Taking Students Abroad

1. Taking Students Abroad Faculty Director Training Office of Education Abroad

2. On-campus resources

3. Dean of Students • Skype address: pattimcsteen • Student Review & Consultation Committee • Family notifications

4. Legal Affairs • Student privacy • HIPAA, FERPA • E-mail • Documentation is important, but be aware of what you put in writing. • Best practice: identify student with PID. • Liability issues • Ohio ethics law • Medical Intake Forms

5. Ohio University Notice of Non-Discrimination Ohio University does not discriminate on the basis of race, color, religion, national origin, sex, disability, sexual orientation, gender identity or expression, age, or military veteran status in its employment practices or in the provision of educational programs and services. Laura J. Myers is the contact person for questions regarding this and handles inquiries and complaints. myersl@ohio.edu 740-593-2620 www.ohio.edu/equity/

6. University Travel Policy and Financial Responsibility

7. Helpful Terms • Per diem – allowance for director meals and incidentals. The allowed amount is determined by the government and limited by the program budget. Receipts are not required for per diem. • Program Advance Request Form – necessary form for requesting university funds (in the form of cash) to be used for program business. • Concur – expense reporting system to be used for substantiating program expenses (cash and p-card) • Delegate – assigned in Concur for assistance with expense substantiation. L. Collins should be delegated.

8. Helpful Terms • P-card Info Sheet – document for recording transaction details; sent to L. Collins for every p-card transaction. • Program Expense Report – mechanism for substantiating all program funds • Who, what, when, where and why – required information for all transactions. • Who? – for whom the purchase was made (e.g. participants, directors, instructors) • What? – what was purchased (e.g. theatre tickets, bus fare, folders) • When? – when was the purchase used NOT date of purchase (e.g. program dates or date of excursion) • Where? – where was the purchased used NOT where it was purchased (e.g. Paris, France) • Why? – why the purchase was necessary (e.g. study abroad program logistics, excursion, course materials, hospitality)

9. University Requirements • Preferred Providers • Standard Operating Procedure for Education Abroad related travel arrangements • Vendor Requirements • Paperwork

10. Before you depart… • Complete program advance request form at least four weeks prior to departure. • If advance is needed more than 10 days prior to the start date, an exception may be requested. • Complete training for Concur travel and expense reporting (through Finance website). • Add Lorinda Collins as a Concur delegate (Lorinda can assist you with this process). – This is very important!

11. While You’re Abroad… • Document all expenditures (who, what, where, when, why). • Collect itemized receipts for all lodging and meal purchases (Folio receipts for hotels). • Use receipt book for instances when payee cannot generate receipt (payee MUST sign the receipt). • Document transportation expenditures under $50 in receipt log for use in your PER. • Complete translations or summaries for meal and lodging receipts .

12. While You are Abroad • Ohio University/study abroad programs cannot lend students or participants money. • Western Union • State Department

13. Per diem • Rates are subject to change. • Rates are determined by the Office of Allowances. • Concur automatically populates full per diem, so an adjustment might be necessary. • You are not eligible for per diem if you are included on a receipt for a meal. • Include cell phone expenses, immunizations and medications in per diem whenever possible.

14. P-Card Transactions • P-card limits can be increased - see Janice for details. • Do not claim Pcard transactions as part of your PER. They cannot be counted toward program advance funds. • Original receipt is required for records management purposes. • Pcard transactions will be processed in a separate Concur report upon the completion of the program.

15. Non-Allowable Transactions • Birthday-related items • Alcohol • Donations • Faculty Laundry • Cleaning supplies that are not designated for student use • Personal items • Long term rentals (1 year or longer) • Medical Expenses (immunizations and meds) • Passports

16. Special scenarios • Cell phone and Internet expenses should be bundled into per diem when possible. • Cell phone allowance – taxable income • Cell phone documentation requirements • Entertainment expenses and hospitality gifts require disclosure of relationship of individuals to university. • Paying individuals for program-related work. • Handling honoraria • Enrolling individuals in payroll • Payment via invoice

17. Program Expense Report • Program Expense Report – must be completed through Concur • Detail who/what/when/where/why • Attach itinerary • Attach documentation of exchange rate • Due to OEA within 15 calendar days after end of program – the earlier, the better • Program Expense Reports are required even if the only expense claimed is per diem • Original receipts are required

18. Concur… • Will be used for P-Card reconciliation • Will be used to complete your program expense report • Ohio University Concur home page and training http://www.ohio.edu/finance/pcard/Concur.cfm • Login Page https://concur.admsrv.ohio.edu/concur/index.jsp

19. Helpful Hints • Maintain detailed records - update frequently • Keep copies of all paperwork • If anything is lost or stolen, document incident and recreate documentation as best as possible • Contact us with questions – when in doubt, ask • Separate program money from personal money • Complete your PER as quickly as possible upon the completion of the program, the earlier the better

20. Risk Management, Safety, & Student Behavioral Concerns

21. Emergency Response Guidelines & Procedures • Perceived and real emergencies must be dealt with abroad. • The highest priority for Ohio University and the OEA is the safety of all participants. We will use all reasonable measures for responding to an emergency (real or perceived). • Faculty director is the OU representative abroad and must be responsive in such situations.

