Faculty resource guide

Virginia Tech

Faculty Resource Guide for Planning Short-Term Education Abroad Programs

Virginia Tech Education Abroad International Affairs offices, Pack Building 526 Prices Fork Road, room 131 (mail code 0378) Blacksburg, VA 24061 Main Office Phone: 540-231-5888 Fax: 540-231-5164 Ongoing Updates– April 11, 2013

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Table of Contents Virginia Tech Education Abroad office ………………………………4 Academic Planning.........................................................................................5 Financial Management

………………….……………………………….12

Education Abroad Service Providers............................................................26 Marketing and Student Recruitment.............................................................28 Financial Aid.................................................................................................32 Insurance.......................................................................................................35 US Passports and Foreign Entry Requirements............................................42 Travel Arrangements and Transportation......................................................44 Lodging.........................................................................................................47 Health Preparations.......................................................................................49 Liability and Risk Management....................................................................50 Safety and Crisis Management......................................................................54 Emergency Response Manual.......................................................................60 Students with Disabilities..............................................................................84 Pre-Departure Orientation Sessions............................................................. 87 Information for Parents.................................................................................89 Education Abroad Safety Guidelines for Faculty and Students....................90 Appendices....................................................................................................92 Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Virginia Tech Education Abroad Pre-Departure Information………….. . 93 Sample Application………………...……………………………...121 Authorization for Release of Information.……………………...…125 Financial Agreement……………………………………………….126 Liability Waiver……….…………….……………………………..129 Study Abroad Program Documentation Form……..……………....131 Traveler’s Medical Record………………….……………………..133 Medical History…………………………………………………….134 Health Insurance Certificate…………………………………….... 135

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Virginia Tech Education Abroad Welcome to the world of Education Abroad! We are pleased that you are interested in assisting in or providing an international experience for Virginia Tech students. Over 1,200 Virginia Tech students study abroad every year for academic credit, and dozens of Virginia Tech faculty and staff work very hard to make that happen.

At Virginia Tech, the Education Abroad unit has been charged with the responsibility to coordinate many aspects of education abroad programs within the University. This handbook has been designed as a reference manual to assist faculty and staff understand how short-term faculty-led education abroad programs work at Virginia Tech.

We encourage faculty who are considering a future international trip or program with Tech students to meet with us. We can assist you with many aspects of program planning, budgeting, marketing and recruiting students, and processing required documentation. Please look to us as a resource and ally who can assist you in this endeavor. The beneficiaries, of course, are our students, who increasingly need international knowledge and expertise for their careers and personal development.

If we can assist in any way with your education abroad or international program, please do not hesitate to contact us.

Virginia Tech Education Abroad International Affairs Offices, Pack Building 526 Prices Fork Road, room 131 (mail code 0378) Phone: 540-231-5888, Email: vtabroad@vt.edu

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Academic Planning Program Design Planning a study abroad program can require faculty to go far beyond the usual realm of course planning and become travel agents, bookkeepers, security police, first aid administrators and 24-hour companions. However, they must remain first and foremost educators. Study abroad program planners must ensure that the program contributes not only to widening students’ experiences and enhancing their understanding of culture, but also to furthering their academic aspirations. Planners are encouraged to work with their department heads early on in the program development process to ensure adherence to department and college expectations and procedures for academic planning. In addition, the following information may be helpful: Course Content In planning your program subject and course content, first consider how the location of the program will complement the course content. What relevant academic, professional, and/or cultural site visits, tours, lectures, or interviews might be planned? What contacts do you or your department have that may be of assistance (e.g., Virginia Tech alumni)? When you have determined your academic and cultural concentration for the program, begin thinking about the course syllabus design: readings, discussions and interviews with experts, trips, tours of sites, journal assignments, and lectures. Coordinate the timing of assigned readings and related discussions to complement site visits. It is important to confirm the academic quality of planned events by speaking with on-site representatives, making advance site visits and by carefully reviewing all other available information sources.

Consider how pre- and post-travel meetings can add to the learning experience. Faculty who hold pre-departure meetings that stimulate learning about the destination before departure find that it is a worthwhile investment. Students who have taken a study abroad course in previous years enliven pre-departure meetings by reporting on academic projects they completed in conjunction with the program. Furthermore, debriefing sessions upon return to campus help students assimilate what they have experienced.

An additional consideration for your course content is language if applicable. Consider including an introductory/conversational language component relevant to the country of your program. This enhances the integrity of the program, and has immeasurable benefits for both the reputation of your program in the foreign country and for the students as they learn about the culture.

Be sure to consider what other programs in your department or college are already running or are currently being designed. If your program is similar to another, you may be competing for the same target student population, which could affect the recruitment of students for your own program.

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Lastly, faculty should be prepared to work with students to make up assignments. If necessary, faculty may need to adjust and/or modify the course and its content in the event a student becomes ill or the program is required to relocate or terminate early.

Credits and Program Length Education abroad programs must include approximately the same number of contact hours per credit as courses taught on campus; three credits generally signify 45 contact hours. The challenge is in how to count hours in a program in which students are moving from site to site.

To be sure there is adequate academic content, it is beneficial to have the program based at a stationary location for one or two weeks during the program. This provides opportunities to complete lectures, readings and assignments before moving on to a travel itinerary and also allows students to gain an overview of what they will be experiencing later in the program. If a schedule with more travel is preferred, try to arrange suitable space for lectures without distractions (i.e. do not try to give a serious lecture while standing at a busy tourist site) and invite guest lecturers. Virginia Tech Education Abroad can assist you by suggesting locations arranged through exchange partners and international contacts. The Virginia Tech Center for European Studies and Architecture (CESA) in Riva San Vitale, Switzerland may also be used for this purpose. Virginia’s Tech’s centers in Punta Cana, Dominican Republic and in Chile may also provide assistance. At the absolute minimum, ensure regular sessions where all students are able to listen to the lecturer and/or take notes and have uninterrupted time for independent study.

Although the length of education abroad programs varies considerably, the most typical summer program is 4-5 weeks and 6 credits. Some longer programs may offer 9 credits.

Experience indicates that a 6-credit travel program cannot be done in fewer than four weeks.

Generally, the minimum number of credits that can be billed for a summer session is three.

For first or second summer session, the definition of “full-time,” for fee purposes, is five credits, so students will not be required to pay for additional credits beyond the first five (see “Student Tuition” in the chapter on “Financial Management”).

For programs operating between semesters in January or during Fall or Spring break, registration is done as one of the students’ courses in the Fall or Spring semester. If the course is to award 3 credits, additional meetings and work are generally required before or after the travel period.

Many program directors offer both graduate and undergraduate credit for their education abroad course. Some also incorporate a variable credit independent study option into their program plan. As you would, with courses taught on campus, consider what prerequisites may be required.

Selecting the Time and Dates

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Summer courses may be listed during either Summer Session I or II; choose the session that best matches your program dates.

Keep in mind when planning summer programs, many students prefer to go early or late in order to take additional summer courses, or summer jobs before or after the program. Also consider factors such as host country holidays, weather, and peak tourist times, as well.

Itinerary The itinerary of your program, be it in one or several countries, should complement your academic plan as noted above, and vice versa. Programs vary in form from those held at one location or foreign institution to those that incorporate travel throughout a region, such as Eastern Europe. Your itinerary will depend on your interest and willingness to travel with a large group of students. Consider whether your itinerary includes group travel or opportunities for students to travel independently. You may want to consider including two days of rest and relaxation at the end of the program as an incentive for students. If they know they will have time at the end for themselves they will be more willing to get up at 7 a.m. and wear appropriate clothing when they are asked to do so.

Evaluation Students should be required to perform tasks that can be graded. Methods for evaluation of performance might include: research or reflection papers, essays, reports, projects or journals. For journals, think about when students would have time to write entries and whether or not a periodic review might be required. You may wish to consider scheduling review time at the end of each day or every 2-3 days. Additionally, you should determine when quizzes and tests will be given, and establish your attendance and participation requirements.

Including a Component on Culture As you develop your academic plan, it is important to consider how to incorporate opportunities for intercultural learning into your program. During education abroad, students can develop skills for functioning effectively within another culture and an appreciation for cultural differences. This gives them new confidence, and they become better prepared to work in international and/or multicultural settings. They should also begin to develop a more sophisticated worldview that allows them to approach communication, conflict and interpersonal relations from a cultural perspective. Although becoming bilingual and/or bicultural is a lengthy and challenging process, education abroad programs also provide the potential for advancing towards these goals. Incorporating opportunities for intercultural learning significantly strengthens the rationale for offering the program and increases the educational benefits.

Building intercultural opportunities into a short travel program is, however, a significant challenge. It usually only occurs with advance planning, but with careful use of your time, you will find that there are many opportunities that are ripe for cultural learning.

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Suggested Activities: • “Scavenger Hunt”: the goal of this activity is to allow your students some time for both intercultural communication and exploration of the host country outside of the group dynamic. Ideally, this activity should be done very early in the program.

Divide the groups into pairs and give them a list of things to accomplish and places to go within a set amount of time (Half of a day would work well. Do not forget to spend some time “debriefing” the students on what they observed and how they felt after the experience). Make sure the list is “do-able”, but do not make it too easy, either. It is okay if the students are challenged—this feeling can result in significant learning about the host country, as well as some personal learning. Make sure everyone has a map of the area and a phone number where they can reach you if they run into trouble.

Also, be sure that everyone is comfortable using host country pay phones.

Some suggestions for the students’ mission: (Give the pairs different versions of the list, so they will head off in different directions.) *Buy XXX newspaper (if possible, make it one that is slightly obscure—this way, students will be forced to go to a couple of different places and ask questions of the locals. Always encourage the students to try to use the host language.) *Take the metro/the bus/a cab to the museum/a café/a famous landmark. *Interview a local. For example, what do Freiburg, Germany natives say is going to happen if you accidentally step in the waterways that run along side the streets?

Once everyone is back, spend some time processing the activity. This will help the students articulate their experiences and put it into a cultural context rather than simply reporting what they saw.

Possible debriefing questions: *What major observations did you make? *How did you feel when you were lost or unsure of where to go? *How did the locals respond to you and your questions? *What were some of the resourceful things you did to accomplish your mission? *What did you learn from this experience that you can use for the remainder of the program? *Are there any lasting impressions that you will take back to Virginia Tech? (i.e.: an increase in empathy for international students at Virginia Tech?)

• “Let’s Play Fifty Questions”: This list (See Appendix, Pre-departure Information) can

be given out to students prior to departure or early in the program. This list provides some structure for students as they learn about their host country(ies.) This list can be an on-going project throughout the program or something the entire group works on

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

together. Discovering the answers to some of these questions can help move the students beyond the “tourist” role.

•

“Dear Future Student”: At the end of the program, instruct students to write their “words of wisdom” to the next year’s prospective students. This can include anything from general advice about packing to writing about any areas of cultural learning or personal growth that have taken place during the program. The purpose of this activity is two-fold: 1) it gives students the opportunity to reflect back on their entire trip and articulate what they have learned, and 2) their letters could serve as valuable student-tostudent marketing and pre-departure materials for you next year!

• Journal Writing: This can be a required assignment or something you encourage the students to do on their own. Remind students that this is an invaluable way to capture details of this experience that quickly fade after they return home.

Other possible suggestions to include a cultural component in your program: • • • •

• •

Homestays with local families.

Observation of or participation in activities typical of the culture, including everyday events or special events. Examples are as varied as grocery shopping, religious services, sports events, concert or stage performances and local holiday celebrations.

Meetings, meals, evening gatherings with local students or employees of institutions being visited Briefing prior to visiting a business, school, industry or other workplace on cultural traits to observe during visit. Some examples may be simple, observable mannerisms such as styles of greetings or introductions. Others may be more subtle and/or complex - such as cultural or national approaches to environmental issues, or concepts of family and privacy and how they affect city planning - and require discussion with the hosts during the visit.

After the visit, ask students to list examples observed or discussed during the visit.

Regular presentations of local news Examining local newspapers and magazines. Although this is problematic in countries where English is not the primary language, it can be approached in two ways. If language learning is an integral course component, assignments can require the use of a simple article in a local periodical. If language is not a course component, a class exercise with an interpreter can provide insight into how the culture influences the perspective or presentation of a given topic, such as the economy, national or local politics, or issues related to sex. Occasionally, you may also be able to find “local” newspapers and magazines written in English—especially in areas with a large expatriate community.

Course Numbers and Program Approval Education abroad programs are approved within the individual departments of the university.

Consult with your department head from the beginning of your program planning. Some departments are new to the process and request help. The following are some suggestions:

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

There are at least three ways to establish a course number for an education abroad program using the 3954 Study Abroad course number, by using an already existing course number, and establishing a new course.

The 3954 Study Abroad course number allows variable credit and automatically has an “X” grade, providing flexible time for course completion and grade reporting. If your department does not have the 3954 course number, it can be established with little difficulty. Once the departmental negotiation is completed and course criteria are established, the department head may send a memo to the Registrar, requesting this new course addition and indicating that the course criteria are in place. This does not have to go through University Governance.

Some education abroad programs choose to use a course number already offered within the department. This is a satisfactory option, but if the course content varies considerably from what is taught on campus, it may be advisable to establish a new course number or use the 3954 option.

To have a new course approved, your proposal will need to follow departmental and college procedures, including all procedures of the college curriculum committee. After it is reviewed for 15 working days within your department and met other college criteria and policies, it should be submitted to the Commission on Undergraduate Studies and Policies (CUSP) for review. If your proposal meets all CUSP criteria, it is possible to complete this process within two months.

Listing the Course Work with your department head to ensure that your course and index number are listed for the appropriate semester or session. Faculty who set class size at 0 and then “force add” students as a means to ensure that they pay and attend required pre-departure sessions should remember to inform all students about this procedure, so they will not think the course is full.

Student Registration In order for students to be correctly billed at the reduced education abroad rate and without comprehensive fees, VT program leaders must send complete information to the Education Abroad office (mail code 0378; FAX 231-5164). Student rosters can also be verified in StudioAbroad. The information should include students’ full name, student ID, email and term enrolled.: All students must be registered either by the departments or by themselves. The Education Abroad office cannot register students. The Education Abroad office only enters the rate code for the reduced study abroad fee.

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

The deadlines for getting this information to the Education Abroad office, before the bills are mailed to students, are as follows: Summer Session I Summer Session II Fall Semester Spring Semester

first week of April first week of May first week of July first week of November

The reduced study abroad tuition rate often does not apply to short-term programs in which students are registered in the Fall or Spring Semesters; see “Student Tuition� in the chapter on Financial Management for more details).

Non-VT students must be admitted to Virginia Tech as non-degree seeking students.

Students can obtain an application at http://www.admiss.vt.edu/. Once admitted, the student are then registered and will receive the tuition reduction.

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Financial Management Developing the Budget and Setting Student Program Costs It is crucial that you develop your budget early, before announcing the course (e.g. September of the previous year for a summer course). Some faculty recommend using a computer spreadsheet for creating the budget, others prefer to work by hand. Excel and is a good userfriendly software option. See the sample program budget at the end of this chapter. You can organize your budget based on categories or create a daily budget. The most important factor is organizing it in a way that is easy for you to understand. Below are some tips for developing a budget and setting the student program costs.

Decide what the program will cover and what students will provide with their own additional funds. Key decisions include: how many meals the program will cover and what admission fees will be covered. Many programs include breakfast and dinner in the students’ program costs, and advise students to bring money to pay for their own lunches. The advantage is that it can save time in the middle of a busy day. If you are responsible for providing lunch, it can take longer to get everyone in and out of one establishment. You may wish to include the admission costs of sites or events integral to the course in the program costs, and allow students to select and pay for other events themselves. It is best to include in the program cost any function for which attendance is required.

List anticipated expenditures. Try to anticipate all possible expenditures in building the budget. A key source of information in estimating costs can be the travel agent, who should be able to give fairly accurate estimates for travel and lodging and often for other items long before departure. Some program leaders, however, find they can hold costs down by establishing their own in-country contacts who know of more inexpensive facilities than travel agents. Before making a commitment for services, read the section about “Purchasing Group Travel,” because all education abroad expenditures must be made in accordance with university travel procedures. The following is an illustration of items typically included in the total group budget.

• • • • • • • • •

Round trip airfare Eurail pass Land travel (taxi trips, chartered buses, public bus, subway, etc.)

Lodging Meals Special events and admission fees (museum, theater, guest lecturer etc.)

Cellphone Communications, (phone, fax) on behalf of entire group (including pre-departure) Travel materials (maps, guidebooks, etc., whose costs add up quickly) for the group leader • Gifts • Tips Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

• • •

Surprises (for example, the restaurant automatically delivers bottled water to the entire group when it is not requested or there is damage to property in a hotel or restaurant) Miscellaneous contingencies (photocopies, parking fees, luggage transfers, emergency funds) Include taxes!

Please note that telecommunication expenses should be pre-approved by CNS. If part of your time is spent at CESA, Virginia Tech’s center in Switzerland, or Punta Cana in the Dominican Republic you will have a set rate for lodging and meals, but you will need to remember to add the cost of using transportation, phone calls and other extra services you may request.

Purchase Group Travel It is possible to work with travel agents for a tour package, which can include a certain number of days in hotels, meals (usually breakfast and dinner), group transportation and special services such as luggage transfer or guides. With tour packages, you may be able to negotiate for one free person if the group is large enough, usually over 20 people. Group travel must be purchased using the university purchasing procedures mandated by the Virginia Public Procurement Act. The following options are available: 1) Travel Agencies on University Contract - The university contracts with several local

travel agents to provide travel services (see the Purchasing Department website http://www.purch.vt.edu/Department/freq_used_cont.html for the current travel agencies contracted to provide services for the university). To use these travel agencies, the department provides a Hokiemart Purchase Order form (http://www.controller.vt.edu/forms/travel_services_auth.pdf) to the travel agency.

The travel agency books the tickets, makes other requested reservations, and charges the travel expenses directly to the education abroad fund listed on the Hokiemart Purchase Order.

2) Direct Payment Procedures – When arranging group travel in foreign countries, use

the Direct Payment Procedures described on the Purchasing Department website http://www.policies.vt.edu/3220.pdf. Such services may include but are not limited to air travel, ground transportation, hotels, meals, admission to events, etc. In accordance with the direct payment policies, the university Office of Legal Counsel must review all such contracts before the department head signs the agreement.

Internet Purchases – Departments may purchase airline tickets online using the procedures for Bank of America VISA Purchase Card. Procedures for making this purchase are documented on the Purchasing Department web site at http://www.purch.vt.edu/Department/Procedures/ge.html.

Plan for contingencies and err on the high side. Although it is necessary to keep the program as affordable as possible for students, it is important that program fees you collect are adequate. Build in a small contingency amount (such as $50 per student) to compensate for rising costs after your budget is set, or for changes in exchange rates and costs you may have overlooked. As one faculty member wrote, “One of the more difficult parts of planning Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

a trip is determining costs in September for a trip in May-June...you must include a ‘fudge’ factor for unanticipated costs or price rises.” Program money left at the end of the program can be returned to the students in accordance with procedures in the “Accounting & Payment Procedures” section of this manual.

