FACULTY-LED TRAVEL COURSES
(Domestic & International)
POLICIES AND PROCEDURES MANUAL
Office of Extended Education & Office of International Education & Programs
January 2015
Table of Contents
HOW TO USE THIS MANUAL............................................................................................................................................................ - 3 ETHICAL GUIDELINES ...................................................................................................................................................................... - 4 Responsibility to Our Students ..................................................................................................................................................... - 4 Truthfulness and Transparency .................................................................................................................................................... - 4 Gifts, Gratuities, Discounts, Rebates and Compensation ............................................................................................................. - 4 RESPONSIBILITIES & ELIGIBILITY ................................................................................................................................................ - 5 DIFFERENCES IN THE TYPES OF FACULTY-LED TRAVEL COURSES ..................................................................................... - 8 Winterim ...................................................................................................................................................................................... - 8 Summer ........................................................................................................................................................................................ - 8 Regular Semester ......................................................................................................................................................................... - 9 TIMELINE FOR THE DEVELOPMENT OF A SHORT-TERM TRAVEL COURSE ...................................................................... - 10 STEP-BY-STEP GUIDE TO DEVELOPING A SHORT-TERM TRAVEL COURSE ...................................................................... - 11 1. Assess the Need for a Program............................................................................................................................................... - 11 2. Determine Enrollment Potential ............................................................................................................................................. - 12 3. Draft a Program Proposal ....................................................................................................................................................... - 12 4. Promote Your Program .......................................................................................................................................................... - 19 COURSE APPROVAL PROCESS ...................................................................................................................................................... - 21 PROGRAM IMPLEMENTATION ..................................................................................................................................................... - 22 Marketing & Recruitment .......................................................................................................................................................... - 22 Application Procedures & Admission ........................................................................................................................................ - 23 Financial Aid Matters ................................................................................................................................................................. - 25 Pre-Departure Orientation .......................................................................................................................................................... - 27 HEALTH & SAFETY ......................................................................................................................................................................... - 28 Emergencies & Crisis Management ........................................................................................................................................... - 28 Money Handling/Security While Overseas ................................................................................................................................ - 30 ACKNOWLEDGEMENTS ................................................................................................................................................................. - 31 APPENDICES ..................................................................................................................................................................................... - 32 THE CLERY ACT AND DOMESTIC/INTERNATIONAL TRAVEL PROGRAMS ...................................................................................... - 33 LIST OF RESOURCE FACULTY ....................................................................................................................................................... - 35 BUDGET TEMPLATE ...................................................................................................................................................................... - 36 FINANCIAL AID BUDGET............................................................................................................................................................... - 37 SAMPLE EXPENSE TRACKER ......................................................................................................................................................... - 38 FORMS ................................................................................................................................................................................................ - 39 TRAVEL COURSE PROPOSAL FORM
BANNER FORM (SCHEDULING)
AGREEMENT AND RELEASE FOR STUDY ABROAD
AGREEMENT AND RELEASE FOR DOMESTIC FACULTY LED TRAVEL PROGRAMS
RELEASE AND WAIVER FOR NON-CREDIT PARTICIPANTS
CANCELLATION POLICY ACKNOLWEDGEMENT FORM
STUDENT HEALTH HISTORY FORM
OVERSEAS HEALTH INFORMATION FORM
EMERGENCY INCIDENT REPORTING FORM
EMERGENCY INCIDENT RESPONSE LOG
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HOW TO USE THIS MANUAL
This handbook is designed to assist faculty throughout the development and implementation phases associated
with successful short-term travel courses.
There are many factors involved in offering travel courses. Along with enhancing the curricula of various
academic departments, travel courses expose students to geographic and culturally diverse regions.
This guide addresses the development of all faculty led travel courses, both domestic and international. In
general, the Office of Extended Education serves as the primary point of contact in the development of domestic
travel courses while the Office of International Education & Programs serves as the primary point of contact for
the development of international travel courses. While some overlap in departments providing assistance may
exist between domestic and international travel courses and the respective departments, please note that any
time this guide references “The Office” it is referring to Extended Education for domestic courses and
International Education & Programs for international courses, unless otherwise specified.
The Offices work directly with faculty in planning and coordinating pre and post travel arrangements for all
travel courses. It is recommended that an appointment be made with the respective lead office as early as
possible in the planning process. A list of resource faculty who have successfully planned and led short-term
travel courses for SUNY Potsdam students is available in the Appendix.
“The Office” for Domestic Travel
Karla Fennell
Coordinator of Special Sessions
Office of Extended Education
206 Raymond Hall
Phone: 315-267-2830
Fax: 315-267-3088
Email: fennelkm@potsdam.edu
“The Office” for International Travel
Krista LaVack
Director
International Education & Programs Office
S131 Sisson Hall
Phone: 315-267-2779
Fax: 315-267-4890
Email: lavackkm@potsdam.edu
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ETHICAL GUIDELINES
The Forum on Education Abroad has developed standards of good practice for the field of education abroad,
and we at SUNY Potsdam, believe that many of these same principles can be applied to domestic travel
programs as well. It is expected that any domestic or international offering supported and endorsed by SUNY
Potsdam will adhere to the Forum’s Code of Ethics. Excerpts from the Code related to this guidebook are below
– the complete guidelines and standards of good practice is available at http://www.forumea.org.
Responsibility to Our Students
As an educational endeavor, educational travel should keep students’ academic objectives, personal growth,
and best interests foremost in mind. This includes but is not limited to:
 Helping students make well-informed decisions about educational travel programs
 Preparing students thoroughly for participation in educational travel programs
 Supporting students appropriately throughout their travel experience and after their return
 Focusing on program quality, academic integrity, and student health and safety
 Protecting students’ rights and privacy as required by law and ethical consideration
Truthfulness and Transparency
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In marketing, advertising and promotional materials, institutions and organizations should focus on what
they believe to be the strengths of their program, avoiding disparaging or misleading statements about
programs offered by other institutions or organizations.
Marketing, advertising and promotional materials should clearly set out the program’s limitations, as
well as its strengths.
Agreements with providers of travel services, and criteria for travel course approval/recommendation
should be disclosed fully, together with any benefits to the institution or its staff, such as service on
advisory boards or provider-funded site visits, etc.
Gifts, Gratuities, Discounts, Rebates and Compensation
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Institutions and individuals should guard against allowing gifts, gratuities, hospitality, or compensation
of any kind to improperly influence decision-making or create the appearance thereof.
Institutions and organizations should have a process for reporting payments such as reimbursements,
honoraria, or consulting fees for work conducted on behalf of provider programs. No paid travel should
be accepted by an employee of an institution if offered by a travel provider or other third party, unless
substantive work, such as program assessment or program development, is required.
Institutions should have a process for reporting any gift from a travel provider or other third party that
has an apparent value exceeding $50.00. Any rebate, commission, or discount provided by a provider
organization should be used to defray costs to students.
Provider organizations and institutions should neither accept nor offer gifts or gratuities, unless these are
purely nominal.
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RESPONSIBILITIES & ELIGIBILITY
It is a great task to lead students on courses with a travel component, and one that carries many roles and
responsibilities. As a faculty leader, you hold the role of teacher, guide, confidant, crisis manager,
disciplinarian, community builder, and budget planner, to name a few.
Essentially, the faculty leader role is crucial from the earliest stages of proposal development through the postprogram assessment. He/she must design all academic aspects of the program, manage the program budget and
travel logistics, and then implement a high-quality program that is managed responsibly from the standpoint of
risk management and finances. Leading a group of students in this type of endeavor is indeed rewarding but it is
also a commitment of time and energy. While the core of the faculty leader’s responsibility is with the
development and delivery of the academic content, faculty leaders should realize that they are involved in every
aspect of the program and are often on duty 24 hours per day while the group is traveling.
Faculty leaders will have the support of various offices on campus, particularly with the pre-departure planning
phases. While implementing a travel course is a collaborative effort, and every travel course is unique, the chart
below provides a general understanding of the roles and responsibilities of each office and/or participant.
Faculty Leader
Responsibilities
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Uphold legal obligation to carefully follow reporting requirements set forth by the
Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act
(see Appendix for additional information)
Know the geographic and academic area well
Have sufficient expertise in travel to recognize/anticipate pitfalls, routes, safety
concerns and advantages that the proposed destination offers
Be academically qualified to offer the travel experience as part of a course
Complete the Travel Course Proposal and submit to appropriate Dept. Chair and
Dean by appropriate deadline
Seek any necessary course approvals through school curriculum committees and/or
general education committee in a timely matter, providing relevant curriculum
committees with copy of approved course proposal to review academic components
of program.
Meet with appropriate staff in either Extended Education (domestic travel course) or
International Education (study abroad travel course) – maintain an open line of
communication with these offices regarding all aspects of the experience
Seek assistance from either Extended Education (domestic travel course) or
International Education (study abroad course) before signing/committing to ANY
contracts through third party providers (travel agents, airlines, hotels, etc.)
Examine prices and alternatives in order to keep the program fee financially feasible
for students
Develop a financially sound program budget, incorporating a required emergency
contingency fee and enough margin to offset unforeseen expenses like currency
fluctuations, airline surcharges, etc.
Share pertinent travel information with Extended Education for marketing purposes
(including course title and number, travel location, timing and length of travel, how
often course is offered, estimated cost to students, etc.)
Advise students on program cost expectations and ensure students are making timely
payments to Extended Education
Actively market the program to students – primary marketing and recruitment
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responsibilities fall to the leading faculty member
 Submit final itineraries, participant rosters and final program budget to Extended
Education (domestic travel course) or International Education (overseas travel
course) no later than one month prior to departure
 Be prepared to travel with program participants to/from course destination(s)
 Submit all budget reconciliations to Extended Education within ten (10) days of
program completion
 Have a complete understanding of appropriate SUNY Potsdam Crisis Response Plans
and initiate plans in a crisis situation including filing of Incident Report Form and
Incident Reporting Logs, when necessary. A copy of the applicable Crisis Response
Plan will be provided by The Office approximately 3 weeks prior to departure for
your review.
