Program Leader Session: Implementation basics

1. Program Leader Session: Implementation basics Education Abroad Office | International & Global Studies University of Michigan-Flint Presented on September 25, 2015

2. Topics of Session • Overview of Policies & Procedures for International Group Travel • Responsibilities of Program Leader and Business Administrator • Responsibilities of Program Leader’s Sponsoring Unit • Review of the Cycle and Calendar • Checklist at a Glance • Program Models • Role of International and Global Studies (IGS) • Role of Other University Administrative Units • Role of Education Abroad Office • About M-Flint WorldLink • Program Expenses & Payments • Funding for Students • IGS Scholarships • Program Implementation • Campus Contacts • Questions

3. Overview of Policies & Procedures for International Group Travel The University of Michigan-Flint encourages its faculty and staff to consider developing and leading study and/or experiential global programs. UM-Flint short-term education abroad programs provide excellent opportunities for faculty, staff, and students to develop intercultural skills that contribute to the internationalization of our campus. A short-term program is a type of experience that may consist of either a credit-bearing course or a non-credit global experience.

4. Responsibilities of program leaders & Business Administrator It is expected that program leader provide leadership in terms of student welfare, including academic and personal advising. Other responsibilities include:

5. Responsibilities of program leader’s sponsoring unit • Provide unit policies for international travel/courses, including teaching load guidelines • Pay faculty stipends/compensation • House the program account • Support in the marketing of the program • Determine feasibility of program due to low enrollment • Provide general support to faculty

6. Review ofCycle & Calendar Tentative Calendar for Academic Year 2016/2017 (for programs taking place in 2017):

7. Checklist at a Glance

8. Program Models

9. Role of International & Global Studies (IGS) • Review and endorse interdisciplinary study abroad proposals • Review student scholarship applications and provide allocations on scholarship amounts • Provide academic support for faculty program leaders • Host other academic and intercultural campus-wide initiatives and activities Shelby Newport IGS Director snewport@umflint.edu The International and Global Studies Program is an interdisciplinary program that aims to provide students with a framework for focusing on international relations and global trends. The Program has grown out of the conviction that International and Global Studies merits its own focus. The purpose of the Program is to enable students to gain a global perspective of human events and behavior; to appreciate the cultural diversity of the World; to discern global patterns and processes and to understand their impact on particular regions The Program’s courses are intended to provide students with a global perspective at three levels: chronological, spatial, and thematic. The Program is enriched by study abroad courses and by the opportunity for students to study at the Japan Center for Michigan Universities (JCMU) located in Hikone, Japan. Students will earn University of Michigan-Flint credits by participating in University of Michigan-Flint sponsored study abroad courses. 

10. Role of Campus Administrative Units

11. Role of Education Abroad Office The goal of the Education Abroad Office (EAO) is to provide quality service and support to students who seek international opportunities through education abroad and to support the internationalization efforts of the University of Michigan-Flint. The Education Abroad Office is committed to academic excellence and cultural enlightenment to equip students for active and intellectual participation in the global society. Services for Faculty/Staff-Led Programs • Program Marketing & Promotion • Enrollment of Applicants • Scholarship Support • General & Country-Specific Health & Safety Pre-Departure Orientation • Enrollment into Highway to Health Insurance • Registration in UM Travel Registry • Incident & Crisis Management Support • Communication with Students on general program information Asinda Sirignano EAO Manager agadzama@umflint.edu

12. M-Flint Worldlink M-Flint WorldLink is the UM-Flint education abroad online management software. As a program leader, you will be granted access to WorldLink to view the applicants and provide decisions to EAO to accept, deny, or waitlist a student. You will also have access to view the various items submitted by students. • Your Responsibilities in WL: • Access when promoted by EAO to review applicant • Review their application & eligibility criteria (GPA, major, essay, etc.) • Accept, Deny, or Waitlist a Student • Review travel forms • Copy of Passport • Participation Agreement • Health Information Form • Healthcare Provider Clearance Form • Emergency Medical Treatment Authorization Form • UM-Travel Warning Destination Liability Form Access WL using your Uniqname & LAN password Review the How Todoc.

