The Center for International and Intercultural Studies (CIIS) encourages faculty to incorporate off-campus study opportunities for students in their courses, either including a travel component as part of their semester courses or developing summer courses.
All faculty and staff taking any students off-campus for a course, program or research (excluding athletics) must complete the list of responsibilities associated with being the faculty leader as listed below.
Responsibilities of the Faculty Leader of Short-term (including course components) and Summer-term programs:
- Discuss the planned course travel component or summer term course with the department chair.
- Meet with the Associate Dean of International and Intercultural Studies well before (typically 3-6 months in advance of) the intended program departure, to discuss all administrative issues involved in taking students abroad, including financial, legal, logistical, and security matters.
- Review the Faculty Handbook for Leading Short-Term Travel, which CIIS can provide.
- Contact CIIS to obtain Assumption of Risk, Liability, and Medical Disclosure templates, for students and parents to complete and sign.
- Plan the trip, publicizing, recruiting, selecting, budgeting, booking of air travel, host country accommodations, guides, etc.
- Contact the Director of the Health Center to discuss any health risks that may be involved with the proposed travel sites (typically 3 months in advance). Submit the names of students and where they are traveling to arrange for individual consultation and possible inoculations. Note that some destinations may require vaccinations administered months in advance of departure.
- Provide information to participants about passport and visa requirements.
- Verify that students have insurance that covers them outside the United States, if applicable, along with medical evacuation and repatriation coverage. If students do not have medical evacuation and repatriation as part of their coverage (the SLU student policy includes this coverage), CIIS can provide information about obtaining it.
- Ensure that counseling, the health center, student services and student financial services have cleared all students for participation , approximately one month prior to departure.
- Plan and conduct a pre-departure orientation for students.
- Maintain records of all forms completed by student participants and when you travel, take the medical emergency forms and other essential health records, especially noting special medical conditions and medications for participants, with you.
- Provide essential information to parents about itinerary and contacts.
- Handle all finances appropriately and report all expenses when travel is completed.
- Complete the REQUIRED electronic Travel Registry Form (including a detailed itinerary with dates, accommodations, contact names and phone numbers) and submit the Registry form, waiver forms, and emergency contact information forms to CIIS at least one week prior to departure.
- Students and faculty/staff advisors whose travel is funded through an external grant should also contact the campus grants office.