Standards for May Term Study Abroad Courses
Mary Baldwin College
Study abroad has been an honored tradition at Mary Baldwin College since 1950, when
faculty members began leading the first short-term international study experiences for
groups of MBC students. May Term study abroad has become a signature experience of
the Mary Baldwin College education, providing students the opportunity to travel and
learn in the company of peers and under the guidance of a trusted MBC faculty member.
The popularity of short-term study abroad programs, in lieu of semester- or year-long
experiences, has grown in recent years. In response, international educators have
developed good practices for short-term study abroad. The following document draws on
standards collected from numerous U.S. colleges and universities and compiled by the
Forum on Education Abroad.
“Short-term programs greatly expand study abroad participation by attracting
students from groups that are less likely to study abroad for a semester or fullyear, whether for financial, academic or personal reasons. This includes students
from underrepresented groups, such as ethnic minorities, first generation
students, non-traditional students, [and] students in fields with extensive course
requirements…Well-designed short-term programs can have a profound impact
on participants and may provide students with an initial experience that
encourages them to consider future study or work overseas.” – Standards of
Good Practice for Short-Term Education Abroad Programs, The Forum on
Education Abroad, 2009.
The following standards for Mary Baldwin College May Term study abroad are intended
to preserve a high level of academic rigor and maximize students’ personal and
intellectual development, while minimizing risk to which faculty/staff instructors and the
college are exposed. The Director of International Programs, in consultation with the
Dean of the College, Office of Business and Finance, Student Life, faculty, and others
will review and revise the standards periodically, based on feedback from faculty
instructors and participants and on evolving standards in the international education field.
I. Purpose
May Term courses are organized in agreement with the mission statement of Mary
Baldwin College and in compliance with standards of instruction and academic quality
offered in on-campus courses. The topics of May Term courses are appropriate to the
sites chosen by the instructor. Given the limited time period of May Term, courses focus
on a discrete topic, period, or place, rather than providing a broad overview, survey, or
tour.
About Mary Baldwin College
Mary Baldwin College transforms students through personalized liberal arts
education, empowering them to compose lives of purpose as confident,
compassionate changemakers.
This transformative power is manifest in the Schools of Excellence which serve
the Residential College for Women, the coeducational Adult Degree Program,
and graduate programs. The Schools integrate teaching and experiential
learning, opportunities for collaborative research, civic and global engagement,
and the development of ethical leaders as preparation for life, career, and
graduate and professional studies.
Sustained by a tradition of innovation, the college celebrates its inclusive global
community, affirms its Christian roots, and welcomes a broad diversity of views.
May Term courses help Mary Baldwin College progress toward Learning Outcome #3 of
the 2007 Quality Enhancement Plan, “Learning for Civic Engagement in a Global
Context,” which states: “Students grow in their understanding of the increasing
international influence on all aspects of modern life, and they value international travel
and international perspectives.”
II. Ethics
May Term study abroad programs are organized in accordance with ethical principles and
in compliance with U.S. and international laws. Faculty instructors are aware of FERPA
guidelines regarding the student information they may or may not share with family
members and others. Instructors respect the confidentiality of student’s mental and
physical health issues and/or treatment.
May Term study abroad programs are marketed precisely and truthfully.
May Term instructors and participants endeavor to create a relationship with the host
community that is mutually beneficial and to minimize negative effects on the host
country. Programs respond to local environmental, economic, and cultural consequences
of their presence in the host country.
III. Academic Credit
The Education Policy Committee (EPC) reviews May Term course proposals and
determines the suitability of the course for meeting Common Curriculum or other degree
requirements.
The number of instructional hours awarded during May Term study abroad corresponds
to equivalent hours offered during on-campus May Term instruction. Most students earn
three credit hours during May Term. In limited instances, when the course requires a
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substantial amount of additional academic work, contact hours, internships, or civic
engagement activities, students may earn up to six credit hours.
“Faculty and program sponsors should consider carefully the number of sites
proposed to visit, their geographical proximity to each other and the time spent
traveling between them. More emphasis should be given to having full, in-depth
experiences at each site rather than on “seeing everything” by visiting multiple
sites and spending only short amounts of time on each site.” - Standards of Good
Practice for Short-Term Education Abroad Programs, The Forum on Education
Abroad, 2009.