 Be emotionally and physically prepared to deal with the 24/7 presence of an
assortment of students and their varied concerns and needs
 Be prepared to deal with, in a timely and patient matter, the steps and issues involved
with bringing about a faculty-led travel course from planning to final evaluation
Extended
International & Domestic Courses
Education
 Establish a program account with PACES
Responsibilities
 Collect program fees of all participants – even when using a third party provider or
travel agent
(for courses
 Conduct all monetary transactions, including collection of student program fees and
with a domestic
disbursement of student funds, including issuance of receipts
or
 Receive and process all third-party invoices and faculty travel advances to avoid
international
Faculty Leader(s) using personal funding and waiting for reimbursement
travel
 Facilitate extra service contract process with HR for faculty compensation
component)
Domestic Courses
 Be available for consultation when formulating the Travel Course Proposal
 Assist faculty leader(s) in determining budget, program fee and payment deadlines
 Liaise with Financial Aid to confirm students’ participation in travel course and to
create official student program budgets so that students may request financial aid
 Provide assistance with securing group travel arrangements and oversight of any
third-party provider contracts
 Provide list of student participants to Student Conduct & Community Standards to
conduct full Judicial Record Review of all participants prior to travel
 Assist the Faculty Leader(s) with the design and production of marketing materials,
including brochures, posters, web listing, etc.
 Collect student pre-departure health & liability forms
 Distribute and summarize student program evaluations and share findings with
faculty leader, Department Chair, and Dean
 Coordinate debriefing with Faculty Leader(s) to discuss revisions for future offerings
International
Education &
Programs
Responsibilities
(for courses
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Be available for consultation when formulating the Travel Course Proposal
(international courses)
Assist faculty leader(s) in determining budget, program fee and payment deadlines
Liaise with Office of Extended Education
Liaise with Financial Aid to confirm students’ participation in travel course and to
create official student program budgets so that students may request financial aid
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with
international
travel
component)
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Provide assistance with securing group travel arrangements and oversight of any
third-party provider contracts
 Notify Extended Education of program budget details and student payment deadlines
 Assist the Faculty Leader(s) with the design and production of marketing materials,
including brochures, posters, web listing, etc.
 Advise students about program application process, costs, financial aid/scholarships
 Collect student pre-departure health & liability forms
 Provide list of student participants to Student Conduct & Community Standards to
conduct full Judicial Record Review of all participants prior to travel
 Enroll all participants in required health insurance
 Coordinate mandatory pre-departure orientation for all program participants to
address health, safety, emergency contact information, and expectations of student
conduct while abroad
 Primary contact for all international crisis management
 Assist the faculty leader/students in researching information on country-specific visas
(if required of host country)
 Assist the Faculty Leader in addressing student behavior, health and safety issues
 Troubleshoot any issues during the course of the program
 Distribute and summarize student program evaluations and share findings with
faculty leader, Department Chair, and Dean
 Coordinate debriefing with Faculty Leader(s) to discuss revisions of future offerings
Other Roles & Department Chair/Deans
Responsibilities
 Review the academic integrity of the faculty-led travel course, in the case of
interdisciplinary programs consultation occurs with the committee/department that
has oversight of the program
 Review and approve Travel Course Proposal in advance and review student course
evaluations upon conclusion of the program
 Advise faculty on necessary procedures to present the course to school curriculum
and/or general education committees
Domestic & International Partners/Institutions/Travel Agents (if applicable)
 Provide safe environment for classrooms, housing, activities, etc.
 Orient group to local safety and risk management concerns
 Arrange cultural activities, guest lecturers, transportation, and group meals
 Issue invoices in a timely matter, as they should not be collecting funds directly from
the students
 Provide information on local clinics and emergency facilities
 Assist with emergency response as needed
Office of Financial Aid
 Advise students on necessary financial aid procedures
 Review program budget and consult with students on feasibility of seeking financial
aid, including advisement on availability of aid from external lending sources
Student
 Meet with the faculty leader to understand both the academic and financial
Responsibilities
expectations of the faculty-led travel course
 Complete program application, if applicable
 Read and sign all SUNY Potsdam Pre-Departure Health & Liability forms, and
present them by the established deadline
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Make timely payments in accordance with prescribed payment schedule and sign
Cancellation Policy Acknowledgement
Apply for a passport and/or necessary travel visas soon as they receive program
acceptance (necessary for international travel)
Stay informed on State Department and governmental health travel warnings
Attend mandatory pre-departure orientation program or make other arrangements
with faculty leader to receive the necessary information
Conduct themselves in an appropriate manner while on the College organized travel
course and refrain from any behavior that may jeopardize, endanger or disrupt the
program or any of its participants
Understand that any conduct issues will be addressed through the Office of Student
Conduct and may include immediate dismissal from the program
Be respectful to faculty leader(s), fellow classmates, and the local resident population
for the duration of the travel course
Disclose any pre-existing health conditions that may affect their participation in
aspects of the travel course on the Student Health History Form
Notify the faculty leader(s) if they experience any health issues while on the travel
course
DIFFERENCES IN THE TYPES OF FACULTYLED TRAVEL COURSES
Winterim
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Students are registered in the fall semester preceding the course. This allows students to access any
necessary financial aid to help offset the costs of the travel experience, as a full time student in the fall
semester.
Course preparation must begin at least 12 months in advance of travel.
Faculty leading Winterim travel courses are expected to hold a regular series of classes and/or meetings
in the fall semester to deliver academic content and prepare students for departure.
The travel portion of the course is held any time after the fall semester has ended and the spring
semester begins. Typical length is 10 – 14 days.
Courses are typically 1 – 3 credit hours.
Summer
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Like Winterim session, students register in the spring semester preceding the course. Again, students can
access any necessary financial aid for the travel experience as they are registered as a full-time student
in the spring.
Course preparations must begin at least 12 months in advance of travel.
Faculty leading summer travel courses are expected to hold a regular series of classes and/or meetings in
the spring semester to deliver academic content and prepare students for departure.
The travel portion of the course is held any time after the spring semester has ended and before the fall
semester begins. Typical length is 14 – 21 days.
Courses are typically 3 – 6 credit hours but could be as many as 9 – 12.
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Regular Semester
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Students are registered in the semester when the actual travel portion of the course will occur, allowing
students to access any necessary financial aid.
Course preparations must begin at least 12 months in advance of travel.
The travel portion of the course is typically 10 – 12 days in length and held during one of the midsemester breaks (e.g. spring recess)
Courses are typically 3-4 credit hours.
Note: Regardless of when the experience will be held it is important to stress the importance of including predeparture meetings/classes to deliver any necessary academic content and to prepare students for the actual
travel experience, including potential cross-cultural transitions.
Equally important, is to consider including post-experience classes or debriefing meetings. A student’s
experience should not end with the return to home soil. Students will be eager to share their experiences with
anyone who will listen – this might be the perfect opportunity to include them in marketing for your next
faculty-led experience! Consider discussing students’ reactions to their experiences and what they have learned
such as, the culture, food, languages, and the people they have encountered. Have them express their
experiences by writing a post-experience response paper or an article for the student newspaper, The Raquette.
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TIMELINE FOR THE DEVELOPMENT OF A
SHORT-TERM TRAVEL COURSE
Faculty are required to plan for a travel course at least 12 months in advance of when the travel will take
place. Below is the ideal timeline to use during your planning and preparations. Deviating greatly from
this timeline will hinder student recruitment efforts perhaps resulting in cancellation of the experience.
The following timeline should be used as a checklist of what tasks should be completed at certain points
throughout the year. Use the columns to the right to keep you on track with what tasks you should be
completing during specific months based on when your travel is scheduled to take place.
Tasks & Timeline
Winterim
1 year from departure (Min)
 Consult with department chair and college dean to gain
support for the program concept
 Meet with The Office to discuss your program proposal,
syllabus, itinerary and initial budget considerations
11-10 months from departure (Min)
 Develop program framework, itinerary and objectives
 Consult with logistics providers and/or travel agents
regarding available services and costs
 Further develop academic component of the program,
including course description
9 months from departure (Min)
 Finalize program itinerary
 Determine final program costs, set a per participant
program fee
 Establish application procedures and deadlines
 Submit proposal to department for course approval
8-6 months from departure
 Marketing plan determined and activated
 Develop marketing materials for the program (flyers,
posters, brochures, web text, etc.). Staff in The Office can
assist you with this
 Begin to promote your program and recruit students
 Faculty to provide students with complete application
packets including all necessary forms for The Office
5-4 months from departure
 All students interviewed (if applicable) and selected for
participation
 Provide list of accepted students to The Office
 All students should now be completing the required health
& liability forms – provide these to The Office by agreed
deadline
 Extended Education can begin to accept deposits from
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December
(prev. yr.)
Spring
Break
December
(prev. yr.)
Summer
December
(prev. yr.)
January –
February
(prev. yr.)
January –
February
(prev. yr.)
January –
February
(prev. yr.)
March
(prev. yr.)
March
(prev. yr.)
March
(prev. yr.)
Course
Proposal
Deadline =
April 1
Course
Proposal
Deadline =
April 1
Course
Proposal
Deadline =
April 1
April – June
August –
October
September –
November
July –
August
November –
December
December –
January
students
4-2 months from departure
 All required health & safety, liability forms are provided to
The Office for each student accepted to participate
 Updates on student registration status, account updates, etc.
will be provided to the leading faculty member no more
than once per week
3-2 months from departure
 Provide final detailed itinerary including emergency
contact information, flight/travel/hotel information and
complete list of students participating to The Office
1 month from departure
 Final budget due to The Office
 Students will attend a mandatory pre-departure orientation
with staff from The Office
1 week after return
 Final grades for students completed in BearPaws or
submitted to the Registrar’s Office
2 weeks after return
 All financial documents (receipts, etc.) submitted to
Extended Education – no receipts accepted more than 10
days after return
 Reimbursements for any items paid require an original
itemized invoice including method of payment
 Student evaluations collected by The Office
1 month after return
 Hold debriefing meeting/activity for all program
participants on campus
August –
October
December –
February
January –
March
September –
October
January –
February
February –
March
November
March
April
January
April
June –
August
January
April – May
June –
August
February
May
July August
*Departmental approval is required for Short-term Travel Courses. As in all course offerings at SUNY
Potsdam, the programs are offerings of academic departments, not individual faculty.
STEP-BY-STEP GUIDE TO DEVELOPING A
SHORT-TERM TRAVEL COURSE
1. Assess the Need for a Program
Before planning and developing a program, a few questions should be asked:
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Does the program fill a curricular need for the department?
Does the program enhance a university major or the General Education program?
Is there an existing program that already meets these needs?
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Does the program offer something unique that cannot be accomplished on campus?
Will this program have a strong academic component?
Is there a specific reason that this program should take place in the specified location? What is that
reason?
Does the time of year when the program is planned appeal to students? Is the length of the program
appropriate for the academic content?
Are seasonal costs, airfare, lodging, food, etc. higher or lower during the time this program will be
offered?
Is the political/economic situation stable in your destination?
Is there a minimum GPA requirement for program participation? Class standing (i.e. upper division
only)? Prerequisites required for language or other courses?
Minimum level of physical fitness required?
