Recognizing that the
successful student of today must possess a global awareness,
When involved in
college-funded or college-sponsored international travel, faculty members and
students should at all times remember that they represent
Guidelines for Faculty Traveling
Abroad Without Students
1.
Faculty must
meet with the Coordinator of International Education prior to submitting their
international travel proposal to the President to ensure that all paperwork is
in order.
2.
The
dates for VWCC travel abroad should not conflict with regularly scheduled
classes or faculty workdays. Faculty are responsible for fulfilling their
teaching or administrative duties to the college. A Professional Leave Form signed by the appropriate supervisors must
be submitted before the trip.
3.
Faculty should
discuss financial arrangements with the Vice-President of Financial and
Administrative Services before making final arrangements. This discussion
should include the source of funds (grant, state funds, local funds,
foundation, other, etc.).
4.
Prior to leaving
the college, faculty must submit the following to the Coordinator of
International Education:
a.
An itinerary,
which includes the names and telephone numbers of all hotels or other locations
where the faculty/sponsor can be contacted. A copy must also be submitted to
the division Dean.
b. Form IT-1 International Travel Faculty/Staff Release Form signed by the faculty member releasing personal information and releasing the college from liability.
Guidelines for Faculty Traveling Abroad with Groups
1. Faculty
planning to escort students and others under the sponsorship of VWCC outside
the
2.
Form IT-5 International Group Travel Proposal must be completed and submitted to the Coordinator of
International Education at least six months prior to the date of
departure. The Coordinator, with the
assistance of the International Education Committee, will evaluate the IT–5
Travel Proposal.
3.
If the IT-5
Travel Proposal is recommended for approval, it will be submitted to the
Vice-President of Academic and Student Affairs and to the President for review
and approval.
4.
The college will
not be responsible for reimbursing any expenses or expenditures incurred by the
faculty director.
5.
All monies
collected must be deposited with the VWCC Business Office and the same office
will pay all expenditures from these monies.
6.
An Application
Form for participants in the International Group Travel should be developed by
the faculty director and must be completed by all travelers.
7.
The faculty
director must submit a Professional Leave
Form approved by the appropriate supervisors before departing on the trip.
8.
The following
information and materials must be collected and forwarded to the
Coordinator
of International Education:
a. An itinerary, which includes the names and
telephone numbers of all hotels where the group can be reached.
b. A complete list of travelers with social
security numbers, home addresses, and telephone numbers.
c.
A Form IT-1 (Faculty and Staff) and IT-2
(Student/Participant) International Travel Release Form signed by each
travel participant releasing the college from liability and permission to
release personal information.
d.
Proof that each
traveler has purchased an insurance plan that will provide a minimum of $5,000
medical expense coverage.
e. A photocopy of the passport (and visa if
necessary) for each traveler.
f. A completed Application Form for each
traveler, providing the names, addresses, and telephone numbers of three family
members or friends who can be contacted in case of emergency.
g. Trip budget per traveler and for the total
project.
Guidelines for Teaching Courses Abroad
1.
Faculty planning
to teach a course outside the
2.
Form IT-3 International Education Course Proposal must be completed and submitted to the Coordinator of
International Education at least six months prior to the date of
departure. The Coordinator, with the
assistance of the International Education Committee, will evaluate the IT-3
Course Proposal.
3.
If the IT-3
Course Proposal is recommended for approval, the proposal will be submitted for
review and approval by the Division Dean, Vice-President of Academic and
Student Affairs, and the President.
4.
If the proposal
is not approved at any step of this process, either the problems must be
remedied or the course will not be taught and the travel cancelled.
5.
Official
approval must be granted in writing before any formal agreements or public
notices can be initiated.
6. These
additional factors will be taken into account in the approval process:
a. The composition of the course should
enhance the learning process. The
professor involved should encourage students to apply who will benefit from the
experience.
b. The dates for VWCC courses taught
abroad should not conflict with regularly scheduled classes or faculty
workdays.
c. The Division Dean will determine
the number of students required for the course to be taught. The ordinary guidelines for course enrollment
may be modified given the nature of the course and the associated international
education experience being made available to the students.
d. The expenses incurred by the instructor
will not be reimbursed by the college.
Faculty will be given appropriate workload credit consistent with
academic policy. The expenses of the
instructor can be a part of the cost of the course for the student; this is
within the discretion of the instructor.
e. All monies collected must be deposited
with the VWCC Business Office and the same office will pay all expenditures
from these monies.
7. The following information, must be submitted
to the Coordinator of International Education before the faculty and students
depart:
a.
The faculty
member will have submitted IT-3 (Course Proposal).
b.
All students
must complete and sign a Form IT-4
Application To Take An International Travel Course. The minimum age of
students should be 18.
c.
An itinerary,
which includes the names and telephone numbers of all hotels where the group
can be contacted.
d.
A list separate
from the application forms which sets forth each students' name, social
security number, home address, telephone number, and names, addresses, and
telephone numbers of three family members or friends who can be contacted in
case of emergency.
e.
Appropriate
Forms IT-1 and IT-2 International Travel Release Forms signed by all traveling participants releasing the
college from liability and giving the college authority to release information
about the participant to the persons who are to be contacted in case of an
emergency.
f. Written proof that each student is
currently covered or has purchased an insurance plan
that will provide a
minimum of $5,000 medical expense coverage.
g. A photocopy of the passport for
each student and faculty member.
h. A complete breakdown of all costs per
student and the total projected costs.