You should also err on the high side in advising students on the amount of additional money they should bring for their own personal spending.

Determine the minimum group size and set the per-student program cost. The program cost is the cost you will charge each student for the program. To estimate the minimum cost per student, determine the minimum number of students that can support the program. If your department or college has established a minimum without which the program will not be permitted to operate, that will be your number for budgeting purposes. First-time programs, especially those to less common destinations or in disciplines having several competing programs, should expect a smaller than average number of students, perhaps 10. Some departments support a new education abroad program by permitting it to run with fewer than ten, with the understanding that the department will cover some of the costs rather than increase the cost per student. Once the minimum student number is set, add yourself and any other faculty members whose costs you expect the students to bear. Thus, for a new program being led by you and one other faculty member and for which you anticipate a minimum of 10 students, you will base your total budget upon 12 participants. The cost per student will be the total costs for the 12 participants divided by the 10 students.

It is possible to get discounts depending on the size of your group. Airline discounts are difficult but sometimes possible, and some hotels provide a free room for leaders of a group of 25 or more.

Be sure to be very clear in all program publicity about what the program cost covers and does not cover. Course tuition and mandatory fees are best listed on a separate line from the program cost because of tuition variations for in-state and out-of-state students and graduate and undergraduate students.

Adjust for outside revenue. Some departments or colleges have small amounts of funds available to assist education abroad programs. Generally, department operating funds cannot be used for education abroad expenses. One exception to this limitation is that payment of travel expenses, (i.e. transportation, lodging, and meals for one faculty member in charge of the group may be charged to departmental operating funds). Additionally, the faculty member’s salary may be charged to departmental funds.

Continue to monitor exchange rate fluctuations and update your budget as new information becomes available. An electronic currency converter can be found at http://www.oanda.com/.

Salaries Salaries for nine-month employees are generally handled as though the employees were teaching a summer course on campus. This should be clarified early with the department head. There are instances in which nine-month professors have chosen to teach a summer or Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

vacation period education abroad course without pay, but we would discourage it. It may happen, for example, if the program is new and does not attract enough students. In this case, the professor may decide to go without the salary the first year only, with the expectation of recruiting more students for the second year after the first group returns. Besides establishing an unhealthy precedent, this has liability implications (see chapter on “Liability and Risk Management”).

A sample budget sheet is included at the end of this chapter.

Handling Funds Travel Loans Group leaders usually take out a travel loan before departure to pay program expenses, although they may also charge travelers checks to the traveler's University Accounts Receivable account. The Virginia Tech Foundation does not provide cash advances for education abroad trips. All faculty and staff members taking an international trip on official university business are eligible for a travel loan. Your department head must approve the loan, and the request form must be received with adequate itemized description of expenses in the Controller’s Office at least three working days before the check is desired. In case of theft or other kinds of loss, notify the Offices of the Controller and Risk Management. They will work with you to document the situation. However, they may not be able to prevent financial loss to you. Questions concerning the travel loan should be directed to the travel section of the Controller’s Office (1-6418 option 2).

Pre-departure Payments Some faculty members who have led programs in the past highly recommend prepaying for expenses such as hotel bills whenever possible. This is more convenient and reduces the amount of money you need to take abroad. Normally faculty and staff cannot prepay for more than one night’s lodging; however, for student study abroad programs, prepayments are possible without such a limit when a “local fund” (fund number starting with a “6”) is used.

The travel agents on contract with the University (discussed in the chapter “Travel Arrangements and Transportation”) can make the reservations and charge the expense directly to your education abroad fund.

If the contract travel agents are not used, departments may make prepayments by contracting with the travel agency in accordance with university procurement procedures by entering the purchase request in the HokieMart and then submitting an invoice to the University Controller’s Office for payment. All prepayment information, including bank routing numbers, forms of currency, and/or bank draft requirements must be clearly stated on the HokieMart purchase order and must be supported with an invoice/contract from the travel agency.

Use caution when making prepayments. Although it reduces the amount of cash you need to carry, there is some inherent risk in making prepayments because you are dependent on a Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

contract for services. General public policy exists to require that the service be provided before making payment, thus protecting the funds. There are cases where prepayments are acceptable, but you want to be certain the agreements are valid and have been reviewed by University Legal Counsel.

Monitoring and Reporting Expenses During your program, collect and keep all receipts. Some faculty suggest taking a laptop computer and recording expenditures daily in an Excel spreadsheet, although others do not want to deal with the extra weight. If you do, be sure to back up the information daily. After the program, you will be required to complete an expense report using the Travel and Meal Reimbursement Voucher form (http://www.controller.vt.edu/forms/index.html#travel), and you will need to provide a daily accounting of activities. If you use a spreadsheet record, this document can be submitted with the expense report. Expenses of up to $10 can be reimbursed without receipts. However, they should be included in the daily activity report and documented thoroughly. Explain the expenditure and how it fits into the program. To receive reimbursement for a gift or tip, you may provide a statement explaining the local custom regarding services rendered (acknowledgement of receipt is required). All expenses must be in accordance with university travel expenditure policy to conform to the Internal Revenue Service regulations. That is important because it permits the university to reimburse your expenses without having to treat them as taxable income to you.

Per Diem The per diem system can be used for students as well as faculty. In education abroad, it often is not used for either. University policy states that personnel on official travel may use the “meals and incidental expenses (M&IE)� per diem, or they may report costs up to the amount allowed for M&IE. For employee travel, this is usually determined within the department.

Those reporting direct costs may report an amount up to the M&IE rate for that city without showing receipts. Those using the M&IE per diem system may report the amount allowed for that city and be reimbursed the full amount, leaving the possibility of being reimbursed more than the amount actually spent on a given day. This is why some departments and most education abroad programs do not use the per diem system. Program leaders are usually forced to stretch students’ funds to the maximum to keep the program affordable.

If using the M&IE per diem, be aware that incidental expenses include tips, gifts, taxis, laundry and other costs associated with travel. Please see http://www.co.vt.edu/Procedures/p20335c.html for full policy details. Required businessrelated phone calls or taxis may also be listed separately from M&IE if they are high on a given day and cannot be accommodated within the M&IE rate. In this case, an explanation of the expenditure is needed, and a receipt if it is above the allowable amount.

Giving students daily or weekly per diems is one way to reduce the number of receipts you must collect and carry. If you choose this system, each student must sign a receipt each time cash is handed out. Having each student sign beside his/her name on a list is sufficient. A sample receipt for this purpose is available at the end of this chapter. Some faculty members prefer to prepay for breakfast and dinner through a travel agent and have the students pay for Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

their own lunches. This eliminates the hassle of doling out money in precise amounts and collecting signatures.

The US State Department maintains per diem rates for countries throughout the world at: http://aoprals.state.gov/content.asp?content_id=184&menu_id=78.

If you have questions about reporting expenses or travel policies and procedures, please contact the travel section of the Controller’s Office at 231-6418, option 2. Information is also available at the Controller’s Office website: http://www.controller.vt.edu.

Handling Money Abroad The best preventive measures for avoiding financial adversity while abroad are to avoid carrying large amounts of cash and to have the ability to receive money or make payments without too many hassles. Methods for accomplishing these two goals vary depending on the countries of destination, so it is important to identify which methods will be most useful prior to departure. Identifying more than one method for handling money is wise.

The Virginia Tech Bank of America Visa Corporate Travel Card offers an array of travel and emergency assistance services to travelers at no additional charge, including assistance with handling money abroad. Using the cash feature of the card you can withdraw smaller amounts of cash at many ATM locations abroad. The Pre-Trip Assistance service can give you information on your destination before you leave – information such as ATM locations, currency exchange rates, weather reports, health precautions, and required passport visas. To obtain this service, and all others offered under the program, please call collect at 0-410-5819994 when you are outside of the United States. For trip planning, and other times the services are needed inside of the United States, please call 1-800-VISA-911. For detailed information on the procedures for obtaining a Virginia Tech Corporate Travel Card, please refer to travel area of the Controller’s Website: www.co.vt.edu.

Personal credit cards and ATM cards offer similar advantages to the Virginia Tech credit card. Travelers often get better exchange rates with these than with traveler’s checks, and in many instances, such as a restaurant meal with a large group, a credit card is the easiest way to pay. If paying for a group meal, be sure to get an itemized receipt to attach to your expense report. A credit card also provides backup documentation if a receipt is lost. Many foreign banks permit a cash advance with your credit card, and you can use credit cards and ATM cards to get cash at ATM locations. You may want to contact Cirrus (1-800-424-7787) or Plus (1-800-843-7587) to find the nearest ATM locations and the fees charged per transaction. You will also want to be aware of your daily withdrawal limits. Taking more than one credit/charge card will increase your chances that one will be accepted. If you are taking the Virginia Tech Visa Travel card, consider either MasterCard or American Express for your second card. They tend to be the most widely accepted in Europe. For precautionary purposes, call your credit card company to tell them where you will be traveling because they help safeguard your card by monitoring “normal” use. If you tell them where you will be traveling, they will note that on your record and will be less likely to refuse charges from “unusual” locations.

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

There are two slight disadvantages in using credit cards. First, unless your program is very short, payments may come due while you are still overseas. However, most credit card companies allow online payments. Second, despite all the information above, there are hotels, restaurants and means of transportation for which credit cards cannot be used.

Traveler’s checks are the safest way of carrying money, but there is a cost to their purchase (unless you use the university's travelers check program), sometimes a fee to exchange them for foreign currency and usually a higher exchange rate. These costs are reimbursable, but nonetheless increase expenses a bit. Also, not all businesses abroad will accept them. If you use traveler’s checks, be sure to record the numbers of the checks, keeping one copy of the numbers with you and leaving one copy at home. You should also keep the telephone number of the company with you in case the checks are lost or stolen. Traveler’s checks can be ordered in the Bursar’s Office and may be charged on your university accounts receivable account.

Cash is sometimes the only acceptable method of payment, so it is important to have a sensible amount of cash on hand. You can protect cash on your person by using a money belt or neck pouch. When traveling, many advocate dividing your cash between your person and hand luggage or other bags.

Having money transferred to you by Western Union can be helpful if you find you need more money after beginning your trip. Western Union has over 30,000 locations and sends more than 20 million transfers each year to over 100 countries. Unfortunately, the cost of transferring funds is high. Further information is available about money transfers at Western Union’s website: http://www.westernunion.com/ or by calling 1-800-325-6000. For up-todate information on countries to which the U.S. Government restricts the transfer of funds, the following website is useful: http://www.treasgov/ofac.

Our recommendation is to use a mixture of cash and credit card(s), and to add in some traveler’s checks if the amount of cash you will need would otherwise be more than you are comfortable carrying.

An electronic currency converter and information about currency conversion can be found at: http://www.oanda.com/.

Accounting & Payment Procedures Accounting Your department will need to establish a fund in the university’s Banner Finance System into which student payments will be made and from which program expenses will be paid.

Education abroad programs are set up in ledger 6 (Banner fund starting with a “6”) meaning that they are public funds and the department is responsible for expending those funds in accordance with university policies and procedures. The department must contact the General Accounting section of the Controller’s Office to request that a new Banner fund be established for each education abroad trip. Each trip is to stand on its own and the faculty Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

member responsible for the trip is accountable to the department for all of the expenses in the fund. A detail code is needed from the Bursar’s Office for each new fund, so that the department can establish charges on student accounts. A form to request a new detail code can be downloaded from the Bursar’s website at http://www.bursar.vt.edu.

The faculty responsible for the trip will send the necessary registration information (i.e. name of trip, term of trip, student name, and student number) to the Education Abroad office (attn: Shannon Dove). The Education Abroad office will then enter the study abroad rate code in the Banner student system so that the study abroad tuition and fees discount will be assessed to the student. Also, if the department charges an additional education abroad fee, the department will enter the applicable charges on the student’s account using the detail code assigned by the Bursar’s Office for the study abroad trip. When students make their payments to the Bursar’s Office, they are automatically credited into the departmental Banner fund established for the trip. Students with financial aid can have their financial aid applied directly to the education abroad charges. Credits from other sources can be deposited directly into the Banner education abroad fund. Departments should not collect student payments directly. The goal of the Bursar’s Office is to train departmental staff to enter charges on the accounts receivable system.

The Banner fund should be reconciled monthly, and since education abroad funds do not have budgets, the cash balance needs to be monitored as opposed to the budget balance.

Banner screen FGITBAL will display the cash balance (account code 6100). Invoices should never be processed on the education abroad fund unless there is enough cash in the fund to cover the expense. Departments can run the Finance Web Reports titled “General Ledger Activity” and “Transaction Operating Report” to view the activity on the fund. These reports should be run monthly as a part of the reconciliation process.

After all expenses have been paid and all revenues collected, the faculty member should work with the department fiscal officer to close out the Banner fund. The fund should be closed within six months after the program ends. If revenues exceed the expenses by less than 10% of total revenues collected AND the department plans to offer the trip again the next year, the funds can be transferred into the Banner fund to be applied to expenses of that trip. If revenues exceed expenses by more than 10% of total revenues collected, the department should work with the Bursar’s Office to reimburse the students the amount of the overage. If each refund amount is less than $25, the administrative cost of processing the refund exceeds the value of the refund and the Controller’s Office may authorize the additional amount to be carried into the next year. If expenses exceed revenues, the department can fund the trip from other non-public sources or bill the students for the amount of the shortage.

Non student groups, such as faculty/staff, faculty development or other special programs can also be run through Outreach Program Services. This is a university resource that is available to all departments and offers support for program creation, registration, collection of fees and payment of invoices. Setting the study or travel abroad trip as a program in this way significantly reduces the amount of time that departmental personnel will expend establishing and reconciling funds and expenses, and offers the same benefits of internal control and risk reduction.

Advance Deposits Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

You should require a substantial non-refundable deposit from your students well in advance of the date of departure; we recommend $500. This deposit should be applied as a credit toward the students’ total program cost. Selecting your deadline for the deposit can be tricky.

An early deadline allows you to easily make accurate and timely arrangements for your program; however, if this deadline is too early, then you may not get enough applicants for your program. It is possible to extend an already established deadline, but if publications indicate an earlier date, then students are likely to think that they are unable to apply after that date. One important guideline is the deadline imposed by the travel agent or airline. In general, deadlines range from 10 to 20 weeks before departure. See appendix for a sample student financial agreement approved by University Counsel or find it at: http://www.educationabroad.vt.edu. We strongly advise you to have students sign and submit such a form with their deposits. If you make significant changes, then it would be wise to request the feedback of University Counsel. Be aware that the statements in section 4 about refunds do not require you to return refunds or other incurred expenses, but they give you the option of doing so. For example, if a student who has paid the deposit becomes too ill to travel, and another student fills the place, then you may wish to return the first student’s money. If the department has entered charges on the student’s account, the department will need to send an account receivable adjustment form to the Bursar’s Office to have these charges removed from the student’s account.

Student Program Costs You will need to establish a date for final payment of all program fees. For this final deadline, you should consider the dates by which you must make your final payments for air tickets or other arrangements. Typical examples are two to four weeks before departure. You will find it is necessary to make special arrangements for students with financial aid (see chapter on “Financial Aid”). However, you should not permit a student to depart with the group without making a significant down payment.

Occasionally programs conclude with an unpaid student debt. This can occur either because the student had not made the full payment before departure or because of an unforeseen problem such as a robbery or medical emergency during the program. In such cases, the Accounts Receivable section of the Bursar’s Office will continue to bill the student for the charge, and if payment is not received by the due date, then a hold will be placed on the student’s record. Such a hold will prevent registration activities as well as prevent the student from receiving a transcript and/or diploma until payment is received. Please contact the Bursar’s Office if you need assistance in the student billing/collection process.

Student Tuition and Fees For Virginia Tech short-term education abroad programs, students are charged a reduced tuition fee, usually 80% of the full rate, be it the in-state or out-of-state rate plus the mandatory Virginia Tech technology fee, academic fee and capital fee, if applicable. As usual, students will receive a tuition bill from the Office of the University Bursar (OUB), and they will send their payments to OUB. The reduced rate is more easily applied during one of the Summer Sessions than for a short Education abroad course incorporated with Fall or Spring semesters. For instance, students taking a study abroad course between semesters in Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

January often register and pay for the course as one of several courses in the Fall or Spring Semester. Likewise, students in a Spring Break education abroad course are likely to be enrolled for the course as one of several Spring semester courses. If the student is taking oncampus credits that semester that equal or exceed the number of credits considered full-time for billing (9 for graduate students and 12 for undergraduates), then there is no additional tuition charge for the additional education abroad course. Therefore, there is no tuition. No study abroad rate code should be entered by the Education Abroad office for these students.

If you have questions about the reduced rate, contact the Bursar’s Office or call 231-6277.

Please refer to the Office of the University Bursar website (www.bursar.vt.edu) for the most current information regarding tuition and fee costs.

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Budget: European Trip (Budgeted for 12 Students and one Faculty member) FIRM

EXCHANGE RATES (per $): English pound: Euro: Swiss franc: Airfare:

Round-trip Tickets @$647.15 Faculty: Round-trip ROA - Dulles

0.6203 4.9205 1.1365 TA TA

Total Airfare Cost at CESA villa (Riva, Switzerland) Students at CESA Faculty Food at CESA

$8,050.35

X

Total Transfer to ESC Hotels:

London Paris Florence Venice Rome:

Total Local Trans.

Food:

May 13 Dinner (Faculty) May 14 Lunch May 14 Dinner May 15 Lunch (Faculty)

$4,377.78 $316.76 $4,694.54

TA TA TA TA TA

Total Hotel Local Transportation: Eurorail Passes @$226 Chunnel Passes @$77 London Bus Tour @ 10 pounds Travel Pass in London @$32 Paris Bus Tour (2 day pass) Travel Pass in Paris @$37 Travel Pass in Venice Rail Pre-Booking Expense Round trips to Roanoke Airport(2)

$7,765.80 $284.55

$1,898.00 $2,231.00 $1,710.00 $3,239.00 $1,801.00 $10,879.00

TA TA X TA TA TA

$2,856.00 $780.00 $193.45 $384.00 $324.00 $444.00 $141.05 $144.00 $200.00 $5,466.51 $20.00 $180.00 $300.00 $20.00

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

May 15 Dinner May 16 Lunch (Faculty) May 16 Dinner May 17 Lunch May 17 Dinner May 18 Lunch (Faculty) May 18 Dinner May 19 Lunch (Faculty) May 19 Dinner May 20 Lunch (Faculty) May 20 Dinner May 26 Dinner May 27 Lunch (Faculty) May 27 Dinner May 28 Lunch June 1 Dinner June 2 Lunch (Faculty) June 2 Dinner June 3 Lunch (Faculty) June 3 Dinner June 4 Lunch June 10 Lunch June 10 Dinner June 11 Lunch (Faculty) June 11 Dinner June 12 Lunch (Faculty) June 12 Dinner

$300.00 $20.00 $300.00 $180.00 $300.00 $20.00 $300.00 $20.00 $300.00 $20.00 $300.00 $300.00 $20.00 $300.00 $180.00 $300.00 $20.00 $300.00 $20.00 $300.00 $180.00 $180.00 $300.00 $20.00 $300.00 $20.00 $300.00

Total Food Admissions:

$5,620.00

Tower of London Westminster Louvre/Musee d'Orsay/etc.

