ÃÜÌÒÊÓƵ

This policy formalizes the procedures used by ÃÜÌÒÊÓƵ personnel (ÃÜÌÒÊÓƵ students, alumni, and all ÃÜÌÒÊÓƵ employees, including recognized volunteers) when creating and/or participating in an official Education Abroad activity.

Purpose

This policy is to formalize the procedures utilized by ÃÜÌÒÊÓƵ personnel (ÃÜÌÒÊÓƵ students, alumni, and all ÃÜÌÒÊÓƵ employees, including recognized volunteers) when creating and/or participating in an official Education Abroad activity. This policy will allow ÃÜÌÒÊÓƵ to govern and review its Education Abroad programs and practices to ensure their effectiveness and appropriateness.

Scope

This policy will assist ÃÜÌÒÊÓƵ personnel with the process of developing and proposing Education Abroad experiences and planning international educational activities. As with any travel, a degree of risk is inevitable. This policy will implement safeguards to further mitigate the risk for participants, the university, ÃÜÌÒÊÓƵ personnel, and host programs.

However, the following do not fall under the scope of this policy: 

1. ÃÜÌÒÊÓƵ personnel traveling as part of an official ÃÜÌÒÊÓƵ Education Abroad activity without students
2. ÃÜÌÒÊÓƵ personnel traveling abroad for personal travel
3. ÃÜÌÒÊÓƵ personnel traveling abroad for purposes of professional development
4. ÃÜÌÒÊÓƵ international students doing an internship in his/her home country

Definition

Education Abroad is defined as any activity outside of the United States (noncredit or credit-bearing) undertaken by ÃÜÌÒÊÓƵ personnel which contributes to the participants’ academic development and, in most cases, towards an academic degree. 

Current ÃÜÌÒÊÓƵ Education Abroad Options

Faculty-Led

• An international program directed by an ÃÜÌÒÊÓƵ faculty or staff member who leads students abroad. Typically, two to eight weeks in duration.
• May include many different types of programs, including, but not limited to, traditional semesters, travel seminars, and field studies.

Traditional Semester, Year-Long, and Summer Programs

• Crimson Exchanges – Bilateral exchanges with ÃÜÌÒÊÓƵ international partners
• Study at ÃÜÌÒÊÓƵ-approved third-party providers
• Independent Study Abroad (direct enrollment at an international university or via an alternative US institution or third-party provider)

Travel Seminar

• A program in which students travel to many different cities/countries and receive instruction in each location, often regarding a unifying topic. Examples include shipboard education programs or European cultural studies tours.

Field Study

• An education abroad experience whose pedagogy revolves around experiential study outside the classroom setting, with varying durations. Examples include:
  • Service-Learning: The pedagogical focus is placement in an activity that serves the needs of a community.
  • Internship Abroad (also, Externship, Practicum, Practical Training): A work abroad placement, usually connoting work with professionals, with a primary purpose that is educational. An internship program may be offered for the experience in its own right, or it may be combined with coursework and offered within the context of a study abroad program for academic credit.
  • Research: A subtype of field study program in which the main focus is research conducted by participating students, which includes but is not limited to field schools, studios, competitions, and conference participation.
  • Volunteer: A noncredit placement allowing the participant to engage with the local community in a structured but unpaid capacity (although some programs provide a living stipend). Although this term is often used interchangeably with service-learning, it differs in that academic credit is not awarded, and there is typically less structured learning.

Policy

All Education Abroad undertaken by personnel or students under the auspices of ÃÜÌÒÊÓƵ, whether credit or non-credit bearing, will be vetted and processed through the Office of International Education.

Roles and Responsibilities

ÃÜÌÒÊÓƵ Students:

All ÃÜÌÒÊÓƵ students will contact the OIE to prepare for their international experiences optimally, not less than the semester before departure. OIE staff will assist each student based on time, location, duration, course of study, etc. Students will follow the requirements of the OIE application process and any other necessary documents associated with their applications to ÃÜÌÒÊÓƵ education abroad as directed by the OIE, academic advisors, and other associated personnel.

Students will also be responsible, under the guidance of the OIE staff, to secure any required travel documents (passports, visas, residence permits, etc.).

All non-ÃÜÌÒÊÓƵ students will be responsible for the necessary paperwork associated with the “State System of Higher Education Visiting Student Status” application.

