Handbook for Drake UniversityTravel Seminar Leaders

AndOff-Campus Courses/Programs

Drake International11/18

Table of Contents

Page

INTRODUCTION TO HANDBOOK...................................................................................................4

GENERAL INFORMATION FOR SEMINAR PARTICIPANTS AND VISITORS......................................5Philosophy..........................................................................................................................5Policies and Procedures.....................................................................................................5Travel Coordination............................................................................................................5Attendance.........................................................................................................................5Drugs and Alcohol..............................................................................................................6Registration with Embassy ................................................................................................6Changes..............................................................................................................................6Cancellations, Withdrawals and Refunds...........................................................................6Travel Responsibly............................................................................................................. 7Operation of Motor Vehicles..............................................................................................7Visitors............................................................................................................................... 7Family Members Accompanying International Travel Seminars .......................................8Independent Travel at End of Seminar...............................................................................8Health Insurance and Emergency Assistance Coverage.....................................................8Disclosure of Medical Conditions.....................................................................................10Travel Insurance...............................................................................................................10Passports (For International Seminars) ...........................................................................11Visas (For International Seminars)...................................................................................12Applications......................................................................................................................12Deposits........................................................................................................................... 12Payments......................................................................................................................... 13Terra Dotta.......................................................................................................................14Medical Problems or Illness During Seminar....................................................................14Immunizations..................................................................................................................14Disabilities........................................................................................................................15

SEMINAR DEVELOPMENT GUIDELINES FOR INSTRUCTORS........................................................15Considerations Before Planning a Seminars.....................................................................15Seminar Leader Eligibility and Responsibilities................................................................16Co-Leader Eligibility and Responsibilities.........................................................................17Prior Experience in Location.............................................................................................19Faculty and Staff Compensation.......................................................................................19Credits/Contact Hours......................................................................................................20Course Proposal/Approval Process..................................................................................20Third-Party Providers.......................................................................................................21Budget Proposal Approval Process...................................................................................21Risk Assessment Process/Safety and Security..................................................................22

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Marketing and Recruitment.............................................................................................22Pre-departure and Re-entry Sessions...............................................................................22Support Provided by Drake International.........................................................................24Overview of Responsibilities............................................................................................24Timelines..........................................................................................................................25Evaluation/Assessment....................................................................................................25Financial Aspects..............................................................................................................25Marketing Considerations................................................................................................26Participant Selection Guidelines.......................................................................................28

HEALTH, SAFETY & LEGAL ISSUES FOR INSTRUCTORS................................................................28Immunizations.................................................................................................................28Overseas Medical Care ....................................................................................................29High-Risk Activities...........................................................................................................29Traffic and Vehicles..........................................................................................................29Swimming.......................................................................................................................29Liability Issues .................................................................................................................30Sending Participants Home..............................................................................................30Crisis Management Guidelines.........................................................................................30

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INTRODUCTION TO FACULTY HANDBOOK

This handbook is designed to guide Drake faculty members in the successful development and management of travel seminars (domestic and international) and other classes abroad. For purposes of brevity in this handbook, the term “Seminar” will be used to refer to all domestic and international travel seminars and off-campus courses/programs. As used in this handbook, the word “Participant” broadly includes everyone with any connection to Drake who will be at the Seminar location, even if they are not enrolled for credit. “Participants” may be further broken down into “Students,” “Instructors” and “Visitors.” The term “Student” as used herein refers to those enrolled at the University who are participating in the Seminar as part of their University education. As used herein, the term “Instructor” refers to the person principally in charge of the Seminar. As used herein, the term “Visitor” refers to all alumni, friends or family of Participants, who are allowed to travel to the Seminar site but who do not officially participate in the Seminar and receive no credit. The term “Visitor” also includes all Drake employees who are visiting the seminar but are not officially leading/assisting with the Seminar as part of their employment duties.

Faculty interested in developing an international or domestic travel seminar should contact Maria Rohach, Assistant Director of Drake Administered Programs Abroad at maria.rohach@drake.edu, or at 515-271-3651. Questions on the content of this handbook should also be directed to Maria.

NOT A CONTRACT

THIS HANDBOOK DOES NOT CONSTITUTE A CONTRACT BETWEEN DRAKE UNIVERSITY AND ANY PERSON OR ENTITY. DRAKE UNIVERSITY RESERVES THE RIGHT TO MAKE CHANGES TO THIS HANDBOOK WITHOUT PRIOR NOTICE.

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GENERAL INFORMATIONFOR SEMINAR PARTICIPANTS AND VISITORS

Philosophy

Drake University established Travel Seminars to offer students courses that integratean academic experience with intercultural and experiential learning whiletraveling. Travel Seminars are short-term faculty-led study abroad (or domestic)programs offered during J-term or summer. The Seminar courses are for the benefit of students. These courses are by nature experiential; but they are also designed to be full academic experiences. The traveling, with its varied experiences, is not in itself justification for the existence of these programs. They have a solid academic base. They are often physically demanding, as well.

Policies and Procedures

When you agree to lead a travel seminar, you are agreeing to follow the policies and procedures established to help ensure the success of the Seminar. All Seminars involve risk. It is the responsibility of faculty to take whatever steps are necessary to minimize risks to the program participants. It is understood that even if reasonable effort is made to protect the health and safety of Participants, Drake cannot guarantee a risk-free environment or accept responsibility for accidents or illnesses.

Instructors have authority to impose additional polices and procedures as reasonably dictated by the circumstances of each Seminar. Should the Instructor decide that a student must be removed from the Seminar or otherwise disciplined because of conduct in violation of the Drake Code of Student Conduct, disruptive behavior, conduct that could bring the University disrepute or conduct that violates any provision of the student handbook, that decision will be final.

Travel Coordination

Traveling requires organization and coordination. Schedules for trips, movements at airports, and other areas concerning travel arrangements will often necessitate certain regimentation. Students are obliged to cooperate in this regard, realizing that it is imperative to follow the directions of one person when traveling in groups.

Attendance

It is essential for students to attend all sessions related to the Seminar (pre, during, and post) and other scheduled activities as part of the Seminar course. The future of our off-campus courses/programs depends upon the goodwill of our Instructors and Co-leaders. Drake must protect that goodwill by requiring that students be present at every scheduled class and activity.

