Calvin College
Off-Campus Programs Office
On-site Orientation
STUDENT ORIENTATION CHECKLIST
Orienting students to your off-campus semester or interim class can go a long way to assure the
success of the experience. With this in mind, the following checklist provides a number of
resources to assist you in this process.
For semester directors the items that are IN BOLD are expected to be a part of your on-site
orientation and you will be asked to report to the Director of Off-Campus Programs that these
items were completed.
CHECKLIST:
Prior to your group’s arrival:

Determine where the nearest US Embassy or Consulate is located and obtain
contact information.

Work with the Off-Campus Programs Office to insure that your group has been registered
with the US Embassy or Consulate in the country of your program.
(https://travelregistration.state.gov/ibrs/ui/)

Prior to departure, arrange a security/safety briefing from the U.S. Embassy or
Consulate about local customs/culture as well as security and safety issues upon
arrival.

Contact the U.S. Embassy and request a list of recommended medical doctors and
clinics.

Contact the U.S. Embassy and request a list of recommended counselors that could
be contacted if needed for mental health issues or sexual assault victims.

Provide your emergency contact info to the Off-Campus Programs Office. For
semester programs the OCP office will develop international student cards which will
include the following phone numbers: Program Director (in host country), Off-Campus
Programs Director at Calvin, Calvin’s Campus Safety (24/7 line) and the notification
phone number to enact Calvin’s Supplemental Health Insurance.

Work with the OCP office to assure that an updated emergency contact list has been
created that includes parents’ phone number and email addresses.
During the first few days in-country: Plan a day or two retreat for students to
prepare them for semester. Include a wide range of activities from group bonding exercises,
to cultural orientations, to risk management protocols. Retreat could include a wide range of
activities including:
 Discuss region-specific health information such as the nature, prevention, and treatment
of region-specific diseases; required and recommended vaccinations, water and food
risks; and, descriptions of persistent and epidemic diseases.
 Give general instruction for emergency medical situations – contacting emergency
response personnel, medical services available, etc. Have students investigate and practice how
to make a 911 call and if the call will include all emergency services such as police, ambulance, and fire
department. Make sure all students know how to initiate emergency response services in your host country.
Emergency numbers around the globe: http://www.clearcausefoundation.org/#!emergency-numbers/c1xic
 If given permission by student(s) with potential medical conditions and/or taking
medications, determine if others in the group need to know this information for the safety
and well-being of the group.
 Educate yourself and the group about unique local laws. For example, the
ramifications of public intoxication or drug use. These are presented in the State
Departments Country information sheets:
http://travel.state.gov/content/travel/english.html
 Have several conversations about risk management and the need of students to be a
partner in helping keep everyone safe. Point out where the risk management protocols
are located and how students might use them in an emergency.
o In addition, have the group complete several Table Top exercises related to
risk management and keeping each other safe while abroad. A number of
table top exercises are available on the OCP Director Resource page under
orientation resources.
o Discuss the need for students to inform you if they are planning to do any
independent travel during the semester – have students complete a Independent
Travel Form.
 Emphasize appropriate dress and respectful actions while visiting the host country
 Give tips for travel safety to minimize the possibility of being a victim of crime
 Do a orientation to the city, make it a challenge by breaking the group into groups of four
and do a photo scavenger hunt, asking students to provide pictures of the group at:
o
o
o
o
o
o
The local hospital, where good medical care and English speaking medical staff are available -http://travel.state.gov/content/passports/english/emergencies.html
The United States Embassy or Consulate
The local market
Mass transit station
Student resources at the university
The Police station:
 (If possible) attend a security/safety briefing from the U.S. Embassy or Consulate
about local customs/culture as well as security and safety issues upon arrival.
 Select and train an Alternate Trip Leader(s). This is especially important where only one
Calvin Faculty or Staff Member is leading the experience (see additional protocols under
Director Illness).
 Have some fun together: Go for a hike, have dinner together, do a city tour, etc!
 Have students share their life stories. Use an exercise like describing a RIVERTOOTH in
your life.
 Developed some shared expectations with the group and discuss how students can
support each other and hold each other accountable throughout the experience. One
possible exercise that you could adapt can be found under creating a group covenant
under the orientation resources on the Director Resource page of the Off-Campus
Semester website.
 Introduce the idea of cultural shock and how students might be impacted. Useful handout
can be found under Curriculum Resources on the Director Resource page of the OffCampus Semester website.