Middlebury College
Middlebury Institute of International Studies
at Monterey
POLICIES & PROTOCOLS
FOR
INTERNATIONAL PROGRAMS/ACTIVITIES
2015-16
Vice-President of Institutional Risk
Michael Geisler (geisler@middlebury.edu)
International Programs
Dean of International Programs: Jeff Cason (cason@middlebury.edu)
Associate Dean: Liz Ross (ebross@middlebury.edu)
MIIS International Program Leads
Center for the Blue Economy Fellows: Rachel Christopherson (rchristo@miis.edu)
Peacebuilder Fellows: Pushpa Iyer (piyer@miis.edu)
CNS International Organizations and Nonproliferation Fellows: Gaukhar Mukhatzhanova (gaukhar@miis.edu)
CNS International Operations: Edith Bursac (ebursac@miis.edu)
Frontier Market Scouts and Ambassador Corps: Erina McWilliam-Lopez (emcwilliam@miis.edu)
International Professional Service Semester and DPMI Plus Fellows: Carolyn Meyer (cmeyer@miis.edu)
Study Abroad: Jennifer Hambleton-Holguin (jhamblet@miis.edu)
DPMI Rwanda and DPMI Kenya: Carolyn Meyer and Beryl Levinger: (cmeyer@miis.edu and blevinger@miis.edu)
Chile, Cuba, Iran, and Bhutan JTerm/Spring Break Practica: Jan Black (jblack@miis.edu)
Cambodia, India, and Philippines JTerm Practica: Pushpa Iyer (piyer@miis.edu)
China and Japan Spring Break Practica: Tsuneo Akaha and Wei Liang (takaha@miis.edu or wliang@miis.edu)
Haiti JTerm Practica: Lisa Donahoe (ldonahoe@miis.edu)
Summer and JTerm Internships: Ted Bouras (tbouras@miis.edu)
International Conferences: Ashley Arrocha (arrocha@miis.edu)
GSTILE: Renee Jourdenais (rjourdenais@miis.edu)
GSIPM: Kent Glenzer (kglenzer@miis.edu)
Contents
INTRODUCTION............................................................................................................................................................ 1
APPROVAL OF INTERNATIONAL ACTIVITY .......................................................................................................................... 1
PRE-DEPARTURE REQUIREMENTS ................................................................................................................................... 3
ORIENTATION SESSION ............................................................................................................................................. 3
TRAVEL REGISTRATION – MIDDLEBURY/MIIS ............................................................................................................... 3
TRAVEL REGISTRATION – HOME COUNTRY PROGRAM.................................................................................................... 3
RELEASE FORMS ...................................................................................................................................................... 3
PRE-DEPARTURE CHECKLIST ...................................................................................................................................... 4
INTERNATIONAL MEDICAL INSURANCE, MEDICAL EVACUATION, AND REPATRIATION........................................................... 4
GLOBAL RESCUE COVERAGE (MIDD AND MIIS) ............................................................................................................ 4
EMERGENCY EVACUATION PLANS ............................................................................................................................... 5
APPENDIX A: INTERNATIONAL ACTIVITY RISK APPROVAL PROCESS - MIDDLEBURY.................................................................. 6
APPENDIX B: INTERNATIONAL ACTIVITY RISK APPROVAL PROCESS - MIIS ............................................................................. 6
APPENDIX C: INTERNATIONAL ACTIVITY APPROVAL............................................................................................................ 7
Middlebury-MIIS
POLICIES & PROTOCOLS for INTERNATIONAL PROGRAMS/ACTIVITIES
INTRODUCTION
This guide was created to guide Middlebury-MIIS faculty and staff through the process of proposing, sponsoring, and/or
leading international programs and activities for Middlebury and MIIS students. Given recent world events and increased
concern regarding student safety while abroad—and also recognizing that Middlebury/MIIS wants to encourage students
to engage the world as much as possible—we have implemented these processes for Middlebury-MIIS
departments/programs/schools/centers supporting students in any Middlebury/MIIS-sponsored activity abroad. These
protocols are in place for activities both during the academic year and during breaks, including summer. In addition to
international immersive learning, these protocols apply to students engaging in volunteer work, service learning,
internships, conferences, and research abroad, as well as any other activities where a Middlebury/MIIS program is
involved.