IV. May Term Study Abroad Instructors
Eligible instructors are any full- or part-time member of the Mary Baldwin College
faculty, including full, associate, assistant, and adjunct professors. In some instances, two
or more faculty members serve as co-instructors. It is also possible that a faculty member
serves as the primary instructor, accompanied by a second faculty member or member of
the MBC staff.
The May Term program has sufficient on-site staff to manage a crisis and provide support
in case of emergency. Two non-student employees of Mary Baldwin College accompany
each May Term study abroad program. When course enrollment is fewer than eight
students, a faculty member or full-time employee of the college is designated as the
“back up” instructor in case of emergency. The “back up” instructor is familiar with the
course material, itinerary, and host country; has a valid passport; and is available to lead
the course in the primary instructor’s absence, if necessary.
Faculty leading May Term study abroad programs are qualified to teach in the subject
area offered in the course.
May Term instructors provide pre-departure orientation, as well as on-going feedback
and opportunities for learning and reflection, while in the host country. They offer
academic and non-academic support to students throughout the course to meet students’
needs and maximize their experience abroad.
May Term instructors participate in information sessions organized by the Dean of the
College and Spencer Center for Civic and Global Engagement. These sessions prepare
instructors in areas of health, safety, security, student affairs, disciplinary action, and
emergency procedures.
May Term experiences overseas that do not carry academic credit, such as internships or
community service projects, may be led by other representatives of Mary Baldwin
College. These experiences are bound by the same ethics and policies as May Term study
abroad programs.
“While some short-term programs are well-established and repeated regularly,
others are ad hoc ventures that are designed and led by faculty members,
campus internship and volunteer offices, or others who may have little or no
experience with the standards for designing and managing education abroad
programs. Because of the brevity of short-term programs, it is all the more
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important for program organizers to learn from experienced study abroad
administrators so that the programs they develop maximize student learning
opportunities and make every moment count.” - Standards of Good Practice for
Short-Term Education Abroad Programs, The Forum on Education Abroad,
2009.
V. Student Selection
Student selection for participation in May Term study abroad is based on fair and
appropriate information collected in the Application for May Term Study Abroad, and in
additional documents or interviews that instructors may require. Selection is conducted
by the course instructor, following an initial review by the Executive Director of Student
Life and the Director of International Programs.
Mary Baldwin welcomes all students to apply for May Term study abroad programs,
without regard to race, gender, sexual orientation, physical ability, religion, or national
and ethnic origin. May Term study abroad programs attempt but cannot guarantee to
accommodate students with physical or learning disabilities.
Admission of alumnae/i, family members, or others to the study abroad course occurs at
the discretion of the May Term instructor. Non-MBC student participants must submit all
documents required of students.
To ensure a program of sound academic quality in which students have sufficient
opportunity to experience local culture, May Term study abroad course enrollment is
limited to 25 students.
VI. Civic Engagement
May Term courses offer students the opportunity to engage in community service,
service-learning, or community-based research when possible. Directors of the Spencer
Center for Civic and Global Engagement help instructors build in service elements of the
study abroad experience by identifying well-established, trusted community-based
agencies, private firms, or other organizations in the host communities.
VII. Health and Safety
May Term instructors are aware of participants’ health status before departure and are
prepared to handle issues that may arise during the course. Instructors respect the
confidentiality of students’ mental and physical health issues and/or treatment.
Participants and instructors have adequate health insurance that applies in the host
country.
May Term instructors have local contact information in the host country for emergencies
and for health and safety issues, including the U.S. embassy or consulate, hospitals, and
mental health professionals. The Director of International Programs registers every May
Term study abroad course with the U.S. State Department.
Instructors choose safe, clean, and secure lodging and vehicles in good working order.
Instructors follow clearly defined emergency and communication plans.
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Liability insurance is provided by Mary Baldwin College.
“A serious accident or injury involving a student abroad is devastating, not only
for the student and his or her family but also for the entire campus community.
Such an incident often causes key constituencies to question the integrity and
continued viability of the international program, and it can lead to lengthy
investigations as well as protracted, time-consuming, and expensive litigation.
