FACULTY HANDBOOK FOR SHORT-TERM PROGRAMS
Introduction:
International Programs staff are delighted you are interested in proposing a short-term, non-credit study
abroad program for Puget Sound students. We look forward to working with you and have prepared this
handbook to assist you in all aspects of designing, planning, implementing and evaluating your proposed
program. Detailed guidelines are provided in this handbook. However, there are several general
principles governing all faculty-led study abroad programs:
Safety and Security
The safety and security of our study abroad students and program directors are the most important criteria
in developing and administering study abroad programs. Puget Sound does not support programs in areas
of the world listed on the US State Department Warning list. Please refer to the complete policy on the
International Programs website: http://www.Puget Sound.edu/x11907.xml
We also recognize that emergencies may occur while you and your students are overseas. Therefore your
program proposal must include an Emergency Management Plan. You will be called upon to take on
many roles while the group is abroad, including, but not limited to counselor, advisor, crisis manager, and
travel guide. Given these responsibilities, it may not be feasible for family members to accompany you
on the program. You should discuss this with the Associate Academic Dean prior to submitting your
proposal.
Student population
An important goal of International Programs is to increase the diversity of students studying abroad. This
includes under-represented groups at Puget Sound as well as under-represented departments and majors.
Preference will be given to program proposals which support this goal.
Sustainability:
Customized programs must be sustainable; therefore you should design a program that has complete
departmental support, is fiscally sound and has a strong foundation with the plan to offer the program
more than one time. Your program should not be offered during class or examination times.
Fiscal Responsibility
International Programs understands that study abroad may create an additional financial burden for our
students. Any new proposal should strive to provide a high quality program at a reasonable cost to the
student. As the program director, you will be in charge of accounting for all funds expended for the
program with Accounting and Budget Services.
Application/Admission
All students will complete Puget Sound’s approval to study abroad form in addition to the program
application and one letter of recommendation. International Programs will check student academic and
discipline records prior to selection.
Reporting/Evaluation
The students will be required to submit evaluations of their experiences on the program to International
Programs. The program director will be expected to submit a final report, including expenditures, at the
conclusion of the program to the Associate Dean, sponsoring department chair and the Director of
International Programs. These evaluations and report will be used in planning for the next cycle of the
program, if applicable.
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Criteria for successful program proposals
1. The Program Director has a solid rationale for the program: it contributes to the academic mission
of Puget Sound and the location is appropriate for the program.
2. The Program Director has identified an adequate pool of students for the program. The program
may be a non-credit extension of a current on-campus course.
3. The program offers a new opportunity for Puget Sound students and does not compete with
programs already approved.
4. The program fits into Puget Sound’s mission and calendar.
5. The program provides both on-campus and on-site orientations, to prepare the students well for
living and studying abroad.
6. Group size is no smaller than 10 (unless the program site has a maximum under 10).
7. Local faculty or guest lecturers are used as appropriate.
8. Field trips, and other cultural activities, are designed to provide opportunities to enhance the
intercultural competence of the students.
9. Students live with host families or in student housing with host country students, wherever
possible.
For a study tour involving multiple sites, additional criteria include:
1. A balance between an overview of different sites and the need for an in-depth experience in each
location.
2. The itinerary should neither exhaust participants nor inflate program cost unnecessarily.
3. In cases where hotels are used, the program should maximize opportunities for student contact
with host nationals.
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Preparing a Proposal
All proposals for short-term, non-credit study abroad programs are subject to approval by the
Academic Dean, in consultation with the director of International Programs. A faculty member
wishing to develop a proposal for a short-term, non-credit study abroad program should first
meet with the director of International Programs for discussion of the program and assistance
with procedures. These programs may be non-credit extensions of current on-campus courses.
As program director, you represent Puget Sound abroad and are responsible for upholding Puget
Sound’s policies.
Study Abroad Program Development Checklist
I.
Rationale
What academic need does this program fill?
How does this program complement current departmental offerings?
II
Administration
Does your department fully support your proposal? (The department chair’s signature of
approval on your proposal is required.)
Will other faculty members be willing to serve as subsequent program directors?
Are there other departments who will co-sponsor or support the program?
Will the program compete with other Puget Sound programs?
What are your qualifications for leading the program? Do you need an assistant to
accompany you who has fluency in the language or is there sufficient on-site support staff?