The following offices have been identified as the main sponsors of these activities:
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International Programs
Center for Careers and Internships
Community Engagement
Student Activities
Rohatyn Center for Global Affairs
Undergraduate Research Office
Center for Social Entrepreneurship
Program on Creativity and Innovation in the Liberal Arts
Graduate School of International Policy and Management (MIIS) (including affiliated faculty and programs)
Graduate School of Translation, Interpretation and Language Education (MIIS) (including affiliated faculty and programs)
Student Services (MIIS)
Center for Social Impact Learning (MIIS)
Center for Conflict Studies (MIIS)
Center for Nonproliferation Studies (MIIS)
Center for the Blue Economy (MIIS)
Other offices, departments (i.e. athletics, dance) or individual faculty that sponsor student activities abroad will also be
required to follow these protocols; responsibility for making sure these protocols are followed rests with the
office/department providing funding or approval for these student activities.
APPROVAL OF INTERNATIONAL ACTIVITY
All international activity that involves student travel supported by college funding and/or credit must be approved by the
sponsoring department/program, and reviewed by Global Operations. Any individual, office, or program that gives
funding to students or has staff /faculty involved in promoting/sponsoring student activities abroad is expected to follow
these protocols. Any academic credit-bearing activity will also be subject to these protocols. Please refer to Appendix A
for flowcharts of the Middlebury and MIIS approval processes.
Groups
 Department/Program Sponsor completes International Activity Approval Form [Appendix B] at least 8 weeks in
advance of committing to and/or announcing the program. The form should be submitted to Global Operations
for review (global@middlebury.edu). Credit-bearing programs may submit this form at the same time as
submitting course proposals to the Dean/Curriculum Committee.
 Informed by Global Ops within two weeks. There will be one of two decisions:
1
o
o
Fine to proceed with program. Reminded to follow the Pre-departure Requirements in this document.
Needs a second level of review*.
Individuals
 Student completes the department/program sponsor’s internal application/approval process.
Department/Program Sponsor reviews application and makes decision, unless a second level of review* is
required.
*Second Level of Review: In some circumstances, for travel to some countries and regions, there is a second level of
review. Such review may involve imposing additional restrictions or requirements on students engaging in activity abroad,
and may also lead Middlebury/MIIS to revoke its approval or sponsorship of some activities. This second level of review is
triggered if any of the following apply:
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•
•
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There is a currently active U.S. State Department travel warning
The Canadian government issues an “avoid non-essential travel” advisory
A travel security risk rating above Moderate is issued by HTH Worldwide
Other pertinent or relevant information that may come to our attention
If any of these “triggers” apply, Middlebury/MIIS will engage in further review of the in-country situation. Depending on
the circumstance, Middlebury/MIIS may also engage Global Rescue for a security evaluation on a particular country or
region. We will also consult other sources of international travel information, including sites that aggregate travel
warnings and advisories from a wide variety of countries. Where we have in-country contacts/colleagues in the country
of concern, those contacts may also be consulted.
Students/Program leaders will be asked to prepare a written response to the following questions to submit for review:
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Describe the country-specific risks/incidents that have occurred in the country(ies)/city(ies) where the travel is
proposed in the last several years. Please indicate if there is a current State Department Travel Warning.
How does the structure of the program (including housing and transportation) and safety procedures in place
mitigate the safety/security concerns?
Explain any emergency action/contingency plans.
A decision will be communicated to the department/program sponsor within two weeks of receiving the request for
review. If approval is granted, the department/program sponsor will be expected to continue to monitor the situation
that prompted the second level of review from the time of approval through the students’ return.
If Middlebury/MIIS determines, at this second level of review, that students are still able to engage in their activity abroad,
it may also require that students sign an additional waiver indicating an understanding of risk and a waiver of claims
against Middlebury/MIIS. The Midd/MIIS department sponsoring the activity abroad is responsible for notifying student
of this requirement and collecting the form from the student.
Finally, outside of Middlebury’s Schools Abroad, when the situation in a country or region is determined by relevant staff
or administrators to require a second level review or other emergency review, this may result in cancellation of a program,
termination of a program already in progress, or an evacuation. Administrators in designated offices will convene to
decide on an appropriate course of action.
