CCTECC Checklist and Timeline
Travel Proposal (Submit by December 1 of the school year prior to the school year of the trip)
___ Review Off-Campus Travel Policies
___ Obtain approval from School Dean
___ Submit approved Travel Proposal (electronically) to the AAO
___ Secure approval from CFO for any contracts (including arrangements with travel agencies)
Post-Approval: Planning, Advertising, Recruiting
3-6 months before trip
___ Ensure that CCTECC orientation sessions take place
___ Send the below letter to parents/students re: uniqueness of CCTECC trips
___ Review status of passport applications - have students bring passports to be scanned
___ Remind students about required forms on Student Portal (Medical Release & Assumption of Risk)
___ Provide country-specific travel information to students (see Emergency Protocol document)
___ Provide travel health information (see Emergency Protocol document)
1 month before trip
___ Obtain completed Medical Release & Assumption of Risk/Release forms (forward copies to the AAO)
___ Obtain copies of Passports & Emergency Contact info (keep copies in the academic department)
___ Ensure that original Medical Releases are kept by the student
___ Conduct final orientation with students (discuss precautionary steps vis-à-vis sexual assault situations)
___ Distribute Emergency Contact info to & review Emergency Protocol document with students
De-Briefing (Skype, phone, e-mail, text, Facebook, Twitter, F2F)
___ Prior to re-entry (connect student with family/friends/advisor)
___ After re-entry (student testimonials at MVNU/Chapel/other venues)
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Dear CCTECC Participant/Parent,
This letter is to inform you about your upcoming international student teaching experience. MVNU has engaged
CCTECC to assist with this particular placement. CCTECC is responsible for vetting the placement and conducting
an orientation for participants. Unlike other off-campus travel, MVNU plays very little role in such placements. What
this means, therefore, is that trip participants accept complete responsibility for (1) travel arrangements to/from the
placement location, (2) living arrangements at the placement location, and (3) Emergency Protocols (see attached).
No less than two weeks prior to departure, you are required to provide me with these items: (1) travel arrangements
to/from the placement location, (2) living arrangements at the placement location, (3) a completed Assumption of
Risk/Release Form, (4) a completed Medical Release/History Form, (5) Emergency Contact information, and (6) a
copy of your Passport. If this information is not forthcoming, you will not be allowed to participate in this experience.
If you have any questions, feel free to contact me. I trust that this will be a fruitful learning experience.