2. Determine Enrollment Potential
It is essential that there are enough students to sustain the program; if enrollment is low there are budget
considerations that can limit the program. The Faculty Leader should consider:
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How many majors are in the relevant department?
What are the current enrollments in related courses?
Will the program attract students outside the major department?
3. Draft a Program Proposal
A program proposal includes a course syllabus, itinerary, and budget, among other considerations. It is
understood that various items may change leading up to departure (dates, itinerary, costs, etc.) but completion of
the Travel Course Proposal is required to notify various offices of the campus that your off-campus travel
course is being planned.
Keep in mind that SUNY Potsdam sponsored domestic and international travel courses are subject to the
reporting requirements of the Clery Act and directors/faculty leaders of such programs have legal obligations in
ensuring SUNY Potsdam meets those requirements. Please see the Appendix for additional information
regarding requirements of the Clery Act.
IMPORTANT: Faculty Leaders should meet with The Office to discuss the proposal guidelines. The
Faculty Leader and The Office staff will discuss the proposed budget, logistical matters, program promotion,
application procedures, payment procedures, and orientation, and make suggestions on how the proposal may
be improved.
Once approved, a copy of the Travel Course Proposal should be provided to curriculum committees reviewing
the academic components of your program. The appropriate Dean and The Office will also retain copies of this
approval proposal.
Once the program has been approved, The Office will assist the faculty member in completing arrangements for
the program. These will include: creation of promotional materials, scheduling information sessions, addressing
application intake/review/notification, arrangements for program payments, pre-departure orientations, postprogram reporting, etc.
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Proposal Deadlines
All Travel: Submission deadline is April 1 of the previous year
Example: A course traveling in June 2016 has a submission deadline of April 1, 2015
Proposal Components
Overview:
Program Name, Program Location(s), Program Dates, Sponsoring Department(s), Leading faculty or staff
member, Additional faculty or staff members
Educational Objectives and Outcomes:
Describe the educational objectives and anticipated outcomes of the course(s) to be offered. Address how this
program supports/enhances the academic experience of the students and the curriculum of the academic unit.
Course Information and Advisement:
List all SUNY Potsdam courses participants may earn credit for, indicate the number of credits each course is
worth and attach a copy of the syllabus to be used for each course offered. If a course offered is normally taught
on campus, please discuss how it has been modified to take advantage of and reflect the realities of the program
location. Please be sure to demonstrate that contact hours included in the course are sufficient to justify the
number of credits, and that there is adequate out of class time for assignments and study time. Be sure to
indicate any pre-requisite or co-requisite courses required in order to participate.
Instruction and Academic Advisement:
List all individuals who will provide instruction. If any instructors are not SUNY Potsdam faculty, please
indicate each individual’s academic qualifications. Comment how the course may be applied to prospective
students’ degree plans.
Program Itinerary:
Be sure not plan your program so tightly that participants do not have the opportunity for self-exploration,
shopping, socializing, and doing what appeals to them. They need time to experience the host location and
culture to get the full benefit of being away from SUNY Potsdam. Where possible, please address how you will
combine the following elements in your program:
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Instruction by local scholars and experts
Opportunities for student interaction with members of the host location/culture
Opportunities for experiential learning
Exercises for focused reflection on learning experience
Plans to connect with any Potsdam Alumni who are from the host location or currently working in the
program vicinity
If using a co-sponsoring institution, consortia office, or other organization, make sure to check the quality and
reputation thoroughly through a variety of sources. See Responsibilities and Logistics sections for more detailed
information regarding using third-party providers.
Be sure to indicate ALL locations to be visited, even if only passing through or visiting for a short period
of time.
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Course Syllabus (including Activities & Excursions):
 A general course description, including number of credit hours*
 Outline of course goals and objectives
 Course requirements
 Methods of instruction, Outline of themes to be covered
 Opportunities for experiential learning
 Tentative travel itinerary
 Description of methods of evaluation
 Dates on which assignments are due
 Bibliography
 Costs for student participation – what is included in the program, what is not included, deposit schedule,
and policies for refunds and course withdrawals
 Dates of pre-departure orientation and post-travel/re-entry sessions
*Determining credit for the off-campus course- In general, it is assumed that for every one credit, students will
have 12.5 hours of contact time. Most of SUNY Potsdam’s short-term travel courses are arranged for 3 credit
hours. Instruction hours on travel courses may include any of the following: lectures; trips to museums, plays,
concerts, educational institutions, guided bus tours; group reflection time; guided walking tours; planned talks
by, or interviews with, knowledgeable individuals, etc.
Projected Number of Students and Staff:
Specify the desired minimum and maximum number of participants. The minimum number should indicate the
minimum number of people for which you are willing to run the program and not cancel. Be sure to consider
application and selection criteria and processes so that those deadlines can be addressed in your course proposal
and timeline.
If there are multiple staff members participating in the trip, make sure to distinguish individual responsibilities
and contributions to the course. Indicate who will handle on‐site administration, including misconduct and
emergencies of the program, which is a constant responsibility, above and beyond program instruction. Please
list any non‐SUNY Potsdam employees for program staffing (note that individuals contracted for a specific
service, such as bus drivers or tour conductors do not need to be included).
Program Affiliations:
Provide a brief description of any institutions/agencies/organizations with which the program may be affiliated
(including third‐party program providers, research centers, schools or NGO’s) including its history and
academic information (including accreditation status and academic programs, if applicable). Mention should be
made of any counterpart associated with the affiliated institution who may assist with the program. For those
that have few local contacts and maybe less experience with the local territory and/or language, having the
assistance of an organization that specializes in travel to that destination is extremely beneficial. A number of
outside organizations, called travel, service or logistics providers, specialize in arranging educationally focused
group travel. They can assist program leaders with tasks such as securing group flights, hiring local guides,
making housing arrangements, locating classroom space, arranging local transportation, and setting up
excursions and site visits.
Risk Management:
Travel & Living Arrangements – Outline the travel arrangement and who will coordinate it. Discuss where the
group will eat and sleep. If host families will be used, please discuss screening/selection procedures. Faculty
cannot drive vehicles overseas.
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Health & Safety – The safety and security of our students is of utmost importance. As such, we require that
information be provided regarding steps that will be taken to protect students in the event of natural disasters to
which the region is prone. Please speak as well to other risks – high crime rates, unsafe local transportation
students may use in their free time, etc. Please discuss the safety measures that are in place for these risks.
Provide information on the resources to which you would turn for assistance if a participant were in need of
medical or psychiatric care during the program. Speak to the steps that will be taken to secure medical treatment
for sick students and/or possible evacuation. Faculty should be sure to share all conditions, risks, and
expectations involved with the course, including excursions during travel and take all of these into consideration
when selecting student participants.
Technology & Communication:
Please discuss how program faculty, staff and students can stay connected with SUNY Potsdam and with
friends and family during the faculty‐led program. In particular please address options to ensure the program
leader will have, at all times, the means available to contact emergency services, SUNY Potsdam and/or the
emergency contact of any group members, if necessary.
Program Assessment:
Recognizing that individual courses will be assessed by the academic units offering them, explain how you will
measure success in achieving program objectives described in “Educational Objectives and Outcomes/Nature
and purpose of the program” were met.
Programming Upon Returning to SUNY Potsdam:
Faculty leaders may also want to consider opportunities to share the faculty‐led program experience with the
SUNY Potsdam community. Examples may include a photo gallery and display, an art exhibit, a colloquium or
other student presentations or a documentary film.
Program & Per-Participant Budgets
The overall program budget will be used to create the per-participant program fee, which includes associated
trip expenses above and beyond tuition for the course/credits. Once the program fee has been finalized, The
Office will create a budget sheet to provide to each participant and to Financial Aid. This will be created in a
format that our Financial Aid Office staff is familiar. The same program fee will be charged to all
participants, including all students and/or community members participating in the travel. Included in the
budget sheet will be what is INCLUDED in the program fee and more importantly, what is NOT INCLUDED
in the program fee. It will also include the deposit and program fee payment schedule and the following
statement:
The initial enrollment deposit is not refundable. By registering for the course and submitting the non-refundable
enrollment deposit, students commit to participate. Most expenditures from short-term travel courses become
unrecoverable soon after participants have committed. If a student withdraws from the program, he or she will
receive a refund of any recoverable costs, should there be any, less the non-refundable deposit in accordance
with the pre-defined withdrawal procedures and liability schedule. SUNY Potsdam course refund policies do
not apply to short-term domestic travel courses.
In preparing the overall budget, please identify all costs to participants and develop a program price that allows
for an affordable, high quality program. Please draft two versions of the program budget: one based on the
minimum number of participants and another based on the maximum number of participants. Calculate the cost
per participant based on each budget keeping in mind that some expenses are fixed (independent of number of
students, i.e. instructor costs), while others may be variable (i.e. housing, transportation, airfare, etc.).
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For Example:
 Faculty compensation
 Additional staff compensation (including any non‐SUNY Potsdam staff)
 R/T group airfare
 Local transportation (include gas or tolls)
 Student lodging and meals
 SUNY Potsdam Faculty/Staff lodging, meals and incidental expense allowance
 Entry to any museums or other excursion sites
 Payment for local service providers (such as tour guides)
 Gratuities or gifts that may be expected for local service providers or institutions visited
Remember that because these programs are self-supported by student funds, it is highly advisable that you
attempt to make the program as cost effective as possible, ensuring that:
 The program operates in the black
 That only appropriate costs are incorporated into the program fee
 And that the program fee is not prohibitive to student participation
For travel courses abroad, when determining your budget, you should calculate in US dollars as well as
the local currency. It is slightly difficult to forecast what the currency conversion will be a year in advance;
however, few currencies fluctuate significantly, so you can use the emergency contingency line (typically
recommend 5-8%) in your budget to handle a drastic fluctuation in currency exchange rates.
Essential Components of the Budget
Student/Participant Expenses
 Transportation expenses – ground and/or air transportation, chartered buses, public subways, rented
vehicles, College owned vehicles/vans, tolls, etc.
 Accommodations
 Meals (not always included in budget, as students sometimes buy their own)
 Other fees under this category could include: entrance fees (museums, cultural events, cultural
experiences, group tours, etc.)
 Participants may arrange their own transportation to the starting point of the experience and may be
required to pay for some or all of their meals. Books and any elective travel are also the responsibility of
the participant
 Generally, individual spending money and excursions outside of those planned by the program are not
included in the program budget
Instructor expenses
 Transportation expenses – ground and/or air transportation, chartered buses, public subways, rented
vehicles, College owned vehicles/vans, tolls, etc.
 Accommodation
 Meals (not always included in the budget, as faculty sometimes buy their own)
 Entrance Fees
 Miscellaneous, administrative expenses, etc.