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Drugs and Alcohol PolicyTravel seminar participants are subject to the local laws of the host country. Foreign visitors in countries abroad are particularly vulnerable when it concerns violations— intentional or unintentional—of local rules and regulations concerning alcohol and, in particular, drugs. Some drugs are illegal in certain foreign countries even when they have been legally prescribed in the United States. Possessing or using drugs in violation of local law can carry heavy penalties, including the death sentence. The process of law and punishment may be far more arbitrary than within the United States and may lead to prolonged imprisonment under substandard conditions. Students should obey the local laws. Depending on the circumstances, specific policies may be established for a Seminar, including a prohibition on the consumption or possession of alcohol by all participants. In other cases, while persons of legal age may not be denied the right to drink alcohol, the University will endeavor to prevent the abuse of drinking privileges by encouraging individuals to behave in an appropriate and responsible manner when drinking alcohol. Any students violating Drake University policy regarding alcohol, illicit drugs, and/or controlled substances will be subject to disciplinary action, including immediate removal from the Seminar. If students are going to drink alcohol, they must do so responsibly and in conformance with local laws and the Drake Code of Student Conduct. Students should be aware that accidents are more likely after using alcohol or drugs, as well as pain and embarrassment. Seminar participants are also unlikely to be covered by insurance if alcohol is involved.

Registration with Embassy

Drake International registers all Participants with the U.S. Embassy through the Smart Traveler Enrollment Program (STEP). STEP is a free service provided by the U.S. Government to U.S. citizens who are traveling to, or living in, a foreign country. Drake enters information about each trip abroad so that the Department of State can better assist the case of an emergency. STEP also allows Americans residing abroad to receive routine information from the nearest U.S. embassy or consulate via telephone or e-mail.

Changes

Drake University reserves the right to make cancellations, changes or substitutions, in its sole discretion, in case of emergency or changed conditions or in the general interest of the Seminar.

Cancellations, Withdrawals and Refunds

Should a Participant withdraw from the Seminar prior to departure, s/he will forfeit the deposit and all non-recoverable costs and will also be responsible for any additional fees that result

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from the withdrawal. Seminar deposits are refunded only in cases of bonafide medical withdrawal, Seminar cancellation or student withdrawal/suspension from the University, any of which must occur and be documented, including a written request for return of the funds, prior to the Seminar departure date. In the case of bonafide medical withdrawal, the student must also submit to the Instructor, prior to departure date, a physician's statement of reasons why the student cannot/should not undertake the trip.

Should a student withdraw while a Seminar is in progress, he/she will forfeit the deposit as well as all payments made towards the Seminar. The student will also be responsible for any additional fees that result from the withdrawal (such as additional airfare).

Travel Responsibly

Students are expected to conduct themselves in a responsible and mature manner at all times. This includes being sensitive to cultural dress, norms and behavior in the sites visited. The Instructor should inform students of the appropriate dress, norms and behavior for each site and it is the responsibility of each Participant to adhere to these requirements.

Operation of Motor Vehicles

Participants who plan to lease and drive a vehicle within the United States must contact the Office of Business and Finance at 515-271-3116 to ensure appropriate insurance and Certificates of insurance are in place and to obtain and fill out the appropriate driving forms (including Motor Vehicle Report Request and Fair Credit Report Authorization).

Drake prohibits rental of transportation types of vehicles for individual use in foreign countries. When renting larger vehicles, e.g., bus, for a group with a chauffeured driver in a foreign country, the renter should purchase the vehicle insurance through the rental company. Public transportation is normally acceptable. Operation of a motor vehicle in another country is strongly discouraged. Traffic laws and regulations differ from those in the United States. In some countries, an international driver’s license is required. If an accident occurs, the Instructor/student/personal insurer is solely responsible for all liability, damages and costs.

Visitors

The Instructor must approve visits by family members or friends. All Visitors must make their own arrangements for travel, housing and food. Any costs connected to these visits will be borne by the Visitors. Students in Seminars cannot offer housing accommodations, meals or participation in classes and/or field trips to Visitors.

All visiting family members and friends must complete the SEMINAR VISITOR RELEASE, INDEMNIFICATION AGREEMENT AND STATEMENT OF UNDERSTANDING (to be signed by each

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adult visitor). The original signed copy of this form must be sent to the Assistant Director, Drake Administered Programs Abroad in Drake International.

Family Members Accompanying International Travel Seminars

Family members (spouses, partners, and/or children) of faculty leader(s) who choose to accompany the travel seminar do so voluntarily at their own expense, unless they are officially approved as Co-leaders. Minor children of Faculty Leader(s) may travel with the group only if another adult not participating in the seminar travels with them to provide supervision. Looking after family members should not infringe on Faculty Leader duties and should not interfere with the academics or logistics of the program. In order to be covered under Drake’s Emergency Assistive Coverage, family members must purchase CISI coverage. This can be done by contacting Donna Blunck at 515-271-3116. Family members must also sign appropriate Visitor Waivers, which you can get from Drake International.

Independent Student Travel Before or After Seminar Independent travel to and/or from the Seminar destination is strongly discouraged. If a Participant provides rationale to the Instructor and Drake International for why this is necessary, and the independent travel is approved, the following steps must be taken:

1) The student must send a note in writing confirming that they are making their own international travel arrangements for the Seminar independently, and that they understand that Drake will not be responsible for their travel arrangements to and from the seminar destination.

2) The student must confirm that s/he will do their best to coordinate their arrival and departure times with that of the group, and that they acknowledge they will be responsible for making appropriate arrangements to join the group on site.

3) The student must have a parent or legal guardian send written acknowledgement that s/he is aware of the student’s plans to make the international travel arrangements independently.

Health Insurance and Emergency Assistance Coverage

Cultural Insurance Services International (CISI)Drake has contracted Cultural Insurance Services International for sickness and accident travel insurance as well as Travel Medical and Security Assistive Services including Natural Disaster Service.

Participants are responsible for all medical expenses not covered by CISI. In most instances, medical expenses abroad will have to be paid out of pocket at the time of service, with reimbursement sought later from CISI.

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Students who would like to purchase travel insurance coverage can investigate their options and select a plan. Among other options, they may purchase a short-term plan through www.insuremytrip.com.

Each participant will be asked to provide the name of their primary insurance carrier, along with the number and date of expiration of the policy under which they are insured within the Terra Dotta data management system.

CISI’s assistive services apply to all registered students, faculty/staff on Drake-sponsored international programs and projects, but only for the Drake-sponsored portion of an individual’s travel. Coverage does not apply for additional travel days prior to the commencement of the program or after its conclusion. Visitors may purchase the same policy through CISI in order to have the same coverage as Drake Participants.

