University of Pittsburgh Study Abroad Programs

1
University of PittsburghStudy Abroad Programs

• Guidelines and Checklist

2
Type of Entity

• Is the University collaborating with another
  entity to plan or coordinate this program?
• If so, what type of entity is involved?
• A subsidiary or affiliate corporation of the home
  campus?
• Separate American educational institution?
• Foreign institution
• Tour operator or travel agent
• Educational consortium
• Trade or professional association
• Other

3
Type of Entity

• If the University is collaborating with another
  entity to plan and coordinate the program
• What is the name of the entity?
• What is the address of the entity?
• What is the website address of the entity?
• Who is the contact person with the entity?
• Telephone number and e-mail of contact?

4
Background of Entity

• Has the faculty coordinator and the Study Abroad
  Coordinator screened this entity to ensure
  suitability for the program activities?

5
Background of Entity (cont.)

• Has the faculty coordinator and the Study Abroad
  Coordinator
• Documented the screening process?
• Reviewed background checks for on-site faculty?
• Contacted references of entity or past
  participants?
• Obtained Proof of Insurance?
• Requested information re accidents or injuries
  within the last 5 years?

6
Terms of Agreement

• If the University has a written agreement with
  this collaborating entity the following should be
  included
• Definition of responsibilities of the parties
• Definition of the parties financial obligations
• An indemnification provision in favor the
  University
• Choice-of-law and forum selection clause
• Requirement for acceptable insurance coverages

7
Terms of Agreement

• Does the agreement comply with the Office of
  Purchasing contracted services agreement?
• If the agreement does not comply, has it been
  reviewed by the Office of General Counsel?
• Who will be signing the Agreement on behalf of
  the University?
• Does that individual have signatory authority to
  be signing on behalf of the University?

8
Terms of Agreement

• Does the agreement establish policies and
  procedures to
• Include personal and premises safety issues in
  orientations for faculty/staff and students?
• Ensure safety during program activities (i.e.,
  field trips, driving, sports/recreation?)
• Promptly respond to injuries, investigate cause
  of occurrence and take corrective action?
• Ensure appropriate incident reporting to the
  Universitys main U.S. campus?
• Respond to natural disasters, political unrest
  and other types of emergencies?

9
Orientation

• Have arrangements been made prior to the trip for
  faculty/staff orientation?
• Does the orientation include
• All issues addressed in the student orientation?
  If not, which were omitted?
• Activity, field trip and travel approval
  processes
• Training to spot, investigate and/or handle
  complains of discrimination or harassment
• Specific duties of the position and safety
  responsibilities
• Training to immediately report complaints,
  injuries, serious incidents and major illnesses
  to the Universitys U.S. campus?

10
Orientation

• Does the mandatory student orientation include
  the following issues?
• Required participation forms, including Statement
  of Responsibility, waivers and health insurance
  forms, medical treatment authorization form,
  parental consent forms (if student under 18 years
  of age)
• Description of the institutional
  policies/procedures that apply overseas

11
Orientation

• Mandatory student orientation (continued)
• Cost of trip (meals included extra field trips
  included transportation included?)
• Review of local customs, cultural differences,
  religious observations, gestures, mannerisms,
  dress and other circumstances
• Description of institutional resources and
  support systems (i.e., counseling center) that
  are or are not replicated overseas
• Student insurance, both health and personal
  property
• Passport, visa and immunization requirements

12
Orientation

• Mandatory student orientation (continued)
• Crime, terrorism, civil unrest and information
  concerning the venue (including US Department of
  State consular information sheets)
• Review of local disease information for the venue
• Approved and restricted program activities
• Disaster and emergency action plan
• Travel Warnings what is your plan?

13
Orientation

• Mandatory student orientation (continued)
• Incident reporting information for accidents,
  theft, assaults, harassment, problems with
  faculty, staff, host families or others
• Cancellation policies (who decides when to
  cancel what criteria what is Universitys
  liability if a student refuses to leave a venue)
• Alcohol and drug use policies
• Reminder to be mature and conduct selves in a
  prudent and lawful manner

14
Facility

• Does the collaborating entity own or lease
  classroom, housing and other facilities?
• If leasing, has the lease contract been reviewed
  by the Office of General Counsel and Property
  Management?
• Is security provided?
• Reasonably safe?

15
Insurance

• Does the collaborating entity provide the
  necessary insurance coverage required in the
  agreement?
• Have the details of the coverage been provided to
  the Universitys Office of Risk Management?
• If not, has this been discussed with the Office
  of Risk Management?

16
Insurance

• Who is responsible for the medical insurance
  coverage of the students?
• Current insurance confirmed to be applicable
  overseas
• Mandatory coverage purchased by the student
• Optional coverage purchased by the student

17
Emergency Protocols

• Do the on-site personnel know who to contact on
  the Universitys US campus to report the
  incident?
• Who is the emergency contact
• Do the on-site personnel have an emergency
  contact in the US to call for each participant
  and faculty member?

18
Provide YourPersonal Information

• Name, campus address and telephone number
• Will you be accompanying the students on the
  entire trip?
• If not, explain
• Name of alternate coordinator should you be
  required to return home early?