5 2 to 1 Months Prior to Group Departure: Orientation and Preparation

FINAL PRE-DEPARTURE TASKS

Pre-Departure Orientation 

Organizers should hold at least one in-person meeting with program participants to help prepare them for the academic and personal experiences.

Having students well-prepared prior to leaving the country is critical to the success of a program. Taking active steps to facilitate the right group dynamics and to define relationships is also important.

Some of the program details might also be conveyed in writing in a Canvas site or a shared folder available to participants and parents.

The goals are to make clear what is expected of students, to clarify how the program will work, and to provide the opportunity for the group to connect – connect to the program leader and to connect to one another.

Such a meeting is the best way to assure that students have the key information that they need to have to be successful. It allows the program to set the tone for the experience.

Key components for what might be covered in orientation sessions include:

• Concrete details about travel logistics.
• A description of the housing arrangements.
• A detailed daily schedule.
• Packing lists so that students have guidance on appropriate clothing and footwear as well as on laptops and mobile devices.
• Advice on managing money while travelling abroad.
• Recommendations for assuring personal safety.
• Parameters on amount of free time and how they might make best use of it.
• Expectations for academic and personal behavioral.
• Program rules, such as curfew or free time restrictions, or community standards.

Confidentiality of Student Information 

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”.

Data Protection   

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.

Final Confirmations to Education Abroad and IU Contacts

The unit must submit a final roster of names and IU ID numbers of program participants along with confirmation of the final program arrival and departure dates. Program must also assure that all program participants have been enrolled in health insurance,

Be sure that Education Abroad and leadership within your department/division/school/campus have contact details of your program itinerary and appropriate contact information for the program leader and program coordinator.

Use the web-based form to submit IU Education Abroad Participation Data

EMERGENCY PREPARATIONS

Confirmation of Resource Availability at Program Location

On-site staff cannot wait until a crisis arises to figure out where to find resources. They need to have those identified in advance so that specific guidance can be given to students early in the program. On-site staff don’t want to be slowed down (and potentially raise concerns among students) by not having easy access to needed information.

For example,

• Does the hotel offer a concierge doctor?
• Where is the closest hospital?
• Which hospital would offer best care?
• How can someone easily summon an ambulance, the police, the fire department?

Students should receive guidance, particularly for times when they are separated from program staff.

On-site staff should have easy access to key contact information for

• IU Education Abroad
• IU officials, including those in positions of authority in the program’s academic unit, school, and campus.
• U.S. State Department emergency contacts

STEP Enrollment 

The Smart Traveler Enrollment Program (STEP) offered by the U.S. Department of State provides a free service to allow U.S. citizens and nationals to enroll their trip abroad so that the Department of State can accurately and quickly contact them in case of emergency.  Benefits of the service include:

• Real time updates about health, weather, safety, and security in the country
• Resource information from the local U.S. embassy
• Embassy or consulate communication if there is an emergency like a natural disaster, civil unrest, or a family emergency.

Programs should encourage individual participants to complete the STEP online registration in advance of travel. Enrollment takes about 15 minutes.

COMMON STUDENT ISSUES 

Program organizers should review the wide range of common student issues below and guide program participations in how best to prepare for their experiences abroad.   

General Recommendations and Advice

Review the resource information below regarding health, safety & legal issues, behavioral issues abroad, legal responsibilities, safety and security abroad, travel safety, cultural awareness, and logistical details, and advise students accordingly. Many students, including first-time travelers, are unfamiliar with legal, personal health, and travel safety information specific to travel abroad.

Health, Safety & Legal Issues 

Insurance Information  

All program participants must have insurance to cover health care expenses while abroad. There is a special international policy available to participants on Indiana University education abroad programs. If your program wants to arrange for this special insurance, contact Education Abroad at least two months prior to the program’s departure date. The coverage, for which there is a monthly premium, allows for accident or urgent illness incurred outside the U.S., as well as emergency evacuation and repatriation of remains. (Note, however, that evacuation does not necessarily mean transfer to the U.S. but rather to the nearest comprehensive medical facility.) For routine issues, students should deal with the insurance company directly for all claims and questions. Insurance companies may be able to facilitate direct payments with larger healthcare providers an for longer in-patient stays. The students will receive an insurance card verifying coverage.

Preparation

Prevention is a key concept to address when discussing health and safety issues with students. No one has control over all elements in the environment, but students can control how they respond to the general situation and to unusual events.

Indiana University will work to protect the health and safety of all IU program staff and participants overseas, but individuals must take responsibility for the results of their own decisions, choices, and behavior. Before the program, advise students to read carefully and consider the information given to them by IU officials regarding their health and any special needs; and together with their families, to review the Personal Health, Safety & Security Checklist to prepare for their study abroad experience.

