Faculty/Staff

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.
• Discuss whether your travel will be added to the Studio Abroad system.
• If applicable, review the CIIS Summer or Short-Term Travel Component Handbook. CIIS can provide Part I as you plan your course, and Parts II and III for pre-departure and on-site guidance. Note: this Handbook is designed for CIIS-funded travel and portions may not apply to all University-funded travel.
• Plan the trip, publicizing, recruiting, selecting, budgeting, booking of air travel, host country accommodations, guides, etc.
• Identify any health risks that may be involved with the proposed travel sites. In areas where immunizations are required for entry or are recommended by the CDC, consult with the Director of the Health Center to arrange for group or individual consultation.  Note that some destinations may require vaccinations administered months in advance of departure.
• Complete the Travel Registry Form.
• 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.  With advance notice, CIIS can assist in enrolling students in appropriate medical evacuation and repatriation coverage through Cultural Insurance Services International (CISI). This cost is approx. $60 per month of coverage and can be paid by the program budget or applied directly to Student Accounts.
• Plan and conduct a pre-departure orientation for students, or plan in advance with CIIS whether your students can/should join pre-scheduled Pre-Departure Orientation sessions.
• 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 a detailed itinerary to all participants, and encourage them to share with their parents, legal guardians, and/or emergency contacts.
• Collect all receipts on-site, and submit an Expense Report via Centresuite when travel is completed.
• Students and faculty/staff advisors whose travel is funded through an external grant should also contact the campus grants office.