All participants (students and faculty/Seminar Leaders) will be emailed their own CISI insurance card and should carry their CISI ID card with them when traveling in a foreign country. To use CISI health insurance coverage, please review the two options below from CISI:

In the Case of a Minor Injury or Illness We are always happy to pay a foreign provider directly. Many foreign providers, however, prefer payment from the patient when services are rendered. Insureds using this insurance should be prepared to pay for doctor visits for minor illnesses such as a sore throat or a sinus infection, for example. However, even for a minor illness, if the overseas doctor is willing to bill us directly, we are willing and able to pay them directly for covered medical expenses (this is always up to the provider). CISI's billing address and claim help # is on each ID card and on the claim form which is part of the brochure. If medical expenses are incurred while abroad, the claim form and scanned copies of the itemized paid bill(s) can be emailed to claimhelp@mycisi.com. Claims should be submitted for processing as soon as possible (and no later than one year after treatment was received, if possible). Claims are typically processed within 15 business days provided CISI has all of the information needed for reimbursement. A case does not need to be opened in advance in order for us to pay a claim for covered expenses for minor injuries/illnesses. Team Assist (our 24/7 assistance provider) can help provide referrals to doctors/hospitals if needed but insureds may visit any provider they would like and eligible expenses will be covered at 100% (in other words, CISI does not have network restrictions).

In the Case of a Serious Injury or Illness In the event of a serious illness or injury requiring expensive treatment or hospitalization, our goal is to have the hospital or facility bill us directly so that neither the program/sponsor/school nor the insured needs to provide payment. In these types of situations, the insured (or someone calling on his/her behalf) needs to open a medical file with AXA Assistance (our 24/7 assistance provider) asking for help with this. In addition to being able to pay by check, CISI also has the ability to wire transfer to foreign hospitals when necessary/requested. AXA Assistance

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is also able to guarantee/make payments and has a network of local partners who can make payments on behalf of our insured's when necessary (CISI then reimburses AXA Assistance). AXA Assistance (our medical/travel/technical partner) and i-JET (our security partner) are both 24/7 operations. To keep things simple for our insureds, the number to call for a medical/travel/technical issue is the same as for a security related issue. The toll-free 800 and non-800 (when calling from overseas) numbers for AXA Assistance are provided below as well as on the ID card and in the brochure under the claim form. On the claim form we list CISI's claim help line (203-399-5130) and e-mail address (claimhelp@mycisi.com) which are answered from 9-5 EST M-F. AXA Assistance has 24/7 access to our enrollment database and also has access to each group's coverage information. If a benefit or claim related call or e-mail comes to AXA Assistance during our business hours it is usually transferred to us. After hours and on weekends, AXA Assistance handles the communications and involves our Claims Operations Manager as needed 24/7.

An Important Note about Medical and Security Evacuations Sometimes an insured’s medical condition requires a medical evacuation to obtain further medical treatment in the nearest adequate location or back in the U.S. Sometimes insureds are required to evacuate due to security concerns. It is important for insureds to know that in order for medical or security-related evacuation costs to be covered all approvals and arrangements must be made by AXA Assistance in conjunction with the attending physician (for a medical evacuation) and with i-JET (for a security evacuation). Anyone may contact AXA Assistance (see information below) to open a medical or security file if assistance is needed or if evacuation may be a possibility.

Disclosure of medical conditions

In emergency situations abroad, it may be important for others to know about pre-existing medical conditions and medications being used. Students will be given an opportunity to share this information in the Terra Dotta system, prior to departure. All information will remain confidential and will be shared only if necessary to provide appropriate treatment while abroad. Instructors and Co-leaders will have access to Participant information in Terra Dotta prior to the Seminar’s departure. Use your Drake Username and Password to login to Terra Dotta.

Travel insurance

Participants should consider whether or not they want to purchase individual travel insurance to cover the cost of lost airline tickets, baggage, etc. While Drake does not require travel insurance, we do recommend that Participants discuss the issue with their insurance representative.

Participants should also consider whether to purchase trip cancellation insurance, which protects Participants financially if they have to cancel or interrupt their study abroad program

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for medical reasons. While Drake does not require trip cancellation insurance, it is another type of insurance that Participants should discuss with their insurance representative.

Passports (for International Seminars)

A student who has applied for an international travel seminar but who does not have a valid passport should apply for one immediately. If possible, Participants should renew their passport approximately nine months before it expires. Some countries require that a passport is valid at least six months beyond the dates of the trip. Please visit www.travel.state.gov to check on the entry requirements for the selected country. Some airlines will not allow passengers to board if this requirement is not met.

To apply for a passport, applicants will need:

Proof of U.S. citizenship through a previous U.S. passport OR a certified copy of their birth certificate with an embossed seal; obtainable from the Clerk of Court in the county in which the student was born.

Proof of Identity through a previous U.S. passport OR driver’s license. Two recent color passport photos (can be taken at Walgreens or local photo shops.) $110 fee. For information on passports go to http://www.state.gov. An application form.

Participants can apply for a passport at a major post office, a county government building, or a passport office. The Des Moines passport office is located at the Main Post Office on 2nd Avenue.Although the standard application process usually takes 4-6 weeks, it can take as long as three months. If your Seminar is taking place within six weeks, inquire about a faster application process called “expedited.” To further rush the expedited service, the Participant should send the application overnight or express mail along with a self-addressed, pre-paid overnight/express mail return envelope.

Additional information on obtaining passports is located on the Department of State’s web page: http://travel.state.gov/passport. When the passport is received, it must be signed on the page opposite the photo to make it valid.

Participants should photocopy the photo page of their passports and upload the scanned document into the Terra Dotta system. Students should also keep one copy of their passport photo page with them throughout the Seminar, in a separate place from the original passport in case the original is lost or stolen.

Any papers or cards that are inserted in the passport or given to Participants by immigration or customs officials should be carefully stored in the passport throughout the Seminar. Participants may need to present them upon departure or re-entry into the United States.

Visas (for International Seminars)

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Some countries require a visa, which is a special permission to visit the country, signified by a stamp entered in a passport. Instructors are responsible for knowing if the country to which they will be traveling requires a visa for entry. Instructors should call the consulate of each country they plan to visit or go to the Embassy’s website to obtain details on visa requirements. Processing of visa applications can take weeks, so plan ahead. The Drake International office can assist seminar Participants with the visa process, but the Instructors must be aware of the requirements and share them with Participants. It is ultimately the student’s responsibility to obtain a visa.

Applications

Because group size is limited, early application or registration is important. Travel seminars normally will be capped at 20 and have a minimum of 10 participants in order to be offered. If there are pedagogical reasons for exceptions to the standard minimum (10) or the standard course cap (20), the Instructor may request approval from his or her College Dean or the appropriate unit head and the Provost. The maximum number of students may not exceed 25. Seminars may be canceled if there is insufficient enrollment.