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At a minimum, this group will include:
For the College:
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the Dean of International Programs
the Associate Dean of International Programs
the Middlebury Risk Manager
the VP for Institutional Risk
the Dean of the College (for students)
the Dean of the Faculty (for faculty)
For MIIS:
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the VP for Institutional Risk
the Middlebury Risk Manager
the Vice President for Academic Affairs and Dean of the Institute
the Director of Professional Immersive Learning and Special Programs
the Executive Assistant to the President
Each of these colleagues will designate two additional administrators/staff that may be called upon to convene and
consult in the case of a possible program cancellation or emergency. In any case of emergency review, all relevant vice
presidents will be included in the decision-making process, and staff in appropriate Middlebury/MIIS offices will be
consulted regarding the course of action.
PRE-DEPARTURE REQUIREMENTS
ORIENTATION SESSION:
Prior to students’ departure the sponsoring department/program/organization/faculty member must ensure that
participants are well-informed and have provided the program with appropriate information. Students must be informed
about the risks inherent in travel and study abroad.
TRAVEL REGISTRATION – MIDDLEBURY/MIIS:
All students and program leaders are required to be registered in Middlebury’s Travel Registration system. The
department/program sponsor is responsible for ensuring compliance. (Middlebury students studying abroad through the
College will automatically be in this system.) Included in the Travel Registration System is the traveler’s passport
information as well as emergency contact information.
TRAVEL REGISTRATION – HOME COUNTRY PROGRAM:
Many countries offer their citizens the opportunity to enroll in an on-line travel registration program. All travelers should
complete the online registration process with their home country embassy prior to going abroad. The US government
registration can be found here.
RELEASE FORMS:
Middlebury students are required to complete the Acknowledgement and Assumptions of Risks and Release Agreement.
MIIS students are required to complete the Activities Release Form. Both of these forms are integrated into the
Middlebury/MIIS Travel Registration system.
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PRE-DEPARTURE CHECKLIST:
Pre-departure checklists for students and faculty/staff are available here. Faculty leaders/department sponsors should be
sure to pass the checklist on to student participants.
INTERNATIONAL MEDICAL INSURANCE, MEDICAL EVACUATION, AND REPATRIATION:
All students are required to have adequate health, medical evacuation, and repatriation insurance coverage for the
duration of their time abroad. All students or participants are required to carry international medical insurance coverage
and medical evacuation and repatriation coverage of at least $500,000. Participants in international programs must also
maintain coverage in their home country in case of medical evacuation. The Midd/MIIS department sponsoring the
activity abroad is responsible for notifying students of these requirements. Where practical and possible,
Middlebury/MIIS staff in the offices sponsoring activities abroad enroll students in appropriate insurance coverage.
Financial arrangements vary from program to program (i.e., all Schools Abroad students are automatically enrolled in
appropriate insurance plans), with the goal of ensuring an appropriate level of insurance. Offices need to build these
costs into student program budgets (at their discretion), and inform students of these costs.
MIDD STUDENTS
Students studying on a Middlebury School Abroad are automatically enrolled in a study abroad health insurance
plan for the duration of the program through HTH Worldwide. This coverage is mandatory and cannot be waived.
Middlebury students engaging in other abroad activity sponsored by a Middlebury department have the option
to purchase this insurance plan. This insurance plan provides up to $500,000 medical coverage (accident/sickness)
with zero deductible. There is also medical evacuation and repatriation coverage. This insurance plan provides
emergency service with a 24-hour, worldwide, telephone assistance. This service can aid students in a variety of
emergency situations, such as providing help in obtaining physician and hospital referrals. To contact HTH in an
emergency, call 800.257.4823 (Toll-free within the U.S.) or collect at +1.610.254.877. Coverage will begin on the
first day of the student’s program abroad and will end on the last, with the option to purchase additional months
of coverage by contacting HTH and entering the following code EWG-9608 on the home page under “Have a
Group Access Code?”
