$

Exit Fees/Visa

$

In-country Transportation

$

Other (please list)

$

ESTIMATED BUDGET FOR INSTRUCTORS Instructor 1 Housing $ Entrance Fees $ Meals $ Airfare $ Exit Fees/Visa $ In-country Transportation $ Honorarium (for guest lecturers and guides)

$

First Aid Kit

$

Int’l cell/ satellite phone for FD

$

Other (please list)

$

Updated 5/06/09

Instructor 2/TA $ $ $ $ $ $

Instructor 3/TA $ $ $ $ $ $

SPONSORING DEPARTMENT/PROGRAM SUPERVISOR APPROVAL This box cannot be signed by a faculty member directing the course. By signing this proposal, I affirm that the course concept has approval of this academic department, and that the course offering and syllabus will go through the appropriate academic approval processes. To the best of my knowledge, this faculty member will exercise good judgment and be an appropriate leader for a course taught abroad.

___________________________________________________________

____________________________________

Course Title/Number

Date

_________________________________________ Department Chair/Supervisor Name Printed

________________________________ Signature

___________________________________________________

Department name

CO- SPONSORING DEPARTMENT/PROGRAM SUPERVISOR APPROVAL Signature necessary only if course has a second instructor from a different program or department. This box cannot be signed by a faculty member directing the course.

By signing this proposal, I affirm that the course concept has approval of this academic department, and that the course offering and syllabus will go through the appropriate academic approval processes. To the best of my knowledge, this faculty member will exercise good judgment and be an appropriate leader for a course taught abroad.

___________________________________________________________

____________________________________

Course Title/Number

Date

_________________________________________ Department Chair/Supervisor Name Printed

________________________________ Signature

___________________________________________________

Department name

Updated 5/06/09

ACADEMIC DEAN APPROVAL(S) By signing this proposal, I affirm that these faculty members have my approval to teach this course under a course title/academic prefix within the purview of this academic unit. ______________________________________________________________

____________________________________

Course Title/Number

Dean #1

Date

Dean #2 (if applicable)

_________________________________________________

Dean name printed

_________________________________________________

Dean name printed

_______________________________________ Signature

_________________________________________ Signature

________________________________________________

____________________________________________________

School/College name

School/College name

SPONSORING DEAN APPROVAL(S) If your course is being offered by Continuing Education, this box is reserved for CE. Otherwise this box is reserved for the sponsoring academic unit dean(s).

Updated 5/06/09

By signing this proposal, I affirm that as an agent of UVM, I will in good faith fulfill the expectations of me outlined in the attached document under the “Sponsoring Dean” FACULTY DIRECTOR CONTRACT section of the “Faculty Led Programs Abroad Risk Management, Health & Safety Responsibilities” document attached. I further certify that if the faculty director(s) overspend program funds without prior authorization, I will ensure the faculty member or his/her department reimburses the OIE. ______________________________________________________________

____________________________________

Course Title/Number

Dean #1 _________________________________________________

Dean name printed

Date

Dean #2 (if applicable) _________________________________________________

Dean name printed

_______________________________________ Signature

_________________________________________ Signature

________________________________________________

____________________________________________________

School/College name

Updated 5/06/09

School/College name

PROPOSAL ADDENDUM Upon receiving approval to offer this faculty-led program abroad, I agree to perform the

RESPONSIBILITIES: SPONSORING DEAN following duties:

Recruit students tothe meet at least (i.e. the course enrollment minimum. The academic division 1. dean sponsoring course paying the faculty salary) must: 2. Issue course overrides forqualified student course registration, which through • Screen faculty directors to ensure they are to lead a course towill theoccur specific normal procedures. foreign country for which theuniversity faculty-led program is proposed. • Ensure the faculty directors thoroughly understand UVM risk management and 3. Complete and adhere to guidelines regarding risk management in order to assure UVM study abroad policies and guidelines in the development and execution of the health and safety of all participants (see “FLPA risk management, health and their program or coursesafety itineraries. responsibilities” attached). • Ensure the faculty directors attend a health and safety/risk management workshop for faculty directors 4. organized bystudents OIE and Continuing Ensure that adhere to UVM’s Education “Our Common Ground” and UVM Student • Ensure the faculty directors and complete all duration responsibilities outlined Rights understand and Responsibilities throughout the of the course. in this document If reports I request assistance OIE director with developing a budget: Create a budget with • Cancel the course if5.OIE that the from faculty has failed to adhere to tools provided by the OIE and adhere to this budget throughout the course. FLPA expectations courses must be financially viable. Faculty must adhere to UVM travel accounting policy as defined by the UVM Accounting Office (including reconciling all travel advances). Faculty must adhere to US Customs Regulations regarding RESPONSIBILITIES: FACULTY DIRECTORS transportation of currency across international borders. Administrative 6. Provide proper receipts for alland expenses forand the program • Obtain written approval forOIE thewith program from dean chair submitwithin the 15 days of the end of the program, if using OIE for budgetary assistance. required proposal form to the OIE. • Ensure the program is on the faculty workload form for full-time faculty. 7. Reimburse OIE for any over-expenditures(if not previously authorized by OIE in • Prepare a preliminary and adhere to this. an budget emergency situation) if using OIE for budgetary assistance • Work with your department to list the course in Banner. • Design academic aspects of the program, including academic, professional, Title: ________________________________ and/or culturalCourse site visits, tours, and lectures. • Prepare a summary the program for publicity materials and Web sites. Faculty of Signature __________________________________ Date______________ • Visit cooperating institutions to work out program details, etc. (if needed). Salary faculty, support staff,through or teaching assistant will be determined • Market the program and for recruit participants information meetings and in accordance with Continuing Education and UVM policy. short classroom presentations during the semester. • Manage spending and accounting for any travel advance. • Submit all financial documents to OIE within two weeks of return. Academic • Approve/deny student applicants to the program. • Correspond with students regarding all academic issues related to the program. • Serve as a guide, academic advisor, and responsible counselor to students during the entire program abroad (unless special arrangements have been made in advance). • Participate in all planned group activities (unless special arrangements have been made in advance). • Develop required pre-travel academic sessions to prepare students for the experience abroad (minimum 2 class meetings). • Assign and post academic grades. • Teach courses while abroad and maintain academic focus of program. Updated 5/06/09

Risk management, health and safety NOTE: Highlighted items are responsibilities with which OIE is available to assist. RESPONSIBILITIES: FACULTY DIRECTORS Before departure, faculty directors must: • Attend a health and safety/risk management workshop for faculty directors organized by OIE and Continuing Education • Develop a working knowledge of UVM risk management policies and guidelines in the development and execution of their program or course itineraries. See http://www.uvm.edu/~riskmgmt/ and click on the “Travel safety guidelines” and then “Study Abroad guidelines” links. • Develop a working knowledge of the UVM sexual harassment policy http://www.uvm.edu/~uvmppg/ppg/student/sexharasstudent.pdf , of the UVM Conflict of Interest policy http://www.uvm.edu/~uvmppg/ppg/general_html/conflictinterest.pdf and the Code of Student Rights and Responsibilities http://www.uvm.edu/~uvmppg/ppg/student/studentcode.pdf • Develop a working knowledge of UVM’s emergency guidelines and protocols for faculty-led programs abroad • Develop a working knowledge of UVM’s student health and safety guidelines for students traveling abroad • At one or more pre-departure orientations with all UVM affiliates of the course: 1. Discuss with participants what they can expect, local conditions and customs, potential risks, cultural and culinary differences, and packing advice 2. Discuss and provide to them a written copy of UVM’s student health and safety guidelines for students traveling abroad 3. Discuss destination country’s laws and group expectations regarding alcohol and other drug use 4. Discuss and provide a written copy of the U.S. Dept. of State countryspecific information. This can be found at http://travel.state.gov/ under the tab “Country Specific Information.” 5. Give every participant (student and employee) an International SOS card and ask that they carry it with them at all times during the trip. Cards can be obtained at the Office of International Education or the Department of Risk Management. 6. Provide each participant with your contact information and travel itinerary (airline, flight number, date/time scheduled to arrive) if the group is not traveling together 7. Provide each participant with the ultimate destination for the group and explicit directions on how to get there (in English and in the local language) if a participant does not make his or her flight 8. Advise students where to learn about visa requirements for the program 9. Encourage students to carry a copy of the first page of their passport, separate from their passport, and to have it stamped at Immigration upon entering the destination country 10.Begin to get to know each participant well enough to be able to determine when he/she is in poor health Updated 5/06/09