III
Student Participation
Who is the intended student population for this program?
Is there identifiable student interest in the program?
Is language proficiency required? Will this or other pre-requisites limit student access?
Can you recruit the minimum number of students required for a program?
What is the estimated enrollment in the program? What is the maximum enrollment?
Is there sufficient lead-time to develop and recruit for the program (generally no less than 12
months)?
Can students with health/dietary concerns participate easily?
What are your plans for publicizing the program and recruiting students?
How will the students be selected for the program? (Admission is limited to full-time
matriculated Puget Sound students. Minimum GPA and review of all academic and
discipline records is required for all study abroad programs.)
Students will be required to sign an agreement to abide by the laws of the host country and
abide by Puget Sound’s Student Integrity Code.
If international students are coming to campus as part of your proposal, how will they be
supported? What arrangements have been made for visas, housing, programming, and other
support services, and are these budgeted into the program cost?
IV
Location
What country and city will be the best location and why?
Have you made, or plan to make a site visit prior to running the program?
Will students need a visa to enter the country? What is the cost & ease of obtaining the visa?
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What academic institution may serve as host or partner? Please supply contact information
for host faculty and host study abroad office and draft Memorandum of Understanding
(MOU) if required
What are the proposed program facilities? (Describe)
Have you included additional considerations (e.g. students with disabilities, dietary
restrictions, program-related travel, local economy, security of facility)?
V
Support Services
What support services are available and where? E-mail, computer lab, library? Will there be
a charge for these services?
Will an on-site orientation be offered?
What type of housing facilities will be used? (residence halls, homestays, hotels?) Have you
inspected the housing?
What arrangements for meals will be made?
Will program-related travel be included? If so, list.
Will local field trips be included? If so, list, with entrance fees.
VI
Health, Safety and Liability Issues
Have you checked with International Programs and the US State Department list for safety
clearance? Document this in your proposal.
What inoculations or other precautions do students need before departure? (Check with
CHWS)
What medical facilities are available to students and program director?
What insurance coverage is provided for the program director? (Puget Sound liability
insurance covers ‘scope of duty’ exposures: i.e. travel, work and other activities directly
connected with their Puget Sound sponsored activity. For independent travel faculty would
need personal insurance protection. Check with Puget Sound’s risk manager in the Office of
Business Services for details.)
All students will be required to sign liability waivers. If they are under 18, the parents must
sign also.
Puget Sound’s policy on Alcohol and Drug use will be in effect. (The misuse of alcohol or
drugs will be grounds for dismissal from the program.)
Have you provided an Emergency Management Plan? Forms are available in this handbook.
VII
Financial Issues
All short-term programs must be self-sustaining, with no additional Puget Sound funds.
List all items to be included in the program cost to students.
Have you included the mandatory medical insurance cost for the students in your program
fee?
Have you included a contingency fund fee to cover unexpected expenses or emergencies?
Attach estimated budget for these costs. You should calculate your budget based on actual
per student expense.
List all costs not included in the program cost to students and estimate their cost.
What are the deadlines to pay overseas providers, travel agencies, airlines, hotels, rail and bus
transportation etc.?
What arrangements have been made for visas, housing, programming, and other support
services, and are these budgeted into the program cost?
Have you discussed Program Director’s compensation or expenses with the Associate Dean?
What amount of spending money should students budget, and for what items?
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Suggested Timeline:
Timeline for non-credit, faculty-led short-term programs
1.
12-18 months before program begins:
Consult with your department and director of International Programs about your program idea
and receive this faculty handbook from your department chair.
2.
12 months before program begins:
Submit your proposal and budget to your department chair, the director of International Programs
and the associate dean for approval.
3.
4-6 months before program begins
Hold interest meetings (2 minimum) for students.
4.
3 months before program begins:
Deadline for student applications. Student selection.
5.
Midterm before program begins:
Conduct orientation meeting with students and International Programs staff.
6.
1 month before program begins:
Deadline for all student forms and emergency contact information sheet for program to be turned
in to International Programs.
Sample for 2-week program during winter break:
1, 2.
3.
4.
5.
6.
Fall semester 12-18 months prior to winter break program
Spring or early fall prior to winter break program
Fall prior to winter break program
Mid-term prior to winter break program
December 1 prior to winter break program
Sample for 1-week program during spring break:
1,2
3.