Sistine Chapel

TA

Total Admissions Miscellaneous: Booking and Misc. Expenses Total Miscellaneous

Grand Total

$386.91 $154.76 $396.00 $59.36 $997.03

X

$60.00 $60.00

$35,767.43

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Receipt Acknowledgement This signifies that I have received ___________________ from Professor Smith for expenses in connection with our Education abroad trip to Europe.

Signature

Date

Jane Doe

______________________________________________________

Tom Smith

______________________________________________________

Sarah White

______________________________________________________

Jim Brown

______________________________________________________

Jerry Jones

______________________________________________________

Martin Traveler

______________________________________________________

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Education Abroad Service Providers There are private organizations that provide services for education abroad planners. You can detail the specific services you want, which can include transportation from airport, on-site orientation program, classroom and administrative services (such as photocopying and fax), lodging and restaurant reservations, contracting of local English speaking faculty for guest lectures or longer services, tours of all lengths (half-day city tour or side trips of several days), student access to computers and email, and more. So far the only VT group leaders who have used these services are those organizing programs that are more residential than travel-oriented and at sites other than the location of Virginia Tech’s CESA program in Switzerland or Punta Cana in the Dominican Republic, which provides full services.

The advantages of using service providers are that they provide expertise not always available to you, and they save you time and worry. Education abroad organizations establish centers at the sites most often used for education abroad, primarily in Europe and Asia. They are staffed by U.S. educators with experience leading education abroad programs and knowledge of local history, economy, politics, arts, language, etc. They also have up-to-date information on hotels, restaurants, banking, charter bus companies, train schedules, etc that can be difficult to obtain from here. Many of them operate their own dormitory and classroom facilities, while others rent from local universities during their down times. Because of their experience, knowledge and access to facilities, they can remove some of the worries such as whether your budget is accurate, how to get your group from the airport to downtown, or what the hotels conditions are like. To quote a Virginia Tech professor, “I think they can save programs some costs and certainly lots of time and RISK (i.e. avoid some liability, for example, with chartering buses).�

The disadvantage is primarily financial, though even this depends on the exact circumstances.

Obviously there is a fee for their services, which is negotiated based on your specific needs and added to the program costs. In some cases they can still save your program money by providing well-run dormitories instead of hotels or leveraging good rates on other services because of the volume of their clientele. One VT professor however felt he could get meals for students at better rates than the provider could. Others point out that whether providers save you money can depend on whether you count your own time as a cost. Lastly, if it is clear that a provider will cost more even when you factor in your own time, another consideration to make is whether it will enhance the program. The provider may know the best available professors in a given discipline, for example, or provide students regular computer and Internet access.

Various faculty members in The Pamplin College of Business have had experience working with service providers. Please contact The Pamplin College of Business (www.cob.vt.edu), which can provide the most current names of faculty who have led programs that include a service provider component.

Local Universities

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Another excellent resource for partnering is a university or college in the area where you will be holding your course. Most European universities are closed during the summer, and many are willing to make dormitories and classrooms available for a reasonable fee. Local universities are also an excellent source of knowledgeable lecturers who can complement your lectures by approaching the discipline from the perspective of another culture. For contact information on universities with whom Virginia Tech may already have a linkage agreement, contact the Education Abroad office or visit our website: www.educationabroad.vt.edu.

Independent Arrangements It is essential to have knowledge of the destination through previous experience or advance site visits. Even faculty who know a country well will benefit from having a second group leader able to handle logistics, so the professor can focus on teaching. Also, when a student falls ill or has personal or disciplinary issues, it can be very helpful to have a second person available to assist. Use of a provider is strongly encouraged, but failing that, it is advisable to take a second faculty or staff member to assist with the course.

Also, all faculty should identify a back-up faculty who has a valid passport and a visa (if required) who is available to come and provide support in case the primary program leader is incapacitated or assistance is needed.

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Marketing and Student Recruitment Effective marketing and student recruitment is a critical part of implementing a study abroad program. Some find this to be the most challenging aspect of education abroad. It requires persistence and employing a variety of methods. You will get the best results if you start early and promote your program often. During all of your recruitment activities, we encourage you to maintain a list of interested students. Listed below are methods that have been used in the past to promote Virginia Tech study abroad programs.

Program Brochure The Education Abroad office produces brochures of summer and other short-term programs containing the following sections: location, purpose, dates, daily activities, excursions, program overview, cost, contact information, course credit, eligibility, and housing. The Education Abroad office will solicit this information, as well as photos, from you in August and provide a draft for your approval in early September. Brochures will be finalized by midSeptember, in time for the annual VT Education Abroad Fair. For further information about program brochures, please contact Education Abroad at (540) 231-5888.

Please understand that the Education Abroad office is currently producing approximately 50 program brochures each fall. Providing clear and accurate information as soon as possible and respecting deadlines helps to ensure timely completion of the brochures.

Webpage Individual webpages for the programs are an effective method for informing students from Virginia Tech and other universities. The Education Abroad office utilized a program management system called StudioAbroad.

Education abroad Fair The VT Education Abroad Fair is held annually at the end of September on the Drillfield.

Please contact the Education Abroad office (540-231-5888) for this year’s dates and details.

You must RSVP with the Education Abroad office in order to be provided table space to display your program!

Visiting Classes Our surveys reveal that professors have a great influence on students’ awareness of and decision to participate in education abroad, second only to other students. Classroom announcements are very important. Making frequent announcements and updates in your own classes is a must. We also encourage you to ask other faculty in your department to allow you to visit their classes to briefly introduce your program.

Information Sessions Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Education Abroad holds information sessions each semester, and you are welcome to attend.

In the past, faculty members have found it useful to hold their own information sessions to describe their specific programs. It is helpful if you keep the Education Abroad office informed of your information session dates, so announcements can be placed on the website.

Past Program Participants We have found that the most influential factor for raising interest in education abroad is returning students. These students can assist with student recruitment in a variety of ways, such as speaking at information sessions or class visits, writing an article for the Collegiate Times, designing a webpage, or speaking to students at the Education Abroad Fair.

Posters and Fliers Promotion of your program can be greatly aided by the use of posters and flyers. The flyer or poster will be more effective if it successfully captures students’ attention at a quick glance and contains graphics and information that piques students’ curiosity and interest. The basic program information including contact information is important, but avoid overwhelming the readers with detail.

Student Organizations Student organizations can be targeted in a number of ways. You can send out a mailing to various groups or arrange to speak at one of their meetings. You can also request that an announcement be posted on their listserv or newsletter. The web address for a list of student organizations with their contact information (updated in late September for the new academic year) is http://www.vt.edu/campuslife/studentorganizations/. Go to the list of organizations and click on each one that is appropriate for your program in order to get contact information.

Email Email can be used in several ways. You can send program information to relevant listservs.

You can also set up your own program listserv for past participants and prospective students, allowing the prospective students to get their questions answered from their peers who have been there.

Advertisements and Radio Announcements Newspaper advertisements are another effective marketing tool. Putting an advertisement or announcement in the Collegiate Times is the best choice, but you may also want to consider submitting an announcement to area newspapers such as the Roanoke Times. Also consider having an announcement read on WVTF and WUVT (the student radio station).

Faculty and Staff Informing faculty and staff members is another important recruitment strategy. Encourage colleagues to support your program by mentioning it in classes and conversations with students. Repeat this request to them frequently - recruiting requires persistence.

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Other Universities If you will be accepting students from other universities, send brochures or announcements to your colleagues, professional organizations, email lists, etc. Before making the decision to accept students from other universities, you may wish to talk with others who have done so.

We have heard complaints in two general categories. First, if such students have incurred unpaid debts, it is more difficult to collect from them. Secondly, course grades not transferring with credits to students’ institutions could be a disincentive to good performance and behavior. Many Virginia Tech professors have relied on outside students to support programs with low fill rates and have had positive experiences.

Most professors would say that since outside students can make the difference between a program filling or not filling, the financial benefits outweigh the risks. Furthermore, because neither Virginia Tech nor any other institution can provide the ideal education abroad program for each student’s needs and interests, it is to our students’ advantage when other institutions accept them into their programs. We should be prepared to do the same when size constraints permit.

If you are leading a summer program, students from outside universities should contact the Office of Summer Sessions to request a summer-only non-degree admission form. (www.summer.vt.edu, summer@vt.edu, or 540-231-5870) If your program runs in the Fall or Spring semesters, students from outside universities should contact the Office of Undergraduate Admissions to request a non-degree undergraduate application. (www.admiss.vt.edu, vtadmiss@vt.edu, or 540-231-6267).

Peterson’s Study Abroad Catalogue and the Institute of International Education’s Vacation Study Abroad Catalogue The Education Abroad office will work with faculty members who would like to have their programs listed in these publications. Please contact our office if you are interested in this option. In the past, the deadlines for submitting program information for these publications have been in late June or early July. This is only for those who are agreeable to taking students from other universities.

Sample Application A sample education abroad program application appears in the appendix.

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Financial Aid Summer Virginia Tech students eligible for federal financial aid may also be eligible to receive loans for summer education abroad programs based on several criteria, including: • • • • • •

Full costs of the program Number of credits for which the student is registered Level of financial need Student’s academic standing Student’s grade level Student’s remaining loan eligibility

In most cases, the only financial aid available to students for summer education abroad programs are Federal Stafford loans, Federal Parent PLUS Loans, Federal Graduate PLUS Loans and private/alternative loans. Students must be enrolled for a minimum of six credits to receive federal Stafford or PLUS loans. Some alternative loans will allow aid less than 6 credits, but that is up to the lender.

Students are also required to complete a Summer Aid Application available after April 1st found at www.finaid.vt.edu/forms. Students are encouraged to contact a financial aid counselor to determine their aid eligibility. The counselor can also answer any questions about the application process or any other issues related to financial aid for education abroad.

Semester Break or Between Semesters As a general rule, federal financial aid is not available for programs during spring or winter breaks.

Understanding the Financial Aid Process Students must complete a Free Application for Federal Student Aid (FAFSA) to receive consideration for federal, state, and institutional financial aid.

Once a student decides to participate in an education abroad program they should meet with their academic advisors and complete the “Education Abroad Program Documentation Form”, available in the appendix. This form collects information about program costs and must be signed by the student and the Education Abroad office. Education Abroad should have a standard list of costs to use in filling out this form for students seeking financial aid.

Be sure to include the amount the student will need to bring for their personal expenses during the program. Education Abroad will then submit the form to the Office of University Scholarships and Financial Aid for processing.

After this form is processed by USFA, financial aid counselors are able to provide estimates of financial aid eligibility. It is the student’s responsibility to complete this paperwork on Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

time. Failure to do so may result in delaying the release of aid, not receiving aid, or going into repayment on student loans.

For a student whose financial aid exceeds his or her University charges, a refund is issued by the Bursar’s Office. The Bursar’s Office strongly encourages students to enroll in direct deposit so the excess funds can be electronically deposited into the student’s account. If no direct deposit account is set up, a check will be printed and mailed to the student’s permanent address listed on the HokieSPA. Timing of Financial Aid Per federal regulation, financial aid awards may be released ten days prior to the beginning of the Virginia Tech semester or session during which the education abroad program occurs.

The earliest a student would receive a refund (assuming all aid requirements are complete) is the Thursday prior to the start of the term. Therefore, students typically will not receive their financial aid refunds before payment deadlines, and sometimes not even before the departure date.

There are a few ways to approach this problem. The faculty member can insist that all payments be made on time and suggest that students obtain temporary loans from their parents or bridge loans from private banks. Student could then repay these loans when their financial aid is disbursed.

There is also an option to allow students to participate in the program without having paid all the program fees. Students would then pay the balance due when their financial aid disburses. Once the semester begins, the Bursar’s office processes refunds twice a week.

Please contact the Bursar’s Office for additional information.

Students who are attending a non-VT study abroad program will have an additional delay in their aid. Before their aid can be released, the student must have arrived at their destination and begun attending classes. The institution must then notify the Education Abroad office of the student’s enrollment who will then notify USFA, and then will release their aid.

Confidentiality and Release of Information Information about a student’s financial aid is confidential. However, if you feel you are not getting sufficient, accurate information from the student and that you need this information, you may ask the student to sign and submit an “Authorization for Release of Information” form to their financial aid adviser. This form is available in the appendix or at: http://wwwfinaid.es.vt.edu/forms.html.

Eligibility Issues Students may be able to apply their federal financial aid, including loans, towards programs sponsored by other institutions or for any credits not registered through Virginia Tech. If a portion of the credits offered by your program are through a source other than Virginia Tech, you should alert financial aid recipients early on that they will need to meet with both the Education Abroad office and the Office of Financial Aid and Scholarships. Aid will not be Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

applied automatically. Warn students that they need to plan in advance in order to ensure that their aid can be applied to the non-VT portion of the program.

Non-VT students who wish to participate in Virginia Tech education abroad programs are not eligible for financial aid through Virginia Tech. They should consult with the financial aid office of their home institution to learn the procedures for receiving financial aid for education abroad. If they have questions about this, you may refer them to the Education Abroad office.

Students who are not eligible for financial aid may want to consider using alternative loans.

Students interested in alternative loans should contact the Virginia Tech Office of Scholarships and Financial Aid for a list of recommended alternative loan programs and information on procedures for obtaining these loans.

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Insurance Insurance coverage is now a university requirement for all Virginia Tech students studying abroad and an important topic for faculty leading programs. Virginia Tech has contracted with Cultural Insurance Services International (CISI), a leading provider of insurance for study abroad, to offer comprehensive travel medical insurance and security evacuation coverage that meets the university’s minimum requirements at very reasonable rates (it costs approximately $30 per student per month, regardless of age or destination).

If you have any questions or concerns during the process you may contact vtabroad@vt.edu or call (540) 231-5888.

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

Resolution on International Travel Insurance ACADEMIC AFFAIRS COMMITTEE AND FINANCE AND AUDIT COMMITTEE July 27, 2011

WHEREAS, Virginia Tech students, faculty, and staff are engaged in activities around the world; and WHEREAS, natural disasters, accidents, political unrest, and illness can occur anywhere and without warning; and WHEREAS, students, faculty, staff, and their families desire that the university to coordinate assistance and evacuation when necessary; and WHEREAS, in the event of illness, accident, or crisis, it is critical to have immediate access to insurance information and to professional assistance; and WHEREAS, in the event of a natural disaster or security crisis, it is desirable to evacuate all participants together as a single group; and WHEREAS, personal health insurance policies often fail to provide dedicated international support services or medical evacuation, and rarely provide for natural disaster evacuation, security evacuation, or repatriation of remains; and WHEREAS, the cost of providing comprehensive travel insurance and support is minimal-approximately $30 per month per individual; and WHEREAS, students having comparable insurance and security coverage _ will be granted a waiver of coverage after signing a release and having their insurance/coverage reviewed and approved by the education abroad office or its designated representative; and WHEREAS, Virginia Tech seeks to maintain standards equal to or better than those held by comparable institutions of higher education; NOW, THEREFORE, BE IT RESOLVED, that the university will provide comprehensive international travel insurance; and

Please be advised, the information found in this manual requires ongoing updates. Some information may become out-of-date quickly. If you have any questions, please contact us at (540) 231-5888.

35 BE IT FURTHER RESOLVED, that all students participating in education abroad programs sponsored by Virginia Tech, including, but not limited to, bilateral exchange or direct enroll programs are required to carry international travel insurance administered through the education abroad office, and if the cost of coverage is not included in the program fee, students are required to purchase said coverage.

RECOMMENDATION: That the above resolution requiring international travel insurance coverage and authorizing the establishment of the travel insurance program effective August 20, 2011 be approved.

August 29, 2011

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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US Passports and Foreign Entry Requirements US Passports US Department of State Passport Services: http://travel.state.gov/passport_services.html Application Procedures It is important to urge students to begin the application process for a passport right away, so it is not put off too long. One way to do this is to provide the passport application form and information on applying when the student pays the advance deposit and signs the financial agreement. If you issue an acceptance letter, you can include this information. Passport forms are now available through the link above.

Students can apply for a passport at one of the thirteen Passport Agencies in the US or at certain post offices and courts. The location nearest to Virginia Tech is the Montgomery County Courthouse, located in downtown Christiansburg. Students must apply in person. The following is a list of items needed to apply for a US passport: 1. Passport Application 2. Proof of US Citizenship: • Previous US passport, or • A certified copy of birth certificate 3. Two identical passport photographs (2” x 2”) 4. Proof of Identity: • Previous US passport, • Driver’s License, or • Government or Military ID 5. Passport Fee 6. VT ID number Passports are usually issued within 25 business days after the completed application has been received

by Passport Services. However, students should be advised to apply several months prior to their planned departure, especially if a visa will be required. It is possible to have a passport application processed in a shorter amount of time by paying an additional fee. There are also passport-expediting services that can obtain a passport in 2-5 days. In addition, a passport can be obtained quickly by applying with the necessary materials in person at the Washington, D.C. Passport Office. We recommend you ask if students have a passport on the application form, so they are aware early on that they will need one.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

37 Passport Precautions Ask students to make two copies of the identification page of their passport. They should keep one, in a separate place from their passport, throughout the program. You should collect a second copy from each student and keep it throughout the program. This will be very useful to you if a student has an accident or emergency and his/her passport is not available. A photocopy will also make it is easier to receive a new passport if the original is lost or stolen. In such cases, the student should take the photocopied information to the nearest U.S. Embassy or Consulate and make an application for a new passport.

Foreign Entry Requirements Details about visas and other foreign entry requirements should be obtained from the embassies or consulates of the countries being visited. Links to foreign embassy web sites are available at the Electronic Embassy website: http://www.embassy.org. Additional information about foreign entry requirements is available at the following US Department of State website: http://travel.state.gov/foreignentryreqs.html If you are traveling to countries that require visas for any of your students, we strongly recommend that you send application materials for all participants together. Insist that students get their passports early and apply for the visas as soon as possible. Study abroad professionals across the country continue to report difficulties in obtaining visas for some countries. There have been many cases where visas have arrived the day prior to or after the planned date of departure. There are also visa services that deal directly with the Embassy in obtaining timely visas for a group.

It is important to remember that while non-US participants generally already have their passports, they may need visas where US students do not. We recommend that you ask for the student’s citizenship on the program application form. This will provide you with early information that you must check on the visa requirements for people of other nationalities.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Travel Arrangements and Transportation Travel Agents The following travel agencies have signed travel service contracts with Virginia Tech. The advantages of using one of them are: • They bill our accounts directly.

• They will try to match or beat any price quote we get elsewhere.

• Flight insurance ranging from $400,000 to $700,000 is automatically provided.

• It is not necessary to incur a risk by making a pre-payment or deposit before the tickets are issued.

Following is the contact information for these agencies: • • • •

Martin Travel, Gables Shopping Center, 951-7854 Omni, 508-A South Main Street, 552-4120 University Travel Consultants, 922 Univ. City Blvd., 961-2700 World Travel American Express, 100 Hubbard Street, SW, 951-1151

You may want to inquire about what trip cancellation insurance is available to you at these agencies.