Travel seminars have specific eligibility criteria:

1. Minimum 2.5 GPA for undergraduate students. For Law School and graduate students, please see program-specific application criteria.2. First-year students entering directly from high school are not eligible for any J-term class.3. Successful disciplinary check

For all Travel Seminars: Students should apply to their program of choice through the Terra Dotta system: https://drake-sa.terradotta.com.

For Spring/Summer Travel Seminars there is a fall Education Abroad Fair held in early October. The application deadline for Spring/Summer Travel Seminars varies by program. For J-term Travel Seminars the J-Term Fair is held each spring showcasing both on-campus and off-campus J-Term courses. Instructors and Co-leaders should be present at the fairs to provide information on their courses.

Late applications: Space permitting, late applications or registration may be accepted under special circumstances, although students may be assessed a late charge or have to pay higher airfare.

Deposits

All travel seminars require a $500 non-refundable deposit, which holds a student’s space in the Seminar. For Spring/Summer travel seminars, students must place the $500 deposit within two weeks of acceptance into the seminar. For J-term, the deposit deadline is set annually (check Terra Dotta for further information), but is typically one month after registration closes.

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Payments

All Seminars have a payment schedule. For Spring/Summer Seminars, this is determined on a program-by-program basis. Drake International and the Instructor determine the payment schedule. For J-term Seminars, there is a pre-determined payment schedule. This schedule will be made available to students at the J-term Fair.

Please note that use of the payment schedule is for the benefit of the student, and that payment in full is allowed at any time. As payment plan payments are used to begin paying for trip deposits and plane tickets, students are to be paid up to the current payment plan installment amount or higher at any point in the trip planning process.

Failure to make scheduled payments may result in the student losing their spot and non-refundable $500 deposit in the Seminar. It may also activate holds on their student account. Additionally, the University may be unable to provide final travel arrangements until full payment for the Seminar has been made.

If a trip is overpaid (either because of an overpayment on the part of the student/parent, or the addition of a trip scholarship), refunds will be issued when the trip charges are added to the account. This occurs in the week approaching the actual travel date. Refunds are not issued throughout the trip planning process, and they are always issued to the student, regardless of who paid the charge.

Students can make payments in one of the following ways: 1. Pay in person at the Cashier’s Office (Old Main, Room 102), hours are 8 AM – 4:30 PMa. Cashb. Check (provide ID, trip destination on Memo line)c. Debit 2. Pay online via MyDrake*Click on Student Account Section*Click on Make a Payment*Click on Deposit Tab*Choose J-term 2019a. E-Checkb. Debitc. Credit (2.75% convenience fee) 3. Mail a check (provide ID, trip destination on Memo line) to the address belowDrake University – Cashier’s Office115 Old Main2507 University AvenueDes Moines, IA 50311

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Please be aware that additional Drake charges, in addition to trip travel costs, may be assessed, depending on the semester and student status (Example – Graduate and Part-time students would be assessed a fee for credits earned during a J-term trip, in addition to trip costs, as this is a full-time undergraduate program). Participants should read through all materials pertaining to their trip and call relevant offices (Student Accounts, Housing, etc.) to become informed about additional charges that may apply to their account. Students taking the course not for credit (Example – Ray Society Members, Graduate students) will be assessed a $500 administrative fee.

Terra Dotta

All Seminar students are required to apply to a Seminar in the Terra Dotta System (https://drake-sa.terradotta.com). Terra Dotta is the data management program used for study abroad. It is crucial that all steps in the two-step process are accurately completed, as this information is used by faculty and staff associated with each program to make appropriate arrangements. The data required by the system includes passport and medical information, as well as emergency contact information. Students complete required waivers and release forms for their program electronically through Terra Dotta. The two-step process must be completed prior to departure in order for students to participate in the program.

Instructors and Co-leaders log in to Terra Dotta with their Drake ID number and password, so that they may view the student profiles. This allows for student information to easily be retrieved in the case of an emergency.

Participant Medical Problems or Illness During Seminar

Each Participant should provide information in the Terra Dotta system about current or past medical problems or conditions that may affect their safety and well-being or that of other Participants. Drake is not responsible for accommodating health problems or disabilities that are not disclosed in a timely manner to the Instructor, with timely follow-up and coordination with Drake Disability Services. Drake may also require physician clearance and/or documentation of health conditions or disabilities.

Please see “Emergency Guidelines for Drake Programs Abroad,” for procedures for handling emergencies.

ImmunizationsIt is the Instructor’s responsibility to know which vaccinations are required or recommended for travel to the host country/location. Please visit www.cdc.gov for this information. CDC information for the host country must be provided to students prior to the trip’s departure. Students should make an appointment at the Polk County Health Center in order to receive appropriate vaccinations. Upon special request from an Instructor, Drake’s Health Center may be able to administer vaccines for students.

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DisabilitiesStudents who identify themselves as individuals with disabilities who are requestingaccommodations should contact the Drake University Disability Services office, 515-271-1835. Drake Disability Services will:

• request specific disability documentation from the student and determine eligibility for accommodations.

• work with the Instructor to determine essential functions of the Seminar.• work with the Instructor and the student to identify and finalize reasonable

accommodations.

It is important that all qualified students with disabilities have the opportunity to complete this process prior to any decision regarding their ability to participate in a Seminar. Students requesting accommodations must do so in a timely manner and comply with the requests of Disability Services.

Program Development Guidelines: Drake International Travel Seminars

CONSIDERATIONS BEFORE PLANNING A SEMINARFaculty should consult with colleagues and ultimately their department chairperson on their idea for a travel seminar. It is Drake’s policy that all seminars have TWO program leaders: a primary Instructor and a Co-leader. The seminar may also be co-taught. (Throughout this handbook, if there are two instructors for one seminar, the leaders will be referenced as “co-instructors.” If there is one sole instructor, s/he will be referenced as the primary instructor, and the second person will be referenced as a “co-leader.”).

Academic ExcellenceAn Instructor’s primary commitment when developing and teaching a Seminar is to strive for a safe, high quality, educational experience for Drake students. Seminars should meet the same standards of academic excellence that are expected in any Drake course offering but offer educational opportunities that cannot otherwise be duplicated on campus.

Significant Level of ImmersionIt is expected that Seminars will provide significant opportunities for students to immerse themselves in a different culture or environment. Seminars take advantage of their unique locations to provide enhanced educational experiences while maintaining academic rigor outside the usual classroom setting. It is important that Seminars offer significant opportunities for students to interact with new people and experience the culture first-hand. Guest lecturers from the host locale are also a desirable addition to the Seminar experience.