4.
5.
6.
Spring semester 12-18 months prior to spring break program
Early fall prior to spring break program
Late fall prior to spring break program
Early spring prior to spring break program
1 month prior to departure on spring break program
Sample for short-term summer program:
1,2
3.
4.
5
6.
Late spring 12-18 months prior to summer program
Fall prior to summer program
February 15 for all summer programs
mid-March prior to summer program
Meet Puget Sound April deadline for all summer programs
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Attachments:
Proposal form for faculty-led short-term, non-credit study abroad program
Budget worksheets for short-term, non-credit study abroad programs
Emergency Management Plan (includes Puget Sound’s Policy limiting Travel Abroad and
Incident Report form)
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Proposal for faculty-led short-term non-credit study abroad program
Sponsoring Department
Program Director Name and Title
Campus Mailbox #
Telephone:
e-mail:
Program Description
Program name
Program site(s)
Duration (in days/weeks)
Dates (approximate)
(Attach detailed program description and itinerary)
Minimum/maximum number of student participants
Will courses be offered by Puget Sound faculty?
Will courses be offered by on-site faculty?
 NO  YES (if yes, provide details)
 NO  YES (if yes, provide details)
Will students enroll in an institution on site?  NO  YES
Name of host institution
This program is approved by:
Program Director
Date
Department Chair
Date
Associate Academic Dean
Date
Director, International Programs
Date
Completed proposal received by International Programs
Date
[Source: Adapted from the Puget Sound of Kansas]
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BUDGET WORKSHEET
SHORT-TERM, NON-CREDIT PROGRAMS ABROAD
Program Name:_______________________________
Program Director:_____________________________
Program Dates: ______________________________
Program Expenses (calculate on a per person rate, minimum 10 students)
Program Fee
Estimated additional Student
Expenses
Instructional Fees:
$
 Guest Lecturers
__________
__________
 Classroom rental
__________
__________
 Field Trips
__________
__________
 Books/Materials
__________
__________
 Program Director’s fees (pro-rated)
__________
__________
Travel Expenses:
 International Travel (student expense)
 In-country travel
 Visas
 Insurance/I.D. card
 Site Visit by Program Director
 Program Director’s Travel (pro-rated)
__________
__________
__________
__________
__________
__________
__________
__________
__________
__________
__________
Accommodation:
 Housing
__________
 Meals
__________
 Program Director’s accommodation __________
__________
__________
__________
(pro-rated)
Personal Expenses
 Average personal expense not
covered by the program fee (insurance, inoculations, etc.)
__________
Puget Sound Administration Fee
There is a $ --- person administration
fee for all students
___________
__________
Suggested Program Deposit/due date $_______/_____
Note:
Several of the expenses listed above will not be billed through Student Financial Services. Please indicate
the expenses to be included in the program fee (billed through Student Financial Services) and those
expenses that will be the student’s responsibility.
The draft budget for this program will be prepared by International Programs based on the estimates listed
above.
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EMERGENCY MANAGEMENT PLAN
PUGET SOUND INTERNATIONAL PROGRAMS (IP)
Orientation information, both printed and oral, contains information for faculty and students about health
and safety issues related to international travel. Adherence to this information, along with appropriate
behavior, caution, and common sense, can prevent many crisis situations.
Decisions regarding program itineraries are made based on information from the US State Department,
and on-site coordinators. IP is prepared to make changes on short notice should a situation arise incountry that causes serious concern.
IP will not allow students to begin a program at a site which is designated by the US State Department as
existing under a travel warning. Please refer to the complete policy on the International Programs
website: http://www.Puget Sound.edu/x11907.xml
1. CONDITIONS REQUIRING EMERGENCY MANAGEMENT
The staff of International Programs shall be contacted under the following circumstances:
A. Serious illness, injury or death.
B. Emotional or psychological stress that appears to require removal from the situation or
professional attention.
C. Being the victim of a crime—theft, assault, rape, harassment, etc. or being accused of committing
a crime.
D. A situation arising in-country which causes serious concern, i.e., a political uprising, epidemic or
a natural disaster.
2. COURSES OF ACTION
Puget Sound faculty member or on-site coordinator or student (in case of incapacity of the faculty
member or on-site coordinator) contacts the appropriate local authorities (i.e., police, US Embassy,
medical personnel) to begin the local action necessary to handle the situation. This individual will also
complete the attached incident report, Attachment B.