MIIS STUDENTS
MIIS graduate students enrolled in the school health insurance plan through Wells Fargo have international
medical insurance coverage and medical evacuation and repatriation coverage through On Call International. On
Call can be reached at (877) 318-6901 (Toll-free within the U.S.) and (603) 328-1909 (Outside the U.S.). Students
or participants not on this plan are required to purchase international medical insurance and a medical
evacuation and repatriation of remains plan with a minimum coverage of $500,000. MIIS reserves the right to
request higher medical evacuation coverage for extremely remote locations.
GLOBAL RESCUE COVERAGE (MIDD AND MIIS):
Middlebury has an agreement with Global Rescue for medical and security advisory and evacuation services for
Middlebury and MIIS students on college-sponsored activities abroad, students from other colleges and universities
studying at our Schools Abroad, as well as faculty and staff traveling on Middlebury/MIIS business.
In the event of a program evacuation, Middlebury has contracted for evacuation services to extract students as safely and
efficiently as possible. All students are expected to participate in the group evacuation. Students should be reminded
that in-country staff and resources will not be available to any student who elects to remain behind. Any
accommodations made for students after an evacuation (financial, educational, etc.) will only be available to students
who are part of the evacuation. There is a waiver for any student who refuses to participate in a group evacuation.
Global Rescue is available to assist travelers affected by medical and security emergencies while studying, working, or
traveling abroad. They are available to consult and ensure appropriate medical treatment or safety measures are being
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taken. In addition, Global Rescue will arrange for the provision of health information services through their operations
team and Johns Hopkins Medicine to include medical advice, case monitoring, hospital and clinic referrals, and evacuation
services. This consultation service comes at no cost to the traveler. Any costs associated with treatment, transportation,
or evacuation will be the traveler’s responsibility. Travelers in need of either of these services can contact Global Rescue
at +1-617-459-4200 and identify themselves as a Middlebury/MIIS traveler. Directors, staff, and students can contact
Global Rescue directly.
EMERGENCY EVACUATION PLANS:
All programs abroad must have an Emergency Evacuation Plan. Guidelines for creating an Emergency Evacuation Plan can
be found in the Middlebury-MIIS Emergency Management Plan.
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APPENDIX A: INTERNATIONAL ACTIVITY RISK APPROVAL PROCESS - MIDDLEBURY
Student Group Activity
Individual Student Activity
(non-academic)
Global Operations
Committee reviews
International Activity
Approval Form
Travel Warning
country or flagged
for other concern?
Faculty Research Abroad
(involving Middlebury student(s))
Global Operations
Committee reviews
Sponsoring
Department Reviews
Application
Yes
Course Abroad
(led by Middlebury faculty/staff)
Global Operations
Committee reviews
(Curriculum Committee
approves academic)
Sponsoring
Chair/Dean/Department
supports program even
with Travel Warning or
other flagged concern
Yes
Student/Department/
Faculty provide
additional information;
Liz Ross gathers Global
Rescue Site Assessment
(Andi Lloyd approves
academic)
2nd Level Review (student)
2nd Level Review (faculty
Michael Geisler
Jeff Cason
Liz Ross
Tom Corbin
Katy Smith-Abbott
Michael Geisler
Jeff Cason
Liz Ross
Tom Corbin
Andi Lloyd
No
No
Final Approval
or
Denial
Sponsoring
Chair/Dean/Department
Denies Program
Cleared to go with approval of
sponsoring
Chair/Dean/Department
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APPENDIX B: INTERNATIONAL ACTIVITY RISK APPROVAL PROCESS - MIIS
Immersive Learning Activity
Immersive Learning Activity
Course Abroad
Faculty Research Abroad
(Group: non-credit)
(Individual)
(led by MIIS faculty/staff)
(involving MIIS student(s))
Global Operations
Committee reviews
International Activity
Approval Form
Sponsoring School or
Center Reviews
Application
Global Operations
Committee reviews
Global Operations
Committee reviews
(GSTILE/GSIPM Dean and
Program Chair provide
course approvals)
(GSTILE/GSIPM Dean and
Program Chair provide
academic approval)
Travel Warning
country or flagged
for other concern?