 Compensation (if applicable)
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Instructional/Administrative Expenses
 Honoraria (lectures/demonstrations/workshops/cultural events and performances – including ground
transportation costs)
 Supplies: mailing, photography, first aid kit
 Classroom/laboratory/library use onsite
 Emergency contingency fund (5-8% of program cost)
A template is available in the Appendix to help you document program expenses and determine the overall
program and per-student budgets.
Deposit and Program Fee Payment Schedule
The initial enrollment deposit (typically $500, non-refundable) is due at least 4 months in advance of the trip’s
departure. This deposit will secure the participant’s spot on the trip. Deposits must be paid through the Office of
Extended Education via credit card, check, or money order (payable to PACES account number). Use of a
credit or debit card will require an additional 3% processing fee. Faculty should not handle any student
monetary transactions prior to travel.
The remaining program fee should be distributed evenly between two additional payment dates, one 3 months
in advance of departure, and the other 2 months in advance of departure. Any student who has not submitted
all payments to the Office of Extended Education one month (unless stated otherwise) prior to departure
will not be permitted to participate in the travel portion of the course unless other arrangements are
made in advance.
Instructional Compensation to Faculty Member
Assuming all criteria is met for the travel portion of the course to run, instructors leading travel courses are
eligible to be compensated at the same per credit hour rate that applies to instruction of any special session
graduate course, regardless of course level, at a rate of $129.38 per student per credit unless otherwise
determined by the Travel Course Advisory Council. The same policy regarding the number of students enrolled
in order to receive full compensation applies to travel courses. For example, the instructor of a 3 credit travel
course will be compensated at a rate of $388.14 per student (3 x $129.38) up to a max of $3,105. Courses that
do not meet the minimum enrollment of 8 will be subject to a pro-ration of instructional compensation, or if the
faculty member so chooses, cancellation of the course. Please contact the Office of Extended Education with
any additional questions regarding compensation rates.
Instructor compensation is funded 100% by student program fees. Instructors are not permitted to charge
additional stipends or fees for items such as trip planning or associated administrative tasks (i.e. post-trip
expense reporting). Regarding compensation and additional travel costs for additional faculty members, the
Travel Course Advisory Council will consider all expenses in relation to the total cost of the course and may
propose alternatives in order to maintain an affordable participant program fee.
Distribution of Remaining Funds
Due to the mandatory 8% contingency fee that should be factored into the program fee, there is likely to be a
balance after all travel course expenses have been reconciled. Travel course accounts through PACES are not
permitted to carry a balance from one year to the next. Excess funds will be returned to the participants via
check after all expenses have been paid and the account has been settled up. Due to the 10 day window for
faculty to submit their trip expenses, refund checks may take up to 4 weeks after the completion of travel to
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reach the participants. How the funds are to be refunded should be clearly communicated to all students and
written in the program budget materials.
Logistics
Making arrangements for lodging, transportation, site visits, etc. can consume a lot of a program leader’s time
and energy; however, there are various ways to approach this task so as to reduce the time commitment
involved and still develop a solid, engaging travel course. The approach a program leader chooses depends on
the number of local contacts he/she may have, the time he/she can commit to researching lodging choices, local
transportation, etc. and the level of support he/she will require once the group arrives at the program site.
For those that have few local contacts in the program destination and may be less experienced with the local
territory, having the assistance of an organization that specializes in travel to that destination is extremely
beneficial. A number of outside organizations, called travel, service or logistics providers, specialize in
arranging educationally focused group travel. They can assist program leaders with tasks such as securing group
flights, hiring local guides, making housing arrangements, locating classroom space, arranging local
transportation, and setting up excursions and site visits.
Service providers generally take on the liability risks associated with the program and are more flexible with
regard to payment deadlines. There may be additional costs associated with using a service provider, but
depending on the services requested and the number of students involved, the per student cost can be quite
reasonable, especially considering the time and effort involved in making some of the arrangements. Because
these service providers always work with groups, they will likely be able to negotiate lower rates for airfare,
hotels, etc. Again, arranging programs through a logistics provider may be the best option for faculty who are
new to leading travel courses. These organizations generally provide more pre-departure and local support than
a standard travel agency, as well as:
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Continual oversight of program details from program inception through completion of the program.
Detailed, day-by-day itineraries with the contact numbers for the local guides, drivers, etc.
Twenty-four hour emergency numbers both for the organization’s main office and for local staff should
an emergency arise.
Knowledgeable (bilingual, when needed) guides who can also provide assistance.
Suggestions on site visits and activities that are off the beaten path but may support the academic
objectives of the program.
In addition, these organizations usually provide pre-departure packets for students that include their plane
tickets and/or itinerary along with information on weather, safety and health, money, information on tipping,
local customs, etc. They typically provide a more detailed “leader guide” for the faculty leader(s) involved as
well.
Standard travel agents may be able to arrange group flights, secure hotel arrangements and possibly arrange for
local transportation. However, they are often not capable of arranging everything that a faculty leader may need
for the program. In this instance, the faculty leader takes on more responsibility for arranging site visits, local
guides, etc.
For travel abroad, the International Education & Programs Office has compiled a list of reputable service
providers who specialize in educationally focused group travel. These organizations are accustomed to
working with faculty and students, and are sensitive to study abroad budgets. It is important to note that
SUNY Potsdam provides this listing only as a resource to its faculty and staff:
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Academic Programs International – Customized Program Options
http://www.apistudyabroad.com
American Institute for Foreign Study – Partnership Program
http://www.aifspartnerships.com
AustraLearn (Australia, New Zealand and Fiji) – Custom Designed Short Courses Program
http://www.globalinksabroad.org/for_advisors/study_abroad_advisors/academi cs/custom_programs/
CEA Global Education – Group and Custom Programs
http://www.gowithcea.com/educators.html
Destination Partners – Services
http://www.destinationpartners.net
EF Educational Tours – Group and Custom Programs http://www.eftours.com
Institute for the International Education of Students – IES Customized Programs
https://www.iesabroad.org/IES/Advisors_and_Faculty/faculty.html
Particularly for new programs, it is recommended that program leaders obtain a couple of quotes from different
travel operators/service providers in order to compare prices. Some departments and/or faculty may already
enjoy long-standing relationships with other institutions. In these cases, it may be cheaper and relatively easy to
contract directly with the host institution, and where possible, have the host institution make all of the local
logistical arrangements. In these instances, it is still recommended that faculty travel with students to/from the
destination. One of the service providers mentioned above, or a local travel agent, may be able to secure lower
group rates. In these instances one of the service providers mentioned above, or a local travel agent, might be
able to secure lower group rates.
4. Promote Your Program
As a faculty leader, you have to make a personal commitment to get students to participate in your program.
Your experience, enthusiasm, and expertise about the program will be your strongest marketing tool. Don’t be
afraid to share this with students! Please also address your marketing plan in your course proposal.
The Faculty Leader should consider producing a program brochure and/or flyers and posters. Distribution can
be any of the following:
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Bulletin boards on campus
Information meetings and classroom visits
Targeted academic departments
Office of Extended Education web page
Travel course posters
Emails to prospective participants – perhaps targeting specific majors
Distribution in the Faculty Leader’s classes and academic department
Messages inserted in The Raquette, Campus Radio/Television Stations, etc.
Presentations to relevant student groups on campus
Study Abroad Fair held annually, during fall term
Leaders should communicate the following to program participants:
 Conditions, risks, and expectations of participation
 What the program will cost
 What is not included in the cost (as detailed as possible)
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How much additional money participants need to budget
When applicable fees, deposits, and payments are due
The final payment deadline
- 20 -
COURSE APPROVAL PROCESS
Submissions
As with “regular” courses, travel courses need to be approved by both your department chairperson and your
Dean. After necessary signatures have been obtained, the completed program proposal (including course
syllabus and budget) should be submitted to the Office of Extended Education. Decisions are made based on
complete program proposal, while considering prior travel course student evaluations (if applicable). If you are
offering your travel course for the first time, you will also need to follow the procedures for obtaining course
approval through the corresponding curriculum committee. Please contact The Office for more information on
the course approval process. Deadlines to submit your course proposal are as follows:
All travel programs – submission deadline is April 1
This date will allow for adequate time for review by appropriate committees
When submitting your course proposal for approval, be sure to include the following:
 Completed Travel Course Proposal Form (see Appendix)
 Program Budget (see Appendix for sample)
 Completed Banner Travel Course Form (if adding, removing, or editing a course, see Appendix)
 Completed Banner Form for Scheduling (to have course entered into schedule on Banner, see Appendix)
Process for Requesting a General Education Indicator for a Travel Course
Departments and faculty members interested in applying for a General Education designator must complete the
application and submit all requested materials as outlined on the General Education Shortened Academic Term
Course form.
Application forms are available on the General Education website
(http://www.potsdam.edu/academics/general_education/. You will also be asked to demonstrate how you
propose to assess student learning of the SUNY learning outcomes through your course.
Review & Approval Process
The Provost has established a Travel Course Advisory Council to review course proposals and provide
recommendations. This Council will be composed of the three Deans, Director of International Education &
Programs, and Coordinator of Special Sessions. Once your proposal has been submitted to the Office of
Extended Education, they will then forward the complete proposal (including course syllabus and proposed
budget) to all Travel Course Advisory Council members for review and discussion. Once all Council members
have reviewed your proposal, their recommendations will be forwarded to the Provost. You will receive official
notification from the Provost regarding approval status addressing any additional provisions, if required.
The Faculty Leader will be asked to indicate their acceptance (or declination) of the Provost’s offer. Once
acceptance has been indicated, the Office of Extended Education will create a Banner form to add the course to
the schedule and will obtain the necessary approval signatures from the corresponding department chair(s) and
dean(s). Once the completed form has been returned to the Office of Extended Education the course will be
entered into the schedule and they will be able to begin accepting deposits and registering students into the
course. Students wishing to be registered in a given travel course must provide written permission from the
instructor, typically in the form of an “Add/Drop” form.
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PROGRAM IMPLEMENTATION
Marketing & Recruitment
Once a program has been approved, the faculty leader’s next primary responsibility is the promotion of the
program and recruitment of participants. The Office of Extended Education actively markets SUNY Potsdam
Winterim and Summer offerings to students who come into the office and who are present at various
information sessions, classroom presentations, and events. The staff also distributes program information via
email and bulletin boards on campus.