Puget Sound faculty member, on-site coordinator or student (in case of incapacity of the faculty member
or on-site coordinator) contacts the appropriate person from the Puget Sound Emergency Contact List. In
most cases, that will be the Director of International Programs. There may be situations when it is also
appropriate to contact other persons, i.e., Counseling, Health and Wellness or the Dean of Students office.
Puget Sound President or an assigned senior official of Puget Sound is the official spokesperson to
parents/officials/on-site coordinators. Puget Sound Communications office will act as official
spokesperson to media sources.
3. IP ACTION
International Programs staff will initiate appropriate procedures. IP will inform the senior officers of
Puget Sound about any situation which involves on-campus intervention for an international program.
A. Ill or injured student:
1. IP will contact the contracted insurance provider to get them involved in evaluating the
situation.
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2.
3.
4.
5.
IP will contact parents of student to apprise them of the situation.
IP will contact the Dean of Students.
IP will contact the media spokesperson for Puget Sound.
Necessary action will be taken—provision for necessary medical care in-country,
emergency evacuation, etc.
6. Puget Sound will, if necessary, make funds available to cover emergency costs. Such
expenses are the responsibility of student/parents, but Puget Sound will advance funds as
needed to assure a timely solution of the situation.
B. Ill or injured faculty member:
1. IP will contact the contracted insurance provider to get them involved in evaluating the
situation.
2. IP will contact family of faculty member to apprise them of the situation.
3. IP will contact the Academic Dean.
4. IP will contact the media spokesperson for Puget Sound.
5. Necessary action will be taken—provision for necessary medical care in-country,
emergency evacuation, etc.
6. Puget Sound will, if necessary, make funds available to cover emergency costs. Such
expenses are the responsibility of the faculty member, but Puget Sound will advance
funds as needed to assure a timely solution of the situation.
7. If necessary, Puget Sound will make funds and staff available to insure adequate group
supervision and continuation of the program.
C. Death of student or faculty member:
1. IP will contact the contracted insurance provider to get them involved in repatriation
efforts.
2. IP or designated Puget Sound official will contact parents of student or family of faculty
member.
3. IP will contact Dean of Students or Academic Dean who will, in turn, contact Puget
Sound legal counsel.
4. IP will contact Puget Sound chaplain.
5. IP will contact Counseling, Health and Wellness to begin appropriate counseling for
other members of the group.
6. IP will contact the media spokesperson for Puget Sound
7. In case of death of faculty member, Puget Sound will make funds and staff available to
insure adequate group supervision and continuation of the program..
D. Student or Puget Sound faculty member with emotional or psychological problems.
1. IP will contact Puget Sound counselors. Puget Sound counselors will be in touch with
student, faculty or on-site coordinator to evaluate the situation and make necessary
recommendations.
2. IP will contact parents of student or family of faculty member.
3. IP will contact the Dean of Students or the Academic Dean.
E. Student or Puget Sound faculty is the victim of a crime—theft, assault, rape harassment,
etc. or has been accused of committing a crime.
1. IP will contact the Director of Human Resources & Affirmative Action Officer.
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2. IP will contact the Dean of Students and/or the Academic Dean.
3. IP will contact the media spokesperson for Puget Sound.
4. If the incident is between two student members of the group, the Dean of Students has
primary responsibility and Puget Sound policy will apply.
5. If the incident is between a student member of the group and a Puget Sound faculty
member, the Academic Dean has primary responsibility and Puget Sound policy will
apply.
6. If the incident is between a member of the group and an outside party, action taken will
depend on legal requirements of the host country and the wishes of the group member.
7. Puget Sound legal counsel will be contacted through the Dean of Students or Academic
Dean’s office, if necessary, for appropriate advice.
8. IP will contact local on-site authorities if necessary, for appropriate action.
9. IP will contact parents of student and/or emergency contact designated by the student. (If
the faculty member is the victim, IP will contact the family or emergency contact of the
faculty member.)
F. A situation arising in-country which causes serious concern, i.e., a political uprising,
epidemic or a natural disaster.
1. IP will contact local program coordinators for a preliminary assessment.
2. IP will contact the US State Department to receive the latest public announcements or
travel warnings.
