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4 6 to 3 Months Prior to Group Departure: Advanced Planning

Program organizers must take steps to put arrangements in place, become familiar with policies, complete IU requirements, and make personal preparations.

Identification of On-site Health and Safety Resources

While we do not anticipate that IU programs will be impacted by major emergencies abroad, IU organizers must be prepared to take action to protect the safety or IU program participants and should put a communications plan in place.  Program staff must plan in advance and begin to identify local resources. Pull together a contact sheet for the range of services that might be needed — hospitals and clinics, pharmacies, US embassy or consular services, and police and fire services. Include as many contact methods as possible — phone numbers, email addresses and website links. Information about these resources should be provided to students during pre-departure orientation and be made available on-site as well.

Student Housing Arrangements

As you work to secure program housing, all arrangements for student participants must comply with IU policy.  Safety and security are of primary concern.

IU Policy on Student Housing Abroad

Program leaders have the responsibility for ensuring that student housing is located in safe neighborhoods abroad and that such housing complies with basic emergency, safety and security measures.  This includes ensuring that accommodations are equipped, for example, with smoke alarms, multiple avenues for egress, etc. should an emergency arise.  Generally speaking, licensed facilities such as hotels, motels, and hostels must comply with local safety ordinances.  Airbnb rentals and similar types of private rental housing may not and are therefore discouraged.  In the case of host families, the program leaders must take steps to ensure that the host families have been appropriately vetted in advance, which typically includes at minimum an interview with all the host family members and a survey of the space in which the student(s) would live.  When working with a logistics provider, on-site organization, or other entity to secure student housing abroad, program leaders should use this policy as a foundation for communicating what is expected of those vendors.

Indiana University also requires that sleeping arrangements provide for a separate bed for each program participant.

Single gender housing is not required; however, every effort must be made to ensure that students are comfortable with their housing assignments.  As a general practice, program leaders assign housing based on the gender listed on the student’s passport and/or IU student record, then allow for adjustments based on student requests. It is advised that program leaders have preemptive conversations with their students and let students voice who they wish to live with.  It is acknowledged that some local cultures are more conservative and won’t allow unmarried, mixed gender room assignments.  In such cases, it is the responsibility of the faculty leaders to understand the context ahead of time and convey this to their students.

It is also expected that there will be locks on students’ rooms as a method of securing the space both while students are away as well as when they are inside the room.  If the nature of the program housing is such that this is not feasible, for example on a field-based program where students are housed in group tents, then it is the faculty leader’s responsibility to ensure students are clearly made aware of the accommodation arrangements in advance of enrolling in the program.  In these situations, a ‘safety in numbers’ approach is recommended, where students have their own bed (sleeping bag, mat, cot, etc.) and share the space with those with whom they feel comfortable.  Students should also be advised that they consider bringing a personal alarm, emergency door stop alarm, etc. to secure their space while in their rooms or when sleeping.

See POLICY APPENDIX: IU Policy on Student Housing Abroad

Financial Management and Associated Policies

All IU financial policies and procedures must be followed. The unit’s fiscal officer and administrative staff will determine how best to make payments of program expenses. This might include negotiated contracts with vendors, direct payments to program providers or travel agencies, securing an IU credit card for use by on-site staff to pay specified expenses on the ground (group transportation, group activities, entrance fees, some meals, and general administrative expenses), a small revolving fund, or some combination of these. Having specific details regarding the program budget is important.

IU requires that all program participants have insurance coverage for health care expenses while abroad. The unit must assure that all participants have appropriate coverage that covers accidents or urgent illnesses outside the U.S. and has specific provisions for emergency evacuation and repatriation of remains. IU Education Abroad makes a group plan available to IU units. When programs are authorized, instructions on steps to take to enroll programs participants are provided.