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LogisticsThe Seminar Instructor must give careful consideration to the facilities, staff and programs available in the host location. It is important to consider safety, instructional needs, space, convenience and comfort when arranging for housing (where the Participants are staying), meals (individual or group), transportation (plane, train, bus, other), classroom space and site visits.

Instructional PlanningInstructors are encouraged to use different models of instruction: lecture, field study, independent research, interviews, reading assignments (particularly pre-departure), group discussion, site visits, etc. While taking advantage of the unique opportunities and programs available in the host location, avoid the temptation to over-schedule Participants’ time; allow time for Participants to process and explore. Consider whether the opportunity to become familiar with a location over an extended period may be more valuable than adding another stop on your itinerary. Schedule free time throughout the Seminar. Encourage Participants to keep a daily journal throughout the Seminar to record their experiences.

Sample Program Models: Stationary : Offers a single base of operation where most of program takes place Multi-stop : Includes stops in various locations throughout the length of the program Integrated : Offers structured opportunities for cultural interaction such as home stays or

coursework at a local university Field study : Offers hands-on opportunities such as archaeological digs or biological research Language immersion : Includes an in-depth language study in addition to or as part of the

main course objectives Service-learning : Integrates community service with guided instruction and critical reflection

When? J-term Summer Term (typically starting right after finals in May) Embedded in a semester course (i.e. over Spring Break)

SEMINAR LEADER ELIGIBILITYNote: The term "Instructor" refers to the Instructor of Record for the course. The Instructor assumes the primary leadership role for the travel seminar. If the course is co-taught, the co-instructors would share all responsibilities related to the course.

Full-time, tenure-track, tenured, and consecutive term faculty appointments at Drake University are eligible to lead a travel seminar. A leader’s academic qualifications or experience in an academic field is under the purview of the Department Chair and the College Dean. The College Dean will also verify the leader is able to perform the essential functions of the leader position before s/he signs off on the proposed travel seminar.

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Drake University exempt staff may, with manager approval, lead Drake University travel seminars so long as there is reasonable nexus between the staff member’s regular duties and the seminar, while remaining in paid status and without taking vacation. Exempt staff serving as lead Instructors are expected to hold a terminal degree in their academic field, and any exceptions must be approved by the Dean of the College offering academic credit and the Provost. The staff member’s direct supervisor will verify the leader is able to perform the essential functions of the leader position before s/he approves the staff member in an Instructor role.

It is strongly recommended that at least one seminar leader, preferably the Instructor of record, have prior experience in the geographic location of the seminar and the main sites to which students will travel (see policy on “Prior Experience in Location”).

Instructors should minimally have a working knowledge of the language of the host country. If neither the Instructor nor the co-leader of the international travel seminar speaks the language of the host country, an interpreter must be available to the group at all times.

Drake strongly recommends that the program leadership include a mix of genders.

Instructor ResponsibilitiesInstructors who teach Seminars will assume a variety of responsibilities that are not a part of typical course instruction. They will also be part of a unique learning environment that promises significant academic and personal growth for students. Therefore, while the responsibilities are great, the rewards are greater.

Instructor responsibilities include:

Develop course proposal; submit course for approval; submit proposal for AOI approval Develop program itinerary to fit learning objectives Select third-party provider or complete logistical arrangements including on-site

transportation, lodging, meals, accommodation, cultural activities and itinerary Create budget; submit budget for approval Complete risk assessment worksheet Set criteria for acceptance into the program Marketing and recruitment (developing marketing materials, info sessions, classroom

visits, attending J-term term fair, etc.) Assist in enrollment management Attend workshops on logistics, intercultural development, and health and safety Hold a series of pre-departure sessions Hold a post-program/re-entry session

SEMINAR CO-LEADERNote: The term "Co-leader" refers to the person serving in a support role for the travel seminar (all travel seminars require a second person to accompany the lead Instructor).

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EligibilityAll Drake travel seminars require a second person to accompany the lead Instructor. Drake faculty and staff, faculty from another institution, and community members who have a particular interest or expertise in the subject area can serve as co-leaders. If the seminar is co-taught, a multidisciplinary approach is encouraged in order to reach a broader audience.

Drake University exempt (salaried) staff may, with manager approval, co-teach travel seminars, following the same policy for exempt staff wishing to serve as Instructors (see “Seminar Leader Eligibility” above).

A non exempt hourly employee may serve in a support role on a travel seminar. Before such ‐assignment is made, Human Resources, the non exempt employee’s supervisor, and the leader ‐of the seminar shall consult with the employee’s unit head to determine whether the assignment is feasible and how it will be handled in light of the requirements of the Fair Labor Standards Act.

Drake strongly recommends that the program leadership include a mix of genders.

For non-Drake faculty or staff serving as co-leaders, the Executive Director of Global Engagement and International Programs and the Drake University Human Resources department must be consulted before approval is given, as additional paperwork will be required. Non-Drake employees will be asked to submit a vita to the Executive Director of Global Engagement and International Programs, and Human Resources will conduct a background check.

ResponsibilitiesThe co-leader must be prepared to assume oversight of the travel seminar in the event that the primary faculty leader is unable, due to illness, injury, incapacity, or because s/he has been called away to respond to a problem.

Both the Instructor and co-leader are responsible for the welfare of students participating in program, and for insuring student adherence to University policies, rules, regulations, Drake Code of Conduct, and laws of the locality and host country that they are visiting. They must review the “Emergency Guidelines for Drake Programs Abroad,” attend the mandatory emergency response training that is conducted by Drake International staff each semester, and sign the appropriate waiver and release forms prior to departure. Both the Instructor and the co-leader should be well versed on health and safety issues pertinent to the location.

Co-leader responsibilities may include: Assist with logistical arrangements Assist in marketing and recruitment (classroom visits, developing marketing materials,

info sessions, attending J-term term fair, etc.)

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Assist with administrative oversight of the seminar (review student applications, respond to student questions related to the seminar, etc.)

Assist with supervision of students during the course of the seminar. (This includes ensuring student engagement in seminar activities, communicating regularly with students throughout the seminar, responding to student questions and concerns, and an active awareness of student whereabouts).

Assist with pre-departure orientations Facilitate discussions during seminar Assist with re-entry programming

If co-teaching, in addition to the above responsibilities, faculty instructors will share responsibility for course development and delivery.

PRIOR EXPERIENCE IN LOCATIONIt is strongly recommended that at least one seminar leader, preferably the Instructor of record, have prior experience in the geographic location of the seminar and the main sites to which students will travel. Funds from Drake International (http://www.drake.edu/international/strategicplan/resources/) and individual Colleges/Schools should be used to encourage faculty who will be leading a seminar to the proposed destination for the first time to conduct a scouting trip to the proposed sites. Faculty that make significant changes in the location or the itinerary of an existing international travel seminar are also encouraged to conduct a scouting trip prior to the seminar experience. On scouting trips, leaders should pay particular attention to insuring the availability of safe housing facilities for students at destination sites and to learning about all pertinent health and safety issues.