If the travel agencies on contract are unable to provide these services, they have been instructed to provide a statement to that effect and you may then purchase services from another source. The statement from the contract travel agency must accompany a Requisition for Purchase. Please see “Procedure 20335e: Air Transportation” for more information at http://www.co.vt.edu/procedures/p20335e.html You can use a travel agent to pre-pay for hotels, buses, and other travel arrangements in Europe. This will enable you to significantly reduce the amount of money you will need to carry with you during the program. For non-European destinations, ask your travel agent whether this might be possible.

Independent Travel Many students elect to travel independently either before or after the official program dates. If you are purchasing tickets for the group, please tell the students that they may have to pay a fee (usually $50-$100) to change their tickets. You are not responsible for any occurrences related to independent travel (see Liability Agreement, Appendix).

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Transportation The following recommendations on transportation have been suggested by experienced program directors and travelers.

Air When dealing with your travel agent for international flights, be sure to get the following information: • deposit deadlines • minimum number of people for the cost you were quoted • policies/costs for changing the return date and/or departure location for individuals who do not wish to return with the group For trans-Atlantic travel, we recommend that you book the students’ flights from Washington D.C. rather than Roanoke, except for programs with dates that do not permit students to go home first, such as a semester break program. Students can come to Washington on their own from their homes. Many of our students live closer to Washington, D.C. than to Roanoke, so this is more convenient and less costly for them, as well as less work for you.

Trains For programs based in Europe, the rail system will probably be a primary transportation mode for you.

Eurail passes are a flexible way to move around Europe and can be included in your pre-paid package with a travel agent. Eurail passes must be purchased prior to leaving the US, and it is advisable to purchase individual rail passes rather than group passes, so the group will not be required to stay together. Compare the relative benefits of the EuroPass Youth and the Eurail Flex Pass. Several countries, such as the UK, are not included in the Eurail pass. National rail passes may be a good option in these cases. Detailed information about Eurail Passes is available at http://www.eurail.com/.

To obtain information about the BritRail pass, go to http://www.eurail.on.ca/britrail.htm.

Rail passes are also available for Australia, Japan, Thailand, Malaysia, and Canada.

Don’t overlook overnight train schedules to get to your next itinerary site. This is an efficient way to save daylight hours for other purposes, and save money as well, since a sleeper car is usually less expensive than a hotel room. Check with your travel agent for details.

Ground transportation Especially outside of Europe, your travels will involve more than just trains. Depending on your country, you may be using any of the following or a variety: public bus, tour bus, rental vans, boats, or ferries. For travel within or between cities we suggest considering a charter bus, which provides door to door service, reduces transportation uncertainty, sometimes enables you to prepay for transportation, and reduces the amount of time spent lugging baggage. As much as possible, we recommend you have a travel agent make these arrangements for you. If you do not find a US travel agent who is able or willing to do this, you may want to try making contact with a travel agent abroad.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

40 Rental Van A recent study by the National Highway Traffic Safety Administration study said that 15-passenger vans roll much more often if they are weighted down with more than 10 passengers. With the concern of 15-passenger van rollovers, it is in the best interest of our faculty, staff, and students that a limit of 10 passengers in all vans even while abroad.

For safety reasons the large van drivers must have:   

At least 2 years driving experience Prior experience driving vans No serious violations in driving record within the last 12 months

The following guidelines are suggested for all large vans: 1. The maximum number of passengers should be limited to 10.

2. Speed limits should never be exceeded.

3. All drivers must realize that a loaded van has a higher center of gravity, which makes steering sensitive.

4. Loaded vans need more distance for braking and stopping due to weight.

5. Lane changes should be made carefully and planned.

6. All passengers must wear seatbelts.

7. Cellular phones should not be used while operating the vehicle.

Reservations can be made by contacting Fleet Services at fs@vt.edu or by calling 231-6141.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Lodging Typical lodging and housing can differ considerably from one culture to the next. If the lodging or homestay your students will be using is very different from what is normally expected in the US, we recommend that you provide the students with the best available information during your pre-departure sessions to help them develop realistic expectations.

Selecting Lodging There are a variety of options available, including hotels, dormitories, the Center for European Studies and Architecture (CESA), youth hostels, and homestays. Your travel agent or international contacts should be able to help you with most of the options. If you are interested in using CESA, please the Education Abroad office at 540-231-5888.

There are several factors to consider when choosing program lodging, including cost, location, services, and opportunities for cultural learning. If the location is far from the sites you will be visiting, determine whether public transportation is easily accessible. Ask what services are available as they may be very different from those normally expected in the US. Ask whether meals are available, especially breakfast. Telephones are also an important service: the group leader may need access to a phone affording privacy for certain types of calls. If your itinerary requires you to give lectures in the hotel, inquire about the availability and cost of such space. Trying to give a lecture in a hotel or hostel lobby is not advisable. Some housing options offer more opportunities for cultural learning than others. For example, a European bed and breakfast or Japanese ryokan would offer students much more exposure to the culture than a business hotel.

Quality versus cost is an important consideration for many program organizers. If the cost is high it can hamper your ability to recruit students. Those hoping to sacrifice some or most quality considerations to keep costs low must be very mindful of two important criteria at the absolute minimum: adequate security and the capacity to provide the students with sufficient rest. Remember also that a poor location at a good price may increase transportation costs and reduce the time available for site visits.

Homestays Advantages and Disadvantages The homestay option offers many important benefits. First, they help keep program costs low. They also offer the highest level of cultural exposure. Host families can offer students support, advice, and opportunities to experience the typical lifestyle of the culture and in some cases a chance to practice their foreign language skills. Professors report that host families have helped students with homesickness. Homestays also provide a feeling of security to parents and can be a positive factor in their decision to send their children on the program.

On the negative side, homestays also present challenges. The process of arranging for homestays is more involved than the process of making a hotel reservation, and if a homestay does not work out it Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

42 can seriously detract from the student’s overall experience. It is difficult to ensure that every host family will provide the high quality experience students hope for. From another perspective, if a student behaves inappropriately it can cause the group leader more discomfort or trouble than if the student were in a hotel.

Organizing and Supervising Homestays Homestays can be arranged through your own international contacts or through homestay organizations. If you choose to use a homestay organization, research it and seek to confirm the quality of the homestays offered. The Education Abroad office has information about a number of homestay organizations. Ask for experienced families and ask for information about each family, whether you are screening families yourself or using a homestay organization.

It is useful to get certain basic information about the families and the students before assigning students to their families. Smoking preferences and eating habits are especially important.

Be sure to give both families and students a clear set of expectations about activities, schedules, behaviors, and what will be provided during the homestay.

During the program, if a student expresses a concern about his/her homestay, you should listen carefully to his or her concerns. Be sure to obtain as much information as you can regarding the situation before taking any action.

Homestay Problems If students are living with local families at any point during the program, you should prepare yourself to act quickly if a student’s complaint indicates a possible threat to his/her security or health. Advise the students before embarking that they should inform the faculty leader if members of the host family behave in a way that makes them uncomfortable. If a student informs you of a problem, it is important that you believe the student and remove the student from the home immediately. Students should be made to understand that behavior considered inappropriate in our culture is usually inappropriate behavior in the new culture. Attempts to be “culturally sensitive” or polite to one’s host should not influence a student to accept significantly uncomfortable situations.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Health Preparations A unique travel medicine service is available for Virginia Tech students, faculty, staff and spouses and dependents planning international travel. The travel medicine services are provided by appointment with a fee for service at an on-campus location by the Intravene Travel Clinic. It is currently located in the Health and Safety Building.

With the opening of the Intravene Travel Clinic, travel medicine services will no longer be available to Virginia Tech students at the Schiffert Health Center.

Students, staff and faculty as well as any other callers seeking travel medicine services should be directed to call Intravene Travel Clinic at (877) 947-3902, extension 2172 to make an appointment.

The Travel Clinic is not open every day, so it is best to call in advance. Timing is important because some vaccines take weeks to become effective in protection against particular diseases.

Intravene Travel Clinic provides a full range of services that include the following: - Current general and destination-specific travel information and recommendations - Information on required and recommended immunizations based on travel destination(s) - All needed immunizations for travel - Prescriptions for recommended or needed travel medications including medications for malaria prevention, altitude sickness, and traveler's diarrhea In order to make an appointment with the Intravene Travel Clinic please Call 1-877-947-3902 Ext 2172 http://www.healthcenter.vt.edu/travel_clinic.htm

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Liability and Risk Management Leading a study abroad program involves a variety of risks, and a diverse range of legal issues could arise from these risks. The likelihood that an individual will take legal action against the University or any of its representatives is not great enough that it should be a deterrent to leading an overseas program. Nevertheless, there are a variety of actions that should be taken to reduce risk and liability.

Virginia Tech is committed to assisting you in your efforts to reduce risk and address liability issues.

Risk Management and University General Counsel are willing to meet with faculty members at any time to discuss their concerns.

Personal Liability As a faculty member leading a Virginia Tech study abroad program, you are acting as an employee of the university. Virginia Tech acknowledges the scope of duties for program leaders is greater on education abroad programs than on campus. A few of these additional duties include but are not limited to, marketing and recruiting, arranging transportation, lodging, meals, out-of-classroom tours, and field studies. With this in mind, it is suggested that program proposals include a descriptive summary of all activities occurring during the program. A detailed itinerary, along with the department or college approval must be received by the Education Abroad office prior to departure.

There has never been an instance in which a Virginia Tech employee performing his/her duties in a reasonable manner not been supported by the University. If your actions appear to be independent of the university, you are exposed to a higher level of personal liability. Thus, your personal liability is reduced by virtue of the approval process for education abroad programs. You can further clarify this distinction by asking your department head to acknowledge your role as a leader of the program in writing, as an addition to your job description or in a simple written statement to you. You should be cautious about designing your program in such a way that you disassociate yourself and the program from the university. If you permit non-VT students or non-students to participate in your program without paying tuition, you may be exposing yourself to significant amount of personal liability.

Faculty members who lead a program with a spouse or other person not having an official affiliation with Virginia Tech can reduce the personal liability of that person by having his/her role as an official volunteer of Virginia Tech recognized by the department sponsoring the program. This can be done by having the department head write a letter of recognition thanking the volunteer for his/her role in the program prior to departure. Faculty members with nine-month appointments who do not receive compensation from the university for their work on a summer education abroad program are also advised to obtain a letter of recognition from their department head.

Disclosure of Risks and Liability Waivers Disclosure of risks reduces personal and University exposure to liability. When courts review institutional warnings or lack of warnings, they consider whether the warnings are obvious and direct, specific to the risk and comprehensible.

The issue of ‘failure to warn’ has become an increasingly potent weapon for a plaintiff’s attorney. Thus, even if an activity is conducted in a reasonably prudent manner, there still may Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

45 be liability predicated upon the failure to warn of the specific risks inherent in an activity. This requisite of full disclosure rests on the premise that participants need full information regarding the risks of an activity in order to make a truly informed decision about participation. Betty van der Smissen in Legal Liability and Risk Management for Public and Private Entities (Anderson Publishing, 1990) sets forth the following criteria for effective warnings: 1. Obvious and Direct. Avoid subtlety in giving warnings. Make sure that contradictory messages are not conveyed to participants.

2. Specific to the Risk. A warning must be specific to the risk at hand so the person can make an informed decision. Advising people to proceed at “their own risk” is without value if the person does not know what the risks are.

3. Comprehensible. The warning language must be understandable to the persons being warned. This issue includes the question of terminology and the “native” language of the participants. Also, use a variety of methods to convey warnings, e.g., oral warnings by supervisors, written warnings in Agreements to Participate, and signage. 1 Using a liability waiver form is one effective method of disclosing risks to students and thus reducing liability. The Liability Agreement form covers a wide range of issues common to all Virginia Tech Education abroad programs and has been approved by University Counsel. This form can be found in the appendix as well as on-line: http://www.educationabroad.vt.edu. However, you may find it necessary to revise this sample waiver to reflect the specific risks of your program. For example, if you include homestays as a part of your program, this is not included in the sample waiver.

The timing of disclosure is also important. If you do not warn students of the risks until after they have already made substantial non-refundable payments or just prior to departure, liability will increase. Faculty members are advised to include the waiver form in their registration packet for students.

We also recommend that you discuss responsibility and liability issues in your pre-departure orientation sessions, which are an ideal forum for disclosing risks. Topics to be discussed in detail include but are not limited to, expectations of behavior on the part of the students, cultural issues including awareness and sensitivity, security precautions and procedure plans, and health and safety issues associated with foreign study and travel. During these sessions, you should inform the students of what things they should or should not do. You should also inform them both orally and via the waiver that you have no responsibility for what they do during their free time. It is a good idea to put all the points you make orally about responsibility and liability issues during your pre-departure sessions in writing as well to serve as proof of disclosure.

If you have questions regarding risks associated with your program, please feel free to contact Risk Management, at 540-231-7439.

Health Risks It is important to include health risks when disclosing risks. Having the students meet with a staff member from the Travel Clinic (see chapter entitled “Health Preparations”) would be an effective method of disclosing health risks.

1

Burling, P. Managing the Risks of Foreign Study Programs. Foley, Hoag & Eliot, Boston, MA 1992.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

46 For countries that require immunizations, you should require that students show proof of immunization. It is also important to require that students have appropriate health insurance coverage.

This is discussed in the chapter on “Insurance.”

Virginia Tech’s Student Health Services advises that since students are usually of the legal age of consent (18 years), parental permission for medical treatment is not required. There is a recommended form for medical information provided in the appendix, which provides the information needed by health care providers during emergencies to prevent the possibility of negative allergic reactions or other avoidable consequences.

Alcohol and Drug Risks As all experienced program leaders know, when students who are too young to drink legally in the US go to a country where their drinking is legal, their response may be similar to that of freshmen first arriving on campus when they have never been allowed to drink at home. For some students an overseas experience becomes a positive lesson on appropriate use of alcohol. For others it may not be so positive. Students should be seriously warned of the vulnerable state they put themselves in by becoming drunk in a foreign country where they do not know the surroundings, culture, language and other clues that help them avoid trouble at home. The mental and physical changes caused by alcohol use can make them easy targets for robbery or sexual assault or may cause accidents.

The risks are compounded with drug use. Not only are they more vulnerable to attack or accidents while under the influence of illegal drugs, but they expose themselves to legal difficulties as well.

Students should receive clear and firm warnings against any use of illegal drugs during the program.

Crisis Response The manner in which a crisis is handled also creates liability issues. The following chapter deals specifically with crisis management. Having effective procedures for managing a crisis is critical for the well being of your students and yourself. An ineffective crisis response increases exposure to liability. For this reason, be sure to call and permit Virginia Tech’s trained response personnel to assist you when an emergency occurs.

Making written notes is also important. “If an accident does occur, it is crucial to investigate what happened on site as thoroughly and quickly as possible so as to establish a verbatim record that contains the facts of the incident. Memories can often be faulty, so accurate and timely notes offer an important degree of credibility.” 2 In summary, it is important to be aware of the risks relevant to your program, inform the students of these risks and be prepared to respond to a crisis if one occurs. In a crisis, do not let your fear of legal consequences paralyze you to the extent that you fail to act quickly and responsibly.

2

Rhodes, G. & Aalbers, R. Legal Issues. NAFSA’s Guide to Education Abroad: For Advisers and Administrators, Second Edition. Washington, DC: Association of International Educators 1997 Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Safety and Crisis Management The likelihood of a crisis occurring during a Virginia Tech study abroad program is low. However, appropriate knowledge and proper pre-departure preparation can reduce the likelihood of a crisis and improve your ability to manage a crisis if one occurs.

Pre-departure Preparations Faculty leaders are encouraged to become as familiar as possible with the types of crime, illness and emergencies that occur in the host country and the appropriate preventive measures. This information can be gained from a variety of sources. Making site visits to the study abroad destinations is one effective method for gaining information. Information can also be gained by consulting other institutions that have study abroad programs in the same location. There are two very important information resources on online with which all program leaders should be familiar, as follows: The U.S. State Department: Consular Information Sheets, Public Announcements and Travel Warnings http://travel.state.gov/travel_warnings.html The U.S. State Department issues a Consular Information Sheet on every country annually. They include such information as “location of the U.S. Embassy or Consulate in the subject country, unusual immigration practices, health conditions, minor political disturbances, unusual currency and entry regulations, crime and security information, and drug penalties. If an unstable condition exists in a country that is not severe enough to warrant a Travel Warning, a description of the condition(s) may be included under an optional section entitled "Safety/Security." On limited occasions, we also restate in this section any U.S. Embassy advice given to official employees. Consular Information Sheets generally do not include advice, but present information in a factual manner so the traveler can make his or her own decisions concerning travel to a particular country.�

Public Announcements are a means to disseminate information about terrorist threats and other relatively short-term and/or trans-national conditions posing significant risks to the security of American travelers. They are made any time there is a perceived threat and usually have Americans as a particular target group. In the past, Public Announcements have been issued to deal with short-term coups, bomb threats to airlines, violence by terrorists and anniversary dates of specific terrorist events.

Due to the fact that the level of threat can vary with a public announcement, the faculty leader must use his/her judgment to determine an action plan.

Faculty leaders should work with their department chairs and deans as they evaluate the conditions in the host country (countries). A Public Announcement does not necessarily mean that the program must be cancelled. Faculty leaders should monitor the conditions, be in touch with their host country contacts, and obtain as much information as possible. While the Education Abroad office may not cancel a program due to a public announcement, we may require itinerary changes or other measures.

However, the department chair, dean, etc. does have the option to cancel a program. In order to minimize the threat of a last minute cancellation, be sure that your department head and dean are comfortable with your choices. Be sure to inform students of the risks inherent in education abroad (including a last minute cancellation or itinerary change) and advise them of how to minimize these Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

48 risks. You can assist in minimizing the financial risk to the student by purchasing trip cancellation insurance for your airline tickets or purchasing refundable airline tickets.

Travel Warnings are issued when the State Department decides, based on all relevant information, to recommend that Americans avoid travel to a certain country. Countries where avoidance of travel is recommended will have Travel Warnings as well as Consular Information Sheets. All programs will be cancelled when a travel warning is issued for the program’s host country.

The Center for Disease Control and Prevention http://www.cdc.gov You may also want to consult the following additional sources of information: • http://www.state.gov/www/background_notes/index.html • Pinkerton Global Intelligence Systems http://www.pinkertons.com • International Traveler’s Clinic http://www.healthlink.mcw.edu/travel-medicine • 1998 International Travel Health Guide, Stuart R. Rose. This health guide is updated annually and is recommended by the US State Department. It is available from Travel Medicine, Inc., Northampton, MA (800-872-8633).

• NAFSA: Association of International Educators (http://www.nafsa.org) formed an interorganizational task force safety and responsibility on Education abroad. This group developed a set of guidelines for safety in Education abroad. These can be found at: http://www.nafsa.org/safetyabroad/ The Virginia Tech Travel Clinic is able to provide information on both health issues and safety (see chapter on “Health Preparations.”)

Other useful sources of information include travel guides, US and foreign embassies, international newspapers and periodicals. Conditions change rapidly in some countries, so it would be prudent to regularly monitor information sources.