In planning for recruitment, faculty leaders should keep in mind that the Office of Extended Education begins
receiving inquiries about Winterim programs as early as March of the previous year and Summer programs as
early as September of the preceding year. It is also important to note that students usually discuss travel course
plans with their parents, therefore you will see good results from publicity pushes just prior to winter/spring
breaks or fall/Thanksgiving breaks. It is very important to begin publicizing your program as early as possible
and to continue marketing it in many different ways throughout the year until the application deadline has
passed. Following are a number of ways that faculty leaders can actively market their programs to students.
Program Brochures
The program brochure is a critical piece of publicity. Using an easily identifiable graphic or photo on the
brochure that can be reproduced for flyers, posters, advertisements, etc. is important and will give your program
visual recognition. In addition, brochures should include the following information:
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Program title and dates
Program location, including a brief description of its distinguishing characteristics
Courses to be offered via the program, including number of credits to be earned and graduation
requirements that they could fulfill
Pre-requisites or eligibility requirements for participation, if any
Faculty who will teach the course(s)
Program fee, including what is and what is not included in the fee
Excursions and/or site visits that are included
Housing and any special meal arrangements
Specific flight and/or travel arrangements, if any
Faculty leader’s name, telephone number, email address and office number
Deadline for application, non-refundable deposit information, and payment due dates
Disclaimers about possible program itinerary and fee changes, for example: “Details such as dates,
costs, itinerary items, etc. are subject to change.”
Please note: in liability cases, program brochures are often viewed by courts as legally binding contracts.
Even if a program is targeted at a particular field of study, it is important to stress in the program materials other
requirements (e.g. general education requirements, language requirements, etc.) that the course(s) associated
with this program may fulfill AND to target students from outside a particular degree field in your publicity
efforts.
In order to ensure that the program receives a high level of exposure, the faculty leader should have program
brochures available by the end of the spring for a Winterim offering and end of the fall for a summer offering.
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Website Presence
To help make students aware of these opportunities, the Office of Extended Education can include your travel
course on their web site. On this page, the location(s), number of credits earned, leader contact information and
a one or two-paragraph description of the academic components are listed. Links to any websites that faculty
leaders may have created for their programs can also be included and photographs are encouraged.
In Person Marketing
There is nothing more effective in recruiting than personally talking with students and making the program
description come alive with stories, photos and vivid descriptions of what they could experience. Visiting
classes for five to ten minutes is one of the most effective ways of informing students about the program.
Faculty leaders are encouraged to speak not only to their own classes, but also to the classes of their colleagues
both in and outside of their own departments. Making presentations to student organizations which have a tie to
the course content or having a display table at on-campus cultural or academic events are other ways to reach
students who may or may not have ever considered taking part in a travel course.
Study Abroad Fair
Each fall the International Education & Programs Office organizes a study abroad fair to recruit students to
study abroad and educate them about the range of program options that exist. Faculty leaders for
international travel courses are encouraged to take part in the fair by having a display table, distributing
literature and talking with prospective students.
Once a faculty leader has generated a list of interested students, an information session can be a valuable tool to
inform students of the program details. Faculty leaders can generate lists (including names, email addresses and
phone numbers) of interested students through in-class presentations, etc. Generally, students who make the
effort to attend a scheduled information session for a particular program are seriously interested. The format of
the information session should reflect this and specific information should be available to students at this time.
Following up with these interested students is critical, whether it be by mail, email or phone.
Application Procedures & Admission
Application Materials
There are a number of documents The Office requires of all participants. These will assist The Office staff in
responding in the event of an emergency or health crisis, mitigate the risk and liability assumed by SUNY
Potsdam as an institution, and track participation and demographics. In order to standardize and simplify the
application process, departmental programs are required to use these forms. (Supplemental forms for evaluating
depth of background in a particular subject area, etc. could also be required by the program leader as needed.)
Using standardized forms also simplifies the process for the program leaders, as The Office forms have already
been created, reviewed by the SUNY Office of General Counsel, and gather necessary student data. The Office
does not evaluate student applications for admission to specific departmental programs. Admission to the
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program is at the discretion of each faculty leader, including the decision to require formal application
materials.
Students participating in a travel course must complete these forms and submit them to The Office at least 30
days prior to departure. For international travel courses, student application forms can be accessed via the
International Education & Programs website at: http://www.potsdam.edu/academics/international.cfm - click on
Study Abroad Programs, then forms. It is advisable that faculty leaders collect these documents, make copies
for themselves, and then forward a complete set of documents for each student to the International Education &
Programs Office.
All pre-requisite courses must be satisfactorily completed and all necessary travel
documentation/authorizations (i.e. visas) must be obtained at least 7 calendar days prior to departure.
Failure to do so will result in dismissal from the travel course.
Note Regarding Participation of Students with Disabilities
Every attempt should be made to accommodate students with disabilities, however, the Americans with
Disabilities Act (ADA) does not apply outside the borders of the U.S. To the extent possible, we will exhaust all
efforts to ensure that students with disabilities are given equal opportunity to apply for, and participate in, a
travel course. It is important to inform the Director of Accommodative Services and The Office of any students
that may require, or are seeking, accommodations. It is important to consider that we may not be able to obtain
all of the necessary accommodations to enable a disabled student to participate in the travel course or in certain
portions of it.
Non-Degree Student Participation for Academic Credit
At the program leader’s discretion, students who do not attend SUNY Potsdam are welcome to participate in
Potsdam’s faculty-led programs for credit. These students first need to apply to SUNY Potsdam as a nonmatriculated student – this process is handled by the Office of Extended Education.
High School Student Participation
On occasion, a high school student wishes to take part in a travel course for credit. As previously outlined, all
participants, including high school students, must be registered for the associated travel course(s). To do so,
high school students must first apply to SUNY Potsdam as a non-matriculated CAP student. Only juniors and
seniors will be eligible for CAP status and they must meet the prescribed University admission requirements.
Given this, high school students must first apply to SUNY Potsdam and be admitted to the University before
being accepted into a travel course and they must submit the program deposit. For admission requirements:
http://www.potsdam.edu/highschool.
Please note: high school students are often minors. As a result, the faculty leader and the University take on a
greater degree of responsibility, liability and risk by accepting them into a program. Because of this, and the
admission factors outlined above, it is strongly recommended that high schools students not be admitted to
travel courses.
Non-Credit Participation
When planning a travel course it is often more cost effective the more participants there are, and you may also
have interest from community or family members to participate in the travel portion of the course without
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receiving credit. These participants must register as a course auditor and may be subject to a background check
to ensure the safety of all participants. Auditing fees may apply. Please contact the Office of Extended
Education for more information about auditing.
All participants are subject to the same program fee regardless of whether they are paying tuition to take the
course for credit or whether they are strictly participating in the travel portion of the course.
Judicial Record Review
As a matter of policy, The Office submits the names of all students applying to travel courses to the Office of
Student Conduct and Community Standards. Student Conduct reviews all the names and alerts The Office staff
of any students with serious judicial violations and/or who are currently on conduct probation. Students can be
prohibited from participation based on their past conduct on campus. Judicial checks are conducted on a rolling
basis as final student rosters are submitted to The Office in accordance with the scheduling timeline. The earlier
judicial checks can be conducted, the earlier any problems can be identified and dealt with accordingly.
Should an applicant have a serious judicial offense(s) on his/her record, The Office will notify the program
leader, discuss with him/her the nature of the offense and provide recommendations regarding handling of the
situation. This may involve meeting with the student to discuss the situation, removing the student from the
program, or other measures. Should the decision be made to remove a student, the faculty leader is responsible
for notifying the student of this decision and of any financial ramifications.
Financial Aid Matters
Financial Aid Eligibility
SUNY Potsdam students pursuing either Winterim or summer travel courses are registered for the course during
the fall or spring semester preceding the experience. This allows students who need additional aid to plan for
the travel costs in their financial aid packages. However, it is perfectly acceptable to have students register and
pay tuition during a summer or Winterim experience.
SUNY Potsdam students who wish to participate in a travel course may be eligible for additional financial aid.
In most cases, the additional financial aid will be in the form of a loan (federal or private). We encourage
students who are considering participation in travel courses to meet with a financial aid counselor to discuss
financing options as early as possible!
To receive Financial Aid, the student must:
 Be a matriculated student at SUNY Potsdam for the term in which they are registered for the course
 Complete an application for FAFSA and TAP (TAP can only be used for programs that charge New
York tuition)
 Submit a detailed estimate of the program costs for the travel course including the course name, number,
and program destination
 Be making satisfactory academic progress at the end of the term preceding the travel course
Once students complete their requirements, the Financial Aid Office will:
 Review and adjust the student’s cost of attendance budget to reflect the costs for the travel course
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Notify the student via email regarding their financial aid eligibility, what their options are, and how to
apply/accept any additional aid that may be available
Each case is unique, so we suggest that students meet with a financial aid advisor when considering or enrolling
in a travel course.
Financial Aid Office
3 floor of Raymond Hall
315-267-2162
finaid@potsdam.edu
rd
Financial Liability Schedule and Withdrawal Procedures
SUNY Potsdam is often required to make non-refundable commitments to partner universities and providers for
travel courses and therefore need participant commitment to plan the program. By submitting the nonrefundable deposit, participants are committing to participate in a specific program. Should they need to cancel
their participation, they must do so in writing via email to The Office. The date The Office receives notification
will determine the amount the participant may be refunded.
Any non-recoverable expenses incurred prior to cancellation of participation will not be considered refundable.
Cancellation Policy
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If the participant cancels within 5 calendar days of submitting their deposit they will receive a full
refund of the deposit.
More than 5 calendar days after submitting the deposit:
o If they cancel more than 90 calendar days before the program travel date, participant will be
responsible for 50% of the total program fee.
o If they cancel less than 90 calendar days before the program travel date, participant will be
responsible for 100% of the total program fee.
If participant is dismissed from a program, no refund will be given.
Cancellation within 5
calendar days of
making deposit
Full refund will be issued
Cancellation more than
90 calendar days from
departure
50% of total program fee
refunded
Cancellation less than
90 calendar days from
departure
0% of program fee
refunded
Participants must satisfactorily complete any pre-requisite courses and obtain necessary travel authorizations at
least 7 calendar days prior to departure. Failure to do so will result in dismissal from the program.
Exceptions
We understand that there are extenuating circumstances that may require a participant to cancel. They may
submit a written request for an exception to the stated refund policy by contacting The Office. Requests for
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exceptions will be reviewed 2 weeks after the program’s completion date. The Office will determine whether to
grant the exception on a case-by-case basis and in its sole discretion.
In the event of non-enrollment in the program due to withdrawal, dismissal, program cancellation, or other
reasons, SUNY Potsdam will not be able to provide refunds for any expenses incurred or having to do with air
travel, accommodations, food, books/supplies or miscellaneous costs of travel by the participant and not
included in the program fee. Students are advised to investigate the coverage and cost of a Travel Insurance
Policy that might cover some of those costs.