FACULTY AND STAFF COMPENSATION

Note that all travel seminars will be compensated according to the same formula, and the costs of that compensation will not be built into student costs.

Lead Instructor: $6,800; Co-Leader: $1,500Co-Instructors (both responsible for academic component of the course): $4,150 each

For full compensation as noted above, there must be 14 days or more of travel (including departure and arrival days). This is based on the fact that on-campus classes meet for 14 days (three weeks of 5 days minus MLK day). If there are fewer than 14 days, compensation is at the travel rate for x/14 days, where “x” is the number of days of travel, plus on-campus compensation for additional days adding up to 14.

For example: if the travel seminar has 12 days of travel and 2 days on-campus, if taught by a single instructor, compensation would be 12/14 times $6800 plus 2/14 times $5100 (on-campus lead instructor rate). The co-leader would receive 12/14 times $1500. (No compensation for the co-leader for work done “not traveling”). If the course were team taught, it would be 12/14

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times $4150 plus 2/14 times $3400 (on-campus co-instructor rate) for both instructors. We can clarify the exact amount based on the specifics of the travel seminar in question.

For a 3-credit travel seminar, an instructor or co-instructor (though not a co-leader) in a January travel seminar, can, with permission of the department and the appropriate Dean, replace monetary compensation with a course reassignment. Experience tells us that this is, in reality, rarely an option that departments or colleges/schools can afford, but it is allowed.

Travel seminars need a minimum of 10 enrollees for full faculty/staff compensation. Because of the need for deposits, and the potential for group airfare rates, exceptions will not automatically be granted for reductions in pay but must be coordinated through the Provost’s office.

CREDITS/CONTACT HOURSJ-term travel seminars normally receive three credits. Summer courses range from three to six credits. In order to calculate the credit hours for your travel seminar, please see the “Credit Calculation Worksheet.” The Credit Calculation Worksheet should be submitted to the appropriate curricular body as part of the course/seminar approval process.

COURSE PROPOSAL/APPROVAL PROCESSTravel seminars follow the normal course approval processes followed by Schools and Colleges. Faculty proposing a travel seminar would take it through the process as they would with any other course, including seeking approval by the University Curriculum Committee (UCC) for courses seeking to fulfill an Area of Inquiry (AOI) designation or the Honors Advisory Board for Honors designation.

An international, short-term course proposal should include:—Description of seminar, including:

-General and specific learning outcomes-What students will learn in an international setting that they could not learn on home campus-How the program takes advantage of the international environment

—Listings of required readings, assignments, reflection components—Proposed itinerary, integrating site visits, lectures, discussions, reflections periods, field work—Evaluating/grading criteria—Pre-departure component (seminars, orientation meetings, required readings, etc.)—Re-entry component: opportunity to debrief on experience and integrate what they learned into life back home (panel, welcome home dinner, social event)

For faculty choosing to use an existing course number for their travel seminar:

If an Instructor would like to use an existing on-campus course number for an international travel seminar, the course should be re-approved with a travel designation (see below

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regarding cross-listing) by the appropriate approving body. Course approval processes will vary by college/school but should include:

Rationale for using existing course number for international travel seminar Learning objectives that reflect the course as taught in an international setting Revised course description Revised course title (if necessary) Credit hours (See “Travel Seminar Credit Calculation Worksheet”) Placement in curriculum Pre-requisites/co-requisites

If an existing on-campus course is revised as an international travel seminar, it is strongly recommended that a course number with a travel designation be assigned and that the course be cross-listed with the existing course number.

THIRD-PARTY PROVIDERSFaculty leaders are strongly encouraged to use a third-party provider for international travel seminars. Providers play an important role in the co-curriculum of a program in so far as they can often provide, plan, and organize the intercultural and cultural immersion opportunities. Providers have local knowledge and manage logistics for seminars such as transportation, accommodations, excursions, etc. In the case where a third-party provider is not utilized, the faculty leader is responsible for making all logistical arrangements for on-site operations. The Assistant Director for Drake Administered Programs Abroad will assist with the provider selection process. Please see “Selecting a Third-Party Provider,” for guidance on this process. The lead instructor will need to complete a “Travel Seminar Design Worksheet,” to share with the third-party provider. This worksheet helps the third-party provider know what it is they are being asked to provide.

BUDGET PROPOSAL/APPROVAL PROCESSBudget approval process:A budget template is given to faculty leaders during the planning stages of the travel seminar. The Assistant Director for Drake Administered Programs Abroad assists with and reviews the budget for submission. Final program price is set by Drake International.

How Program Fees Are Built:ADD:—Instructor costs (international airfare, ground transportation, lodging, meals, visa, immunizations, cell phones, etc.) —Student costs (international airfare, ground transportation, lodging, meals, visas, etc.)—Third-party provider fees—Contingency fee ($250 per student for international seminars and $100 for domestic seminars)DIVIDE BY:—Number of students

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Risk Assessment Process/Safety and Security:The Drake International Risk Assessment Committee reviews International Travel Seminars. Items reviewed include program itinerary and activities, transportation, accommodations, and health information. The committee will also consider the U.S. Department of State’s Travel Alert level for the destination. The Assistant Director of Drake Administered Programs Abroad represents all international travel seminars at the committee meetings. A Risk Assessment Worksheet should be completed by all Instructors.

Seminars should be designed to minimize known health and safety risks. Promotional materials and/or orientation meetings should advise Participants of normal travel concerns and any unusual risks of participation in the program.

Under normal circumstances, Drake-sponsored programs are not allowed to travel to a country where the State Department has issued travel alert level 3 or 4. The Provost may grant exceptions after consultation with the Executive Director of Global Engagement and International Programs and other knowledgeable persons. Participant safety is the primary consideration.

Instructors should ensure that all transportation used for Drake Seminars is operated by insured companies, using licensed drivers or operators. Whenever possible, all such transportation should be equipped with radios or cellular phones for use in emergencies.

Instructors should provide orientation information on how to avoid and/or report crimes while in the host location (i.e.: areas to avoid, how to dress or behave, environmental dangers, how to keep property and persons safe, etc.).

Any significant changes in itinerary (i.e.: a decision to stay an extra day in a particular location, a change of lodgings or a delayed departure, or changes to proposed activities) should be reported to the Assistant Director of Drake Administered Programs Abroad.

