Workshop for Faculty Teaching Off-Campus Courses August 30, 2011 – 9:00-11:30 – 103 Law Hall

Workshop for Faculty • Teaching Off-Campus Courses • August 30, 2011 – 9:00-11:30 – 103 Law Hall • Facilitated by Jeannie Burns, Kelsi Kautzky and Gayle Luck

Update on course preparation already underway: • Forms • Passports • Billing • Unified collections starting in 2011-12 • Reduces faculty workload • Promotes positive faculty/student dynamic • Clarity for students

Faculty Pre-Departure Responsibilities IDENTIFY • Local health options • Local emergency numbers • Location of nearest U.S. embassy SUBMIT • Health form • Passport copy • Full syllabus & itinerary including • contact information for all • accommodations / tour companies • Name & contact information for at least • one English-speaking individual on-site • who can communicate with Cornell • College should you become unable to • teach.

For trips outside of the U.S., Canada & Western Europe, a meeting with a nurse from Student Health Services is also required. Faculty are strongly encouraged to attend. • Pre-Departure Meetings • One required, even if on-campus time prior to trip • Explanation of costs • Determine trip expectations for both faculty & students • Provides adequate time to acquire materials • Cultural overview • Scope out group dynamics

2011-12 Academic Catalogue, pg 135, “Cornell Off-Campus Courses”: Initial eligibility is determined at the time of the non-refundable deposit. Students who have paid the deposit and are denied participation at the time of the initial eligibility check will be refunded their deposits. Final eligibility is determined one month before the course. If a student is placed on academic, financial, or disciplinary probation between the time of the initial check and the final check, his/her participation will be reviewed by the course instructor, the Associate Dean, and the Dean of Students. The student may be removed from the course or may be given permission to participate with clearly established guidelines. Should a student be placed on disciplinary probation after the final eligibility check but prior to the departure date for the off-campus course he/she will be removed from the course. Faculty members retain full discretion as to student enrollment in their courses.

Small Group Table Discussions: Unrealistic student expectations Group 1: Rebecca Entel Catherine Stewart Ben Greenstein Jeff Meeker Andy McCollum Group 2: Steven Sacks Alice Ganzel Lenny Gannes Alfrieta Monagan Rhawn Denniston Group 3: Anton Daughters Craig Tepper Judy Siebert Brian Nowak-Thompson Glenn Freeman Group 4: Marcela Ochoa-Shivapour Leslie Hankins Michelle Mouton Doug Hanson James Martin

Behavior Problems with a Student • Students must be informed of off-campus courses rules and expectations for behavior prior to departure or immediately after arriving on site. • Verbal warning • Written warning • Establish clearly set behavioral expectations which student is expected to sign. • Dismissal from course • Office of International & Off-Campus Study arranges return travel • Faculty inform dismissed student of new arrangements , obtain signature. ! See “Additional Faculty Information for Off-Campus Courses” handbook more information about disruptive students (pg. 7).

2011-12 Academic Catalogue, pg 136, “Cornell Off-Campus Courses”: 5. Students participating in Cornell Off-Campus courses are still held to all policies and procedures outlined in the Compass as well as any other guidelines outlined by the faculty instructor. Faculty instructors, with assistance from appropriate college administrators when requested/required, are responsible for evaluating the severity of and responding appropriately to all misconduct occurring throughout the duration of the off-campus course. Student misconduct on off-campus courses may result in verbal warnings, written warnings and/or dismissal from the course. Any behavior warranting a written warning or dismissal from the course must be reported to the Office of International & Off-Campus Studies. Participation in future off-campus courses by students who have received written warnings and/or who have been dismissed from off-campus courses will not be allowed unless a successful agreement is made in a meeting with the student, the faculty instructor, the Dean of Students and/or the Office of International & Off-Campus Studies.

Educational & Institutional Insurance Administrators Property & Casualty International Coverage 9

International versus Student Health and Accident 10

Territory • Worldwide excluding the United States of America, its Territories and Possessions, Canada, Iraq, or Afghanistan. Payment of any loss shall only be made in full compliance with OFAC. • For a complete list of OFAC countries refer to: • http://www.treas.gov/offices/enforcement/ofac/programs/index.shtml 11

EIIA Foreign Program Coverage • Travel Accident & Sickness • Travel Assistance • Emergency Medical Evacuation • Security Evacuation • Crisis Response 12

Foreign Travel Program Chartis Insurance • Travel Accident and Sickness Coverage • Travel Assistance – Travel Guard • Inside of the U.S. and Canada, call toll-free: 1-888-873-8385 • Outside of the U.S. and Canada, call collect/reverse charges through an international operator: +1-817-826-7008 13

Assistance Services Medical Services Medical Evacuation: Insurer medical staff will evaluate condition to determine if person can be treated locally. If not, Insurer will make arrangements to bring person home. Physician / Dentist / Hospital Referral: Contact information for local providers is provided. Medical Case Monitoring: Insurer will monitor condition of patient while such person is hospitalized away form home. Shipment of Medical Records and Prescription Medications: Insurer to make arrangements to have them shipped to treating physician. Insurance Claim Coordinator: Coordination between insured person‘s personal carrier and emergency medical service provider. 14

Assistance Services • Trip Services • Travel Documentation: Telephone advice regarding passport/visa requirements, customs, entry / exit, restrictions, and regulations. • Immunizations: Telephone advice regarding required immunizations for intended destinations. Up to date info on medical advisories. • Political / Environmental Warnings: Provides communication between insured and US Govt. office abroad. • Currency and ATM Locations: Assistance on exchange rates and ATM locations. • Global Weather: Provides information on global climate conditions. 15