13. Program Expenses & Payments Program Leaders and their Budget Administrators are encouraged to set up a meeting with FSB and Procurement as soon as possible to discuss their anticipated financial needs, as well as the administrative accounting guidelines they will need to follow (before, during, and after travel). Defining Program Expenses At the time that you submitted your proposal for the education abroad program, you also submitted a budget via an excel sheet with items and costs related to the program expenses. These expenses may include but are not limited to: • Airfare • Travel visas • Onsite transportation • Housing • Meals • Site visits & excursions • Speaker’s fees From your budget, a per-student program fee is determined. An account or Project/Grant will also be established for your program by you and/or your department and/or unit business administrator. Student program fees are deposited into the account specified for your program. This account typically resides within your department’s or unit’s Chartfields.

14. Program Expenses & Payments Payment Methods Payments should be done in a secure manner. Please note the following methods of payment authorized by the University of Michigan: • Purchase Order (Check or Wire Transfer) • P-Card (university credit card) • Non Purchase Order Voucher (Check or Wire Transfer) • Cash Advance • Lump Sum Advance (for abroad group travel and amount is more than $10K) • Cash Advance for personal travel (through Concur) Please note that wire transfers can take two – four weeks to process. Correct information from the foreign bank is critical! If any part is incorrect, the wire will be rejected and it may take another 2 – 4 weeks before the department is notified. If any foreign vendor/host accepts a credit card, it is the recommended method of payment for foreign travel expenses. Payment methods should be discussed with the Business Administrator prior to making payment arrangements. Determine the methods of payment accepted by the onsite host or vendor. Then, work closely with your department or unit business administrator to facilitate the payment with the Procurement & Contract and Financial Services & Budget (FSB) Offices. Both offices are willing to meet before a scheduled trip to help decide the best payment methods and help process any Lump Sum or Cash Advances. Please visit http://www.umflint.edu/financialservices/financial-services-budget to learn more. Faculty should find out about the feasibility of their chosen payment method prior to arrival on site to prevent last minute concerns (i.e., credit cards may not be accepted at local restaurants, ATM machines may not be readily accessible). Whenever possible, pre-paying for group activities and facilities like accommodations, meals, event tickets, local transportation, and materials is highly suggested. This can also help avoid handling many receipts or carrying large amounts of loose currency. Concur The university uses the Concur Travel and Expense Management System for tracking and reconciling employee business travel, hosting, P-Card (travel and non-travel), reimbursable out-of-pocket business expenses, and cash advances. It can also be used to make travel arrangements (book airfare, hotel accommodations, car rental, etc.) and is used in conjunction with the university's designated travel agency, Conlin Travel (855-200-8785 (toll-free) from 8am – 8pm EST. Please visit http://www.umflint.edu/financialservices/concur to learn more.

15. Funding for students Financial Aid For eligible students. Encourage students to speak with a financial aid advisor well in advance. • External Organizations • Local & regional religious institutions • US Organizations, such as Mobility USA or Diversity Abroad • Foreign Organizations & Institutions • Crowdsource funding, such as www.GoFundMe.com Certain units and departments may also offer scholarships and grants to students based on their major. • UM-Flint Scholarships & Grants • For students in Departmental Programs • Graduate Dean Global Access Scholarship; Matthew Hilton Watson Study Abroad Scholarship • Students must have 2.50 GPA • For students in IGS Programs • Ralph M. Freeman and Emmalyn E. Freeman Study Abroad Scholarship; Esther C. Stone Study Abroad Scholarship; Virginia Hoover Thompson International Travel Scholarship; Myron and Margaret Winegarden Scholarship • 3.00 GPA; Must have 24 undergraduate/9 graduate credit hours • Federal Scholarships • Gilman Scholarship for Pell Grant recipients • Boren scholarship for students going to non-traditional destinations and going 8 weeks or more

16. IGS Scholarships Deadlines typically in mid-January Students are required to submit an essay and faculty recommendation letter…all submitted online in WorldLink Decisions provided to students in early February; funds applied towards the program fee, thereby reducing the amount a student owes Website: http://goabroad.umflint.edu/index.cfm?FuseAction=Programs.ViewProgram&Program_ID=13816

17. Program implementation 5 Stages of Implementation

18. Program implementation: I. Marketing Preparation Stage • Complete the online Group Travel Implementation Questionnaire. The form is used by EAO to design marketing materials for your program, as well as learn about specific requests you require. • Confirm the program budget and student program fee. • Verify content and flyer design. • Work with unit business administrator to establish a Project/Grant for the program. The PG is where all monies are collected and program expenses paid out of. You are DONE with this stage!