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11. Additional health and safety tips can be found at http://travel.state.gov/travel/tips/safety/safety_1747.html Encourage participants visit the UVM Travel Health Clinic http://www.uvm.edu/~chwb/medical_clinic/?Page=travel_clinic/overview.html fees required) for any required immunizations and travel medical advice well in advance of departure. Provide to the Office of International Education (OIE) the following: a complete, detailed itinerary; at least one reliable phone number, and preferably one land line and one cell phone number, and an email address to reach the faculty director during the trip; a participant roster (see below); copies of the first page of every participant’s passport; a Memorandum of Understanding for every participant; a medical form for every participant (encourage them to be thorough); a ‘transportation waiver’ for every participant; confirmation of overseas health insurance for every participant; and each participant’s (including faculty) emergency contact(s) no less than 3 weeks before departure. Register all program participants with the U.S. Embassy at least 7 days prior to departure and submit the registration confirmation note to OIE. The registration site can be found at http://travel.state.gov/ under the link “Registration with Embassies.” To register, you will need each participant’s legal first name, last name, date of birth, phone number, e-mail address and passport number. The Coordinator for Faculty-Led Programs Abroad can help compile these details, but the faculty director is responsible for registering the participants. Obtain a copy of the travel itinerary (airline, flight number, date/time scheduled to arrive) for each participant if the entire group is not traveling together. Know contact information for closest American consulates at each location in itinerary Create general evacuation plans in the event of an emergency. See http://www.osac.gov/resourcelibrary/ If the program will be a distance from reliable medical assistance, ensure that either the faculty leader or TA are certified in first aid

During the trip, all faculty directors must: • Notify OIE and sponsoring academic department promptly of any concerns, inappropriate student behavior or emergencies, and document in writing steps taken to respond • Notify OIE and sponsoring academic department of any unexpected itinerary changes • Be alert to participant fatigue, digestive ailments, dehydration, culture shock, jetlag, and symptoms of other illnesses and procure appropriate medical attention when necessary • Carry a roster that includes the following for every participant (including the leader him/herself): Participant name, passport number, emergency contact name and phone number, birth date, participant health insurance information, health and allergy information, and medications. Ensure that two individuals – preferably faculty member and TA – have a copy of the roster. • Carry the International SOS card and the OIE Emergency Response card at all times. • Carry a first aid kit. Recommended contents can be found on the Centers for Disease Control and Prevention site http://wwwn.cdc.gov/travel/yellowBookCh2HealthKit.aspx . Or inquire at the UVM Travel Clinic. Updated 5/06/09

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Know the location of the nearest immediate emergency medical service, and the phone numbers for emergency medical service and police for each stop in the trip itinerary Upon arriving in country, and in each new location that presents potentially different safety concerns, hold a group meeting (in country orientation) and review with participants: a. Behavioral expectations and recommended safety measures, noting any recent incidents of which in-country partners have informed you or which have been reported on the Department of State website. b. Review country or region specific health, safety and security concerns c. Review general safety measures (from pre-departure) d. Review medical and counseling sites, as well as UVM resources e. Review students’ responsibilities regarding their own personal safety and health f. Review independent student travel policies g. Review important cross-cultural issues that may impact health, safety or security. h. A meeting place – and a backup meeting place if the first is inaccessible – in the event of a large-scale emergency. A written address, phone number and directions should be in the local language as well as in English i. What a participant should do if he/she is separated from the group j. Emergency phone numbers and nearest US consulate contact information k. Evacuation plans Upon arrival in country, encourage students to contact their parents or other family members to let them know they’ve arrived Upon arrival in country, notify the Faculty-Led Programs Abroad Coordinator and appropriate staff or faculty member in sponsoring department that all participants have arrived safely; halfway through course, check-in with the same individuals to apprise them of status. (Semester-long faculty directors must check in weekly with Continuing Education.) Keep apprised of local news and events Note any risky student behavior, and discuss with student as appropriate, noting potential consequences; document conversations In the event of any adverse event (natural disaster, terror attack) that does not directly affect the group, but could generate international media coverage, e-mail and/or call the Faculty Led Programs Abroad Coordinator, the OIE office and the appropriate staff or faculty member in the sponsoring department to inform them of participants’ status Follow UVM’s emergency guidelines and protocols if necessary Ensure that students do not participate in the following activities as part of the course curriculum, as they are excluded from UVM’s insurance coverage: hang gliding, parasailing, parachuting, tobogganing, luge, skateboarding, trampolines, bungee jumping, hot air balloon rides, mechanical bulls, Velcro jumps, paintball, race track, motorsports, rodeo, whitewater rafting, scuba diving. Submit Risk Management incident reports if an event occurs resulting in significant injury or crime, or if directed by the Director of OIE or a CE representative

By signing below, the faculty directors agree to comply with the terms contained herein: Updated 5/06/09

_______________________________________ Faculty director (print name)

________________________________ Faculty director (signature)

____________________ Date

_______________________________________ Faculty director (print name) _____________________ Date

Updated 5/06/09

________________________________ Faculty director (signature)