Assistance Services • Trip Services • Emergency Message: Can be stored and relayed to or from traveler • Telephone Translation: Translation services are available 24-Seven in cases of an emergency. • Travel Delay: up to date travel delay report • Embassy or Consulate Referral: provide address and phone numbers of local embassies or consulates while traveling • Public Information: provide local worldwide public holiday information for the desired location 16

Assistance Services • Other Services • Lost / Stolen Luggage and Personal Effects: Coordination of claim process, delivery by common carrier and shipment of replacement articles. • Lost / Stolen Travel Documents / Travel Tickets: Assistance to cancel and replace documents such as passports or credit cards. • Cash Transfer: Emergency cash is available 24 seven. • Legal Referral: Referral of local attorneys anywhere in the world. • Trip Interruption: Arrange accommodations, alternate transportation, and meals. • 24 hours, 7 days a week, 365 days a year 17

Foreign: Frequently Asked Questions 18

Foreign: Frequently Asked Questions Who Should the Student Call First? • We recommend making phone calls in the following order: • Call the host country equivalent of 911 for a life threatening medical emergency • Call Travel Guard for all emergency travel, accident and sickness assistance. Call collect/reverse charges through an international operator: +1-817-826-7008, ask for a claim number • Call the international office at your host institution or your institution’s professor traveling with your group and give them the claim number • Call your Institution’s Travel Abroad Coordinator and give them the claim number • Call your parent(s) and give them the claim number 29

Emergency Management • The Office of International & Off-Campus Study defines an emergency in relation to an off-campus course as the following: • A serious injury or illness can be defined as: • Requiring hospitalization of a participant or faculty member, or one that makes it impossible for the participant or faculty member to continue the course. • A situation involving a criminal act against one or more participants; an act of terrorism that poses a threat to the security of the participants; a natural disaster; an act of war; or other event causing or threatening harm to one or more participants. • A “perceived emergency” results from events that are not immediately threatening to the health or safety of participants, but which may be viewed as such by family and friends at home, or by the media. In many instances, a perceived emergency must be treated as a real emergency. ! See “Additional Faculty Information for Off-Campus Courses” handbook for specific emergency protocols (pg. 11).

Emergency Management - Resources MATERIALS • Student Emergency Cards • Faculty Emergency Cards • Calling Tree • New release forms 24-HOUR SUPPORT Call Campus Safety 24/7 to be put in contact with a Cornell representative. EMERGENCY CELL PHONES • Incoming texts are free • Works in over 190 countries

Small Group Table Discussions: Emergency Situation Group 1: Rebecca Entel Catherine Stewart Ben Greenstein Jeff Meeker Andy McCollum Group 2: Steven Sacks Alice Ganzel Lenny Gannes Alfrieta Monagan Rhawn Denniston Group 3: Anton Daughters Craig Tepper Judy Siebert Brian Nowak-Thompson Glenn Freeman Group 4: Marcela Ochoa-Shivapour Leslie Hankins Michelle Mouton Doug Hanson James Martin

Financial Concerns - Making Reservations Reservations will not be made for a student who has not deposited sufficient funds to cover the expense. Payment options: Office of International & Off-Campus Study credit card Faculty credit card, reimbursed with receipt Wire transfer Check On-site cash payment

Financial Concerns – Requesting Travel Advances International & Off-Campus Studies Handbook for Faculty, Section I. Planning Your Course, “Logistics: Publicity, Funding, Flights, and Airfare: Please request the funds you will need for your travel at least 10 days in advance. Keep in mind that requests for checks need to be in by 10 am each Wednesday. This window of time allows the Business Office to process the check, give it to you, and allows time for you to get the check to your bank. Not having to rush through this process alleviates pressure on both the Business Office and you. If you submit a request later than 10 days in advance, you will miss the weekly check run and will have to pay all expenses out of pocket and request reimbursement upon your return. ! See “Travel & Entertainment Expense Reimbursement” on the Business Office’s website for more information.

Financial Concerns – Organizing & Submitting Expenses • Keep a log. • When, what and how much • If no receipt available (cabs, tips, etc) obtain signature • If providing students money, obtain signatures • Turn in receipts to Off-Campus Studies Program Coordinator no later than 30 days following your return. • OCS Program Coordinator determines total expenses based on your documentation of expenses and returns the completed report to faculty for approval. Once approved by faculty, report is sent to Business Office for final approval. • If expenses total less than travel advance requested you will be expected to write a check for the difference. • If expenses total more than travel advance requested and sufficient funds exist in trip account you will receive a check/credit for the difference. ! See “Travel & Entertainment Expense Reimbursement” on the Business Office’s website for more information.

Financial Concerns – Avoiding out of pocket expenses • Faculty may have to pay out of pocket if: • The expense is not properly documented • Money is lost/stolen and no report is filed • The expense is not reimbursable • The course is over-budget ! See “Travel & Entertainment Expense Reimbursement” on the Business Office’s website for more information.

Final Faculty Report Available online under “Resources for Faculty” on the Off-Campus Studies webpage: http://www.cornellcollege.edu/off-campus-studies/gb-resources-faculty/final-faculty-report.shtml • Topics: • Academic issues • Guest speakers/lecturers • Academic facilities available • Non-academic issues • Housing • Excursions & Activities • Communication • Student Issues • Health & Safety • Budgeting • Overall evaluation

Panel Discussion Ben Greenstein□Carol Lacy-Salazar□James Martin Christina Penn-Goetsch□Steven Sacks • Possible topics: • Teaching without a classroom • Traveling with students • Student behavior • Grading concerns

IRB & Off-Campus Study

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Workshop for Faculty Teaching Off-Campus Courses August 30, 2011 – 9:00-11:30 – 103 Law Hall