Yes
Sponsoring School or
Center supports
program even with
Travel Warning or other
flagged concern
Yes
Student/Group/
Sponsoring School or
Center/Faculty provide
additional information;
Liz Ross gathers Global
Rescue Site Assessment
2nd Level Review
Michael Geisler
Tom Corbin
Jeff Dayton-Johnson
Carolyn Meyer
Barbara Burke
No
No
Final Approval
or
Denial
Cleared to go with approval
of sponsoring
School or Center
Sponsoring School or Center
Denies Program
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APPENDIX C: INTERNATIONAL ACTIVITY APPROVAL
FOR
MIDDLEBURY/MIIS- SPONSORED (FUNDED, CREDITED, SUPPORTED, REPRESENTED) PROGRAM
DEPARTMENT/PROGRAM SPONSOR : (e.g. Center for Social Entrepreneurship, Community Engagement, Student
Activities, FMS Training, Team El Salvador, Center for Blue Economy, etc.)
Department Contact (if group activity):
Student Name (if individual activity):
Country(ies) of travel:
Primary city(ies) of travel:
Program/Activity dates (approx.):
PLEASE RESPOND TO THE FOLLOWING QUESTIONS ON A SEPARATE SHEET.
ACTIVITY DESCRIPTION:
 How many students do you estimate will participate?
 Why was this specific location chosen? Were alternate sites considered?
 Describe any in-country support, such as host university or organization.
SAFETY/SECURITY:
 Describe the country-specific risks/incidents that have occurred in the country(ies)/city(ies) where the travel is
proposed in the last several years. Please indicate if there is a current U.S. State Department Travel Warning.
How does the structure of the program (including housing and transportation) and safety procedures in place
mitigate the safety/security concerns?
 Explain any emergency action/contingency plans.
Note: If a request is approved, it is approved under the conditions at the time of approval. If a (new) travel
warning is issued or the security situation changes, the proposal must be reconsidered.
REQUIRED MATERIALS FOR CREDIT-BEARING PROGRAMS/COURSES
MIIS:
1) Proposal describing suggested Immersive Professional Education (IPE) program (also referred to as
“experiential” or “applied” learning; practicum), including information about where the program will
take place, when, and the specific learning objectives for students.
a. Provide information on how course will be run, what the expected deliverables will be, and
how students will be evaluated.
b. Provide information on place(s) to be visited and demonstrate that you have done due
diligence in evaluating all possible risk issues (safety, security, logistics).
2) Budget for trip including any fees due to 3rd party and information on how 3rd party will use these
fees. Please list how you vetted the third-party vender if applicable. If you will not be using a thirdparty logistics provider, how do you plan to secure, vet and pay venders (transportation, hotels, etc.)
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3) Memorandum of Agreement (MOA) or proposed contract with 3rd party (if using an outside group to
help with logistics) or a plan for how logistics will be taken care of (via Business Office and/or help
from other administrative groups at Middlebury/MIIS).
Timeline for Credit-Bearing Program Decision and Funding (starts 7-8 months in advance of offering):
Program To Be
Offered:
Submit Proposal
Proposal
Approved/Denied
January Term and
Spring Break
Summer
May 1
July 1
October 1
December 1
Students
Apply/Enrollments
Confirmed
August.-October 15
Students Visit
Financial Aid
December 2-March
15
By April 15
By November 15
Process:
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Faculty should submit a proposal approximately eight months in advance of the offering as indicated in
the above table.
Proposal should describe the program and include completed International Activity Form, overall budget,
student budget, and any MOU or partnership agreement.
Program must not be marketed to potential participants until approved.
If approved, rosters and sufficient enrollment will need to be determined by October 15 (Jterm and
Spring Break programs) and March 15 (summer programs). *An exception can be made for January admits
who want to join spring break programs in their first semester.
Please note that Deans will circulate international proposals through the Middlebury Global Operations Committee
for safety and security risk assessment.
MIDDLEBURY:
Course proposal should contain the following items: title, description, class format, prerequisites, maximum
effective size, and budgetary requests (if any). Summer Study courses should include recommendations
concerning academic distribution and cultures and civilizations distribution requirements.
Program To Be Offered:
Submit Proposal
Proposal
Approved/Denied
Students Apply/
Enrollments Confirmed
Summer
November 3
December 12
varies
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