Useful publications can be found on the Travel Publications section of the US State Department website (http://travel.state.gov/travel_pubs.html). It contains over 20 on-line publications that cover a variety of topics including crises abroad, safety, medical information and services offered by US Consulates.

Faculty leaders may want to consider carrying a first aid kit or suggest that students carry their own first aid kit containing the following items: • Adhesive bandages or gauze with tape • Antibacterial soap, hand wipes or waterless gel • Anti-fungal ointment or powder • Ace wraps for sprains and strains • Candles and matches • Cough lozenges • Disinfectant Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

49 • • •

Electrical plug adapter, current converter Flashlight and batteries Hydrocortisone cream for itching, bites and skin irritation • Thermometer It has also been suggested that faculty leaders consider receiving basic first aid training.

Schiffert Health Services has agreed to provide medical advice and pamphlets to faculty members leading education abroad programs. “After Hours Care”, contains information on how to assess and respond to a variety of medical or emergency situations. This can be found at the end of this chapter.

Medical Records and Documents Faculty leaders are advised to have copies of the following medical records and documents: • Signed permission from the student (or parent if student is under 18) to seek medical treatment if needed • Traveler’s Medical Record (appendix)

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

50 This article was provided by Student Health Services to assist students in Blacksburg when health problems occur after office hours. It provides guidance for evaluating whether emergency care is warranted and for dealing with health problems when emergency care is not needed or not immediately available. Although some references, such as the advice to call 911, are not appropriate for groups traveling out of the country, most of the information could be helpful to group leaders dealing with student health situations. We recommend you take it in your suitcase, just in case.

AFTER HOURS CARE It's the middle of the night and you're hurting. What's happening to you? What should you do? Where can you go for help? This is the stuff of true anxiety, and, unfortunately, an all too frequent scenario on college campuses. At times like this a decision must be made regarding the severity and immediacy of your problem. Should you go to the emergency room immediately? Is it something that can wait until the Student Health Center is open the following day? Can you safely try home treatment and seek further help only if it doesn't work?

Here are some potential emergencies: Choking: If the person is choking but able to speak or is coughing strongly call 911 but don't interfere. If the person is unable to breathe or cough strongly ask, "Are you choking?" If they nod, do the Heimlich maneuver repeatedly until they are able to breathe while someone else calls 911.

Convulsions: The person is usually unconscious but has generalized uncontrollable muscle spasms. DO NOT try to restrain movement or attempt to insert anything into the person's mouth. DO try to prevent injury by removing dangerous objects from the ground near the person. If vomiting occurs, turn the person onto the right side.

Severe Bleeding: This may be arterial bleeding where blood spurts with each heartbeat or any bleeding associated with dizziness on standing or inability to stand due to dizziness. Apply firm pressure to any visible bleeding site until help arrives.

Shortness of breath or difficulty breathing: If the person is in obvious distress and/or unable to speak in full sentences or phrases due to breathlessness, call for help immediately.

Unconscious: There is little or no response to attempts to arouse the person. Be sure the person is positioned so they can breathe freely UNLESS this is related to an injury. In this case, do not move the patient but attempt to keep airway open while waiting for help to arrive.

Assessing Your Symptoms It's usually best to approach any health problem or concern in a systematic way. The information you obtain can be used to guide your decision on whether to seek additional care and will also be of great help to any health care provider you use. •

The first step is to answer a series of questions about the problem.

1) What is the matter? Try to capsulate the problem in a few words or a sentence.

2) When did it start or happen? Try to be as specific as you can. How many hours, days or weeks has it been going on?

3) Is it better, worse, or about the same now as when it started/happened?

4) If you are noticing a physical symptom, is it always there or does it come and go?

If it comes and goes, how often does it occur and how long does it last?

5) Does the problem interfere with your activities, studying, class attendance, or sleep?

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

51 6) Does anything make it better? Does anything make it worse?

7) Has this ever happened before?

• The next step is to make some observations: 1) Does the person with the problem appear obviously ill or in distress?

2) For anything other than a recent injury take your temperature. The "normal" temperature is 98.6Ëš but can be up to a degree higher and still be normal.

3) Check the heart rate by feeling the pulse at the wrist or in the neck and counting it for one minute.

4) If there is pain, press on the area. Is it tender to the touch?

5) If due to an injury, is there swelling, bruising, tenderness, deformity, or loss of normal movement?

Some General Recommendations for Common After Hours Problems Abdominal pain: Abdominal pain of recent onset almost always requires medical evaluation if it persists for more than 2 hours. Severe pain should be evaluated immediately. If you are experiencing abdominal pain you should call the after-hours nurse or seek medical attention. Try to follow the steps for assessing your symptoms before you call.

Vomiting: If the vomiting is associated with other symptoms such as severe pain, high fever, or passage of blood you should call the after-hours nurse or seek medical attention. If you do not have other symptoms try home treatment first. Take nothing by mouth for 2 hours, then take only clear liquids such as Gatorade, flat soda, or water in small amounts every 20 minutes for 2 hours. If you tolerate this well, increase the amount of the fluids taken over the next 2 hours. Take no solid foods for 8 hours and if you remain symptom free, gradually start easily digestible foods such as crackers, bland soup, rice, and mashed potatoes. After 24 hours without symptoms you can return to a normal diet. If the symptoms persist, worsen, or recur despite home treatment or you are unable to tolerate fluids without vomiting, call the after-hours nurse or seek medical attention.

Diarrhea: If the diarrhea is associated with other symptoms such as severe pain, high fever, or passage of blood you should call the after-hours nurse or seek medical attention. If you have no other symptoms you can try home treatment. Take only clear liquids for 24 hours. If your diarrhea slows or stops over this time, add starchy foods such as potatoes, bananas, rice, pasta, and white bread to your diet. If you continue to do well with clearing of symptoms, return to a regular diet but avoid dairy products and high fiber foods for about one week. If your symptoms persist, recur, or worsen, seek medical attention or call the after-hours nurse.

Sprains: A sprain results from tearing the ligaments supporting a joint. Although any joint can be sprained, the most common joint sprain is the ankle, so we'll limit this to the care of ankle sprains. When the injury occurred, were you able to walk on the foot and bear weight for at least 4 steps? If so and there is no obvious deformity of the bones, fracture is unlikely, and you can start home treatment while waiting to be seen at USHS. It is still wise to have any sprain checked by your health provider unless discomfort is minimal and resolves completely over 2-3 days, but this will allow you to start early treatment to reduce pain and swelling. The basic treatment for sprains is the RICE treatment.

R - Rest. Don't try to continue activity. Get off your feet and rest.

I - Ice. Apply ice packs to the ankle for 20 minutes every 2 hours. A bag of frozen peas makes a good ice pack.

C - Compression. Wrap the injured ankle snugly but not tightly with an elastic bandage. You can take this off when you go to bed, but reapply in the morning before you start walking around.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

52 E - Elevation. Elevate the injured ankle, ideally above heart level. Keep the ankle elevated while you are resting.

Sore throat: If you can't open your mouth due to pain, are drooling because it is too painful to swallow, or are having difficulty breathing, seek medical attention immediately. If you have a fever above 100Ëš you should be seen within 24 hours. If your sore throat does not improve over 48 hours, you should be seen. For symptomatic relief try taking a pain reliever such as Tylenol (acetaminophen) or gargling warm water with a pinch of salt dissolved in it.

Fever: The normal temperature range is up to 99.5Ëš. A temperature above this level may be a sign of a minor infection such as a cold or it may be a sign of a more serious condition. Use the guide to evaluating symptoms to determine what you are noticing along with the elevated temperature. If you feel sick or are experiencing pain, you should call the after-hours nurse or seek medical attention.

Medications such as acetaminophen (Tylenol), aspirin, and ibuprofen (Advil) are all equally effective in lowering your temperature, but they do not correct the underlying cause of the temperature. Don't substitute these medicines for the proper medical care if you are having other symptoms or the temperature persists for more than two days.

What Else Do I Need To Know?

You are responsible for any charges for medical care received outside the Student Health Center, so having health insurance coverage is important. It is always a good idea to have your own insurance card if you are covered by your family's policy. Be sure to take your health insurance information with you if you receive medical care outside Student Health Services. You should also know what services your medical insurance will cover, whether there are any restrictions on care outside your insurance plan, and whether medical services received in Blacksburg need to be pre-approved by your doctor at home. Many insurance plans and HMOs will not cover services provided outside the plan area unless it is an emergency.

You should always be aware of any medications you are allergic to and what sort of reaction they caused. If you are not sure, check with your parents or family doctor. Be sure to tell any medical practitioner you see about your medication allergies if they do not ask about them. If you have a longterm medical problem, it is important to let any health care provider you see know about it, even if it seems unrelated to your current problem. It is equally important to let the provider know about any medications you take on a regular basis.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

53

Emergency Response Manual The following are procedures you are expected to follow should an emergency occur while you are overseas. Your immediate response, as well as the lines of communication between you and Virginia Tech, have been outlined for the following nine crises: • Crime against a student not including sexual assault • Arrest of a student • Missing student • Psychiatric/mental health emergency • Serious injury/illness/hospitalization of a student • If a student is found dead • Sexual assault • Infectious disease or outbreak of an epidemic among program participants • Political emergencies and natural disasters Please note that in most responses, you will need to remember only one Virginia Tech phone number while you are away, Virginia Tech Campus Police: (540) 231-6411. This is a 24-hour emergency number. The police will contact the Dean of Students representative who is on call. Dependent on the particular emergency, the Dean of Students will get in touch with the most appropriate individuals, including the Student Health Center and the Education Abroad office. See individual procedures for the appropriate line of communication.

Laminated pocket cards have been created listing all Virginia Tech emergency telephone numbers.

Faculty leaders are advised to carry this with them at all times. Contact the Education Abroad office in order to obtain this card.

Communications Alert: You will find, in each procedure, a section entitled, “Communications Alert.” Remember that in this day of instantaneous electronic communication, it can be difficult to inform all of the involved parties in a linear fashion. It is entirely conceivable that when you are involved in the immediacy of an emergency or crisis, students on your program could email their friends and/or family in the U.S and tell them (perhaps inaccurately) what is happening. The “snowball effect” could then take place—all before you have had the chance to make a single phone call. This is something that has happened on other universities’ programs, the worst case being a set of parents finding out their daughter had been killed in India from another set of parents, who had received an email from their daughter. All of this transpired before the university could carry out its own crisis plan.

It may be worthwhile to have a conversation with your participants about this at your pre-departure session or early on in the program. Chances are, if you explain how potentially damaging the snowball effect can be, they will understand. Caution them to wait to make phone calls and send emails home until you have carried out your own response plan. Be sure to let them know when it is all right for them to get in touch with their support system in the U.S. This can be very comforting for them if the entire group has been through a traumatic event.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

54 Education Abroad and Your Department For both medical and non-medical emergencies, please contact the Education Abroad office and your department, or ask the Dean of Students Office to do so as soon as possible after all necessary emergency responses are implemented. During an emergency abroad, these two offices are likely to receive telephone calls from parents and others, so it is important that they be adequately informed of the situation.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

55

Psychiatric / Mental Health Emergency RESPONSE (in all cases, the person overseas who is charged with responsibility for Virginia Tech students is referred to as the “Virginia Tech Overseas Program Contact” or the “Virginia Tech OPC”).

COMMUNICATIONS ALERT: The Virginia Tech Overseas Program Contact should immediately warn program participants to wait until the affected student’s parents have been notified before sending emails or making phone calls to family and friends. The Virginia Tech OPC should not contact the student’s parents.

1.

The Virginia Tech Overseas Program Contact will make an initial assessment of the need for assistance from Counseling Center staff. If the Virginia Tech OPC determines that additional assistance is needed, he/she will call the psychologist on-call. This can be done through the VT Emergency number (540-231-6411), by contacting the physician on call and /or through contacting the nearest embassy/consulate for an embassy referral. Depending on the nature and extent of the problem, the psychologist may counsel the student individually or may call in the psychiatrist or duty physician.

2.

If a student has made an actual suicide attempt or gesture, he or she must be in contact with the psychologist on call.

When calling the VT Emergency number above, please have the following information available: Name of student Student's VT ID number Nature of illness Information about the Virginia Tech Overseas Program Contact: Name Phone number, including city and country code Your location (city and country) Alternative contact name and phone number if available Student emergency contact information: Name of emergency contact Relationship to student Phone number Address Student's wishes regarding notification of the emergency contact If the attempt resulted in significant physical injury or in a drug overdose, the emergency services should be called and the student taken directly to the local emergency room. DO NOT LEAVE A STUDENT WHO HAS MADE AN ACTUAL SUICIDE THREAT ATTEMPT OR GESTURE ALONE FOR ANY AMOUNT OF TIME.

3.

If a student appears to be a threat to self or others and refuses an evaluation by a local psychologist, the on-call staff member from the Dean of Students Office will be called to hold an interim suspension hearing leading to removal from the group.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

56 4.

A student who is treated by the local hospital in lieu of being evaluated by the VT on-call psychologist should be referred to the VT Counseling Center or Health Center for follow-up care. The Dean of Students will send a letter to either the student's permanent address or overseas address, as appropriate, advising the student of the availability of follow-up care and urging him or her to take advantage of these services.

5.

If a student indicates a desire to talk to a counselor but the issue does not appear to be urgent, the Virginia Tech Overseas Program Contact will use his/her judgment to determine whether to encourage a scheduled appointment during regular business hours or to contact the on-call psychologist immediately. The Virginia Tech OPC may consult with the VT on-call psychologist in this decision.

6.

When a student is referred by the Virginia Tech Overseas Program Contact to the on-call psychologist because of a psychological emergency, the Counseling Center and Health Center personnel who make the final determination on the case will report that disposition back to the appropriate personnel, possibly including the Virginia Tech Overseas Program Contact and/or the Education Abroad office.

7.

Should the management of the situation require attention to the individual needs of students and the needs of the surrounding community, additional assistance may be required from the university.

8.

What if you are contacted by a representative of the media? If you are contacted by a member of the media during an emergency or incident and you have NOT been in contact with Virginia Tech, please use the following statement: My first responsibility is to the students on this program, to their families, and to the university. I will be happy to discuss this matter with you after I have contacted these parties. Thank you for understanding.

The Virginia Tech Overseas Program Contact may eventually be put in the role of defacto spokesperson. Do NOT release the name of the student or speak on behalf of Virginia Tech without first contacting Larry Hincker or Mark Owczarski at University Relations, who can provide support and assistance in developing responses to media inquires.

Larry Hincker Mark Owczarski

540-231-5396 (office) 540-231-5223 (office)

540-552-4373 (home) 540-320-2001 (home)

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

57

Serious Injury/Illness/Hospitalization of a Student RESPONSE (in all cases, the person overseas who is charged with responsibility for Virginia Tech students is referred to as the “Virginia Tech Overseas Program Contact” or the “Virginia Tech OPC”) COMMUNICATIONS ALERT: The Virginia Tech Overseas Program Contact should immediately warn program participants to wait until the affected student’s parents have been notified before sending emails or making phone calls to family and friends. The Virginia Tech OPC should not contact the student’s parents.

1.

When a student is seriously injured or ill, the Virginia Tech Overseas Program Contact has primary responsibility to get the student to the appropriate care facility. This may mean calling the host country’s 911 equivalent (if such a thing exists). In some cases, it may be more efficient for the Virginia Tech OPC to arrange for transportation (such as a taxi) and take the student to the hospital himself or herself.

2.

The Virginia Tech OPC should try to identify hospital staff who speak English.

3.

If the student appears to be in life-threatening condition, contact the Virginia Tech emergency number (540-231-6411).

When calling the VT Emergency number above, please have the following information available: Name of student Student's VT ID number Nature of illness Information about the Virginia Tech Overseas Program Contact : Name Phone number, including city and country code Your location (city and country) Alternative contact name and phone number if available Student emergency contact information: Name of emergency contact Relationship to student Phone number Address Student's wishes regarding notification of the emergency contact The Dean of Students on-call staff member and the Education Abroad office will then be notified. The Dean of Students is responsible for notifying the student’s family and answering non-medical questions from the family.

4.

The Dean of Students staff member will determine the condition of the student through conversations with the Virginia Tech Overseas Program Contact who was on the scene. If the overseas hospital staff is not willing to release information about the condition of the student, Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

58 the Dean of Students will contact Virginia Tech Student Health Services staff, who will then attempt to enter discussions directly with hospital staff. If the student is in critical or lifethreatening condition, the Student Health Service is responsible for informing the Dean of Students and the Education Abroad office and answering medical questions from the student’s family.

5.

The Dean of Students Office is responsible for notifying the Vice President for Student Affairs (and the University Relations Office if the situation rises to the level of public concern).

6.

The Vice President for Student Affairs is responsible for notifying the Provost and the President.

7.

The Virginia Tech Overseas Program Contact is responsible for visiting hospitalized students and/or organizing visits from student program participants. Visits should take place when circumstances permit and at the discretion of the Virginia Tech OPC.

8.

The Virginia Tech Overseas Program Contact should be aware that a hospitalized student’s parents might want to visit. Should the parents of hospitalized students have needs, such as lodging, the OPC should assist with needed arrangements. The Education Abroad office stands by to assist as necessary.

If the decision between the student and the doctor calls for an emergency medical evacuation (to either the U.S. or to the nearest location that has appropriate medical facilities): a. The following services are available from the U.S. Embassy or Consulate closest to your location: "The Bureau of Consular Affairs can assist in sending private funds to the injured American; frequently it collects information on the individual's prior medical history and forwards it to the embassy or consulate. When necessary, the State Department assists in arranging the return of the injured American to the U.S. commercially, with appropriate medical escort, via commercial air ambulance or, occasionally, by U.S. Air Force medical evacuation aircraft. The use of Air Force facilities for a medical evacuation is authorized only under certain stringent conditions, and when commercial evacuation is not possible. The full expense must be borne by the injured American or his family." 3 b. If the student has a current International Student Identity Card (ISIC), they have medical evacuation insurance. Contact CIEE using the number on the back of the card. c. If the student is covered under the VT Student Health Insurance plan, they have MEDEX evacuation services. Contact MEDEX directly and they will arrange for medical evacuation as prescribed by the attending physician. You can reach MEDEX at: MEDEX ASSISTANCE CORPORATION Timonium, MD

3

U.S. State Department web site, http://www.travel.state.gov/consuls_help.html, March 14, 2000.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

59 800-537-2029 / 410-453-6300 (call collect) http://www.medexassist.com d. If the student does not have either of the above insurances, try to learn from the student or student's parent if the student has emergency medical insurance. If so, work with the appropriate company as per the student's insurance. If not, or if there is no time / means to ascertain if the student has such coverage, you can obtain information on medevac companies either from the student's on site physician or the nearest U.S. Embassy or Consulate.

9. What if you are contacted by a representative of the media? If you are contacted by a member of the media during an emergency or incident and you have NOT been in contact with Virginia Tech, please use the following statement: My first responsibility is to the students on this program, to their families, and to the university. I will be happy to discuss this matter with you after I have contacted these parties. Thank you for understanding.