All students participating in any international program will be responsible for communication using their ÃÜÌÒÊÓƵ email address.

Transfer of credits will be handled by the OIE and the Office of Transfer Services.

All students will be responsible for following the program-specific Code of Conduct as related to student behavior. This may result in referral to ÃÜÌÒÊÓƵ’s Office of Student Conduct.

All registration and financial issues will be handled by the relevant ÃÜÌÒÊÓƵ offices: OIE, Student Billing, Accounts Payable, Accounts Receivable, Financial Aid, Registrar, Office of Extended Studies, and Foundation for ÃÜÌÒÊÓƵ, as applicable.

The OIE and/or ÃÜÌÒÊÓƵ Office of the Provost have final decision regarding application status and requirements.

For ÃÜÌÒÊÓƵ students who violate the policy, the following may be withheld or adversely affected:

• Transfer of credits
• Award of financial aid
• OIE fees associated with international travel retroactively added to account

Disciplinary and legal action may be taken, as appropriate.

ÃÜÌÒÊÓƵ Employees:

ÃÜÌÒÊÓƵ employees will contact the OIE to prepare international experiences falling under the auspices of ÃÜÌÒÊÓƵ and involving ÃÜÌÒÊÓƵ students, alumni, faculty, managers, staff, or university-recognized volunteers. OIE staff will assist based on the type of program being proposed.

ÃÜÌÒÊÓƵ employees leading a group abroad will be required to follow the OIE procedures. These requirements include, but are not limited to:

• Submit proposal for faculty-led Education Abroad
• Once approved by chair, dean, OIE, and provost, design web presence for program with OIE staff
• Complete OIE paperwork:
  • Verify each student’s completion of ÃÜÌÒÊÓƵ Education Abroad Application
  • Provide detailed information:
    • final travel itinerary
    • final list of student participants
    • contact phone number for every day abroad (understanding that hotels and locations may change frequently in some cases)
    • list of transportation companies and accommodations to be used ( airlines, buses, ferries, hotels, hostels, etc.)
    • list of host families and their contact information, if applicable
    • list of proposed emergency procedures
• Maintain contact via ÃÜÌÒÊÓƵ email and other means (Skype, WhatsApp, etc.)
• Complete export paperwork as defined by the Export Controls Committee at ÃÜÌÒÊÓƵ
• Complete fiscal procedures
• Follow all ÃÜÌÒÊÓƵ and Commonwealth of Pennsylvania policies and directions regarding fundraising

For ÃÜÌÒÊÓƵ employees who violate the policy, the following may be withheld or adversely affected:

• Travel reimbursement
• Opportunity to lead future international programs
• Management of designated account
• ÃÜÌÒÊÓƵ travel card
• Future ÃÜÌÒÊÓƵ travel funds
• Leave

Disciplinary and legal action may be taken, as appropriate.

Office of International Education: 

The OIE will facilitate all Education Abroad opportunities for ÃÜÌÒÊÓƵ personnel and students and provide guidance, support, and troubleshooting during all phases of such programs, which include but are not limited to:

• Development: Brainstorm program details (locale, duration, and course(s)), outreach to ÃÜÌÒÊÓƵ partners and affiliates, develop a program fee and budget, establish deadlines, scholarship opportunities, etc.
• Application Process: Develop a marketing plan and program details, customize electronic application, interview students, confirm completion of application and compliance with required documentation, registration, billing, submit materials to ÃÜÌÒÊÓƵ overseas partners and affiliates, etc.
• Pre-Departure: Orientation program including preparation for overseas experience: academic expectations, safety, security, risk mitigation, visa applications, student conduct, etc.
• In-Country: Point of contact for any emergencies (health, natural disasters, financial, student conduct, political turmoil)
• Re-Entry: Point of contact for receipt of original transcripts, hold event for returned students, assist students with re-entry culture shock issues, resources for future/post-graduation Education Abroad opportunities, graduation cords and certificates, etc.

Procedure

For more information about specific procedures, consult the OIE website.

Rescission

Not applicable. 

Publication and Distribution Statement

This policy will be distributed directly to ÃÜÌÒÊÓƵ students and personnel. It will also be posted on the Office of International Education’s website and posted annually on ÃÜÌÒÊÓƵ Now.