Intense media scrutiny and negative publicity also can result, causing significant
harm to the institution’s image and reputation.” – Understanding and Managing
the Risks of Shot-Term International Programs, United Educators.
VIII. Travel and Communication
May Term instructors choose transportation services, lodging, and facilities that are
appropriate to the goals of the program and provide a reasonable measure of safety,
comfort, and security.
Instructors provide the Spencer Center with a detailed itinerary for the duration of the
May Term course, including contact numbers at each destination. At least one instructor
for each May Term study abroad course carries a mobile phone provided by Mary
Baldwin college or her/his personal mobile phone at all times. The mobile phone
number(s) are provided to all program participants, Dean of the College, and Spencer
Center.
May Term instructors keep with them at all times the office and home or cell phone
numbers for the MBC Security Office, Dean of the College, Dean of Students, Director
of International Programs, and emergency contact numbers for all participants in the May
Term program.
IX. Budget and Finances
Mary Baldwin College seeks to keep May Term study abroad program costs affordable
for the greatest number of students while still assuring the academic quality of the
program and well-being of students.
Students enrolled in the Residential College for Women are not charged tuition for May
Term but are responsible for all costs associated with participation in the course. Adult
degree candidates and special students seeking academic credit for the course are
responsible for the cost of the May Term program tuition. Participants not seeking
academic credit are responsible only for the travel, lodging, and other actual costs.
Travel, accommodation, per diem and related costs for May Term instructors are built
into the total cost of the May Term program and shared equally among participants.
Limited financial aid and scholarships may be available to student participants.
At least one May Term instructor for each course carries a Mary Baldwin College credit
card.
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May Term instructors provide a report of program expenses with receipts and supporting
documentation to the Business and Finance Office upon their return.
X. Predeparture Preparation
May Term instructors provide orientation for students prior to departure and upon arrival
in the host country. Orientation includes discussion of the academic program, health and
safety issues, adjustment to the host culture, and information about the host location and
society.
XI. Code of Conduct
May Term instructors inform students of the May Term Study Abroad Code of Conduct,
disciplinary processes, and consequences of violations prior to the beginning of the
program and consistently apply them throughout the course. Instructors are familiar with
protocols and procedures for handling disciplinary issues.
XII. Required Documents
May Term instructors submit the following documentation for all participants and
instructors to the Spencer Center for Civic and Global Engagement before departure:
□ Completed Health Information, Consent to Treatment, and Emergency Contacts forms
for each participant and instructor and information about special needs (if any)
□ List of course participants, including instructors
□ Photocopies of the photo page of participants’ and instructors’ passports
□ Detailed itinerary of travel, accounting for all dates the group will be off campus,
including phones and addresses for each overnight accommodation and dates
□ Emergency phone numbers for instructors and/or partners in the host country, and
student cell phone numbers
□ Travel waiver signed by participants (or their legal guardians)
□ For PEG students only: notarized letter signed by all legal guardians authorizing
instructor(s) to accompany minor on travel outside the United States
XIII. Program Evaluation
Completed course evaluations are due to the Office of the Dean no later than June 1st.
Assessment of learning outcomes and student experiences contributes to ongoing
improvement and enhancement of the May Term offerings. Instructors may be
responsible for collecting additional assessment data.
Mary Baldwin College assesses program logistics, health and safety protocols, and
budget reports to contribute to the improvement of subsequent programs.
The Spencer Center provides support to students returning from May Term study abroad.
Co-curricular programs, such as MBC Ambassadors and the International Living6
Learning Community, further students’ international learning and exposure. May Term
study abroad experience is valued by the faculty, administration, and other students.
Additional Resources:
Spencer, Sarah. E. and Kathy Tuma, The Guide to Successful Short-Term Programs
Abroad, second edition, NAFSA: Association of International Educators, 2007. Available
at the Spencer Center.
Forum on Education Abroad: http://www.forumea.org/
NAFSA: International Educators: www.nafsa.org
Hoye, William P., Understanding and Managing the Risks of Short-Term International
Programs, United Educators Insurance, 2008.
http://www.state.gov/travel/
Please direct comments and suggestions to:
Heather H. Ward
Director of International Programs
Spencer Center for Civic and Global Engagement
Mary Baldwin College
hward@mbc.edu
540/887-7113
Last updated December 13, 2010
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