The Virginia Tech Overseas Program Contact may eventually be put in the role of defacto spokesperson. Do NOT release the name of the student or speak on behalf of Virginia Tech without first contacting Larry Hincker or Mark Owczarski at University Relations, who can provide support and assistance in developing responses to media inquires.

Larry Hincker

540-231-5396 (office)

Mark Owczarski

540-231-5223 (office)

540-552-4373 (home) 540-320-2001 (home)

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

60

If a student is found dead RESPONSE (in all cases, the person overseas who is charged with responsibility for Virginia Tech students is referred to as the “Virginia Tech Overseas Program Contact” or the “Virginia Tech OPC”) COMMUNICATIONS ALERT: The Virginia Tech Overseas Program Contact should immediately warn program participants to wait until the affected student’s parents have been notified before sending emails or making phone calls to family and friends. The Virginia Tech OPC should not contact the student’s parents.

1.

Verify the identity of the student. Gather as much information as you can about the circumstances of the student's death. Begin keeping a written log of information and update it as the crisis progresses.

2.

Contact the VT Emergency number (540-231-6411) and have the VT Campus Police contact the Dean of Students representative who is on call and the Education Abroad representative who is on call.

When calling the VT Emergency number above, please have the following information available: Name of student Student's VT ID number Information about the Virginia Tech Overseas Program Contact : Name Phone number, including city and country code Your location (city and country) Alternative contact name and phone number if available Student emergency contact information: Name of emergency contact Relationship to student Phone number Address The Dean of Students along with the Virginia Tech and/or Blacksburg Police, in conjunction with the Education Abroad Director, will notify the student's designated "Emergency Contact" (in person, if possible) and offer other appropriate support. If no foul play is suspected in the death, the Dean of Students is responsible for informing the next of kin, responding to nonmedical questions and referring medical questions to the host country medical authorities. If foul play is suspected, then the Virginia Tech Police Department is responsible for making the notification.

3.

Be sure that you have spoken with the appropriate personnel at Virginia Tech prior to notification of the U.S. Embassy. Notify the U.S. Embassy or Consulate. "When an American dies abroad, a consular officer notifies the American family and informs them about options and costs for disposition of remains. Costs for preparing and returning a body to the U.S. may be high and must be paid by the family. Often, local laws and procedures make returning a Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

61 body to the U.S. for burial a lengthy process. A consul prepares a Report of Death based on the local death certificate; this is forwarded to the next of kin for use in estate and insurance matters."4 4.

The Education Abroad office will work with the Virginia Tech Overseas Program Contact to assist the family, i.e. transportation, accommodations, arranging for a meeting with the consular officer.

5.

The Education Abroad office, working with the VT Division of Student Affairs Care Team, will coordinate a plan for dealing with the situation. They will construct a network to offer support to all involved parties, such as close friends, roommates, host family, VT program participants and the person who has discovered the body. Once the network is in place, the Virginia Tech Overseas Program Contact will inform the student's roommates and close friends.

6.

The Dean of Students is responsible for informing the Vice-President for Student Affairs, who informs the Provost and the President. When the next of kin have been notified, the Director of Dean of Students then notifies the University Relations Office of the death.

7.

The Dean of Students is responsible for obtaining student record information as needed, coordinating the closing of the student’s records with all appropriate University offices (Registrar, Student Accounts, the student’s academic dean, etc.). and requesting that any appropriate refund check be mailed to the deceased student’s family.

8.

The Dean of Students is responsible for sending a letter of condolence to the student’s family.

The Education Abroad office and the Virginia Tech Overseas Program Contact may also send letters of condolence.

9.

If the family of the deceased student permits, the Dean of Students will inform the appropriate Virginia Tech campus minister(s) concerning the death and involve them in the response to the death. This response may include a memorial service, depending on the timing of the death in the university calendar and the needs of surviving students, faculty, and staff to attend such a service to deal with the death.

10.

The Virginia Tech Overseas Program Contact is responsible for providing security for the student's personal belongings (or transferring them to the U.S. Embassy contact if required under local law) and providing appropriate grief support to surviving program participants in consultation with the Education Abroad office and the VT Student Counseling Center.

11.

When policies of off-campus medical facilities require attending physicians to notify the next of kin, Schiffert Health Center On-Call Administrator is responsible for ascertaining that this has been accomplished.

12.

What if you are contacted by a representative of the media? If you are contacted by a member of the media during an emergency or incident and you have NOT been in contact with

4

U.S. State Department web site, http://www.travel.state.gov/consuls_help.html, March 14, 2000.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

62 Virginia Tech, please use the following statement: My first responsibility is to the students on this program, to their families, and to the university. I will be happy to discuss this matter with you after I have contacted these parties. Thank you for understanding.

The Virginia Tech Overseas Program Contact may eventually be put in the role of defacto spokesperson. Do NOT release the name of the student or speak on behalf of Virginia Tech without first contacting Larry Hincker or Mark Owczarski at University Relations, who can provide support and assistance in developing responses to media inquires.

Larry Hincker

540-231-5396 (office)

Mark Owczarski

540-231-5223 (office)

540-552-4373 (home) 540-320-2001 (home)

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

63

Sexual Assault RESPONSE (in all cases, the person overseas who is charged with responsibility for Virginia Tech students is referred to as the “Virginia Tech Overseas Program Contact” or the “Virginia Tech OPC”) COMMUNICATIONS ALERT: The Virginia Tech OPC should not contact the student’s parents unless they have the consent of the student. The Virginia Tech Overseas Program Contact should immediately warn program participants who know about the incident to respect the victim’s confidentiality.

1.

The Virginia Tech Overseas Program Contact should talk to the person reporting the crime and determine the location and identity of the victim.

2.

If there is obvious physical injury, the Virginia Tech Overseas Program Contact should arrange for the student to be taken to a hospital/clinic for emergency care. If you ascertain that the student's injuries need to be attended to, but you are not in an emergency situation, please contact the U.S. Embassy or Consulate for a referral to a hospital/clinic which will be sensitive to an American's needs in a sexual assault case.

3.

The Virginia Tech Overseas Program Contact should not ask the student why he/she did or did not do something.

Assure the student: That you believe his/her story.

That it is not his/her fault.

That you want to help.

4.

The Virginia Tech Overseas Program Contact should clarify with the student the degree to which he/she wishes to inform local authorities. Inform the student of the laws and procedures for dealing with sexual assault in the host country, as these may be different than in the U.S. For example, in the U.S. it is important to preserve evidence of assault as it may be used in a court of law as evidence. When a student has been a victim of sexual assault, control has been taken away from him/her by the sexual assault, and it is vital that he/she regain control in the healing process. For this reason, it is important to resist the temptation to take over. Instead offer assistance and allow the victim to make the decisions.

5.

It is important to respect the student's confidentiality by not informing other students of the incident. Informing a student's parents of a sexual assault without the consent of the student is not permitted. Faculty members should feel free to discuss concerns regarding student confidentiality with the staff at the Women's Center. If there are signs of obvious emotional disturbance, there are many resources available. If you have a student who has been a victim of a sexual assault, do not attempt to handle this situation alone. The Virginia Tech Women's Center offers crisis support for victims of sexual assault and other types of violence.

Contact the Women's Center for assistance during regular office hours (Monday - Friday from 8am - 5pm) at 540/231-7806.

6.

If you need to speak with someone during non-office hours, you may contact the Women's Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

64 Resource Center of the New River Valley, which operates a 24-hour crisis hotline.

Women's Resource Center, Radford, VA 24141 tel.

540/639-1123 or 800/788-1123 fax 540/633-2382 7.

The Virginia Tech Overseas Program Contact can obtain additional support and assistance by contacting the Dean of Students Office and the Education Abroad office by using the VT Emergency number (540-231-6411). When calling the VT Emergency number above, please have the following information available: Name of student Student's VT ID number Nature of illness Information about the Virginia Tech Overseas Program Contact : Name Phone number, including city and country code Your location (city and country) Alternative contact name and phone number if available Student emergency contact information: Name of emergency contact Relationship to student Phone number Address Student's wishes regarding notification of the emergency contact

8.

What if you are contacted by a representative of the media? If you are contacted by a member of the media during an emergency or incident and you have NOT been in contact with Virginia Tech, please use the following statement: My first responsibility is to the students on this program, to their families, and to the university. I will be happy to discuss this matter with you after I have contacted these parties. Thank you for understanding.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

65 The Virginia Tech Overseas Program Contact may eventually be put in the role of defacto spokesperson. Do NOT release the name of the student or speak on behalf of Virginia Tech without first contacting Larry Hincker or Mark Owczarski at University Relations, who can provide support and assistance in developing responses to media inquires.

Larry Hincker

540-231-5396 (office)

Mark Owczarski

540-231-5223 (office)

540-552-4373 (home) 540-320-2001 (home)

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

66

Infectious disease or outbreak of an epidemic among program participants RESPONSE (in all cases, the person overseas who is charged with responsibility for Virginia Tech students is referred to as the “Virginia Tech Overseas Program Contact” or the “Virginia Tech OPC”) COMMUNICATIONS ALERT: The Virginia Tech Overseas Program Contact should immediately warn program participants to wait until the affected student’s parents have been notified before sending emails or making phone calls to family and friends. The Virginia Tech OPC should not contact the student’s parents.

1.

The Virginia Tech OPC should obtain information from the local U.S. Embassy or consulate regarding the potential health threat, existence of local medical facilities, local resources and medical advice as to how to deal with symptoms until medical help is obtained.

2.

The Virginia Tech OPC should consult with the Student Health Services at Virginia Tech. You may reach the physician on call by calling the VT Emergency number (540-231-6411). When calling the VT Emergency number above, please have the following information available: Name of student (s) Student's VT ID number Nature of illness Information about the Virginia Tech Overseas Program Contact : Name Phone number, including city and country code Your location (city and country) Alternative contact name and phone number if available Student(s) emergency contact information: Name of emergency contact Relationship to student Phone number Address Student's wishes regarding notification of the emergency contact

3.

Consult the Center for Disease Control information for your host country. This information may be found on the web at: http://www.cdc.gov.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

67

Missing Student RESPONSE (in all cases, the person overseas who is charged with responsibility for Virginia Tech students is referred to as the “Virginia Tech Overseas Program Contact” or the “Virginia Tech OPC”) COMMUNICATIONS ALERT: The Virginia Tech Overseas Program Contact should immediately warn program participants to wait until the affected student’s parents have been notified before sending emails or making phone calls to family and friends. The Virginia Tech OPC should not contact the student’s parents.

1.

The Virginia Tech Overseas Program Contact should notify the local (and if applicable) the local university police. Ask them to check hospital and city records for possible police information. Find out how long a person must be missing before a report can be filed and what the procedure is in the host country for filing a “missing persons” report (or equivalent). Begin writing a log of information that you have been given and actions that you have taken.

2.

The Virginia Tech OPC should also contact the local university psychiatric services (if applicable) and the local university student health service (if applicable) on the chance that the student has been admitted to their facilities.

3.

The Virginia Tech OPC should contact the Virginia Tech emergency number (540-231-6411).

The Dean of Students on-call staff member and the Education Abroad office will then be notified.

When calling the emergency number above, please have the following information available: Name of student Student's VT ID number Student’s passport number Last known address and phone number; itinerary Last date/time of contact Information about the Virginia Tech Overseas Program Contact : Name Phone number, including city and country code Your location (city and country) Alternative contact name and phone number if available Student emergency contact information: Name of emergency contact Relationship to student Phone number Address Name of the person abroad

4.

The Virginia Tech OPC should talk with the students’ roommate, or host family, and Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

68 neighbors. Ask them to contact you immediately if the student returns. Check the student’s residence so that you can look for information that may indicate where the student is.

5.

The Virginia Tech OPC should gather any information on any unusual behavior that may have been exhibited.

6.

The Virginia Tech OPC should file an official missing person report with the local police after required amount of time has passed.

7.

The Virginia Tech OPC should contact the Virginia Tech emergency number (540-231-6411) so the police can contact the Director of Dean of Students and the Education Abroad office, to alert them that an official report has been filed.

8.

It is possible to request a “welfare/whereabouts check” from the Department of State, Overseas Citizens Services. The Education Abroad office can coordinate this in the U.S. if it becomes necessary.

9.

The Virginia Tech police, the Director of Dean of Students and the Education Abroad office will convene a Division of Student Affairs Care Team. This team will coordinate appropriate actions, which may include contacting the student’s designated “Emergency Contact” person.

Appropriate follow-up will be planned.

10.

If applicable, the Virginia Tech Overseas Program Contact will work with the student affairs office at the host university to coordinate appropriate actions and follow-up.

11.

Once the student has been located, inform appropriate persons on-site and the Dean of Students at Virginia Tech. The Dean of Students will notify the appropriate persons in the United States.

If necessary, activate other protocol, such as “Serious Injury/Illness/Hospitalization of a Student,” or “Crimes Against a Student.”

12.

What if you are contacted by a representative of the media? If you are contacted by a member of the media during an emergency or incident and you have NOT been in contact with Virginia Tech, please use the following statement: My first responsibility is to the students on this program, to their families, and to the university. I will be happy to discuss this matter with you after I have contacted these parties. Thank you for understanding.

The Virginia Tech Overseas Program Contact may eventually be put in the role of defacto spokesperson. Do NOT release the name of the student or speak on behalf of Virginia Tech without first contacting Larry Hincker or Mark Owczarski at University Relations, who can provide support and assistance in developing responses to media inquires.

Larry Hincker

540-231-5396 (office)

Mark Owczarski

540-231-5223 (office)

540-552-4373 (home) 540-320-2001 (home)

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

69

Arrest of a Student The following is adapted from Georgetown University RESPONSE (in all cases, the person overseas who is charged with responsibility for Virginia Tech students is referred to as the “Virginia Tech Overseas Program Contact” or the “Virginia Tech OPC”) COMMUNICATIONS ALERT: The Virginia Tech Overseas Program Contact should immediately warn program participants to wait until the affected student’s parents have been notified before sending emails or making phone calls to family and friends. The Virginia Tech OPC should not contact the student’s parents.

1.

The Virginia Tech Overseas Program Contact should quickly assess the situation by obtaining as many details as possible (i.e., determine who, what, when, where, how and why). Begin writing a log of the crisis situation. You will add to this log as the crisis develops.

2.

The Virginia Tech Overseas Program Contact should immediately contact the U.S. Embassy Consular Officer. Ask the Consular Officer for the names of lawyers who can give the student the legal help he/she requires and provide this information to the student. The Consular Officer will also work to ensure that the student’s human rights are not violated. The Consular Officer will also notify the prisoner’s family and/or friends, if authorized by the prisoner.

“While in a foreign country, a U.S. citizen is subject to that country’s laws and regulations, which sometimes differ significantly for those in the United States and may not afford the protections available to the individual under U.S. law.” 5

3.

The Virginia Tech Overseas Program Contact should contact the Virginia Tech emergency number (540-231-6411). The Dean of Students on-call staff member and the Education Abroad office will then be notified. Individuals from these departments will make a decision about informing the student’s “Emergency Contact” if the Embassy Consular Officer was not given permission to do so. They will also get in touch with Virginia Tech General Counsel.

When calling the VT Emergency number above, please have the following information available: Name of student Student's VT ID number Nature of crime Information about the Virginia Tech Overseas Program Contact: Name Phone number, including city and country code Your location (city and country) Alternative contact name and phone number if available Student emergency contact information: Name of emergency contact

5

U.S. State Department web site, http://www.travel.state.gov/consuls_help.html, March 14, 2000.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

70 Relationship to student Phone number Address Student's wishes regarding notification of the emergency contact.

4.

The Virginia Tech OPC should visit the student as possible. In some countries, the Virginia Tech OPC may have to assist in bringing necessities to the student—including food.

5.

The Virginia Tech OPC will provide regular updates (at least on a daily basis) to the Director of Dean of Students. The Director of Dean of Students will be in contact with the student’s designated “emergency contact” if authorized.

6.

What if you are contacted by a representative of the media? If you are contacted by a member of the media during an emergency or incident and you have NOT been in contact with Virginia Tech, please use the following statement: My first responsibility is to the students on this program, to their families, and to the university. I will be happy to discuss this matter with you after I have contacted these parties. Thank you for understanding.

The Virginia Tech Overseas Program Contact may eventually be put in the role of defacto spokesperson. Do NOT release the name of the student or speak on behalf of Virginia Tech without first contacting Larry Hincker or Mark Owczarski at University Relations, who can provide support and assistance in developing responses to media inquires.

Larry Hincker

540-231-5396 (office)

Mark Owczarski

540-231-5223 (office)

540-552-4373 (home) 540-320-2001 (home)

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

71

Crime Against a Student not including Sexual Assault The following is adapted from Georgetown University RESPONSE (in all cases, the person overseas who is charged with responsibility for Virginia Tech students is referred to as the “Virginia Tech Overseas Program Contact” or the “Virginia Tech OPC”) COMMUNICATIONS ALERT: The Virginia Tech Overseas Program Contact should immediately warn program participants to wait until the affected student’s parents have been notified before sending emails or making phone calls to family and friends. The Virginia Tech OPC should not contact the student’s parents.

1.

The Virginia Tech Overseas Program Contact should contact the host university’s security office (if applicable) and the local police. Ensure that the physical and emotional needs of the student(s) are being attended to. Keep a log of all facts obtained.

2.

The Virginia Tech Overseas Program Contact should see protocol for “Serious Injury/Illness/Hospitalization of a Student” for serious injury.

When a victim exhibits fear/fright or shock, the Virginia Tech OPC should activate protocol for “Psychiatric Emergencies.”

3.

Talk to the person who reported the crime; identify as many of the key persons involved and facts as possible. Determine identity and present location of the victim(s) and perpetrator (s).

4.

Contact the Virginia Tech emergency number (540-231-6411). The Dean of Students on-call staff member and the Education Abroad office will then be notified.

When calling the VT Emergency number above, please have the following information available: Name of student Student's VT ID number Nature of crime Information about the Virginia Tech Overseas Program Contact : Name Phone number, including city and country code Your location (city and country) Alternative contact name and phone number if available

Student emergency contact information: Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

72 Name of emergency contact Relationship to student Phone number Address Student's wishes regarding notification of the emergency contact 5.

There will be a determination as to which people overseas and at Virginia Tech need to be involved in order to ensure necessary support to the victims and the community.

6.

The Virginia Tech OPC should brief the Director of Dean of Students on at least a daily basis until the crisis has subsided. Inform him/her of any media inquiries.

7.

What if you are contacted by a representative of the media? If you are contacted by a member of the media during an emergency or incident and you have NOT been in contact with Virginia Tech, please use the following statement: My first responsibility is to the students on this program, to their families, and to the university. I will be happy to discuss this matter with you after I have contacted these parties. Thank you for understanding.

The Virginia Tech Overseas Program Contact may eventually be put in the role of defacto spokesperson. Do NOT release the name of the student or speak on behalf of Virginia Tech without first contacting Larry Hincker or Mark Owczarski at University Relations, who can provide support and assistance in developing responses to media inquires.