All participants will be required to acknowledge their understanding of the cancellation policy in writing
at the time of deposit. See appendix.
Pre-Departure Orientation
All travel course participants are required to participate in the pre-departure activities conducted by their faculty
leader. Program leaders have specific knowledge of the host location and can provide the most detailed predeparture information specific to the program destination. In addition, The Office will conduct a general predeparture orientation session designed specifically for travel course participants. This general orientation
session covers topics such as health, safety, student conduct, and other administrative details.
To help facilitate student attendance, The Office asks that faculty leaders plan for a mandatory orientation as
part of their pre-departure meetings and require that all students attend.
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HEALTH & SAFETY
As a faculty leader your responsibilities extend beyond the classroom. Students rely on you for all types of
extra-curricular assistance as they adjust to a new, and sometimes stressful, environment.
Keep in mind that SUNY Potsdam sponsored domestic and international travel courses are subject to the
reporting requirements of the Clery Act and directors/faculty leaders of such programs have legal obligations in
ensuring SUNY Potsdam meets those requirements. Please see the Appendix for additional information
regarding requirements of the Clery Act.
To help ensure the health and safety of the students participating on your program it is very important to take
the following steps:


Provide detailed information about the program and program site to participants so that they, and their
parents/guardians/families, can make informed decisions concerning preparation, participation, and
behavior requirements associated with the program. This includes information on the level of physical
demands that will be placed on the students by the program activities, destination, etc.
Have knowledge of students’ pre-existing medical and/or psychological conditions.
For participants in travel courses abroad, the following additional steps apply:
 Provide students with Center for Disease Control recommendations for immunizations
http://www.cdc.gov/travel/. SUNY Potsdam’s Student Health Services Department can provide
recommendations and review the health risks for specific regions with students
 SUNY Potsdam’s Student Health Services department asks that all faculty leaders complete the
Overseas Health Information Form
 Monitor the U.S. Department of State travel information for the country(s) the students will be visiting
as part of the program. This can be done on-line at: http://www.travel.state.gov/travel/travel_1744.html
As part of the application process, each student participating in a travel course is required to complete a Student
Health History form. It is strongly recommended that each faculty leader keep this information with him/her
when traveling in the event of an emergency.
Emergencies & Crisis Management
Preparing for an Emergency
Recognizing the value of travel experiences for students, SUNY Potsdam strives to provide students with
opportunities for study that are academically enriching and safe for student participation. However, there are
times when world events, whether as a result of natural disaster, political instability, terrorist activity, etc.,
create challenges for safe operation of travel courses. The following general guidelines have been developed to
assist The Office staff and faculty leaders during periods of instability.
Prior to Departure

Provide a mandatory pre-departure, region-specific orientation program for all students participating in
the program, including health and safety information.
- 28 -



Review with students the SUNY Potsdam Pledge and Academic Honor Code. Available at:
http://www.potsdam.edu/studentlife/studentconduct/index.cfm Establish a written code of conduct and
expectations for the program itself, along with consequences for not following the code.
Make sure local contact information (host institution phone numbers and email addresses, emergency
cell phone numbers, hotel phone numbers and addresses, etc.) is provided to students and their family
members prior to departure.
Know whom to contact at SUNY Potsdam in the event of an emergency while traveling.
For Travel Courses Abroad


Register your group members with the U.S. Department of State prior to departure. This can be done
online at: https://travelregistration.state.gov/ibrs/
Keep a copy of the SUNY insurance numbers and copies of each student’s passport data page with you
while traveling abroad.
SUNY Potsdam University Police (24/7)
1.315.267.2222
Additional Useful Contacts
Office of Extended Education: 315.267.2166
College Counseling Center: 315.267.2330
Student Health Services: 315.267.2377
Office of Student Conduct & Community Standards: 315.267.2579
While Traveling






Keep up-to-date contact information for students in the group.
Establish a procedure for you to contact students in the event of an emergency, and a procedure for
students to contact you and/or on-site personnel.
Maintain regular contact with students, noticing any changes in behavior or physical condition.
Notify University Police immediately should an emergency occur or change in behavior/physical state is
observed.
Complete the Incident Report Form for any incident that occurs, keeping detailed records of what
occurred and when, who was involved along with their contact information, and the result/consequences
of the incident. The Incident Response Log can assist in tracking the events of an ongoing incident.
Report any serious incidents to local authorities and on-site personnel. Obtain copies of any reports
made by these individuals.
Documenting an Emergency
With any incident, documentation is key in order to have an accurate, timely account of the incident should
anything come into question. It is imperative that all incidents are documented and copies of this documentation
provided to The Office immediately following the incident using the Incident Report Form and Incident
Response Log.
- 29 -
Emergency Contact Abroad
There are U.S. embassies in more than 160 capital cities of the world. Each embassy has a consular section.
There are also consular officers at about 60 U.S. consulates general and 20 U.S. consulates around the world
(consulates general and consulates are regional offices of embassies). Consular officers provide a range of
services to Americans traveling abroad – some emergency, some non-emergency. For more information about
services provided go to: http://www.travel.state.gov/travel/tips/tips_1232.html
Before you go abroad, obtain the contact information for the embassy and/or consulate nearest to the area(s) you
will be traveling to with your student group. Additionally, you can call the U.S. Overseas Citizens Services desk
to obtain assistance in the event of an emergency.
Overseas Citizens Services
Phone: 1-888-407-4747 (from overseas: 1-202-501-4444)
For further information about what types of assistance the U.S. Department of State can provide, please go to:
http://www.travel.state.gov/travel/tips/emergencies/emergencies_1212.html
Money Handling/Security While Overseas
Faculty leaders should exercise caution when carrying a substantial amount of cash overseas. In conjunction
with International Education & Programs Office, they can work with students to determine the best plan for
how they should carry program funds overseas.
As a result, we recommend the following:
 Avoid traveling alone, especially at night.
 Exercise caution when strangers approach offering something to buy or to be a guide.
 Beware of pickpockets. A cute, sweet-looking child or even a woman with a baby can be a pickpocket.
Beware of groups of children who create distractions so they can pick your pocket.
 Try to seem purposeful and confident when traveling.
 Be careful when using an ATM machine. Try to use only those ATM machines that are well lit and in a
seemingly safe location. Withdraw only as much cash as you will need in the near future. Try to use
ATM machines that are equipped with a “swipe” feature in order to avoid your card being eaten by the
machine.
 Keep cash in a secure location. If carrying large amounts of cash, use an undergarment money belt.
 Make sure credit cards are returned after each transaction. Know where your credit card is at all times.
 Make a note of the credit card number and issuing bank, in case of theft or loss.
 Be discreet when paying a bill. Do not “flash” large amounts of cash.
“All participants should use the same common sense traveling overseas that they would at home, and they
should be especially cautious in, or avoid, areas where they are likely to be victimized. These include crowded
subways, train stations, elevators, tourist sites, market places, festivals, and marginal areas of cities.” [Source:
Department of State Publication 10399, Bureau of Consular Affairs, revised 1996].
- 30 -
ACKNOWLEDGEMENTS
This handbook is adapted from the NAFSA: Association of International Educators publication, The Guide to
Successful Short--‐Term Programs Abroad.
Additionally, it is a compilation of ideas from the SUNY Potsdam International Education & Programs Office
staff members, faculty and administrators, collections from national and international conferences, and resource
documents.
We gratefully acknowledge the following resources:
•
•
•
•
•
•
•
•
•
Developing Short--‐Term Faculty--‐Led Study Abroad Programs, Central Washington University
Faculty Handbook for Short Term Abroad Programs, Portland State University
Study Abroad Program Development Handbook, 2007--‐2008 Academic Year,
University of South Carolina
A Guide to Creating Successful Faculty--‐Led Summer or Winter Session Study Abroad Programs, SUNY
Brockport
Guide to Education Abroad for Advisers and Administrators, NAFSA: Association of International
Educators
The Guide to Successful Short--‐Term Programs Abroad, NAFSA: Association of International Educators
Code of Ethics for Education Abroad, Forum on Education Abroad
Faculty-led Study Abroad Cancellation Policy, UC International Programs
Study Abroad Financial Responsibility Policy, University of Texas
- 31 -
APPENDICES
Forms provided in this manual are for reference only and are subject to change. Please follow the external links to obtain
the most up to date and dynamic version of applicable forms.
THE CLERY ACT AND DOMESTIC/INTERNATIONAL TRAVEL PROGRAMS
LIST OF RESOURCE FACULTY
BUDGET TEMPLATE
Download w/ Formulas (1st worksheet)
FINANCIAL AID BUDGET
Download w/ Formulas (2nd worksheet)
SAMPLE EXPENSE TRACKER
Download w/ Formulas (3rd worksheet)
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THE CLERY ACT AND DOMESTIC/INTERNATIONAL TRAVEL PROGRAMS
SUNY Potsdam sponsored domestic and international travel courses are subject to the reporting requirements of
the Clery Act and directors/faculty leaders of such programs have legal obligations in ensuring SUNY Potsdam
meets those requirements. The following information will be useful to all directors of such programs in
understanding and meeting the Clery Act reporting requirements.
According to a federal law known as the Jeanne Clery Disclosure of Campus Security Policy and Campus
Crime Statistics Act, SUNY Potsdam is required to disclose “statistics concerning the occurrence of certain
criminal offenses reported to local law enforcement agencies or any official of the institution who is defined as
a “Campus Security Authority.” We are required to disclose statistics for offenses that occur on campus, in or
on campus non-campus buildings or property owned or controlled by SUNY Potsdam, and public property
within or immediately adjacent to our campus.
SUNY Potsdam domestic/international travel programs are subject to the reporting requirements of the Clery
Act and directors of such programs have legal obligations in ensuring that SUNY Potsdam meets those
requirements.
Campus Security Authority
The law defines “Campus Security Authority” as: “An official of an institution who has significant
responsibility for student and campus activities, including, but not limited to, student housing, student
discipline, and campus judicial proceedings.”
Given that a director of a domestic/international travel program has significant responsibility for student and
campus activities, he or she is considered to be a “Campus Security Authority”.
Non-Campus Property
A non-campus property is defined as “Any building or property owned or controlled by a student organization
that is officially recognized by the institution; or any building or property owned or controlled by the institution
that is used in direct support of, or in relation to, the institution’s educational purposes, is frequently used by
students, and is not within the same reasonably contiguous geographic areas of the institution.”
The buildings and properties that SUNY Potsdam uses for domestic/international travel programs (i.e.
classroom space, student accommodations for long or short-term programs, etc.) are non-campus properties.