Students should be encouraged to consult the State Department Country Information pages and Travel Advisories page, preparation advice from Ready.gov, as well as the Centers for Disease Control website. While IU can provide information about health and safety issues, we cannot eliminate all risks from an education abroad environment or ensure that U.S. standards of due process will be applied in legal proceedings outside this country. Students may want to download special health and safety resource apps such as those recommended by the CDC.

General Health

Prevention of illness should start before students leave home by obtaining immunizations and all prescription medications needed for the duration of the program.  For information on necessary or suggested vaccinations for travel abroad, have the students consult a family physician or visit the IU Health Center Travel Immunization resource page. The IU Bloomington Health Center receives up-to-date communiques from the Center for Disease Control and the World Health Organization. Students should be advised in pre-departure materials to bring all prescription medications in their original containers with them to the program site, insurance rules permitting.

You are strongly encouraged to require that students submit a health history form as part of the post-acceptance process to disclose any medical conditions that the program administrators should know about. Copies of these forms should be kept by the director and must be kept in a secure place, separate from general student files and they remain confidential. This is required by U.S. law. Upon arrival, you may wish to ask students if they have any changes to the information previously provided. Remind them that the information will be used only to assist them in case of accident or illness. Language barriers and incomplete medical records can delay treatment.

On-site staff should know the whereabouts of a local hospital and how to summon emergency services such as an ambulance. If a student is in need of medical attention, you should provide any pertinent information from the health history form to the local medical provider.

Emotional, Mental and Eating Disorders  

There are increasingly more students at universities today with diagnosed emotional, mental and eating disorders. Consequently, there is a higher percentage of these students studying abroad. In the best of circumstances their conditions have been stabilized with medication and treatment (e.g. counseling). In the worst of circumstances their conditions do not surface until they are abroad or they cease continuing their medications or other treatment while overseas. Students in any of these categories need immediate attention. We recommend consulting local specialists and/or consulting the student’s home health care provider, depending on the situation. Consulting the home campus administrators will often provide useful support as you work through a problem with a student having an emotional crisis. In the most extreme circumstances the student may have to leave the program, for their welfare and that of the rest of the group. Please refer to information provided in materials from IUB’s Counseling and Psychological Services Center that outline some approaches to students dealing with a range of stressful challenges.

RESOURCE APPENDIX: What is Depression?

RESOURCE APPENDIX: What are Eating Disorders?

RESOURCE APPENDIX: What is Stress?

RESOURCE APPENDIX: Who is at Risk for Suicide?

Also, see the document put together by the IUI Study Abroad Office after consultation from legal and counselling professionals, that provides a structured approach for program administrators to prepare for and manage mental health and behavioral issues.

RESOURCE APPENDIX: Preparing for and Managing Mental Health and Behavioral Issues.

Alcohol Usage  

College campuses deal with extreme alcohol abuse at an alarming rate these days. Since students may legally drink overseas at a younger age than in the U.S., many of the program participants may take advantage of their newfound freedom by drinking too much, particularly upon arrival. Unfortunately, alcohol abuse correlates heavily with high risk behavior and its consequences.

Past participants have found that their lack of sobriety resulted in accidents, sexual improprieties, robbery, etc. Part of what they should be learning during their time abroad is how to use alcohol moderately, despite its constant presence around them. Should you become aware that students are abusing alcohol, you may wish to bring to their attention the ‘Self Assessment’ exercise.

RESOURCE APPENDIX: Drinking Problem Questionnaire

Please be aware that university policy prohibits reimbursement for alcoholic beverages. Should you make arrangements to have alcohol accompany any program-sponsored event, it should be served in moderation, with careful oversight from the program leader.

Crime  

Students on short-term programs are victims of crimes more often than one would anticipate, probably because they are not abroad long enough to become skilled at recognizing dangerous situations. You should cover safety issues during orientation and immediately upon arrival abroad. Petty theft is a problem that students often encounter. Prevention can go a long way towards avoiding being the victim of a crime: students should be advised to store valuables in a locked cabinet, not wear jewelry when traveling, carry wallets where they are not visible or easily reached in a crowded bus or subway. These are all easy measures to help ensure the security of one’s belongings. Personal crimes are no more, and often less common, than in U.S. cities but since our students may stick out as foreigners, particularly soon after arrival, they may be especially vulnerable at that time. Traveling in pairs, learning about the city and identifying areas of the city to avoid are good preventative measures.