Larry Hincker

540-231-5396 (office)

Mark Owczarski

540-231-5223 (office)

540-552-4373 (home) 540-320-2001 (home)

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

73

Political Emergencies and Natural Disasters The following is adapted from Georgetown University RESPONSE (in all cases, the person overseas who is charged with responsibility for Virginia Tech students is referred to as the “Virginia Tech Overseas Program Contact” or the “Virginia Tech OPC”) COMMUNICATIONS ALERT: The Virginia Tech Overseas Program Contact should immediately warn program participants to wait until the affected student’s parents have been notified before sending emails or making phone calls to family and friends. The Virginia Tech OPC should not contact the student’s parents.

1.

The Virginia Tech Overseas Program Contact should make sure all students are accounted for and safe. If a student has been injured, have his/her physical injuries attended to (See the “Serious Injury/Illness/Hospitalization” of a student section).

2.

Contact the U.S. Embassy or other official government agency and ask for advice and assistance. If the U.S. Embassy is closed, determine the location from which the Embassy is operating (i.e., other embassy within the country, U.S. embassy in another country). Gather information regarding: the target of unrest and possible danger to U.S. citizens; advice regarding minimizing danger to students; the probable impact of the event on availability of food, water, and medical supplies; the intensity of the emergency or political unrest; the presence of emergency or military personnel; the feasibility of continuing the program, etc.

Gather as much information as possible. Begin writing a log. You will continue to update this log as the emergency progresses.

3.

Contact the Virginia Tech emergency number (540-231-6411). The Dean of Students on-call staff member and the Education Abroad office will then be notified. Please be prepared to provide the following information: Injured students’ name/VT ID numbers (if applicable) Nature of emergency Information about the Virginia Tech Overseas Program Contact: Name Phone number, including city and country code Your location (city and country) Alternative contact name and phone number if available

4.

Dependant on the circumstances, the Dean of Students and the Education Abroad office will convene a Division of Student Affairs Care Team. This team will: Stay in regular contact with the U.S. Department of State’s Citizen Emergency Center Contact the U.S. Embassy abroad Determine if emergency funds will be obtained from the Provost’s Office or from the State Department Determine whether Virginia Tech’s Center for European Studies and Architecture Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

74 (CESA) in Riva San Vitale, Switzerland is: 1) accessible for receiving emergency funds (through a Virginia Tech bank account there), and/or 2) evacuation assistance, including receiving students (If necessary).

If CESA is not accessible for funds, the Crisis Team will make arrangements through the State Department and/or Western Union.

If evacuation must be arranged in conjunction with the State Department: a. If commercial transportation is disrupted, the State Department will charter special air flights and ground transportation to help Americans depart. b. When commercial transportation is NOT disrupted, but the State Department recommends that U.S. citizens evacuate themselves, new airline tickets may need to be purchased, since it may be difficult to quickly change existing tickets. As stated above, the Virginia Tech Division of Student Affairs Care Team will assist with procuring emergency funds and arranging new airline tickets as necessary.

If evacuation must be arranged without State Department assistance: a. If the Virginia Tech Overseas Program Contact is not close enough to a U.S. Government office to receive funds or assistance. Another recourse is American Express Global Assist Service (1-800-554-AMEX). This service provides worldwide referrals for personal, medical and legal emergencies. b. If American Express is not accessible, the Virginia Tech OPC should try to obtain information about every bank that is accessible and what services each one can provide for quick transfers of funds. The Virginia Tech OPC should pass this information to the Virginia Tech Division of Student Affairs Care Team.

5.

The Virginia Tech Overseas Program Contact will brief the Division of Student Affairs Care Team at least daily, if possible.

6.

Once the crisis has ended, the members of the Division of Student Affairs Care Team will work with the Virginia Tech Overseas Program Contact to assess the impact of the event and provide any follow-up that may be needed.

7.

What if you are contacted by a representative of the media? If you are contacted by a member of the media during an emergency or incident and you have NOT been in contact with Virginia Tech, please use the following statement: My first responsibility is to the students on this program, to their families, and to the university. I will be happy to discuss this matter with you after I have contacted these parties. Thank you for understanding.

The Virginia Tech Overseas Program Contact may eventually be put in the role of defacto spokesperson. Do NOT release the name of any students or speak on behalf of Virginia Tech without first contacting Larry Hincker or Mark Owczarski at University Relations, who can provide support and assistance in developing responses to media inquires.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

75 Larry Hincker

540-231-5396 (office)

Mark Owczarski

540-231-5223 (office)

540-552-4373 (home) 540-320-2001 (home)

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

76

Students with Disabilities Under Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act, Education abroad organizations cannot inquire about an applicant’s disability prior to accepting that person into a program. Once a participant has been accepted, an organization may inquire about a disability in order to facilitate program adaptations.

Applicants with disabilities should be evaluated based on the same qualifications as any other potential participant. International organizations should not make any assumptions about an applicant’s abilities or intelligence based on knowledge of a disability.

As a program leader there are sure to be questions regarding your responsibility to students with disabilities. Please know there are support services and departments on campus, including the Education Abroad office and the Dean of Students Office, which are prepared to help you with any questions or concerns you may have.

The following information and guidelines will assist you in administering a program attended by students with disabilities.

1. Faculty are encouraged to have a statement on their program applications informing students with disabilities to contact the Education Abroad office or the Dean of Students Office. The Education Abroad office statement reads: “If you are a person with a disability who may need accommodations to participate in a study abroad program, please contact Education Abroad or the Dean of Students Office.”

2. Faculty are encourage to announce to their classes that if there are students with disabilities attending their program that services are available and to encourage these students to contact the Education Abroad office or the Dean of Students Office.

3. The Dean of Students Office has samples of syllabus statements for faculty use. These statements allow for accommodations to students with disabilities.

Identifying Students with Disabilities Determining whether or not a student has a disability is not as easy as it may seem. Essentially there are two classifications of disabilities: students with visible disabilities and students with invisible disabilities.

Visible disabilities are observable. These typically include paralysis, loss of limb, Cerebral Palsy and blindness to name a few. Invisible disabilities are often unnoticeable. These disabilities include, hearing deficiencies, some forms of blindness, cardiac conditions, learning disabilities, Attention Deficit Disorder, cancer, diabetes, kidney disease, and the many forms of psychiatric, behavioral and seizure disorders.

Some students with disabilities will self-identify and disclose their disabilities immediately. Others, most often those with the “invisible” disabilities, may decide not to inform anyone because of Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

77 embarrassment or what they believe others may think of them. It is these students that may have the most difficult time academically and socially on a study abroad program.

It is important to remember that once a student discloses their disability to you you may not relay that information to other persons, department, etc. without his or her approval. The student has a right to confidentiality. In this case, please encourage the student to talk with Education Abroad or the Dean of Students Office.

Program leaders with concerns related to students with disabilities may wish to contact the Dean of Students Office. The Dean of Students Office is responsible for the coordination of access and accommodation for students with disabilities at Virginia Tech. Susan Angle, Assistant Director of Dean of Students, oversees services for students with disabilities. Please remember that the best source of information comes from the students. The Education Abroad office highly encourages you to have your students complete an “end of program� evaluation. Information in the evaluation may help you the next time you have a student with a disability attend your program. In fact, it may help your entire program in the end.

The following information/organizations may help you in planning your education abroad program for students with disabilities.

Mobility International USA (MIUSA) PO Box 10767 Eugene, OR 97440 541-343-1284 (voice/TDD) 541-343-6812 (fax) www.miusa.org miusa@igc.apc.org Mobility International USA is a national nonprofit organization dedicated to promoting equal opportunities for persons with disabilities in international educational exchange, leadership development, disability-rights training, travel and community service. In addition to conducting international exchange programs, MIUSA consults with other organizations to help them include persons with disabilities in their exchange and leadership programs.

Association on Higher Education and Disability (AHEAD) PO Box 21192 Columbus, OH 43221-0192 617-287-3880 (voice/TDD) The Association of Higher Education and Disability is an international, multi-cultural organization of professionals committed to full participation in higher education for persons with disabilities.

Access Abroad http://umrtv.cee.umn.edu/aa The Access Abroad site is devoted to making existing education abroad opportunities accessible to college students with disabilities, in accordance with ADA regulations and was developed by the University of Minnesota.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

78

Pre-Departure Orientation Sessions Proper pre-departure preparation is an important part of any education abroad program. Listed below are some topics that you may wish to include in your pre-departure orientation sessions. It would be wise to document what students have been told. Some ways to do this are to use an email list to announce important information and meeting times; provide important information in writing; have students sign an attendance sheet at pre-departure meetings, thus indicating that they have heard your oral comments and received written hand-outs; and to email the hand-outs to students not attending a session.

Academic issues: Courses and grading system Class requirements and evaluation Reading materials Suggestions for effective study and academic progress Honor code Program logistics: Passports Visas International Student Identification Cards Travel arrangements Program itinerary Program fees and payment dates Financial aid Handling money Communication: Mail, e-mail, faxing, phone Contacting Virginia Tech Emergency contact information Safety and security: Customs and political situations Expectations of women and men with regard to drinking Protecting valuables Crime Demonstrations Drugs Legal issues Consequences of being arrested Health care issues: General health care Health insurance Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

79 Medical emergencies Virginia Tech Travel Clinic HIV and STD precautions Prescriptions Precautions against malaria, water-born parasites and other illnesses, where necessary Precaution against leaving the group Packing tips: Stress to students who have not traveled before what “packing lightly” means. They may believe that ramps are as prevalent as in the U.S., and if they have done most of their traveling in cars, they have never thought about how far they can carry their luggage themselves. A list of suggested items for students to pack appears in the pre-departure information in the appendix.

Cultural issues: Intercultural communication Language issues Cultural adjustment theory US culture versus host culture Cultural sensitivity Reentry adjustment (Education Abroad staff members may be called upon to present information about cultural issues) The Education Abroad Pre-Departure Orientation Booklet, containing logistical and cultural information, can be found in the appendix.

It is wise to state expectations that students will develop the independence to handle their own banking needs, get around on their own during free time, etc. It is also important to inform the students of your expectations of both their academic and personal behavior. You may want to provide them with explicit guidelines for expected behavior, and you should remind them that they are still bound by the Virginia Tech Student Code of Conduct as well as the laws of the host country.

Feel free to invite representatives from Education Abroad to present information at your pre-departure information sessions. Topics we are sometimes asked to address include students’ responsibilities during education abroad (to themselves, parents, other members of the group and the program leader) and issues in crossing cultures, using various presentation methods to guide discussion.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

80

Information for Parents Faculty leaders should consider what information should be provided to the parents of students participating in their program. Since parents are often involved in paying for the program, they are anxious to be well informed about it. The program brochure and U.S. State Department Consular Information Sheets may not be enough to meet their need for information. You may want to create a separate information packet or letter specifically for parents. A publication by William Hoffa, Study Abroad: A Parent’s Guide (NAFSA: Association of International Educators, New York, NY, 1998) is worth recommending to parents. You also may wish to include the handout entitled “Re-entry,” found in the Pre-Departure Information in the appendix.

An information packet for parents should, among other things, include the following: •

Detailed itinerary of the program for the entire period indicating contact information of hotels or other accommodation arrangements made.

•

Detailed estimate of the complete program cost including anticipated personal expenses per student. This information is helpful for financial aid planning.

•

List of all individuals responsible for planning the program should be provided. This is to ensure that parents know whom to contact at all times, both at Virginia Tech and in the foreign country site.

•

Outline of the program highlighting academic and professional expectations. This should include the courses to be taken, credit hours, syllabi, narratives, required textbooks and presentation requirements.

•

Financial Agreement Form, spelling out deposit and payment schedules.

•

Liability Agreement Form.

•

List of all students with details of their parents contact address, both workplace and home telephone, fax and email.

•

The need for students or parents to furnish program directors with information about the student’s special needs, such as diet and medication. It should be stressed however that faculty will not have medical responsibilities towards students.

•

A request that parents instill in their children the need to act responsibly throughout the entire period of the trip.

Education abroad Safety Guidelines for Faculty and Students Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

81 Studying abroad in a particular region of the world means you must take greater precautions.

However, as we know, it is impossible to determine future events and their impact on the world.

Please use all available resources to determine whether or not a program location is ideal for you.

These guidelines are intended to help you be better prepared for an unanticipated situation(s) abroad.

The Education Abroad office is happy to discuss any concern or address any questions you may have regarding a program or location. If we do not have the answer we will help you find an answer.

Education Abroad recommends the following safety guidelines to all faculty and students participating in Education abroad programs: o Avoid going places alone. Always go places in pairs if possible. o Be alert! Avoid situations where there may be danger. Example: military and political demonstrations. o Be aware of your surroundings! Watch for people who seem too friendly. Be cautious of anyone who may be following you. Be cautious of unusual activity near your living quarters. Report any unusual activities to the faculty leader/local authorities as necessary. o Keep a very low profile! Do not wear clothing that calls attention to you. Try to blend in with the locals if possible. DO NOT wear articles of clothing with American symbols. o If you feel uncomfortable in your surrounding, act like you know what you’re doing and where you’re going. Go to a familiar place if possible. Avoid getting drawn into a debate or conversation that might lead to a dangerous situation. o Remember to keep all of your government documents with you or in a secure location such as your hotel safe if possible. DO NOT keep your money and documents in just one place or in your luggage. Keep a copy of your passport with a family member in the U.S., and another copy somewhere in a safe place during your studies abroad. In case it gets stolen, your copies will facilitate replacement. o Keep away from political demonstrations! o Avoid places where large numbers of Americans gather if possible. o Always register with the nearest U.S. Embassy while you are abroad. You can plan ahead by faxing a copy of your passport and your anticipated itinerary to the Embassy.

Be certain to state that you are studying or traveling in that country and for how long.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Appendices Virginia Tech Education Abroad Pre-Departure Information

101

Sample Application

130

Authorization For Release of Information

134

Financial Agreement

135

Liability Waiver

138

Study Abroad Program Documentation Form (Financial Aid) 140 Traveler’s Medical Record

142

Medical History

143

Health Insurance Certificate

144

Faculty Emergency response QuickGuide

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Virginia Tech Education Abroad Pre-Departure Information Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Part I: Essentials

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Logistics Passports • • •

• •

You MUST have a valid passport In almost all cases, your passport MUST be valid for six months AFTER you plan to return home.

If you do not have a valid passport, apply right away. You must have your passport to obtain a visa. The process can take up to 8 weeks. Go to http://www.travel.state.gov/passport/passport_1738.html for more information about obtaining a passport. You can apply at most post offices.

Once you have your passport, scan or copy it. Keep copies for yourself, and also provide copies to your parents or an emergency contact.

Always keep a printed copy of your passport with you when travelling, separate from your actual passport. These tips are extremely helpful if your passport is lost or stolen.

Visas Not to be confused with a Visa charge card, a visa is a document required for entering and living in many countries • • •

•

You will need to obtain a visa in advance to enter most countries for study.

Requirements vary depending on the passport you hold, the country you are going to, how long you will be there, and what you will do while there.

It is your responsibility to determine if your travel requires a visa. Do not rely on other people who have been to your country—or even the Education Abroad office—to tell you whether or not you need a visa or how to obtain one.

Unfortunately, the rules for visas can be confusing, change at any time, and vary between consulates or even individual employees. The decision to issue a visa and allow you admittance to a country is determined by consulate and immigration officials of your destination country.

Fortunately, it is usually possible to obtain the necessary visa prior to departure if you start early and carefully follow the application instructions.

Visa? But I • already have a MasterCard…

Check out the Embassy website of your country to determine the visa requirements. Call the Washington D.C. Information for the Embassy’s phone number or visit one of these websites: http://www.embassy.org/ http://www.travel.state.gov http://studentsabroad.state.gov/

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Money • • •

• •

• •

• • • •

You may want to purchase currency of your host country prior to leaving the U.S. so that you will not have to worry about immediately finding an ATM or changing money at the airport.

In most countries, you will get the best rates by withdrawing local currency from ATMs. Check with your banks to confirm that the card can be used in your destination country.

In some countries, you may only be able to use ATM/debit cards with a 4-digit pin (especially in Europe), while in other countries you may only be able to use a 6-digit pin. Consult with current guidebooks, people who have travelled to the location, and your bank to confirm this information.

Inform banks and credit card companies of your travel abroad to prevent blocking of international transactions.

Check with your banks about international fees. International ATM fees can range from $0 to $5 per transaction. In some cases, international fees are waived at certain banks. Credit cards charges for international transactions can vary from 0% to 3%. Despite fees, cards are usually the cheapest and most convenient way to access money abroad. Be aware of fees and plan accordingly to withdraw larger amounts at one time or to use cards with the lowest fees.

If given the option to charge local currency or US dollars for a credit card transaction, always choose the local currency to avoid being hit with extra fees.

Note, Europe widely used cards with chip-and-pin technology. Ticket vending machines and the like will probably not accept U.S. credit cards. Staffed cashiers should be able to accept U.S. cards, but may not be aware of such transactions. Only a few companies in the U.S. currently offer chip-and-pin cards, but you may wish to obtain one.

If you do not have a credit card, it is advisable to get one in case of an emergency. However, do not use a credit card for cash advances unless absolutely necessary such as in an emergency.

The interest charges start immediately and can be very high.

In some countries, credit cards are not widely used and the economy is primarily cash-based. If this is the case with your destination, always make sure to have a reasonable amount of cash on hand and some cash in reserve in case of emergencies.

Some students like to open a local bank account. If you do, first confirm that you can transfer money to the account by electronic bank draft, personal check or cashier’s check.

Always have a back-up plan—ATM card, credit card, or cash the event that you are unable to use your primary form of payment.

Financial Aid • •

•

All students receiving financial aid must complete an Education Abroad Program Documentation Form in order for aid to apply to the study abroad program.

By law, aid cannot be released until the Friday before classes begin at VT, at the earliest, regardless of the start date of your program. It is only processed on Fridays thereafter. Be sure that your direct deposit information is up to date with the Financial Aid Office, as well as with the Bursar’s Office.

Students participating in non-VT programs will need to have a program administrator send or fax a confirmation of your enrollment before your aid can be released.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Different types of programs have different financial aid disbursement procedures. Check with Education Abroad office for more information.

Travel Arrangements Train Travel: Popular train passes include Eurail, Britrail, France Rail, Spain Flexipass, European East, and Japan Rail. Make sure you review policies and rules of each pass, and also determine whether it fits your traveling needs, ability, and style. Passes can be expensive, so do not purchase one unless you are certain you will use it. Often it is less expensive to purchase a student travel card, which allows travel at your leisure, without rules or specific date restrictions.

Airplane Tips: Search multiple sources and ask a travel agent about special pricing and packages when making your travel plans. The cheapest ticket is often not best option. Consider tickets that allow you to fly into one city and return from another. Another useful consideration is flights with flexible return dates, or one with little or no fees for changing return dates. Students often decide to extend their trips beyond the end of the semester. If you are traveling to Australia, ask your travel agent about the Boomerang air pass for reduced airfare in and around Australia.

