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International Program Proposal Guidelines and Travel Abroad Procedures

 

I.             Application and Approval Process

Regular employees of Pellissippi State Technical Community College are eligible to design and submit proposals for international projects and programs.  All international travel and programs must be approved through the process outlined below prior to the date of departure or scheduled event.  In an effort to ensure the greatest access to international programs possible, the college will work through the Tennessee Consortium for International Studies when and where it is possible to do so.

Programs might take a number of forms: a course that culminates in an international trip as a capstone experience, a non-credit cultural exchange, a credit-based immersion experience in a foreign country, or an international speaker or event on the Pellissippi campus.  The college is committed to establishing ongoing relationships with educational partners in international studies.  Programs that demonstrate the opportunity to build and maintain such relationships will receive the highest priority.  All new courses associated with international academic programs must be approved according to policy 03:04:00.

All college personnel and programs are subject to government regulations and must monitor through appropriate government agencies potentially unstable political conditions that could affect the safety of visitors.  The U.S. Department of State offers a website and phone number for this purpose: http://www.travel.state.gov and 202-647-5225.  Departments, units, and student organizations sponsoring organized travel outside the United States are responsible for assuring that no State Department Travel Advisory restricts travel by U.S. citizens to the destination country.

A.     Project Proposal for review.  This must be done prior to making commitments of any kind for the proposed program.  The proposal should include the following information:

§         The goals of the program

§         An outline of program activities including proposed itinerary

§         A proposed budget

§         A description of the academic experience and credit available during the trip

§         The qualifications of the project leader and teaching faculty

§         The Orientation Process for the project leader, faculty and students

§         Activities to acquaint participants with host country culture

B.     Submit the International Project Proposal to the appropriate Academic Department Dean for review.  This must be done prior to making commitments of any kind for the proposed program.  If supported, the proposal should be sent to the Vice President of Learning who will forward the document to the President of the college.  Final approval for all international travel rests with the President.

II.          Travel Abroad Procedures

A.     Once an international program has been approved, the project leader must submit the following items to the office of the President:

§         A detailed itinerary that includes dates and times of travel, accommodations,  transportation, tours, meals, meetings, performances, presentations

§         A list of courses to be taught and a schedule of classes

§         A list of all participants that includes emergency contact information

§         A final budget

B.     Pellissippi State employees traveling abroad must submit a Request for Travel Approval form to obtain authorization to travel.  The request form must be approved by the President before the travel begins.  A Claim for Travel Expenses form must be submitted within thirty (30) days after travel is completed.  The claim form allows reimbursement to the employee of all allowable expenses.  A memo of explanation must accompany all claim forms submitted after thirty (30) days.

C.     The project leader should provide in writing to the students all pertinent information for the trip prior to departure.  The information should include, but not be limited to:

1.       Transportation to and from the site as well as during the program stay.  Mode of transportation and routes that will be used.

2.       Housing that will be used.

3.       Local customs, cultural issues and behavioral expectations.

4.       Safety precautions at all sites and any known dangers.

5.       Facilities for medical emergencies and psychiatric assistance.

6.       Evacuations in the event of an emergency.

7.       Availability of medications.

8.       Insurance for each student to include evacuation for medical purposes or repatriation of remains.

9.       Local laws and penalties for violation of the laws.

10.   Copies of all college forms that must be completed before departing.

11.   Currency needed and exchange rates.

12.   Climate for the season.

13.   Passport and other forms of identification.

D.     Program directors and project leaders should be knowledgeable of the sites and the various protocols.  Training for leaders is required prior to the trip and should include, but not be limited to disciplinary policies, academic policies, emergency procedures, crisis management, liability concerns, financial policies, and accounting procedures.

E.      Orientation sessions will be provided for the students to review the printed information and to discuss all pertinent information concerning the travel abroad program, including but not limited to disciplinary policies, academic policies, and emergency procedures.  All participants are required to attend an orientation session in order to participate in a travel abroad program.

F.      The project leader should maintain a list of students’ emergency contacts that includes name, name of emergency contact, phone and email of emergency contact, passport number, medications required by the participant, insurance, and international student identification number and provide a copy of the list to the appropriate Academic Department Dean and the office of the President.  In the event of an emergency, the campus contact person should be immediately notified.  It is the responsibility of the campus contact to make any further communications to the student’s family, if deemed appropriate by the office of the President

G.     The project leader is responsible for ensuring that students read and understand the College regulations that govern student conduct while traveling and the disciplinary procedures that will be enforced if there is a violation (including requiring a student to return home without the group at any time during the program).

H.     Four weeks prior to travel, the project leader will confirm all arrangements in writing, finalize the itinerary, and make arrangements with public relations for a press release.  The leader should also determine and purchase appropriate gifts and tokens of esteem

I.        Within two weeks after the visit, the project leader should send letters of thanks to appropriate providers and supporters and submit a one to two page review of the program to the appropriate Academic Department Dean, the Vice President of Learning, and the President of the college.  The review should contain a summary of all significant activities including particular successes, challenges and suggestions for improvement.

 

 


Approved: President Allen G. Edwards, February 07, 2005

Reviewed/Recommended: President’s Staff, September 5, 2007

Approved: President Allen G. Edwards, September 5, 2007

Editorial Changes, July 2008