FACULTY RESPONSIBILITIES HANDBOOK FOR SHORT-TERM
PROGRAMS
Introduction: The International Programs staff congratulates you on your selection to
lead a short-term, non-credit study abroad program for Puget Sound students. We have
prepared this handbook to assist you before, during and after the program and are happy
to answer any questions you may have as you prepare. Please be sure to take this guide
with you for future reference while you are leading the program.
General advice: As faculty director, you will be called upon to be Puget Sound’s
representative, program administrator, financial manager, student adviser, and crisis
manager. We recommend you contact the following offices for helpful information prior
to holding the student orientation:
Registrar: for explanation of FERPA, ADA legislation and how they apply to study
abroad; student code of conduct (academic), and other institutional policies (take copies
with you for reference)
Dean of Students: for review of student code of conduct (nonacademic); grounds for
dismissal and procedure
Counseling, Health and Wellness: how to recognize signs of serious health issues, both
physical and emotional, and when and how to intervene
Student Financial Services: to review program budget details; making payments on-site;
currency exchange; receipts and documentation needed for reimbursement
Puget Sound Risk Manager and International Programs Staff: review possible types of
emergencies; when to notify Puget Sound (International Programs); how to document
steps taken; review Emergency Management Plan, and get list of contacts, both on-site
and at Puget Sound
Office of Communication: for referral information if reporters contact you.
Faculty responsibilities before the program
Publicity. Advertise the program widely. Distribute brochures and flyers to your
colleagues and students. International Programs staff will assist you in preparing these.
Recruiting and selecting students. Hold at least two interest meetings. International
Programs staff will provide application materials for the program and be on hand to
answer procedural questions. Students will turn in completed applications to
International Programs for review by you and a selection committee, as appropriate.
International Programs will send out acceptance letters to the students, including the
deadline for payment of the non-refundable program deposit, and other required
materials, along with information about orientation.
Student orientation (mandatory). This is your opportunity to provide a detailed schedule
of the program, for the students to get acquainted with each other and to turn in required
forms. International Programs staff will make copies of all necessary documents for you
to take with you – medical, passport, any visas, and liability releases, etc.
1
You should also cover the following items:
.
 Description of local living conditions, access to medical facilities, outline of
potential health risks, and road safety
 Internet access availability
 Cultural norms, to include appropriate clothing, and taboos
 Banking and money matters
 Use of calling cards, cell phones, how to place international calls, and ensure that
you have a cell phone which will operate internationally and a back-up
communication plan when cell phone service is unavailable
 Emergency contact information for families
 Wallet-sized emergency contact and procedure cards for each student
This is the time to remind students that they are bound by Puget Sound’s code of conduct,
including drug and alcohol policies.
Personal arrangements: You will be responsible for making your flight arrangements,
obtaining any necessary visas, insurance, and purchasing the International Teacher
Identity Card (available through International Programs). Puget Sound liability insurance
covers faculty ‘scope of duty’ exposures; i.e. travel, work and other activities directly
connected with the Puget Sound sponsored activity unless the faculty member behaves in
a clearly unreasonable manner (e.g. committed a crime or was intentionally negligent).
Check with Puget Sound’s risk manager for details. You would need personal insurance
protection for independent travel.
Faculty responsibilities during the program
General. You represent Puget Sound abroad and are responsible for upholding the Puget
Sound’s policies and standards. As faculty director, you will take on many roles:
administrator, financial manager, adviser, crisis manager and travel guide.
While the group is abroad you are on call 24/7 as counselor, mediator, advisor and
advocate and are required to remain with the group for the duration of the program.
Given these responsibilities, it may not be feasible for family members to accompany you
on the program.
You should take the following documents with you:




This handbook
Puget Sound Academic handbook (the Logger), & a copy of the Student Integrity
Code
Final budget, indicating which items have been prepaid and which need to be paid
on-site
Records of correspondence and contracts with on-site providers
2

