GUIDELINES FOR THE OPERATION OF TRAVEL
THAT IS PART OF A CREDIT-BEARING COURSE
I. SCOPE OF THIS DOCUMENT
This document covers arrangements where travel is part of a course or in any other way is under the supervision of a faculty member and/or can contribute to an assignment for academic credit, whether the course is state support or self-support It includes field trips and other travel, including short-term study abroad. This document does not apply to classes regularly scheduled at off-campus locations or to individual work such as internships and community service learning.
The university and the faculty member are responsible for the welfare of the students and the fiscal integrity of any travel study course or program. Therefore:
All participating students must be officially enrolled in the class.
All financial arrangements, including travel plans, must be approved by the appropriate dean each time the course is offered.
Normally the faculty member organizing a travel study course should plan to make the travel arrangements and should request approval of a supplemental fee to cover the students' costs. In some situations, other arrangements are possible, as described below. However, the faculty member should be prepared to justify to the dean why such alternate arrangements are necessary and appropriate for the course.
On occasion, students and a faculty member agree in advance to meet and travel together for an academic purpose, but not for work associated with a course for which the student is enrolled. For example, the group might visit museums or archaeological sites, with the expectation that the students could, if they wish, later use what they have learned as part of the work of an Independent Study course. Under these circumstances, all normal university regulations pertaining to travel study apply. If the students later choose to enroll for Independent Study, all regulations pertaining to Independent Study apply. (See below.)
If students and a faculty member agree in advance to meet and travel together as independent adults, but NOT for any instructional purpose and not under the aegis of the university, both students and faculty member are required to sign a declaration to the effect that they are traveling independently and not as part of any university program.
For courses that involve short-term study abroad, the course can be structured in various ways:
a. Study abroad is a required part of the course.
b. Study abroad is one of several alternate ways of meeting course requirements.
c. The entire course is conducted abroad.
(1) The course is part of a regular session (General Fund support)
(2) The course is part of a Special Session (self-support).
II. PRELIMINARY PLANNING
Course approval: As with any credit-bearing course, the course must be approved through the regular curriculum process. The unit value must be based on educational objectives, not merely on travel. As a guideline, there should be a maximum of one unit per week of instruction. If required travel or a field trip has not previously been included in the Catalog description of the course, a revised course description describing the travel must be submitted for approval through the normal curriculum approval process. Application for the revision should include a description of the educational goals and outcomes resulting from the travel or field trip. If a supplemental fee might or would be required, that must be stated in the course description.
A given course can be offered in different instructional modes. If the same course might be offered either with or without a travel component, that should be noted in the course description, along with the statement that there would be a supplemental fee when the course is offered as a travel study class.
Faculty qualifications: The department chair is responsible for recommending to the college dean that the faculty member has the required expertise to lead the trip and that the faculty member has no conflict of interest.
Expected qualifications for taking students to the intended location: The faculty member must have past travel experiences and present linguistic abilities to support the claim of being experienced enough to lead students abroad. This includes previous travel to the locations to be visited with the class, and familiarity with the customs and cultures of the countries the class is planning to visit.
Arrangements for supplemental fees and for travel: For travel out of the country, course plans should be discussed with the knowledgeable staff in the Center for International Education. The staff in University College and Extension Services will assist in planning, preparing a budget, and requesting authorization for supplemental fees for self-support classes and summer classes.
III. NOTIFICATION:
Before planning the travel, the faculty member must notify the department chair and the Dean and secure their approval to proceed with the planning.
Once detailed plans and a budget for offering the travel course have been developed, the plans and budget must be approved by the Dean of the College
If a request for a new or revised course fee is needed, the request must be submitted via the Office of Academic Affairs.
Programs to be offered in other nations:
Academic departments and/or individual faculty members must be aware of the liability they assume, for themselves and for the University, when planning and conducting any short-term study abroad program. Early in the course planning phase, each faculty member planning to lead a travel study course must read the Department of State Travel Warnings for information about the current political and environmental climate of the country(ies) they will be visiting. This can be found on the world wide web: http://travel.state.gov/travel warnings.html .
IV. COURSE CREDIT
When travel study is part of a regular University course, students receive the approved unit credit. For matriculated students this counts as units in residence, whether the course is offered as a state-support course or through a special session (self-support.)
Faculty members may not promise students that they will receive Independent Study credit at any time, based solely upon the travel experience.
