Work Flow and Responsibility Sharing for Faculty-Led Travel Courses (2016-2017)
Pre-Travel
Time
Faculty
1. Identify overseas site
2. Design syllabus
3. Develop travel itinerary
4. Develop travel budget (Be sure to check if visa
and/or vaccine is required. Ask IPS for assistance if
needed)
5. Fill out IPS faculty application forms
6. Obtain approval from department chair and college
dean on the application and submit the packet to IPS
7. Advertise the course upon the Provost’s approval
8. Ask students to complete application forms and
submit to IPS as a packet (include student passport
photo page and page of expiration date)
9. Reserve flight tickets and reserve housing
10. Work with IPS to pay flights and housing.
IPS
1. Assist faculty to identify site
2. Advise faculty in developing itinerary
3. Advise faculty in budget planning
4. Review syllabus, itinerary, budget, and other documents
5. Submit to the Provost for final approval
6. Advertise course through student information session,
advising, online posting
7. Review students applications
8. Request judicial records
9. Build course in Banner and notify faculty
10. Send course charge to the Controller’s office
11. Contact students to pay deposit
12. Work with the Registrar’s office to register students to the
course
13. Work with Financial Aid office to help students obtain
financial aid
14. Book STA Travel Insurance and HTH International Health
Insurance for all students and faculty
15. Share course details with academic department.
16. Conduct pre-departure safety orientation per faculty’s request
17. Assist faculty to pay flights and housing if needed.
WCU Office of International Programs and Services, lglebeau@wcu.edu, 828-227-3433, http://www.wcu.edu/learn/office-of-international-programs-and-services/
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During Travel
PostTravel
11. Conduct pre-departure safety orientation – IPS can
deliver it and some faculty prefer to handle on their
own.
12. Make copies of student application forms and
passport pages and take with you on the trip.
13. Register and ask students to register in the
Department of State Travel Enrollment Programs
https://step.state.gov/step/
14. Notify Ling LeBeau at lglebeau@wcu.edu, or 317709-9427 of the group’s safe arrival within 24 hours
AND provide accurate contact information during the
trip.
15. Notify Ling LeBeau of any emergencies
16. Communicate with Ling LeBeau if any incident
occurs during the course.
17. Send travel receipts to IPS as soon as possible for
reimbursement (within 30 days)
18. Send a debriefing report of the trip to Ling LeBeau,
including some photos and incident documentation
18. Provide guidance on check request, travel advance,
international wire transfer, and reimbursement (see Guidelines
of Financial Documents for Faculty-led Travel Courses)
19. Inform student emergency contacts of students safe arrival
20. Provide guidance and advice to faculty’s concerns
21. Respond to parents’ inquiries and any other inquires
22. Assist faculty with reimbursement through the Controller’s
office
23. Send course evaluation to students
24. Collect evaluation results and share with faculty
WCU Office of International Programs and Services, lglebeau@wcu.edu, 828-227-3433, http://www.wcu.edu/learn/office-of-international-programs-and-services/
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