Marketing and recruitment:This is primarily the responsibility of the faculty leaders, with the support of the Assistant Director of Drake Administered Programs Abroad. A travel seminar page is created in Terra Dotta by the International Programs staff. The faculty leaders should conduct classroom visits and hold information sessions for interested students. If a third-party provider is used, assistance with marketing may be provided. A minimum of 10 students is required for the program to run. The fall Education Abroad Fair is a great opportunity to promote Summer seminars and the J-term fair in the spring is an opportunity to promote J-term seminars.

Pre-departure sessions:For international travel seminars, which are short-term in nature, pre-departure and re-entry orientations play a critical role in making the on-site time a valuable learning experience. Pre-

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departure and re-entry programming should be figured into the total number of contact hours for the course (see approved Travel Seminar Credit Calculation Worksheet).

The Instructor must hold a minimum of three pre-departure class sessions with all students and the trip’s co-leader. The content of these class sessions should be a blend of lecture and discussion on academic content as well as “practical” information. If a more extensive orientation is necessary or desired, the Instructor may explore the option of requiring a pre-trip course in the semester immediately preceding the international travel seminar. Likewise, the Instructor may also require a post-trip course in the semester immediately following the international travel seminar for a more in-depth debriefing and reflection on the experience.

Pre-departure sessions should aim to meet the following goals/objectives:

Set and discuss the expectations of the program, Instructor and Co-leader, Drake University, and student participants

Create a sense of comfort, trust, and shared intellectual endeavor amongst the group members

Provide cultural and historical context for destination Explain how the seminar will utilize the location by connecting program activities to

course content Discuss the importance of reflection and reflection exercises Prepare students for the logistical aspects of the experience (money, packing, internet

and phone access, etc.) Inform students of health and safety issues specifically related to destination Give students an opportunity to articulate academic and personal goals Prepare students for culturally sensitive interaction in host location

General pre-departure session:

Drake International will hold a pre-departure session to discuss general travel information and Drake policies as related to health and safety.

Re-entry sessions:It is required that at least one re-entry session be held after travel. Ideally, the session(s) should be held within three to five weeks after returning to the U.S. (For Summer international travel seminars, it is appropriate to offer the re-entry session(s) the first week of the fall semester). Re-entry program components should provide an opportunity for the following:

Synthesis and reflection (on experience and on previously articulated goals) Dissemination of knowledge and ideas acquired as a result of the experience (poster

session, student panel, group discussions)

Support provided by Drake Administered Programs Abroad

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Help with navigation of the program development process Consult on itinerary Assist with budget development Identify potential third-party providers Arrange group flights Oversee application process/enrollment management (create program in Terra Dotta) Conduct general pre-departure orientation Conduct seminar leader workshops on best practices/logistics and intercultural

development and student learning abroad Conduct risk management training workshop for all seminar leaders prior to program

departure Monitor US Department of State notices Register students with US Department of State and CISI Assist programs through the risk assessment process; represents programs at Risk

Assessment Committee meetings Respond to crises reported by faculty leaders in country

-------------Overview of Lead Instructor Responsibilities

Develop course proposal; submit course for approval; submit proposal for AOI approval Develop program itinerary to fit learning objectives Select third-party provider or complete logistical arrangements including on-site

transportation, lodging, meals, accommodation, cultural activities and itinerary Create budget; submit budget for approval Complete risk assessment worksheet Set criteria for acceptance into the program Marketing and recruitment (developing marketing materials, info sessions, classroom

visits, attending J-term term fair, etc.) Assist in enrollment management Attend workshops on logistics, intercultural development, and health and safety Hold a series of pre-departure sessions Hold a post-program/re-entry session

Overview of Co-Leader Responsibilities, may include

Assist with logistical arrangements Assist in marketing and recruitment (classroom visits, developing marketing materials,

info sessions, attending J-term term fair, etc.) Assist with administrative oversight of the seminar (review student applications,

respond to student questions related to the seminar, etc.) Assist with supervision of students during the course of the seminar. (This includes

ensuring student engagement in seminar activities, communicating regularly with students throughout the seminar, responding to student questions and concerns, and an active awareness of student whereabouts).

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Assist with pre-departure orientations Facilitate discussions during seminar Assist with re-entry programming

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Timelines13-15 months in advance: Course approval completed10-12 months in advance: Budgets submitted9-11 months in advance: Risk assessment completed

Evaluation/assessment:An instrument for evaluating Drake International Travel Seminars is available for assessing the program as well as the student learning outcomes. Faculty are encouraged to distribute the survey to their students upon return to the United States. This instrument should be used in addition to their College’s standard course evaluation form.

Financial Aspects

Travel AdvanceThe Instructor may request a travel advance to use for such expenses as travel, lodging, meals and other expenses relevant to the learning experience of students (i.e.: museums, cultural experiences). To request the advance, complete a Travel Advance Form. Travel advance funds are not to be used for promotional purposes (a separate item in the budget).

Travel advances must be approved by the appropriate administrator. No travel advances will be issued to student travelers. Each traveler should request her/his own travel advance and should not share advances.

A travel advance may be obtained by submitting a request for advance to the Accounting Office 5 working days before the anticipated trip. The advance should specify the traveler's destination, estimated costs, what the dates of travel are and to what account the travel expenditure will be charged. No more than 90% of the cost of the trip will be advanced. Cash advances are a personal liability of the traveler until the Travel Expense Form has been submitted with all appropriate documentation and has been approved.

The IRS requires the University to withhold FICA and income taxes of recipients of travel advances on the entire amount of the advance if the vouchers and excess advance are not returned in two weeks. An approved travel voucher and return of excess of the advance shall be submitted within one week of the trip. Please be aware of this requirement to avoid additional and unnecessary taxation. Drake University will deduct the advance from her/his pay if the excess, and approved travel voucher, are not returned in two weeks. Acceptance of the advance constitutes authorization to deduct from the traveler's paycheck..

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Expenses for the Seminar will not cover personal expenses, such as clothing, personal comfort, or personal health or safety expenses, payment of co-leader, cameras, software, personal medication, personal hygiene items, theft, loss of funds, or damage or loss of personal luggage or effects.

If it is necessary to carry large sums of cash to a foreign country, carry only what you estimate you will need for the day and deposit the remaining funds in a hotel safe or other secure facilities.

Promotional expenses may include brochures, snacks at orientation meetings, etc.

Travel expense vouchers are due 30 days after the end of the Seminar. Complete as requested by Drake’s accounting procedure and send the form to Drake International budget coordinator for approval. Receipts for expenditures, including hotel, transportation and meals for leader, co-leader and group should also be attached. Miscellaneous expenditures must be itemized. It is helpful to keep a “cash transaction” notebook, or to place all receipts in a separate envelope for each day.