Copies of important documents, to include your and the students’ passport and
visa information, airline reservations and sealed medical forms (to be opened only
in case of emergency). The medical forms should be returned to International
Programs for shredding at the conclusion of the program.
Orientation on-site (mandatory). You should provide an on-site orientation, including
information on health and safety issues, emergency response measures, drinking and drug
laws, potentially unsafe areas to avoid and safeguarding money and other valuables. All
students should have emergency contact numbers for you, host country staff and the US
consulate.
You and the students should be registered at the nearest US consulate. In case of a
natural disaster or local unrest you should be in contact with the US consulate for updated
security information.
Financial management. You will be required to keep complete and accurate financial
records, including receipts for all expenditures, and to prepare a final budget report for
Accounting and Budget Services and International Programs upon return.
Health and safety issues. All participants are required to provide proof of comprehensive
medical insurance, to include emergency medical evacuation and repatriation of remains
coverage. International Programs staff can issue the International Student/Teacher
Identity Card (ISIC/ITIC) which provides some supplemental medical insurance as well
as medical evacuation and repatriation of remains coverage.
Medical and other emergencies. Please see Emergency Management Plan attached.
Notify International Programs immediately about any emergencies. In the event of an
emergency, use the incident report provided by International Programs. This report
should include the following information:





A log, noting names, dates, times of those with whom you have spoken;
Contacts made with International Programs (or Puget Sound Security, if afterhours) and provision of regular updates;
Contacts made with appropriate people on site: host family, local authorities, US
consulate;
Reports which are signed and dated by parties involved (and get photocopies);
Contacts made with insurance companies.
Disciplinary action. Please see Disciplinary Action Guidelines attached. Students may
not leave the program for reasons other than true emergencies, such as serious illness,
accident, or family emergency at home. All students are required to sign an agreement
stating that failure to abide by the terms of the agreement may result in dismissal from the
program, parents will be informed and disciplinary action back on campus may be
initiated.
3
Legal difficulties. Please keep well-documented notes of any incident that could result
in legal action. Contact the consulate and the appropriate authorities at the overseas
location. Make sure appropriate police reports are filled out in the event of a crime.
Follow the guidelines in the Emergency Management Plan.
Record keeping. Maintain copies of all documents, including receipts, reports, in a
secure place. Student sealed medical forms should only be opened in case of serious
injury, illness or death of the student.
Faculty responsibilities after the program
Student questionnaires. International Programs will send out questionnaires to the
returning students to be completed and returned to International Programs. These
questionnaires will be forwarded to the director after review by International Programs
staff. You should plan a reunion of the students, welcoming them back to campus and
reminding them about possible reverse culture shock and adjustment back to campus.
Final report. The director’s final report on the program is to be submitted to the director,
International Programs, the Associate Academic Dean and the department Chair within
one month of the end of the program. The director and International Programs staff will
use the report and questionnaires to plan the next program cycle.
Planning and promotion of future programs (if applicable). Seek the students’ help in
promoting the next program cycle. Some suggestions include: establishing a web site for
your program; becoming ambassadors for the program; and making presentations to the
campus and local communities about their experiences. If you will not be leading the
next program cycle, you should actively recruit qualified colleagues to apply, working
with the appropriate department chairs and the Associate Academic Dean.
Appendices:
Emergency Management Plan
Incident Report for Study Abroad Programs
Disciplinary Action Guidelines
4
EMERGENCY MANAGEMENT PLAN
INTERNATIONAL PROGRAMS (IP) PUGET SOUND OF PUGET SOUND
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 in-country 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. (See Attachment A for the complete
policy statement.)
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.
5
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.
2. IP will contact parents of student to apprise them of the situation.
3. IP will contact the Dean of Students.
4. IP will contact the media spokesperson for Puget Sound.
5. Necessary action will be taken—provision for necessary medical care incountry, 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 incountry, 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.
6
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.
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
7
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
8
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?
officials involved in this incident:
Name & number of responsible consular
Please provide a brief description of the incident on a separate page & include your
signature and date.
9
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 the 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 studentgroup’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.
10