University of Pittsburgh Study Abroad Programs Guidelines and

University of Pittsburgh Study Abroad Programs Guidelines and Checklist

Type of Entity q Is the University collaborating with another entity to plan or coordinate this program? q If so, what type of entity is involved? q A subsidiary or affiliate corporation of the home campus? q Separate American educational institution? q Foreign institution q Tour operator or travel agent q Educational consortium q Trade or professional association q Other

Type of Entity q. If the University is collaborating with another entity to plan and coordinate the program: q What is the name of the entity? q What is the address of the entity? q What is the website address of the entity? q Who is the contact person with the entity? q Telephone number and e-mail of contact?

Background of Entity q. Has the faculty coordinator and the Study Abroad Coordinator screened this entity to ensure suitability for the program activities?

Background of Entity (cont. ) q Has the faculty coordinator and the Study Abroad Coordinator: q Documented the screening process? q Reviewed background checks for on-site faculty? q Contacted references of entity or past participants? q Obtained Proof of Insurance? q Requested information re: accidents or injuries within the last 5 years?

Terms of Agreement q If the University has a written agreement with this collaborating entity the following should be included: q Definition of responsibilities of the parties q Definition of the parties’ financial obligations q An indemnification provision in favor the University q Choice-of-law and forum selection clause q Requirement for acceptable insurance coverages

Terms of Agreement q Does the agreement comply with the Office of Purchasing contracted services agreement? q If the agreement does not comply, has it been reviewed by the Office of General Counsel? q Who will be signing the Agreement on behalf of the University? q Does that individual have signatory authority to be signing on behalf of the University?

Terms of Agreement q Does the agreement establish policies and procedures to : q Include personal and premises safety issues in orientations for faculty/staff and students? q Ensure safety during program activities (i. e. , field trips, driving, sports/recreation? ) q Promptly respond to injuries, investigate cause of occurrence and take corrective action? q Ensure appropriate incident reporting to the University’s main U. S. campus? q Respond to natural disasters, political unrest and other types of emergencies?

Orientation q Have arrangements been made prior to the trip for faculty/staff orientation? q Does the orientation include: q All issues addressed in the student orientation? If not, which were omitted? q Activity, field trip and travel approval processes q Training to spot, investigate and/or handle complains of discrimination or harassment q Specific duties of the position and safety responsibilities q Training to immediately report complaints, injuries, serious incidents and major illnesses to the University’s U. S. campus?

Orientation q. Does the mandatory student orientation include the following issues? q Required participation forms, including Statement of Responsibility, waivers and health insurance forms, medical treatment authorization form, parental consent forms (if student under 18 years of age) q Description of the institutional policies/procedures that apply overseas

Orientation q Mandatory student orientation (continued): q Cost of trip (meals included – extra field trips included – transportation included? ) q Review of local customs, cultural differences, religious observations, gestures, mannerisms, dress and other circumstances q Description of institutional resources and support systems (i. e. , counseling center) that are or are not replicated overseas q Student insurance, both health and personal property q Passport, visa and immunization requirements

Orientation q Mandatory student orientation (continued): q Crime, terrorism, civil unrest and information concerning the venue (including US Department of State consular information sheets) q Review of local disease information for the venue q Approved and restricted program activities q Disaster and emergency action plan q Travel Warnings – what is your plan?

Orientation q Mandatory student orientation (continued): q Incident reporting information for accidents, theft, assaults, harassment, problems with faculty, staff, host families or others q Cancellation policies (who decides when to cancel; what criteria; what is University’s liability if a student refuses to leave a venue) q Alcohol and drug use policies q Reminder to be mature and conduct selves in a prudent and lawful manner

Facility q. Does the collaborating entity own or lease classroom, housing and other facilities? q. If leasing, has the lease contract been reviewed by the Office of General Counsel and Property Management? q. Is security provided? q. Reasonably safe?

Insurance q. Does the collaborating entity provide the necessary insurance coverage required in the agreement? q. Have the details of the coverage been provided to the University’s Office of Risk Management? q If not, has this been discussed with the Office of Risk Management?

Insurance q. Who is responsible for the medical insurance coverage of the students? q Current insurance confirmed to be applicable overseas q Mandatory coverage purchased by the student q Optional coverage purchased by the student

Emergency Protocols q. Do the on-site personnel know who to contact on the University’s US campus to report the incident? q Who is the emergency contact q. Do the on-site personnel have an emergency contact in the US to call for each participant and faculty member?

Provide Your Personal Information q. Name, campus address and telephone number q. Will you be accompanying the students on the entire trip? q If not, explain: q. Name of alternate coordinator should you be required to return home early?