3. IP will take necessary action based on advice from US State Department and local
program coordinators. That could be evacuation, move to Embassy compound,
remaining on-site and maintaining low profile, or quarantine.
4. When the status of the group has been accurately determined, IP, in cooperation with the
on-site coordinator or faculty member and with senior college administrators, will
disseminate the information to appropriate parties.
5. IP will contact the media spokesperson for Puget Sound.
4. EMERGENCY CONTACT LIST
U.S. Embassy Contact Numbers: (fill in for specific program location)
International Programs Emergency Contact Numbers:
Jannie Meisberger:
(253) 879-3578 (work)
(253) 851-6741 (home)
Jan Moore:
(253) 879-3652 (work)
(253) 473-5302 (home)
Associate Academic Dean:
Lisa Ferrari:
(253) 879-3207
Dean of Students:
Mike Segawa:
(253) 879-3360
Counseling, Health and Wellness:
Linda Everson:
(253) 879-1555
Puget Sound Security Services:
24-hr emergency line: (253) 879-3311
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Incident Report for Study Abroad Programs
To be completed by all who witness or experience an incident.
Report Title/Incident_______________________________________________________
Reporter’s Name/Your Name________________________________________________
Location ________________________________________________________________
Date_______________________________Time_________________________________
Occurred Between Date/Time and Date/Time___________________________________
Victim’s Name
Contact Address
Contact Phone____________________
E-mail__________________________
Witness Name____________________________________________________________
Contact Address____________________________________________________
Contact Phone
E-mail___________________________
Medical
Type of Injury or Illness______________________________________________
Contact Names_____________________________________________________
Date_________________________Time________________________________
Notified by________________________________________________________
Medical Facility____________________________________________________
Taken by
Physicians/Medical Personnel_________________________________________
Was the student conscious and capable of making informed judgments about his or her medical
treatment?
If the student was not capable of making medical decisions, who made any decisions?
What if any follow-up care was recommended?
Property
Stolen/$Value
Lost/$Value
Damaged/$Value
Recovered/$Value
Were the police or legal authorities notified of the incident or present at the scene?
Names and phone numbers of responsible legal authorities in charge of the case:
Was the U.S. or relevant embassy notified?
involved in this incident:
Name & number of responsible consular officials
Please provide a brief description of the incident on a separate page & include your signature and
date.
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DISCIPLINARY ACTION GUIDELINES
The following procedures shall be used as a guideline when contemplating disciplinary action. Since every
circumstance is different, we rely on common sense to amend the procedures when necessary.
General guidelines:
- Students on a short-term program are still to be held to the Student Integrity Code
- Students are held accountable to any written policies and/or agreements a student signs prior to
leaving for a program.
- Documentation throughout the process is important.
- If the director/faculty member feels a situation warrants immediate removal of a student from the
program, s/he should contact the Director, International Programs, to gain Puget Sound support
and approval.
The following is adapted from “the Logger”
The Integrity Code applies to all students enrolled at Puget Sound and to all student activities sponsored
by Puget Sound or by any registered Puget Sound organization on Puget Sound property or elsewhere, or
in vehicles owned or leased by Puget Sound.
The Standards of Integrity outlined below apply to all students and student groups of Puget Sound, both
on campus and off campus, who are engaged in activities sponsored by Puget Sound or by a Puget Sound
organization, or who represent Puget Sound in some recognized capacity.
1. Students may not harm anyone, or make him or her fear harm: physical or emotional
2. Students may not engage in activities which threaten the safety or security of the Puget Sound or
community
3. Students may not deal in or use drugs
4. No alcohol for minors
5. Students must stay informed of the rights and responsibilities they have as members of this
community
6. Students must follow all written rules and policies in “the Logger”
Process to follow:
- Once an incident is reported, have a conversation with the student(s) to review the allegations and
hear their perspective on the incident
- Document notes, as well as any verbal or written warnings given to the student
- In the case of a situation that does not require immediate removal from the program, set clear
expectations and guidelines in writing of expected behavior for the remainder of the trip/program
(as it applies to their situation.)
Emergency action may be taken in cases where there is evidence that a student’s or a student-group’s
continued presence on the program poses a substantial threat to the student or group or to others, or to the
stability and regularity of program functions. Under this action, a student may be dismissed from the
program and sent home at his or her expense, and parents may be notified.
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