22. Situations to be prepared for • Disciplinary situations • Student personal issues • Homesickness, culture shock • Medical emergencies • Hospitalization, mental health, animal bites • Financial • Currency devaluation, leader or student loses money • Missing students • Socio-political • Terrorism incident • Natural Disasters • Volcano, earthquake • Other situations specific to your destination? • Questions about preparedness in event of emergency?

23. Prior to departure Office of Education Abroad will… • Provide mandatory orientation for students. • Provide program directors with emergency cards for participants and themselves. • Receive regular updates on world situations regarding health and safety. • Enroll students in mandatory health insurance plan through HTH for duration of program.

24. Bobcats Abroad • Student Code of Conduct/Conditions of Participation • Avoiding political rallies and confrontational situations • General safety guidelines • Appropriate alcohol use • Safe sex • General health guidelines • How to respond in an emergency (keeping perspective, knowing who to call/where to go) • Managing expectations (academic, cultural, and personal) • OHIO requirements (embassy registration, HTH insurance, copies of passports and flight itineraries to OEA) • Identity issues • Cross-cultural communication • Logistical tips from returned students (packing, travel deals, etc.)

25. Prior to departure Faculty Director will… • Develop an emergency plan identifying risks and additional personnel to have responsibility in an emergency. • Provide site-specific orientation sessions. • Inform student participants of details for emergency card. • Discuss emergency procedures with students. • Who is responsible if something happens to the director? • What is the meeting place in event of emergency? • Submit student addresses and phone numbers abroad, complete itinerary, and emergency plan to the OEA.

26. Prior to departure Faculty directors should require that students… • Attend Bobcats Abroad • Update the faculty director/OEA on any changes to: • Family and emergency contact information • Health history • Turn in the following forms: • Copy of passport • Flight itinerary • Embassy registration form • HTH enrollment form • Carry HTH and emergency card on them at all times.

27. To carry abroad: • Emergency response guidelines and procedures • Faculty emergency response card • Students’ emergency contact information • HTH Medical Reimbursement Forms • List of HTH-network providers in your region • Phone tree/contact information for students • Copy of flight itineraries • Copy of your emergency plan • Cell phone Note: Student health information is available in EAIS. If you carry this abroad, please carry it in a sealed envelope.

28. Cell phones • All directors should have a cell phone. • It is strongly recommended that students purchase cell phones (or the program can purchase them).

29. During program operation • Faculty Director will… • Provide regular updates to the OEA. • Maintain a current list of contact information for all participants and share all updates with the OEA. • Test communication plan with students. • Office of Education Abroad will… • Monitor the U.S. Department of State and the Overseas Consular Service’s websites and communicate as appropriate.

30. During program operation • Students should be encouraged to… • Provide director and appropriate on-site personnel with travel plans and contact information prior to traveling independently while abroad. • ***Required by Conditions of Participation*** • Remain aware of health, safety, and political climate in the host country. • Remain aware of their surroundings.

31. Responding to Emergencies Read through emergency response procedures and guidelines in advance. Response will be different for real vs. perceived emergencies, mainly with timeline. Responses vary by definition of event. Priorities during medical emergency and other types of emergencies available on faculty emergency card. Whenever possible, communicate with OEA before making decisions.

32. Responding to Emergencies Read through emergency response procedures and guidelines in advance. Response will be different for real vs. perceived emergencies, mainly with timeline. Responses vary by definition of event. Priorities during medical emergency and other types of emergencies available on faculty emergency card. Whenever possible, communicate with OEA before making decisions.

33. International SOS

34. Utilizing HTH • Call HTH as soon as possible. • Network vs. non-network providers. • HTH will attempt to arrange payment, even for non-network providers. • Claims form can always be submitted after the fact. • HTH not always immediately accepted even at network providers, so be sure to call! • HTH can locate medical care providers and schedule medical appointment.

35. Documents regarding student behavior • Conditions of Participation • Student Code of Conduct • Individual program rules • Consult with OEA/Legal Affairs on program rules.

36. Disciplinary situations • Define for students in advance, perhaps as part of program rules • Suggested model • Verbal warning • Written warning • Removal from program • For severe situations (sexual harassment, drug use), first steps may be skipped. Communicate with OEA! • Fill out incident report form or write detailed report after the fact.

37. Additional Reminder • Student evaluations need to be submitted to OEA at end of program. • Director Annual Report due at end of program. • Student class registration is changing http://www.ohio.edu/oit/rufus/. RACs no longer exist. This won’t affect study abroad registration but may affect you as academic advisor abroad.

38. Thank you for your attendance.