SUNY Potsdam is required by law to report crimes that occur in such locations.
Reportable Incidents
The criminal offenses for which we are required to disclose statistics are murder/non-negligent manslaughter,
negligent manslaughter, sex offenses (forcible and non-forcible), robbery, aggravated assault, burglary, motor
vehicle theft, arson, liquor law violations, drug abuse violations and weapons: carrying, possessing, etc.
We are also required to report statistics for bias-related (hate) crimes for the following offenses: murder/nonnegligent manslaughter, sex offenses (forcible and non-forcible), robbery, aggravated assault, burglary, motor
vehicle theft and arson. Additionally, larceny-theft, vandalism, intimidation, simple assault, and
damage/destruction/vandalism of property, if they are related to a hate crime, must also be reported.
Requesting Statistics from Local Law Enforcement Agencies
In addition, Clery requires that every institution make a “reasonable, good-faith effort” to obtain Clery crime
statistics from local law enforcement agencies with reporting jurisdiction that have jurisdiction over the school’s
Clery geography.
- 33 -
For any SUNY Potsdam-sponsored domestic/international travel programs, this means requesting statistics
from local law enforcement agencies for non-campus properties for the specific duration of the program.
Summary and Responsibilities
In order to be compliant with Clery Act requirements, every SUNY Potsdam-sponsored domestic/international
travel program must:
 Designate a “Campus Security Authority” for each trip;
 Have the “Campus Security Authority” report incidents that occur in or on non-campus buildings or
property owned or controlled by SUNY Potsdam;
 Request crime statistics from local law enforcement agencies for the non-campus buildings or property
owned or controlled by SUNY Potsdam during the program. (A sample letter to provide to local law
enforcement can be obtained by contacting either Extended Education or International Education &
Programs)
To ensure understanding and full compliance with the Clery Act requirements, all faculty leading
domestic/international travel programs will be required to attend a briefing session with either the Office of
Extended Education (domestic courses) or the Office of International Education (international programs).
If you have questions about the responsibilities of a “Campus Security Authority” or the Clery Act is it applies
to a domestic/international programs, please contact Chief John Kaplan, University Police, Karla Fennell
(domestic travel programs) or Krista LaVack (international travel programs).
- 34 -
LIST OF RESOURCE FACULTY
Domestic Travel Courses:
Dr. Steve Marqusee – Dean, School of Arts & Science – marqussj@potsdam.edu
Dr. Christopher Kelson – Associate Professor, Geology – kelsoncr@potsdam.edu
Dr. Michael Rygel – Associate Professor, Geology – rygelmc@potsdam.edu
Ada Santaferra – Internship Coordinator, Community Health – santafam@potsdam.edu
International Travel Courses:
Dr. Steve Marqusee – Dean, School of Arts & Sciences – marqussj@potsdam.edu
 Steve has taken students to Central Mexico, the Yucatan Peninsula, Guatemala, Virginia
Dr. Peter McCoy – Music Education, Crane School of Music – mccoypm@potsdam.edu
 Peter has taken students to India, Mexico, and Ghana
Dr. Theresa Watts – Art History, School of Arts & Sciences – wattsts@potsdam.edu
 Theresa has taken students to Ottawa, New York City, Montreal, Paris, Rome, Florence, Assisi
- 35 -
BUDGET TEMPLATE SAMPLE
Course Title:
Course Number:
Location(s):
Currency:
Course Term:
Travel Dates:
Faculty Leader:
Anticipated Enrollment:
Australian Outback
OVS 432
Australia & New Zealand
Australian Dollar
Spring 2014
May 21 – June 10, 2014
Dr. Minerva Potsdam
8
Enter Minimum and Maximum Enrollments:
Expense Type
Fixed Costs
Variable Costs
Faculty Leader Expenses:
Lodging/Accommodations
$2,843.00
Transportation
$1,300.00
Meals
$350.00
Compensation
$2,588.00
Incidentals (admission, tips, tours, etc.):
Museum Admission
$50.00
City Tour
$30.00
Total Faculty Expenses:
Student Expenses Included in Program Fee:
Lodging/Accommodations
$1,514.00
Transportation
$1,000.00
Meals
Incidentals (admission, tours, etc.):
Museum Admission
$50.00
City Tour
$30.00
Total Student Expenses:
Administrative Expenses:
Classroom Rentals
$100.00
Speaker Honorarium
$250.00
Van/Car Rental
$125.00
Airport Parking
$315.00
Total Administrative Expenses:
TOTAL COSTS:
Contingency Fee (approx. 5%)
COSTS + CONTINGENCY
MINIMUM PER-PARTICIPANT PROGRAM FEE:
DESIGNATED PROGRAM FEE:
- 36 -
5
Min. Ttl.
Cost
10
Max. Ttl.
Cost
$2,843.00
$1,300.00
$350.00
$2,588.00
$2,843.00
$1,300.00
$350.00
$2,588.00
$50.00
$30.00
$7,161.00
$50.00
$30.00
$7,161.00
$7,570.00
$5,000.00
$0.00
$15,140.00
$10,000.00
$0.00
$250.00
$150.00
$12,970.00
$500.00
$300.00
$25,940.00
$100.00
$250.00
$125.00
$315.00
$790.00
$20,921.00
$1,046.05
$21,967.05
$100.00
$250.00
$125.00
$315.00
$790.00
$33,891.00
$1,694.55
$35,585.55
$4,393.41
$4,500.00
$3,558.56
$3,750.00
FINANCIAL AID BUDGET SAMPLE
OVS 432: Australian Outback
Spring 2014- Australia & New Zealand
May 21 – June 10, 2014
Dr. Minerva Potsdam
BILLED COSTS
Paid to PACES ###
Program Fee *
PROGRAM BUDGET
ADDITIONAL COSTS (estimated)
Paid by student before departure
$4,500.00
Passport
Vaccinations
Paid to Student Accounts - Billed in BearPAWS
International Health Insurance **
Total Billed Costs
Paid by student in host country
Miscellaneous (personal
expenses)***
$39.85
$135.00
varies
$500.00
$4,539.85
ALL COSTS ARE SUBJECT TO CHANGE WITHOUT NOTICE
Budget is based on # participants. Program fee with rise if total participant numbers fall below #.
*
Program fee INCLUDES airfare, airline taxes/fees/fuel surcharge, accommodations, meals (most
breakfasts/dinners), in country transportation, guided excursions, entrance fees, required tips/gratuities, faculty travel
and instructional costs. Program fee DOES NOT INCLUDE via application fee, travel to/from departure airport,
parking at departure airport, spending money, airline luggage fees, passport, etc.
** International Health Insurance is required of all student participants. This will be added to your student account
when insurance enrollments are completed in late spring. Rate is subject to change - 2014-2015 rates will be
confirmed in June 2014.
*** Personal/miscellaneous expenses (additional meals, beverages, spending money) will vary from one student to
the next and is subject to change based on currency fluctuations.
PROGRAM FEE DEPOSIT SCHEDULE:
All payments may be made by credit/debit card, cash, check, or money order (payable to PACES ###)
Use of a credit or debit card will require a 3% transaction fee. Deliver to Extended Education, 2nd Fl, Raymond
Friday, March 14, 2014
$500.00
Friday, April 11, 2014 $2,000.00
Monday, May 19, 2014 $2,000.00
- 37 -
SAMPLE EXPENSE TRACKER
Meals
Date
5/21/2014
5/27/2014
5/28/2014
5/28/2014
5/29/2014
Date
6/4/2014
6/5/2014
6/5/2014
6/7/2014
6/9/2014
Date
Description
Travel Advance
dinner
lunch
dinner
lunch
5/31/2014
6/2/2014
6/5/2015
6/8/2014
141.00
61.00
70.00
32.00
304.00
Transportation
Description
Train from Rabat to Fez
Taxi
Taxi
Volubilis
taxi
Total Spent
$17.20
$7.44
$8.54
$3.90
$37.08
Dirham
US $
Receipt
Balance
Balance
12,300.00
$1,500.00
12,159.00
$1,482.80
Y
12,098.00
$1,475.37
Y
12,028.00
$1,466.83
Y
11,996.00
$1,462.93
Y
11,996.00
$1,462.93
11,996.00
11,036.00
11,026.00
11,016.00
10,216.00
10,196.00
10,196.00
$1,462.93
$1,345.86
$1,344.64
$1,343.42
$1,245.86
$1,243.42
$1,243.42
Y
Y
Y
Y
Y
Amount
USD
$25.61
$2.44
$3.66
$31.71
10,196.00
9,986.00
9,966.00
9,936.00
9,936.00
$1,243.42
$1,217.81
$1,215.37
$1,211.71
$1,211.71
Y
Y
Y
DH
100.00
30.00
100.00
70.00
300.00
Amount
USD
$12.20
$3.66
$12.20
$8.54
$36.60
9,936.00
9,836.00
9,806.00
9,706.00
9,636.00
9,636.00
$1,211.71
$902.36
$898.70
$886.51
$877.97
$877.97
Y
Y
Y
Y
2,664.00
$582.05
Balance:
$877.97
DH
960.00
10.00
10.00
800.00
20.00
1,800.00
Incidentals
DH
210.00
20.00
30.00
260.00
Attractions
Description
Challah Museum
Archeological Museum
Mosque
Volubilis
US $
Amount
Amount
USD
$117.07
$1.22
$1.22
$97.56
$2.44
$476.66
Description
5/28/2014 phone
5/28/2014 minutes
5/28/2010 sim card
Date
Dirhams
Numbers in BOLD represent the currency the purchase was made in.
- 38 -
FORMS
Forms provided in this manual are for reference only and are subject to change. Please follow the external links to obtain
the most up to date and dynamic version of applicable forms.
TRAVEL COURSE PROPOSAL FORM
OFFICIAL WEB VERSION
BANNER TRAVEL COURSE FORM (CATALOG ENTRY)
OFFICIAL WEB VERSION
BANNER FORM (SCHEDULING)
OFFICIAL VERSION
AGREEMENT AND RELEASE FOR STUDY ABROAD (STUDENT)
OFFICIAL VERSION
AGREEMENT AND RELEASE FOR DOMESTIC FACULTY LED TRAVEL PROGRAMS (STUDENT)
OFFICIAL VERSION
RELEASE AND WAIVER FOR NON-CREDIT PARTICIPANTS (COMMUNITY/FAMILY MEMBERS)
OFFICIAL VERSION
CANCELLATION POLICY ACKNOWLEDGEMENT FORM
OFFICIAL VERSION
STUDENT HEALTH INFORMATION FORM
OFFICIAL VERSION
EMERGENCY INCIDENT REPORTING FORM
OFFICIAL VERSION
EMERGENCY INCIDENT RESPONSE LOG
OFFICIAL VERSION
- 39 -
TRAVEL COURSE PROPOSAL FORM
Please address each of the following items as thoroughly as possible. It is understood that various items may
change leading up to departure (dates, itinerary, costs, etc.) but completion of this proposal is required to notify
various offices of the campus that your off-campus travel course is being planned. For additional information,
please reference the Faculty-led Travel Course Development Policies and Procedures Manual.