19. Program implementation:II. Marketing & Enrollment Stage Marketing Marketing is probably one of the most important tasks of a program leader. While EAO can help promote your program, good marketing can really only come from you. This is because you are your program, and it is only through you that students can see the full range of benefits in considering the study abroad option. Keep in mind too that there are dozens of other options for students; your connection with them is what will stand out and entice them to enroll in your specific program. • Social Media • Department Webpage • Photos & Department FlyersPast Participants • Display • Video • Classroom Visits • Information Sessions • Education Abroad Fairs (Wed, Sep 30th from 11am – 2pm, 3rd Floor UCEN) • Personal Contact • Blackboard • Advisors • Special Events • Student Clubs • The Flint Journal or M-Times • Publications Marketing Strategies Video Idea: https://www.youtube.com/watch?v=nIHyh8zK8_Y&feature=youtu.be

20. Program implementation: II. Marketing & Enrollment Stage Reviewing Applications & Providing Decisions The program leader is responsible for reviewing student applications and providing decisions in a timely manner. The role of EAO is to initiate the review process, as well as communicate the program leader’s decision to the student. • Student completes an online application in M-Flint WorldLink and submits their enrollment deposit to EAO. • EAO will send a notification via email to the program leader to access WorldLink and review the student’s application. • The program leader will provide in WorldLink the decision to ACCEPT, DENY, or WAITLIST a student. • EAO will send notification via email to the student regarding the decision. • EAO will include the program leader its communications with students. Rolling vs. Deadline With rolling admission, an application is reviewed at the time it is submitted with a decision provided within days. With deadline admission, applications are submitted but not reviewed until a time specified by the program leader. At that time, the program leader will review the applications and provide decisions. Be careful that this does not lead to unintended bias.

21. Program implementation: II. Marketing & Enrollment Stage The Enrollment Deposit • $300: via cash, check, or money order, written to “UM-Flint” • Non-refundable unless student is not accepted to the program • Conveys that a student is genuinely interested in the program • Submitted in person to the Education Abroad Office; processed in the Cashier’s Office; applied towards program fee

22. What Happens in December… Student application deadline is Friday, December 11, 2015. 1 week extension may be offered for programs will low enrollment. Programs that do not meet minimum enrollment requirements may be cancelled. This is determined in consultation with the program leader, their unit, and IGS, if applicable. The unit may support a program that has not met the minimum enrollment requirement. Please contact your Dean’s Office for more information.

23. Program implementation: III. Pre-Departure Preparation Stage By January, you should have a confirmed student roster. Maintain regular contact with students whom you have accepted into the program. This ongoing communication is vital to keep students engaged and excited about participating and will ultimately reduce the number of students who cancel just prior to departure. Include EAO in your communication with students to ensure that EAO is updated with program details. Pre-Departure Student Orientations

24. Program implementation: III. Pre-Departure Preparation Stage Scholarships & Student Program Fee Payments • Students notified in early February about scholarship awards • Scholarship is applied towards the program fee • Required to submit 50% of remaining program fee balance by late February and the other 50% by early March EAO sends each student an invoice to help keep them on track/aware of payments. EAO will also send program leaders a spreadsheet that tracks students’ payments.

