Office:
Number:
Subject:
Effective:
I.
Office of International Education
AP059
Domestic-Led Credit Bearing Travel Programs
August 1, 2016
PURPOSE
UW-Stout is committed to providing students with opportunities for experiential learning including domestic academic credit “study-away” programs. This administrative procedure establishes a procedure for management and coordination of domestic-led credit-bearing travel programs.
This administrative procedure applies to all students, faculty, and staff of UW-Stout.
II.
REFERENCES
UW-Stout Special Course Fee Policy
UW-System Financial and Administrative Policy G29: Special Course Fees
UW-Stout Domestic-Led Tours
III.
PROCEDURES
A.
If domestic overnight travel is integral to the curriculum objectives and course credits earned, for example a 1 to 3-credit course taught at a domestic location away from the
UW-Stout campus, then:
1.
The Office of International Education (OIE) will coordinate the course credits and will provide the following services:
• Budget Planning
• Assistance with itinerary planning
• Online application
• Marketing assistance
• Management of student applications including: o
Dean of Student Clearance o
Recommendations collected o
Medical and Disability self-assessment form o
Statement of Student Purpose o
Enrollment agreement o
WI System Uniform Statement of Responsibility
• Advising of all applicants
• Management of accounts

• Booking of trips and activities
• Payments for reservations
• Enrolling all students in the program
• Risk assessment of the program and insurance organized when necessary
• Safety and risk control protocols in place
• Conducting pre-departure Orientation
• Coordinating 24-Hour emergency contact number
• Post-trip evaluation
2.
OIE will charge the OIE application fee and half of the student service fee for these services.
B.
If domestic overnight travel is not the primary curriculum objective / course credits earned, for example a 1 to 3-credit course, where the students meet regularly during the term and take a fieldtrip during a compressed timeframe such as spring break, then:
1.
The course credits will be run and coordinated through the department. The course must have an approved special course fee (SCF) that is determined in consultation with OIE.
2.
OIE will provide the following services:
• Budget planning assistance
• Assistance with itinerary planning
• Review and clearance of all applicants
• Risk assessment of the program, and insurance organized when necessary
• Safety and risk protocols in place
• 24-hour emergency contact number
3.
OIE will co-sign the SCF application form, noting the application was reviewed.
For their services, a portion of the SCF (typically 10%) would be routed to OIE; the remainder to the department. The amounts would be noted as percentages on the SCF form.
IV.
RECORDS
The Office of International Education will have primary responsibility for record keeping and ensuring compliance with this procedure.

V.
APPROVALS
Vickie Kuester, Interim Director
Office of International Education
Jim Uhlir, Director
Safety and Risk Management
Patrick Guilfoile, Provost and Vice Chancellor
Academic and Student Affairs

Review Date Changes Made to Program
1/05/15 Original version.
Reviewed By
Vickie Kuester
Glendali Rodriguez