Sexual Harassment  

Sexual harassment is unwelcome conduct or behavior of a sexual nature including: sexual advances; requests for sexual favors; other verbal, nonverbal, or physical conduct of a sexual nature. Sexual harassment can include dating violence, domestic violence, sexual assault, and stalking. These are all acts of violence and power that use sex as a weapon. See IU’s Discrimination, Harassment, and Sexual Misconduct Policy.

Per federal regulations, the university must, when it knows (or reasonably should know) of sexual harassment: investigate, take prompt and effective steps to end the harassment, prevent recurrence, address the effects, and provide a grievance procedure.

Additionally, all incidents of sexual violence and harassment must be reported. It does not matter if:

• the person has complained or not;
• the complaint is verbal or written, formal or informal;
• information comes to you secondhand;
• the person asks you not to take action;
• the person does not identify the conduct as harassment;
• where the incident occurred; or
• when the incident occurred.

U.S. campuses have specially trained staff and volunteers, crisis help lines and Web sites to assist students who have been victims of sexual harassment. Many of these resources are still available to you and your participants, via Internet, phone and Skype connections. You, as the institutional representative, have an obligation to respond and offer assistance and to report all incidents.

Behavioral Issues Abroad 

Disciplinary Problems  

Under Indiana University policy, students who are currently on academic probation or who have been given a sanction of disciplinary probation or stronger (i.e., deferred suspension, suspension, separation, or expulsion) are not permitted to study abroad. This should be stated in promotional materials. Accepted participants with previous disciplinary infractions, including probation that has been completed, might receive a letter alerting them to the fact that they will be representing IU abroad so they must behave themselves in such a way that the host country be left with a favorable impression of IU students. We believe that study abroad is a special privilege and so it is important that students accepted to IU programs uphold a high standard of behavior.

In the event of an incident abroad that involves academic or behavioral misconduct of a student or a student’s difficulty with local authorities, document and adjudicate this incident on-site.  See the resource on Managing Disciplinary Incidents for additional details.  Inform your designated campus contact immediately. In the most severe cases where dismissal is a consideration, consultation with Indiana University officials should take place prior to taking action.

The Indiana University Code of Student Rights, Responsibilities, and Conduct describes detailed rights and responsibilities of students, defines student misconduct, and stipulates complaint procedures. A  copy of the Code is available online.

RESOURCE APPENDIX: Managing Disciplinary Incidents

Hazardous Activities

Students abroad sometimes participate in new activities in which they are not well-practiced or proficient. Be cautious if you are attempting any activity that has an element of danger or risk, particularly if you are far from assistance. These activities can include but are not limited to rock climbing, cliff jumping, snorkeling, bungee jumping, skydiving, and skiing.

Many insurance companies will not cover accidents that occur during engagement in sports or activities deemed to be dangerous, including those listed above. For more information about insurance exclusions, check the details of the insurance coverage.

Legal Responsibilities

General Program Responsibilities

By their signature on the IU Education Abroad Agreement and Release form, the students have agreed: 1) to respect the laws and customs of the host country, the Indiana University Code of Student Rights, Responsibilities and Conduct and all other reasonable standards of conduct promulgated by IU, its agents and consortium partners, and 2) to participate fully in the academic program by attending classes, remaining with the program for the full length of the program and completing examinations. They have acknowledged that if the program staff, with the concurrence of the Associate Vice President for Education Abroad, determines that their conduct is detrimental to the best interests of the program or of Indiana University, their participation in the program may be terminated.

In criminal matters (which may be defined differently outside the U.S.) neither IU nor U.S. consular officials can intercede effectively on their behalf. In some countries the burden of proof rests with the defense and not with the prosecution.

Working Overseas

Participants should count on earning any significant portion of their expenses by working while overseas. In most countries, student status does not grant the legal authorization to work, although there may be opportunities for temporary employment (paid “off the books”) babysitting, waiting tables, or teaching English.

Illegal Drugs

Participants should be advised to avoid illegal drugs. Drugs can impair one’s judgment in situations that require increased awareness. In addition, penalties abroad can be very severe if local drug laws are violated. Remember that U.S. legal protections do not extend to the laws abroad.

Photography Abroad

Foreign laws and customs governing what is permissible to photograph can vary vastly from U.S. norms.

Individuals to be photographed might have religious or animist/ indigenous beliefs that photographs steal the soul (particularly of children) or disrespect the spiritual world; gender roles may make photography difficult, precluding women from being photographed; and security apparatus (police and military) generally do not want to be photographed. Some people simply want to be paid for being photographed.

A child cannot grant permission for use of their photo; this requires the written permission of the minor’s parent or guardian. Photos of children should not be shared or posted without that permission.

Safety and Security Abroad 

Fire Safety Abroad

Increased precautions should be taken when living and traveling abroad. Travelers cannot expect that every building entered will have the same basic fire safety in place as is common in the United States.