Form IT-1
INTERNATIONAL
TRAVEL FACULTY/STAFF RELEASE FORM
I, the undersigned, request permission to participate in
the ________________________
__________________________ program. Unless rescheduled, this program will be held
with travel dates of ___________ for departure and
___________for return.
I understand that there is no guarantee that this
activity is free of risk of personal injury,
property damage or loss. I agree
to abide by any applicable college rules and understand that the college
reserves the right to exclude my participation at any time if I am disruptive,
in the sole determination of the college President or Vice-President, or for
any other good reason.
In exchange for being permitted to participate, I
release and promise not to sue the Commonwealth of Virginia, the college, its
agents or employees, (including other faculty/staff members participating in
this program), from and for any injury (including sickness or death) to me, or
damage or loss to my property, which may occur as a result of my participation
in this program or which may arise out of my participation in this program, no
matter the cause. I understand that the
only exception to the preceding sentence is if injury, loss or damage is due to
intentional misconduct by employees or agents of the Commonwealth.
I understand that no one, except the college President
or college Vice-President, has the authority or right to change or waive any of
the foregoing terms, or to make any representation of any nature to me as to
this program, except as may be stated in official college publications.
I hereby authorize VWCC to contact the persons I have
listed for emergency purposes and to release to them such information about me
that the college deems proper and appropriate.
_________________________________ _____________________________________
Name
Address
_________________________________ _____________________________________
Signature
Date
Form IT-2
INTERNATIONAL
TRAVEL STUDENT/PARTICIPANT RELEASE FORM
I, the undersigned, request permission to participate in
the ________________________
__________________________ Program. Unless rescheduled, this program will be held
with travel dates of ___________ for departure and
___________for return.
I understand that there is no guarantee that this
activity is free of risk of personal injury,
property damage or loss. I agree
to abide by any applicable college rules and understand that the college
reserves the right to exclude my participation at any time if I am disruptive,
in the sole determination of the college representative, or for any other good
reason.
In exchange for being permitted to participate, I
release and promise not to sue the Commonwealth of Virginia, the college, its
agents or employees, from and for any injury (including sickness or death) to
me, or damage or loss to my property, which may occur as a result of my
participation in this program or which may arise out of my participation in
this program, no matter the cause. I
understand that the only exception to the preceding sentence is if injury, loss
or damage is due to intentional misconduct by employees or agents of the
Commonwealth.
I understand that no one, except the college President
or college Vice-President has the authority or right to change or waive any of
the foregoing terms, or to make any representation of any nature to me as to
this program, except as may be stated in official college publications.
I am 18 years of age or older. I understand that, before signing this paper,
I can talk to any advisor of my choice, including parent, spouse or attorney.
I hereby authorize VWCC to contact the persons I have
listed for emergency purposes and to release to them such information about me
that the college deems proper and appropriate.
_________________________________ _____________________________________
Name
Address
_________________________________ _____________________________________
Signature Date
_________________________________ _____________________________________
Parent Signature
Date
(Required if
student is less than 18)
Form IT-3
Course Name & Number________________ Instructor ________________________
Country Where Course Will Be Taught & Dates of Trip ___________________________
1.
Attach a
detailed syllabus for the class, which will include the following:
a.
Identify the
program's specific academic goals.
b.
How many credit
hours and contact hours will be involved in the course?
c.
Attach an
outline for the orientation session for students. Make sure the orientation includes comments
on the security of the country, both politically and medically, as determined
from reports issued by the State Department.
d.
What is the
format of the course (classroom lectures, field trips, and seminars with local
experts, etc.)? Include this information
for the portions of the course that are conducted within the
e. For whom is the course designed (VWCC students, senior
citizens, others)?
f.
How
many students can participate?
g.
How will the
students' academic performance be evaluated?
Include copies of tests and a final exam, if applicable.
2.
Attach a
statement providing the following information:
a.
How will the
students be recruited? Regular VWCC students
should have a recommendation from a faculty member other than the teacher for
the overseas course. If a participant is
sponsored by a business, a recommendation from the employer should be
submitted.
b.
Give the cost of
the trip for participants with an itemized expenditure breakdown.
c.
What are the
logistical arrangements (housing, meals, transportation, safety/security,
etc.)?
d.
Has research
been done to assure that the country to which the students are traveling is
safe? Please give a brief synopsis of
the status of the security of the country, both politically and medically, as
obtained from the State Department within ninety (90) days of travel.
e. Attach a copy of any brochures or publicity, which you
plan to distribute off-campus. Show that
the materials have been approved by the Public Information Office.
3.
Have the
individuals shown below indicate by their signature that they are aware of and
approve your proposal.
Division Dean
___________________________________________ Date ______________
Coordinator of International Education
_____________________ Date
______________
Vice-President of Financial & Admin. Services
______________ Date ______________
Vice-President of Academic & Student Affairs ______________ Date ______________
President _______________________________________________ Date ______________
Form IT-4
Name Social
Security Number
Address
Telephone Numbers:
Home Work
e-mail address
Passport number:____________________ Date of expiration
(Note: passports must be obtained 45 days or longer
before travel. In the event of an
emergency, contact your Local Congressman or Senator.)
Are you currently enrolled at VWCC? ___Yes ___No If
not, are you currently enrolled in any college or university? (Give name,
location, and dates of attendance)
List the name, address, and telephone number of three
people who could be contacted in case of emergency. Please note, that by providing this
information, you hereby give
1. Name
Address
Telephone
number _____ Relationship
2. Name