Financial Management and Associated Policies

All IU financial policies and procedures must be followed. The unit’s fiscal officer and administrative staff will determine how best to make payments of program expenses. This might include negotiated contracts with vendors, direct payments to program providers or travel agencies, securing an IU credit card for use by on-site staff to pay specified expenses on the ground (group transportation, group activities, entrance fees, some meals, and general administrative expenses), a small revolving fund, or some combination of these. Having specific details regarding the program budget is important.

IU requires that all program participants have insurance coverage for health care expenses while abroad. The unit must assure that all participants have appropriate coverage that covers accidents or urgent illnesses outside the U.S. and has specific provisions for emergency evacuation and repatriation of remains. IU Education Abroad makes a group plan available to IU units. When programs are authorized, instructions on steps to take to enroll programs participants are provided.

Liability and Indemnification

IU faculty and staff should be advised that the IU Board of Trustees adopted an indemnification resolution that applies to IU employees serving as on-site staff for education abroad programs, covering each individual AS LONG AS

  • they are acting within the scope of their duties of employment,
  • they are acting in good faith, and
  • they are acting lawfully and not in opposition to the best interests of Indiana University.

Arrangements should be made to assure that student information be collected and stored assuring confidentiality following institutional guidelines

Confidentiality of Student Information and Data Protection

Arrangements should be made to assure that institutional guidelines are followed to assure confidentiality of student information and that data is handled appropriately.

The Federal Education Rights and Privacy Act (FERPA) provides students with access to their education records as well as privacy protection concerning those records.

Directory, or public information, would include information contained in the record which would not generally be considered harmful or an invasion of privacy if disclosed (i.e., name, address, phone number, major, dates of attendance, admission or enrollment status, campus, school, class standing, degrees and awards, activities, sports). All health-related and medical history information is confidential. Protected information would include information contained in the record which would generally be considered more sensitive or an invasion of privacy if disclosed (i.e., student identification number/social security number, grades, hours completed, GPA, current class schedule, parent name and address). At IU, this includes date of birth. Student written and dated consent must be obtained before releasing any private information. Exceptions are permitted when there is a legitimate educational interest or “need to know”.

Indiana University identifies categories of data that require special care and handling. Inappropriate handling could result in criminal or civil penalties.

  • Critical Data includes social security numbers, passport numbers, international visa numbers, health information
  • Restricted Data includes grades, academic transcripts, date of birth

Only collect such data when it is necessary. Assure that data are stored and protected in appropriate ways. Password protect electronic data files. Destroy the information in a secure manner once no longer required. Review the institutional policy and resource information on the UITS website.

Required IU Training

IU requires that all faculty and staff who are serving as on-site staff for the program complete training for the following within the year prior to program travel:

Personal Preparation

As we advise student participants to do, please note the following general recommendations for personal preparation prior to the program:

  • Schedule a medical exam and dental checkup.
  • If currently taking medications, talk to physician or nurse practitioner about arrangements for continuing the medications abroad.
  • Make two photocopies of the passport page with the name on it. Leave one copy with someone at home and take the other one abroad. The copy will make it easier to replace a passport if it should be lost or stolen.
  • Be prepared in case of loss or theft of financial resources. Keep important information such as credit card account and company phone numbers separate from original documents.
  • Consider purchasing supplemental insurance to reimburse for theft or loss of personal items (personal property insurance), lost expenses due to travel cancellations (traveler’s insurance), or enrollment in a travel assistance plan (assistance to help replace lost or stolen travel documents, to local medical assistance while traveling, etc.).  Note: Standard IU health care plans also cover IU faculty/staff abroad; be sure to check your own IU benefits details.

RESOURCE: IU Education Abroad Personal Health, Safety & Security Checklist

Third-Party Accompaniment 

While IU policies allow third parties (i.e. spouses/partners of program leaders/coordinators) to accompany IU staff on international flights associated with the program and stay with program staff in program accommodations, those individuals may not accompany program leaders/coordinators during any formal or informal program activities, which include but are not limited to in-country travel; excursions; guest speakers or networking events; visits to organizations, businesses, or service sites; and instructional sessions.