• Exercise caution when walking near the water’s edge.
• NEVER swim after consuming alcohol or food.
• Never swim alone.
• Do not swim in deep water; stay parallel to the shore.
• Always swim, or surf, in areas patrolled by lifeguards.
• Swim in the designated swimming area when bathing in the sea.
• Obey all the usual safety rules that apply in any properly run pool e.g. no running, no running dives, no horseplay etc.
• Ensure not to dive into shallow water.

Travelers cannot always have confidence that American standards of oversight and public safety precautions are in place in locations abroad. Areas of potential danger may not be marked; lifeguards may not be trained. Exercise extreme caution.

Public Disturbances

• Keep hotel door always locked. Meet visitors in the lobby. Leave valuables secured in a safe or at the front desk.
• Request a room on the second floor or above to reduce potential access through ground-level windows.
• Be aware of surroundings. Take note of exits and stairways for use in case of emergencies.
• Choose places to stay that offer a locker or safe. Buy padlocks for backpacks and luggage.
• Make sure there are fire and smoke alarms. Assess windows and doors for locks, bars, or other barriers.
• If a place feels uncomfortable, find a new place to stay.

Telephone, Laptop & Other Technology Security

Do not leave electronic devices unattended. Do not transport them in your checked baggage. Shield passwords from view. Avoid wireless networks; they are not secure. In most countries, there is no expectation of privacy in Internet cafes, hotels, airplanes, or public spaces. All information sent electronically can be intercepted, especially wireless communications.

Sanitize electronic devices prior to travel and ensure no sensitive contact, research, or personal data is on them. IU students can download free software including anti-virus software and privacy protection programs such as Identity Finder from University Information Technology Services IUware site to provide security and prevent identity theft.

IU users must be able to use DUO abroad. IU Education Abroad recommends obtaining a free token from the Wells Library to have a back-up option for CAS authentication when Internet connections are not available. A registered phone or tablet can continue to receive push notifications while abroad, but only when connected to the Internet. Students also could use the code-generator within the DUO app if Internet is available. Learn more about using DUO abroad at the UITS Knowledgebase.

Cyber criminals from numerous countries buy and sell stolen financial information including credit card data and login credentials (usernames and passwords). Regularly change passwords and check devices for malware.

Review advice from IU UITS on the Global Traveler IT Checklist.

Cultural Awareness 

Diversity Issues

Students of different backgrounds may have a challenging transition to life abroad. They may find that attitudes about race, religion, and sexual orientation that are taken for granted in the U.S. are viewed differently abroad. Race, gender, and sexual identity issues in the host country may be approached and viewed differently. They may find that physical features that distinguish them may result in stares, comments, or sometimes overt prejudice. GLBT students may find that cultures approach the question of sexual orientation differently. ” target=”_blank” rel=”noopener”Some resource information on the topics of Accessibility, Gender, LGBTQ+, Diversity, Religion and Sustainability can be found here.

Logistical Details  

Managing Money

Students can manage money through a combination of the following:

1. Cirrus or Plus debit card and a 4-digit PIN permit them to withdraw money directly from a U.S. account. This option is fast, convenient, and offers the best rate of exchange. Credit cards should be used at least once before leaving the U.S.  Students should find out their bank’s overseas ATM fees as well as limits on withdrawals. ATMs are plentiful throughout most areas of the world, but students going to non-traditional study abroad destinations should check a reliable online travel resource for more information.
2. Major credit card and a 4-digit PIN permit a cash advance on a credit card. This is a fast and simple option, but it involves a fee, and interest is charged. VISA, MasterCard, and American Express are widely recognized throughout the world, but some regions favor one over the others. Students should check a reliable online travel resource to find out which card is most recognized in their destination(s). If possible, they should obtain a card with a chip, which is more widely accepted in some places, especially Europe. They may also want to investigate whether special services for travelers are available through their credit card of choice.
3. If planning to use ATM, debit, or credit cards, they should be sure to check with their bank(s) to confirm that they can be used in the country or countries in which they will be traveling. (Some banks have blocked or put limits on transactions in Spain, Latin America, and Asia due to increased incidents of fraud.) Students should inform them that they will be using their card(s) abroad so that the bank(s) are not suspicious of the foreign transactions.

Students should be prepared in case of loss or theft of financial resources. They should keep important information such as check serial numbers and credit card company phone numbers separate from original documents.

Financial Crises  

Students may experience financial shortfalls, either due to poor planning or as the result of a theft. It is the responsibility of the student to solve their own financial problem, but resident directors should have advice on the best means to wire funds (American Express or Western Union). Personal loans to students should be avoided.