PROPOSAL DEADLINES:
All Travel: Submission Deadline is April 1
OVERVIEW
Program Name: Click here to enter text.
Program Location(s): Click here to enter text.
Program Dates: Click here to enter text.
Sponsoring Department(s): Click here to enter text.
Leading Faculty/Staff Member: Click here to enter text.
Additional Faculty/Staff Members: Click here to enter text.
Compensation
Please indicate how you intend to be “compensated” for teaching/leading this travel course. Compensation may include release time or monetary compensation and
should be discussed with your department chair and/or dean in advance. Any monetary compensation must be included in the budget as part of the participant program
fee.
Click here to enter text.
Educational Objectives and Outcomes
Describe the educational objectives and anticipated outcomes of the course(s) to be offered. Address how this program supports/enhances the academic experience of
the students and the curriculum of the academic unit.
Click here to enter text.
Course Information and Advisement
List all SUNY Potsdam courses participants may earn, indicate the number of credits each course is worth and attach a copy of the syllabus to be used for each course
offered. If a course offered is normally taught on campus, please discuss how it has been modified to take advantage of and reflect the realities of the program location.
Please be sure to demonstrate that contact hours included in the course are sufficient to justify the number of credits, and that there is adequate out of class time for
assignments and study time.
Click here to enter text.
Instruction and Administration
List all individuals who will provide instruction and include responsibilities (both instructional and administrative). If any instructors are not SUNY Potsdam faculty,
please indicate each individual’s academic qualifications.
Click here to enter text.
Academic Advisement and Application
This section will help determine the potential pool of candidates for this course. Who is your target audience? Major/minor? Lower or upper classmen? Comment how
the course may be applied to prospective students’ degree plans. How will you determine who is selected to participate in the trip? Will there be an application process?
- 40 -
What is involved and what is your proposed timeline?
Click here to enter text.
Program Itinerary
Provide a comprehensive listing of all cities/states to be visited with dates, even if they are not firm. Please include every day of the program, including departure and
return dates.
Click here to enter text.
Course-Related Activities/Excursions
Describe these activities, mention where they will occur, how long they will last and relate them to the course objectives. Please also discuss any leisure/optional
activities that are to be planned for the group.
Click here to enter text.
Projected Number of Participants
Specify the desired minimum and maximum number of participants. Indicate who will handle on‐site administration, including misconduct and emergencies of the
program, which is a constant responsibility, above and beyond program instruction. Please list any non‐SUNY Potsdam employees for program staffing (note that
individuals contracted for a specific service, such as bus drivers or tour conductors do not need to be included).
Click here to enter text.
Program Affiliations
Provide a brief description of any institutions/agencies/organizations with which the program may be affiliated (including third‐party program providers, research
centers, schools or NGO’s) including its history and academic information (including accreditation status and academic programs, if applicable).
Click here to enter text.
Risk Management
Travel & Living Arrangements – Outline the travel arrangement and who will coordinate it. Discuss where the group will eat and sleep. If host families will be used,
please discuss screening/selection procedures.
Health & Safety – The safety and security of our students is of utmost importance. As such, we require that information be provided regarding steps that will be taken to
protect students in the event of natural disasters to which the region is prone. What potential risks or conditions are involved with this course? Are there any potential
issues which may exclude potential students from participating? If so, how will you address these concerns?
Click here to enter text.
Technology & Communication
Please discuss how program faculty, staff and students can stay connected with SUNY Potsdam and with friends and family during the faculty‐led program. In
particular please address options to ensure the program leader will have, at all times, the means available to contact emergency services, SUNY Potsdam and/or the
emergency contact of any group members, if necessary.
Click here to enter text.
Program Preparation & Assessment
Recognizing that individual courses will be assessed by the academic units offering them, explain how you will measure success in achieving program objectives
described in “Educational Objectives and Outcomes/Nature and purpose of the program” were met. What is your plan for pre-departure and post-return meetings and
activities? How often will you be meeting with the students prior to departure? When will grades be ready to submit?
Click here to enter text.
Programming upon return to SUNY Potsdam
Faculty leaders may also want to consider opportunities to share the faculty‐led program experience with the SUNY Potsdam community. Examples may include a
photo gallery and display, an art exhibit, a colloquium or other student presentations or a documentary film.
Click here to enter text.
Attach Completed Program Budget
Please remember this section should be completed concurrently with your program proposal in conjunction
with the Office of Extended Education and a final draft of your budget submitted along with your proposal.
STEP ONE: DEPARTMENTAL SUPPORT
Department Chair(s) (Indicate names here): Click here to enter text.
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Chair Signature: _________________________________________
Date: _____________
Chair Signature: _________________________________________
Date: _____________
ONCE DEPARTMENTAL SIGNATURE(S) ARE OBTAINED, PLEASE FORWARD COMPLETE PACKET TO OFFICE OF
EXTENDED EDUCATION, RAYMOND HALL 206.
STEP TWO: TRAVEL COURSE ADVISORY COUNCIL REVIEW
Date Submitted for Review: ________________________
Dean(s) (Indicate names here): Click here to enter text.
Dean Signature: __________________________________________
Date: ______________
Dean Signature: __________________________________________
Date: ______________
Coordinator of Special Sessions, Office of Extended Education:
Signature: _________________________________________
Date: ______________________
For International Travel Only:
Director, International Education & Programs:
Signature: _________________________________________
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Date: ______________________
BANNER SCHEDULING FORM
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SUNY POTSDAM FACULTY-LED TRAVEL PROGRAM CANCELLATION POLICY
ACKNOWLEDGEMENT
SUNY Potsdam travel programs are often required to make non-refundable commitments to partner universities
and providers for the travel programs and therefore need your commitment to plan the program. By submitting
the non-refundable deposit, you are committing to participate in this program. Should you need to cancel
participation, you must do so in writing via email to the appropriate office. The date that the office receives
notification will determine the amount you will be refunded.
Cancellation Policy
 If you cancel within 5 calendar days of submitting your deposit you will receive a full refund of your
deposit.
 More than 5 calendar days after submitting your deposit
o If you cancel more than 90 calendar days before the program travel date, you will be responsible
for 50% of the total program fee.
o If you cancel less than 90 calendar days before the program travel date, you will be responsible
for 100% of the total program fee.
 If participant is dismissed from a program, no refund will be given.
Cancellation within 5
calendar days of
making deposit
Full refund will be issued
Cancellation more than
90 calendar days from
departure
50% of total program fee
refunded
Cancellation less than
90 calendar days from
departure
0% of program fee
refunded
Exceptions
We understand that there are extenuating circumstances that require you to cancel participation. You may
submit a written request for an exception to the refund policy. Requests for exceptions will be reviewed 2 weeks
after the program’s completion date. SUNY Potsdam will determine whether to grant the exception on a caseby-case basis and in its sole discretion.
In the event of non-enrollment in the program due to withdrawal, dismissal, program cancellation, or other
reasons, SUNY Potsdam will not be able to provide refunds for any expenses incurred or having to do with air
travel, accommodations, food, books/supplies or miscellaneous costs of travel by the participant and not
included in the program fee. Students are advised to investigate the coverage and cost of a Travel Insurance
Policy that might cover some of those costs.
I have reviewed and agree to the cancellation policy described above and agree to be bound by its terms
including those provisions that my subject me to additional financial liability. I acknowledge and agree
that, in the event that I decide to withdraw from the program, cancellation must be submitted in writing via
email to the appropriate office.
Travel Program Name: Click here to enter text.
Full Name: Click here to enter text.
P Number: Click here to enter text.
Signature: ______________________________________________
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Date: ____________________
STUDENT HEALTH INFORMATION FORM
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EMERGENCY INCIDENT REPORTING FORM
Student and program names will be kept confidential. Once completed, please fax immediately to:
Domestic Travel: Coordinator of Special Sessions, Office of Extended Education – 1 (315) 267 3088
International Travel: Director, International Education & Programs – 1 (315) 267 4890
Today’s Date: Click here to enter a date.
Student Name: Click here to enter text.
Student ID#: Click here to enter text.
Date of Incident: Click here to enter a date.
Time of Incident: Click here to enter text.
Location of Incident: Click here to enter text.
SUNY Potsdam Staff/Faculty Completing Report and Contact Information:
Click here to enter text.
Program Name: Click here to enter text.
Others Involved: Click here to enter text.
Please check the appropriate box to indicate the nature of the incident:
Alcohol/Drugs
Theft
Assault of Student
Injury/Illness
Arrest of Student
Other, please specify Click here to enter text.
Please provide a thorough description of the incident. Be as specific as possible, including all details.
Click here to enter text.
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EMERGENCY INCIDENT RESPONSE LOG
Should an emergency arise involving SUNY Potsdam students, faculty and/or staff, all action taken while
traveling and while on the SUNY Potsdam campus must be recorded as specifically and accurately as possible.
Be sure to include names of persons spoken to, dates, and times of conversations, and all subsequent actions
taken and by whom.
Once completed, please fax immediately to:
Domestic Travel: Coordinator of Special Sessions, Office of Extended Education – 1 (315) 267 3088
International Travel: Director, International Education & Programs – 1 (315) 267 4890
Names of those involved: Click here to enter text.
Date incident took place: Click here to enter a date.
Time incident took place: Click here to enter text.
Where incident took place: Click here to enter text.
Description of incident: Click here to enter text.
Spoke With: Click here to enter text.
Date: Click here to enter a date.
Time: Click here to enter text.
Action Taken: Click here to enter text.
Spoke with: Click here to enter text.
Date: Click here to enter a date.
Time: Click here to enter text.
Action Taken: Click here to enter text.
Spoke with: Click here to enter text.
Date: Click here to enter a date.
Time: Click here to enter text.
Action Taken: Click here to enter text.
Spoke with: Click here to enter text.
Date: Click here to enter a date.
Time: Click here to enter text.
Action Taken: Click here to enter text.
Spoke with: Click here to enter text.
Date: Click here to enter a date.
Time: Click here to enter text.
Action Taken: Click here to enter text.
Spoke with: Click here to enter text.
Date: Click here to enter a date.
Time: Click here to enter text.
Action Taken: Click here to enter text.
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