Only the official program leader(s), program coordinator(s) and students fully enrolled in the program are allowed to travel abroad with the student group and participate in program activities. Please review the IU policy carefully.

IU Policy on Third-Party Accompaniment on Faculty/Staff-Led Programs 

The following policy was implemented in order to prioritize student safety and their educational experience as well as take steps to reduce institutional risk – and in direct response to student feedback on post-program evaluations.  Limiting participation in education abroad programs to enrolled students and those IU employees who are officially facilitating teaching and learning within the program is considered best practice in the field. Only allowing those directly facilitating the teaching and learning process to travel with the group in-country significantly decreases the risk to Indiana University.  It also ensures that all who are engaged in the program are focused on the class, the students, and program activities.  As such, only the official program leader(s)/coordinator(s) and students fully enrolled in the program are allowed to travel abroad with the student group and participate in program activities.*  Program leaders and coordinators must all be IU faculty or staff.

Spouses/partners of program leaders/coordinators are third parties. They may accompany program leaders/coordinators on the international flights associated with the program and stay with program leaders/coordinators in program accommodations.  However, as third parties, they may not accompany program leaders/coordinators during any formal or informal program activities, which include but are not limited to: in-country travel; excursions; guest speakers or networking events; visits to organizations, businesses, or service sites; and instructional sessions.  Such third parties are to refrain from contact with students; program leaders/coordinators are responsible for ensuring this.  Third parties cannot represent IU in any official capacity.  Minors and dependents are not allowed to accompany program leaders/coordinators.

For a spouse or partner to accompany a program leader/coordinator on an international flight and/or stay with the program leader/coordinator in program accommodations, the program leader/coordinator must obtain advanced written approval from the dean of the academic unit.  Once approved, these individuals must also complete the appropriate agreement and release form** and submit it to the dean of the academic unit or their designee as well as to IU Education Abroad (edabroad@iu.edu).  Such waivers must be retained for at least three years.

The following rules and requirements shall apply when a spouse or partner accompanies a program leader/coordinator:

Financial Considerations

  • Indiana University cannot financially support the accompaniment of a spouse or partner of a program leader/coordinator in any way (beyond the spouse or partner being permitted to stay with the program leader/coordinator in program accommodations).
  • Travel costs and living expenses for a spouse or partner of a program leader/coordinator must be covered by that program leader/coordinator or the spouse or partner themself.
  • Indiana University has no obligation to make arrangements for the accompanying partner or spouse during the program, including but not limited to the provision of travel, housing, or meals.

Impact on Program Activities

  • The program leader/coordinator who is having a spouse or partner accompany them is responsible for ensuring that the spouse or partner does not negatively impact the experience of any program participant.
  • The program leader/coordinator must make all necessary arrangements for the spouse or partner to ensure that the program leader/coordinator is able to fully perform their professional responsibilities with the program.
  • Program participants must not be put in a position of having any responsibility for accompanying individuals.

Health and Safety

  • The program leader/coordinator, and spouse or partner, must understand and accept the risks of the arrangement, including the inherent risks of foreign travel.
  • The program leader/coordinator must ensure that the spouse or partner has adequate health and accident insurance, including evacuation and repatriation coverage.
  • Further details on the obligations of the program leader/coordinator and the spouse or partner can be found on the required agreement and release form.**

This policy applies to all faculty/staff-led programs. Failure by the program leader/coordinator or their spouse/partner to adhere to this policy, the terms of the companion agreement and release,** and other applicable IU policies may result in termination of the program leader/coordinator’s position with the program.

*Note: Vendors, university partners, alumni, and guest speakers who meet with the group in country for a limited time and provide a specific activity for the program, such as guest lectures, organizational visits, dinners, or tours are considered part of the itinerary’s programming.

See POLICY APPENDIX: IU Policy on Third-Party Accompaniment on Faculty-Staff-Led Programs

 

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Education Abroad Program Development and Implementation Handbook: Policies, Procedures, and Best Practices Copyright © by scarty. All Rights Reserved.

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