Students who wish to use what they have learned during travel as part of the study for an Independent Study course must formally enroll for Independent Study. This opportunity must be available to all students; if it is limited to students who traveled with the faculty member, then the travel must be considered a travel study course. Independent Study must follow all university regulations. These requirements include, but are not limited to, filing a written agreement between the student and faculty member, in the department office where the course is offered, outlining a description of the work to be accomplished, specific information on the tasks required, the nature of the final report, and the basis for determining the final grade. This agreement must be signed by both the faculty member and the student. Whether the student traveled alone or as part of a group, unit credit may not be awarded for the travel alone.
V. COURSE FEE REQUIREMENTS
Under Executive Order 740, a request to initiate a course fee must be reviewed by the campus Student Fee Committee. This committee makes recommendations to the President. The request to establish a category III fee (course fee) must detail the basis for establishing the fee amount, what specifically will be included in the cost, whether any part of the fee is refundable, and the payment schedule (lump sum or installments). There are two types of category III fees, mandatory and optional.
A. Mandatory fees must be approved by the Chancellor's Office. A mandatory fee is required of all students taking the class. The fee is administered through the General Fund and collected by the University.
B. Optional fees are approved by the President. An optional fee is one where students have the choice of paying the fee and receiving services or of arranging to pay for expenses themselves. The fee is administered through a Trust account.
Definitions:
A. An approved course fee is required if:
(1) The program is part of a course required as part of the major and the students do not have the option of choosing another course, and/or
(2) Any funding for the program will be collected from students by CSU faculty, staff or students to pay for any or all program costs. These may include travel by plane, train, car, bus; housing; insurance; food; or other travel expenses.
B. A course fee is not required when all of the following conditions apply.
(1) Students make their own travel arrangements.
(2) Students pay for the housing expenses directly to the hotel or host family.
(3) Students pay for their meals or pay a host family.
(4) All other travel expenses are paid by the student directly to the service provider.
Course fee approval procedure
When a new or revised course fee is required, the College office, or the UCES office for self-support and summer classes, can help prepare the materials to be submitted to the Student Fee Advisory Committee. The request is submitted via the Office of Academic Affairs.
Course fee collection
Information regarding the course fee must be included in the description of the course in the University Catalog and the Schedule of Classes.
Fees are collected by the University Business Office or by University College and Extension Services (whichever normally collects the fees for the term in which the course is offered.)
Optional fees may be collected by a faculty member or an academic department if the fee is paid by check, the department and/or faculty member endorses the check with a stamp issued from the University Cashier, and a receipt is provided to the student. Checks must be reasonably secured and hand carried to the University Cashier on the date they are received OR the checks must be placed in a safe or cash lock box and delivered to the University Cashier on a timely basis.
VI. FINANCIAL AID
Travel expenses may be included in a student's educational cost for purposes of financial aid. Students should be directed to the Financial Aid Office to apply for assistance if needed.
VII. INSURANCE
Travel in the United States (including the in-country portion of study-abroad programs:
Students participating in the program must provide evidence of private medical insurance that will cover them in case of illness or injury while away from home. This may be either their own insurance or coverage under a family policy.
Travel out of the United States
All participants in Short-Term Study Abroad Programs must present evidence of adequate world wide health and accident insurance including emergency evacuation and repatriation coverage. To be adequate, such coverage must minimally provide for:
Accidental Death and Dismemberment $ 25,000
Emergency Medical Expense $ 10,000
Emergency Medical Evacuation $ 50,000
Repatriation of Mortal Remains $ 25,000
Acceptable coverage can be arranged through either the CSU International Programs Health Insurance or FTLIP (Foreign Travel Liability and Insurance Program.) Note: FTLIP is strongly recommended, but for small groups the cost per participant is lower through the International Programs insurance. See the Office of Safety and Risk Management, 52283, for information and to arrange for coverage.
VIII. INFORMED CONSENT
A recruitment meeting should be held before the students have paid their deposits, to answer questions about the program, discuss the course's logistics, and explain the academic expectations of the program.
A second pre-trip meeting should be held about two weeks before departure. See the appendices for required topics and required forms. For international travel, Executive Order 715 specifically requires that an orientation session be held, which must include discussion of the eleven specific topics required by the Office of the Chancellor (see Appendix A-3, attached). This meeting also provides an opportunity for the students who will be traveling with one another to become acquainted with each other and with the instructor.