25. Program implementation: III. Pre-Departure Preparation Stage Program Expenses & Payments • It is advised to wait until all student program fees have been collected to initiate payments for program expenses. Airfare • If included in program fee, it is your responsibility to facilitate the purchase of tickets. • You are encouraged to use Conlin Travel, U-M’s authorized travel agency. There are other vendors you may use, contact Financial Services & Budget for more information. • Students with unique travel requests: want to travel ahead of the group OR stay behind after the program has completed. Their ticket can also be bought with the group, but their rates will likely be different. Let EAO know in advance so they can work with the Cashier’s Office to collet any additional incurred tickets fees. • You are advised to begin looking at tickets after the student withdrawal deadline (February 19, 2016). We recommend purchasing tickets at least 6 weeks in advance to program start date and notifying students as soon as you have the flight itinerary.

26. Program implementation: III. Pre-Departure Preparation Stage Visa Information If you included the visa fee in your budget, you are responsible for facilitating and submitting the visa application for students. EAO can provide visa support letters, as well as guidance for non-American citizens who have may other unique travel requirements. Passport Information A passport is required for all travelers, including student participants as well as program leaders. EAO will collect copies of passport from students to verify validity, as well as provide resources for students who need to apply for a new passport or renew a passport. Students can take their passport photo pictures it he International Center. $6 for 2 photos.

27. Program implementation: III. Pre-Departure Preparation Stage Course Registration If you are leading a program that has a credit-bearing course component, it is your responsibility to ensure that students have registered for the course prior to departure. EAO will send reminders to students to register for the course, but it is critical—for yourself and for your unit—that you follow-up with students and address those who have failed to register for the course. A student can be withdrawn from a program for failure to register for a course and will not be permitted to travel with the group. In some cases, students may register for an alternative course that is not associated with the program. The student must get permission from you and the department/unit of the alternate course.

28. Program implementation: III. Pre-Departure Preparation Stage Immunizations & Vaccinations • All program participants should access the U.S. Centers for Disease Control and Prevention website (http://wwwnc.cdc.gov/travel/destinations/list.htm) to carefully read all sections pertaining to their host country and intended travel destinations. Students should print the relevant sections and take them abroad and should contact their doctor if they have specific questions or need further information. • Students are encouraged to visit their local public health department for information on vaccination and immunizations.

29. Program implementation: IV. Abroad Stage • Arrival Confirmation • On Site Orientation & Responsibilities (see resource guide) • Finances: Keep Expense Log • Health & Safety Abroad

30. Program implementation: IV. Return Stage • Program conclusion communication • Reconcile the budget and Project/Grant • Submit grades • Complete any other requirements as requested by department or unit. • Support students

31. Campus Contacts Finances Services & Budget Phone: 810-762-3480 Website: www.umflint.edu/financialservices/financial-services-budget Dalana Riley: dsweed@umflint.edu International Travel Oversight Committee Patrick Morgan, Senior Advisor for International Health, Safety and Security Email: morganpt@umich.edu; Email: itoc-travel@umich.edu Website: http://global.umich.edu/ International Center/Education Abroad Office Daniel Adams, Director Email: dadams@umflint.edu; ic@umflint.edu Work Phone: 810-762-0869 Website: www.umflint.edu/international Asinda Sirignano, EAO Manager Email: agadzama@umflint.edu; StudyAbroad@umflint.edu Work Phone: 810-424-5632 Website: GoAbroad.umflint.edu International & Global Studies Shelby Newport, IGS Director Phone: 810-762-3340 Email: snewport@umflint.edu Website: www.umflint.edu/igs International Travel Advisory Committee Chair: Professor Maureen Tippen Email: umf-itac@umflint.edu Cashier’s Office Phone: 810-762-3490 Email: dept.cashiers@umflint.edu Website: www.umflint.edu/studentaccounts/cashiersstudent-accounts-home Registrar’s Office Phone: 810-762-3344 Email: regweb@list.umflint.edu Stacy Lee: stacylc@umflint.edu Karan Arnould: karnould@umflint.edu Website: www.umflint.edu/registrar/welcome-office-registrar Financial Aid Phone: 810-762-3444 Email: Financial_Aid@umflint.edu Louanne Snyder: snyderlr@umflint.edu Susan DeGalan: sdegalan@umflint.edu Website: www.umflint.edu/finaid/office-financial-aid

32. Questions? Thank you for joining us!