Direct Pay and Travel Expense Forms are available on the Business and Finance website at https://www.drake.edu/busfin/financeadministrationguidelinesandpolicies/accountspayableguidelines/

Marketing Considerations for Instructors

Determine the target audience for this Seminar. Will you have a narrow focus or a broad base of appeal? Is it an interdisciplinary program?

- Do students need particular pre-requisites? (If so, they should be listed in publicity and course descriptions.)

- Will students seek to meet a particular curricular requirement?- Can any Drake student participate?- Will you accept non-enrolled Students?- Can faculty and staff from Drake or elsewhere participate or be co-leaders?- Will you accept visitors?

After your Seminar is approved, how will you find prospective students?

Word of mouth, class announcements, phone calls to colleagues who will promote it for their Students and advisees, the Drake International Office (Drake’s annual Study Abroad Fair, Summer Orientation sessions).

Website Flyers

Brief course description Name of Instructor(s) Prerequisites

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Cost Locations and dates, including departure and return dates Minimum/Maximum enrollment Requirements that the course fulfills Number of credit hours (working in conjunction with your college/school)

Staff a table at the annual Education Abroad Fair held each October for summer seminars and the J-term fair for J-term seminars.

Times-Delphic ads/articles

You are responsible for recruiting students for your Seminar.

Who are potential contact people for interested Students? (People who should be kept up-to-date on Seminar developments:)

Fellow InstructorsDean’s Office Office of the ProvostDepartmental office staffDrake InternationalBusiness and Finance

How will you respond to inquiries?Phone callsE-mail Mailings

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Participant Selection Guidelines for Instructors

It is important for the Instructor to set selection criteria and follow them should there be a need to explain decisions to any disappointed students or parent(s)/guardian(s).

Students and Instructors should be aware of Drake’s policy against unlawful discrimination, found at the beginning of the Student Handbook.

Drake policy states that Students on academic probation or under disciplinary action are not eligible for Seminars.

Will you have any pre-requisites for participation?

Will you accept applicants who are not Drake students?

If you receive more applicants than you can accommodate, which applicants will obtain preference?

HEALTH, SAFETY AND LEGAL ISSUES FOR INSTRUCTORS

Distribute to Participants the U.S. State Department consular information and related documents for the country of travel.

As you develop orientation programming and written materials, health and safety issues such as immunizations and on-site risks, insurance and basic host country medical systems must be included.

Inoculations (if necessary) and requirements for medical examinations before departure Precautions and recommended procedures for transporting prescription and over-the-

counter medicines Explanation of how medical emergencies will be handled, and the general availability of

medical facilities in the host country Advice on how to keep oneself healthy before, during, and after travel—include information

about "jet lag" and "traveler's flu" Caution about depression and eating disorders; ask Participants to be frank in sharing

medical information with you about such issues The risks of being sexually active with other group members or local people during the

Seminar

As you prepare Participants to study abroad, take into account the following specific considerations.

Immunizations

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If your program visits a country where immunizations are recommended or required, you may wish to work with a local health clinic (either institutionally or community-based, depending on your circumstances) to provide information, support, and the immunizations. They will also advise on immunizations that are recommended or required, based on information from the Centers for Disease Control and the World Health Organization.

Overseas Medical Care

To prepare, check with the health officer or nurse at the U.S. Embassy or Consulate in the host country, which can identify local health care resources, should they become necessary. Names and addresses of several embassy-recommended physicians should be obtained before Participants become ill or need medical attention, saving precious time in an emergency. For handling medical emergencies, see Emergency Guidelines for Drake Programs Abroad.

High-Risk Activities

Certain activities carry a high risk. Weigh the risks to the group of the proposed activity, and pay special attention to safety issues when providing predeparture orientation. Inform Participants of any dangerous situations that may occur. Obviously, risks in a backcountry archaeology program or a jungle trek may be quite different from those in Paris or Hong Kong.

Traffic and Vehicles

Advise Participants to be aware of traffic patterns. It is easy to become confused in countries where drivers use the opposite side of the road. Consequences for drinking and driving are very severe in most countries. Warn Participants to be sure that any equipment they rent or use (bicycles, mopeds, motorcycles, cars) is operationally safe. If the Instructor or any member of the group plans to rent a car anywhere, inquire about driving regulations, learn traffic signals, and make sure they can legally drive in the country. Some programs may prohibit Participants from renting vehicles. When renting equipment/vehicles in a foreign country, the renter should purchase the vehicle insurance through the rental company. Drake does not have insurance coverage for rental vehicles in foreign countries. Swimming

Swimming carries a high level of risk unless you are in a well-chlorinated pool. However, even pools can be a health hazard. Of special concern is the risk of disease from contaminated lakes and rivers that can cause a variety of skin, eye, ear, and intestinal infections. Ocean swimming is usually the cleanest, but it is always good practice to check with the local authorities before venturing into unknown bodies of water. Tides and undertows can be deadly to the uninformed swimmer. Beaches and coastlines that are marked with the international code for "no swimming allowed" are to be avoided.

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Liability Issues

Liability issues will never go away, and no organization can eliminate all liability situations, on campus or overseas. The key with any education abroad program is to reduce liability whenever and wherever possible:

Make sure that all Instructors understand what defines "appropriate and inappropriate personal and professional behavior" both on-campus and overseas (e.g., be familiar with both local customs and the University Code of Student Conduct and its Appendices, including those on sexual harassment and diversity).

Review your Seminar with an eye to eliminate potential threats to personal safety of Participants.

Make sure that legal counsel has reviewed program documents that are contractual in nature for validity, duration, enforceability, exceptions, and/or conflicts.

Promotional materials should be reviewed annually to ensure that the program is accurately represented.

If your Seminar involves unusual or high risks, inform the Participants of the potential risks, and be sure your publicity and promotional materials state the risks clearly.

Never promise what you cannot deliver. Our credibility with Participants and/or parents is enhanced by an effective crisis

management plan. (See Emergency Guidelines for Drake Programs Abroad.) Disaster can hit a Seminar with sweeping effects: a debilitating health problem might

require a Participant to withdraw; the lead Instructor might suffer a stroke or heart attack; one of the group may be lost or abducted; a group member abusing alcohol can manifest behavior that is destructive to himself or herself and the Seminar. Take time before departure to think through how you might handle these scenarios and others.

Sending Participants Home

See Emergency Guidelines for Drake Programs Abroad

Crisis Management Guidelines for Instructors

See Emergency Guidelines for Drake Programs Abroad

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