Medical Disclosure and Waiver of Liability Medical Disclosure and Waiver of Liability
All participants must complete and sign a medical disclosure and waiver of liability releasing the University of any responsibility in regards to health problems incurred during participation in the travel program.
Assumption of Risk and Release and Hold Harmless Agreement
All participants must complete and sign an Assumption of Risk and Release and Hold Harmless Agreement.
IX. FACULTY TRAVEL AUTHORIZATION VII. FACULTY TRAVEL AUTHORIZATION
The faculty member must submit an official travel authorization form for approval. Travel outside the United States requires the approval of the Provost. As long as the travel is officially authorized, a faculty member acting in the scope of employment is covered under the university's insurance liability policies.
X. REQUIRED FORMS AND INFORMATION
CSU policy requires that specific forms and procedures be employed for off-campus instructional programs. You can obtain current versions as either Word or Adobe Acrobat documents from the CSULB Office of Safety and Risk Management web site.
http://daf.csulb.edu/offices/bhr/safetyrisk/index.html Click on Forms under IIP.
Documents and Forms
Faculty Guide to Understanding Student Foreign Travel Liability and Insurance Requirements
This contains the "Assumption of Risk and Release and Hold Harmless Agreement" and the "Medical Disclosure and Waiver of Liability" form.
Academic Field Trips and Student Drivers
General Release of Claims
Foreign Travel Liability Insurance Program
ROUTING SHEET FOR APPROVAL FOR SHORT-TERM TRAVEL STUDY
Term/Year: Fall Winter Spring Summer 20___ Department & Course #: ______________
Title: _______________________________________________
Proposed by : _______________________________________________ _____________________
Department
Units:__________ Type of support: State-supported ___ Self-support ______
Course Description on page ____ of the current University Bulletin OR ___ New, approved course
Faculty permission required?_________ Maximum Enrollment:________
Grading Method: ____A-F ____CR/NC ____Student Option Total Contact Hours:________
I have discussed the course offering and the course arrangements with the faculty member(s) involved and I approve the offering of this travel study course.
____________________________ _____________________________________ __________
Chair Department Date
For study abroad: I have reviewed the travel arrangements proposed for this course with the faculty member(s) involved and find the arrangements to be realistic and appropriate. I have also discussed the requirements specified in Executive Order 715 with the faculty member and advised the faculty member of the requirements that must be followed when offering this course abroad.
_______________________________________________________ _________
Director, International Education Date
For self-support and summer courses: Travel Cost quotations have been received and reviewed, and the program budget appears to be adequate.
________________________ _______________________________________ _____________
Signature UCES Title Date
I have reviewed the course proposal and travel arrangements and approve the plan to offer the travel study course.
_______________________________________________________ ___________________
Dean (For self-support courses, Dean, University College and Extension Services) Date
Executive Order 715 Attachment A-3
RISK MANAGEMENT GUIDELINES
OFF-CAMPUS ACTIVITIES--INTERNATIONAL TRAVEL
Every trip should require attendance at one orientation meeting (minimum) where the following information should be covered:
" Arrangements for any out-of-country visas, immunizations, etc.
" Discuss travel and packing tips, medical and health concerns, modes of transportation, hours of departure and return.
" Review background information pertaining to upcoming cultural differences that a
student may experience while visiting foreign countries.
" Obtain waivers and health forms. Participants should file a waiver for medical treatment and a health questionnaire explaining any special medical problems or needs to the trip leader.
" Remind participants to carry sufficient personal medication supplies and physician
documentation for medication to last the length of travel or to replace medication lost during the trip.
" Review emergency preparedness processes and the crisis response plan
" Provide current health and safety information to participants (i.e. prophylactic precautions, viral infections carried by insects and how to protect themselves against known infectious disease breakouts - check with the World Health Organization). Provide information about emergency medical assistance, emergency evacuation, and repatriation procedures. Review options for medical insurance coverage for foreign travel.
" Identify health and safety products or services that may not be available at overseas
locations.
" Conduct orientation briefings once the destination is reached which include information on health and safety, legal, environmental, political, cultural and religious conditions in the host country.
" Communicate codes of conduct for staff and students, addressing such issues as fraternizing, consuming alcohol, controlling activities, and conduct during "free time". Advise participants of the consequences of non-compliance and take appropriate action when aware that participants are in violation.
" Review International Programs Policies and Procedures. |