Note that student fares are not always the cheapest. Be aware that some sites display fares with taxes and fees, while some do not show those until you purchase tickets. Taxes and fees can cost more than the actual cost of the ticket. The site Kayak (www.kayak.com) allows you to search and compare many ticket providers at once. Avoid tight connections, especially at airports where you need to pass through customs and immigration. Below are popular online ticket sites: • • • •

www.statravel.com www.orbitz.com www.expedia.com www.airgorilla.com

• • • •

www.studentuniverse.com www.travelocity.com www.priceline.com www.easyjet.com

• • •

www.kayak.com www.bestfares.com www.us.lastminute.com

As a precaution, check for flight changes a few days prior to departure. Most airlines offer flight notifications for the most up-to-date information. For international flights, check in at least three hours (in some cases, four hours) before your departure time. Consult your airline regarding baggage weight restrictions and customs limits. Be aware that overweight baggage fees can cost hundreds of dollars.

You may want to check-in and prepay checked bags. This can reduce the luggage cost and also help ensure that you have a reserved seat and are not placed on stand-by. If you cannot make your flight, contact the airline prior to departure or you may lose the value of your ticket.

Also, look into air travel as a means of visiting neighboring countries while abroad. Often, special airfares are offered that are less expensive than trains or buses. Among popular companies in Europe are Easy Jet and RyanAir. Trip Insurance: Adding trip insurance when purchasing a ticket can prevent unnecessary headaches. Insurance can be used to refund the value of the ticket if you are forced to cancel your trip or to come home early.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Security Measures Below are some general security issues, but be certain to contact your airline before leaving to learn more about their specific policies. o Many airports ask that you arrive 3 hours before your flight for international travel (2 hours for domestic) to allow ample time to pass through additional security checks, baggage screening, etc. o Most airlines have reduced the limit for allowable carry-on items to one, plus one personal item (briefcase, purse, laptop, etc. – check with your airline). These regulations are constantly changing. Please check with your airline about acceptable carry-on items, especially in regards to liquids, medicines, and cosmetics. You will also have to check the weight limits for your checked luggage. o Some airlines/airports ask that you check as many bags as possible, including bags you intended to carry on. o If you purchased e-tickets, some airlines require that you present proof of travel or some confirmation number. o DO NOT EVEN THINK ABOUT JOKING ABOUT TERRORISM, OR WHAT “MIGHT” BE IN YOUR BAGS. Doing something like this will get you arrested immediately. Do not try it. o Be careful when packing. Some airports randomly check bags that pass through security. Also, you are likely to have to go through security again at airports overseas.

Do not pack any sharp objects in your carry-on (even nail files or Swiss army knives) as this may postpone your journey, and even potentially get you into serious trouble. If you need these things overseas, buy them upon arrival.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Academic Issues Courses and grades Most overseas universities do not provide as much information about course content, registration and class locations as what you are used to here. Their students can be more restricted in course selection and often may only take classes from within their major. For this reason, coordinating timetables across departments on campus will most likely be more difficult if you are taking courses outside of your major. Adjusting to a different system will require patience, but it is part of the study abroad experience.

Do ask lots of questions. Don’t get too stressed--it will all work out if you keep calm and think of the right questions to ask. One student who studied in the U.K. wrote: “When picking classes, no one knew anything about when they would be nor did it seem they cared. It was just a big mess.”

What was a mess to this American was typical for the English students. Learn and discover how they handle it.

Class requirements and evaluation Classes at universities abroad are usually structured differently than classes at VT. Classes may focus more on large group projects and/or papers, rather than small, individual assignments. Also, your final grade could be dependent solely upon a single exam. Do not think that a lack of quizzes and assignments means that you do not need to keep up with the work.

Additionally, when you receive grades during the semester, be aware that grading systems can be quite different. In some places, for example, a 70 is a very good grade, while it might be barely passing elsewhere.

Course Withdrawals/Resignations/Registration prior to departure If you are enrolled in a BILATERAL EXCHANGE or ISEP program, the Education Abroad office will register you for IS 3944 (keeping you enrolled full-time at VT for billing purposes). If you have classes on your schedule, Education Abroad will remove them when enrolling you in the IS 3944 class.

If you are participating in a NON-VT program such as ISA, AIFS, CEA, Arcadia University, etc. you must WITHDRAW from VT for the semester(s) you will be abroad. However, if you did not complete Course Request for that semester, then you are not enrolled in any classes and will not need to fill out a withdrawal form. If you are enrolled in any academic courses, simply go to the Registrar’s Office and complete the Student Resignation/Withdrawal Form. If you are a student using financial aid (scholarships, grants, loans, etc.) the Education Abroad office will enroll you in a FNAD (Financial Aid) class so your aid can be used toward your program, but only if you complete the required Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

90 Education Abroad Documentation Form. Remember, your aid will NOT be released until we have confirmation of your enrollment in classes abroad from your program provider.

Don’t worry – unless you are absent from VT for more than 3 consecutive semesters, you will still remain a VT student, and will not need to reapply for the semester you return!

Transferring Credits Transferring credits from abroad is important and does require some effort on your part. Before you leave VT, you must meet with your academic advisor to discuss the courses you will be taking abroad.

You need to complete the “Authorization to Take Courses Elsewhere” form and submit it to your department (the form is available in every undergraduate office). You should indicate the name of the accredited academic institution that will issue your transcripts on this form. It can be hard to finalize your courses prior to arriving abroad, so you may need to get more courses approved than you will actually take. If you end up taking courses that you did not get pre-approved, email your advisor immediately to get approval and have the change made on your authorization form.

Upon your return to VT, the Registrar’s Office will receive both your transcript and this form. It can take several months after completing a program for credits received abroad to be reflected on your VT transcript. You must earn the equivalent of a “C” or better (for graduate students, it’s a “B” or better) in order to receive Transfer (“T”) credits. On your transcript, transferred credits show up only as a “T,” regardless of what grade you received in the course, and they have no effect on your VT cumulative GPA. Virginia Tech will only transfer letter grades, so you cannot take your classes overseas with a pass/fail option.

Transcripts Before you leave the host university, confirm that you have done everything necessary for a transcript to be sent to the Education Abroad Office, Education Abroad, 526 Prices Fork Road, Blacksburg, VA 24061. Remember, it is much more difficult to arrange for a transcript to be mailed when you have already returned to the U.S... In some cases, you will also need to submit copies of your international transcript for graduate or professional school or job applications. It is a good idea to order a few transcript copies or find out how to order more in case you need them.

Registration for your return semester at Virginia Tech While you are abroad, you are responsible for registering for courses during the semester you return to VT. You will register on Hokie SPA as usual, but pay attention to e-mail reminders and take notice of registration deadlines. It is a good idea to work with your academic advisor before you leave to determine which classes you should take upon your return.

Your schedule will be available a few weeks after you request it. Please note that registration is often NOT available from 3:00 am to 7:30 am BLACKSBURG TIME. Registration is available for a full week, so if you have trouble, try again later and then e-mail us at vtabroad@vt.edu if the problem persists. Be sure to have your academic advisor’s e-mail and mailing address to correspond with him/her as needed.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Communication . . .with Virginia Tech As soon as you know your international address, send it to: E-mail: vtabroad@vt.edu Fax: (540) 231-5164 Send us your phone number, cell number, e-mail address, and physical address when you arrive at your host institution. We will not likely contact you, but will occasionally have important information to share, especially in the event of an emergency. Also, if you are having problems, please contact us, as we will not know otherwise. Oh yeah, and WE LOVE POSTCARDS! We will post them in the office if you send them.

You should be able to access your VT e-mail account through Gmail from a variety of locations.

Please check to make sure that your VT e-mail account is working properly to avoid missing important announcements. In general and also in case of emergency, we will communicate using e-mail and also the Virginia Tech Education Abroad Facebook page. Please become a ‘Fan’ of our page.

. . .with Parents When you travel away from your study abroad location, be sure to leave your schedule, contact names, phone number, etc. with your coordinator or program director there, so that you can be contacted in case of emergency. Parents will usually ask you to contact them as soon as you arrive. Please tell them flight delays are common, so you are likely to arrive later than expected. Also, you may not have access to the internet or phone for the first day or so.

And please remember that many parents panic if you are out of touch for an extended period of time.

They also panic if anything big happens in your area. If something happens in your country that is likely to make international news (bombs, hurricanes, etc.) write or call your family ASAP to assure them you’re OK. Even if an earthquake happens a thousand miles away, they are still likely to be worried about your safety, so always make the effort to contact them and let them know that you are fine and that the earthquake was a thousand miles away (otherwise, they are likely to call us). In an emergency, if you are unable to get through by phone try online services such as Skype, Facebook and Twitter.

Think about what you write in your letters home. Don’t exaggerate illnesses or harrowing experiences.

Your parents have no context for understanding what you’re describing, and will call VT when they’re concerned, sometimes demanding that we bring you home. Unless you truly feel unsafe, save your horror stories for your journal or the book you will write when you return. But please do share! This is a very exciting time in your life, and your parents, friends, and yes, even the folks in the study abroad office are really looking forward to hearing from you! Travel updates, stories about your adventures, funny anecdotes, access to your digital pictures, etc. are all more than welcome. You may even want to look into starting your own webpage where you can post blogs and photos!

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

92 Make sure that you have work and other contact numbers for family, including additional relatives and friends who can help in an emergency. Also, have numbers of your personal doctor(s). The Education Abroad office can also help contact people in case you are having trouble getting in touch from abroad.

Please be aware that our communication with parents and others is legally limited, but you can allow us to communicate with them about important issues if you indicate this on the Emergency Contact Form.

. . .with your host institution If during the weeks prior to your departure from the U.S., you will be at an address which is different from the permanent address you gave your host institution, be sure to contact your study abroad coordinator. He or she may need to reach you with last minute details or questions while you are home for either the winter or summer break before your departure.

Telephone and other technology Technology is constantly changing and the best solutions also vary from country to country. One popular solution for communicating with people back home is to use Skype which allows free computer-to-computer calls and cheap computer-to-phone calls. Visit the website at www.skype.com for more information.

Phone cards purchased in the host country can also be affordable and can offer a good alternative when internet access is limited.

It is a good idea to buy a cell phone when you arrive overseas. You can buy a basic pay-as-you-go phone and buy additional minutes as needed. These are good only for calls and basic text messages, but are the best way to make sure people can get ahold of you when needed. This is also the cheapest way to keep in touch with other people locally. Cell phones are very helpful to when travelling during breaks. Be sure to give the phone number to your parents, your on-site coordinator, and the Education Abroad office. Also, keep the phone charged and on at all times.

You can use U.S. long distance provider cell phones or cards while abroad, but make sure you know all the rules and policies. Most of these offer access numbers that will provide a direct line to an American operator and these might be the best options in some developing countries that have high calling rates and difficult connections.

Please note: you will NOT have your own phone line in your dormitory room. Chances are that you will have a shared phone for your entire floor, or in some cases, a shared phone for the entire dormitory building. Having individual phone lines in each dorm room is a uniquely American concept —you will learn to adjust! Host families may also not allow you to use the household phone.

Your host institution will probably give you a university email account. Our experience has been that on average this can take about three weeks to set up.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Healthcare Issues Health Insurance Virginia Tech requires that all students purchase insurance through the university that includes health insurance as well as emergency evacuation support and coverage. ISEP and third-party programs are also likely to require similar coverage.

If you are in one of those programs, please check to see which insurance you need to purchase.

It is important for students who are traveling abroad to have their health insurance card with them at all times. Students should also keep copies of the insurance card and other important documents (passport, visa, etc.) both at home and with them as they travel. The international insurance policies have 24-hour hotlines that can help to locate appropriate medical services including English-speaking clinics and clinics where they can help make payments directly.

General Healthcare Prescriptions -- Ask your doctor whether any prescription drugs you take are available abroad. You should work with your physician and insurance company to create a plan for obtaining medications while abroad or preparing an adequate supply for the duration of your travel abroad. It is a good idea to check early, as you may need time to change prescriptions as well as monitor side effects and effectiveness well before departure. It is very important to continue taking medications unless advised otherwise by a qualified medical professional.

If you take a large amount of prescription drugs, obtain a statement from your doctor explaining why they are needed as well as a copy of the prescription with the SCIENTIFIC name. Make sure all medications, including over-the-counter products, are carried in their original containers. For prescription drugs, make sure your name appears clearly on the label to avoid any difficulties when going through customs. Additionally, medication that is legally prescribed in the United States may be a controlled substance in your host country and therefore illegal to possess. Be sure to check the legal status of your medication in the host country.

Students can get health information about specific areas they will be visiting by going to the Center for Disease Control’s website, http://www.cdc.gov. Self-care guidelines and flyers are also available from Schiffert Health Center and the U.S. Department of State (http://www.travel.state.gov or http://studentsabroad.state.gov/).

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Personal Issues Safety While you are abroad, you may feel adventurous and wanting to experience as much as you can. While it is not necessary to be paranoid, reasonable caution is advised. You will be removed from your usual surroundings and may not be as confident making sensible decisions. Accidents can also carry higher consequences, and navigating unfamiliar medical and legal systems while far from your usual support networks can get complicated. Try to balance of calculated risks (going out with groups of people you don’t know, etc.) with maintaining common sense (knowing how to find your way back home if you should end up stranded or not getting drunk with strangers).

DO NOT take your rights as an American with you abroad. You are subject to the laws of that country, and to the punishments as well. Do your research to make sure you know the laws of your host country and follow them. Activities that we take for granted here may not be legal overseas, and drunkenness or ignorance is not an excuse for illegal activity anywhere. Even in countries with no minimum drinking age, public intoxication is often illegal. Also, simple acts like picking up a piece of an artifact on an archaeological site can be a major crime. Furthermore, the authorities in your host country are not generally inclined to give young Americans the benefit of the doubt.

Here is a list of helpful suggestions to help eliminate some of the risks associated with traveling in a foreign country: 1. Read up on the customs and political situation of every country that you visit. The U.S. State Department (http://travel.state.gov or http://studentsabroad.state.gov/) provides current information on every country. You should register with the U.S. Embassy in your host country. Major metropolitan newspapers can keep you up-to-date on important current events.

2. Before you go, talk to international students from the places you intend to visit. Their insights may prove very helpful.

3. Protect your valuable documents. Carry these in a money belt or neck wallet under your clothes when traveling. Do not leave them unattended in places like youth hostels. A shoe is not a safe hiding place for your money and passport.

4. Before leaving on your trip, make two sets of copies of all your important documents. Take a set with you, but be sure to separate it from the actual documents. Leave one set with a family member or friend back home.

5. Never leave your luggage unattended.

6. Avoid illegal drugs. You are subject to the laws of the country in which you are traveling and punishments may be severe. The U.S. government is also not interested in aiding citizens accused of drug-related crimes.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

95 7. Avoid demonstrations and protests, especially in politically volatile countries.

8. Travel with a companion at night and stay in populated, well-trafficked areas. Be especially cautious if you have been drinking. Do not leave members of your group behind.

9. Be aware at all times of your surroundings. This is not paranoia -- it’s common sense. You know what feels comfortable and what doesn’t. If your instincts tell you a situation is uncomfortable, trust them and move along.

10. Stay healthy by eating well and getting sufficient rest. If you become ill, get proper care.

Don’t be afraid to visit a doctor or hospital because you don’t speak the local language.

Usually someone who speaks English will be available to help you.

11. Do not “dress American.” This means you should avoid clothing with American flags, VT t-shirts and paraphernalia, baseball caps or anything else that may single you out from the general crowd as an American.

Safety tips taken from: Student Travels: Magazine for International Travel, Study, and Work, Fall 1997, CIEE: Council on International Educational Exchange, New York.

Packing Tips •

People in other countries don’t have as many changes of clothing as we typically do -- even in Europe and Australia.

•

Be aware of the differences in climate and weather in your host country and pack accordingly.

Taking electrical appliances including your laptop may not be a good idea depending on your destination. It is best to discuss with others who have lived in that area. However, if you do take appliances, make sure to check the voltage requirements. DO NOT use an American appliance without the proper converters or adapters because this will cause serious damage to the appliance, to the electrical wiring in your building, and/or to you. Most, but not all, cell phones, digital cameras, and laptops will work abroad with only a plug adapter, but if you are not sure, check with someone may know.

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Be prepared for bags to be searched in each country you travel through. Baggage checks are random, so you never know.

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Pack a small carry-on bag (that can fit under your seat) for flights. Include a change of clothes, important medications, and overnight essentials in case your luggage gets lost.

The acceptable dimensions for carry-on luggage are usually 8 in. x 12 in. x 25 in. Check your airline’s website for carry-on size restrictions.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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For checked luggage, there are also dimension and weight requirements for international flights. Be aware that limits may be lower on domestic flights than on international flights, especially if you have to recheck your bags during your trip. Requirements vary, and may be as little as one 50 lbs. per checked bag.

•

Don’t forget that you may want to leave room for items you’ll be bringing back home! DON’T take your most prized possessions with you! Don’t worry, they will be waiting for you when you return. Some people take clothes they will be able to leave behind to make room for new purchases.

•

In general, toiletries and other hygiene products are available in most countries. Bringing huge quantities of shampoo, conditioner or other specific products is not necessary.

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Do not ask people to ship you heavy items from home. Surface mail is no longer available and shipping costs from the U.S. are very, very high.

What to Bring See also www.onebag.com for a good universal packing list.

• • • • • • • • • •

• • • • • • •

Passport, visa (if required), and photocopy of both Proof of insurance (including cards, telephone numbers, etc.)

Several extra passport size photos Credit card, debit card, host country currency International Student Identification Card (ISIC) – (can be purchased at VT’s Cranwell International Center) Journal—handy to record your experiences when you do not have your laptop.

Clothing appropriate for the climate of your country, i.e. raingear, winter wear, lightweight items, etc. Don’t overdo it. Layers and items that can be mixed and matched are best. One outfit that can be dressed up a bit in case occasion arises.

Good walking shoes and a pair of sandals to wear in shared showers If you must, bring an electric converter or adapter. NOTE: We recommend that you just buy electrical appliances in the home country!

Prescription drugs (clearly labeled!) with scientific name, plus a doctor’s note (*including oral contraceptives - take a supply that will cover your time abroad; you may not be able to find your particular kind abroad if you run out). Make sure prescriptions are legal in your host country.

Contact lens cleaning solution, spare pair of glasses, and vision prescription if applicable Feminine products (check availability in host country) Flashlight Travel alarm clock Digital camera, charger, upload cable. Backup storage for photos. iPod or other mp3 player (these items are stolen at a very high rate—be cautious!)

Books/eReader Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

97 • • • •

Photographs of friends and family Mini health Kit, including a thermometer Gifts for host family if applicable Yourself and your sense of humor!

Good for travel once abroad: • Backpack or shoulder bag that is good for travel while abroad and is easy to carry up steps • Money pouch or belt to keep valuables out of reach of pickpockets • Travel water bottle • One or two towels (quick-drying travel towels come in handy) • Sleeping sack/Travel sack (useful for staying in youth hostels that do not provide linens).

• Water bottle • Hangers, travel clothesline for laundry Padlocks and cable lock to lock bags; useful for securing items in hostels and trains

Housing / Food Issues No matter your host country, you can probably count on the following to be true: •

Your dorm room/apartment/flat/host family’s house may not be as large, or as modern, as it would be in the U.S.

•

You may be sharing a bathroom with more people than you are used to.

•

The showers, sinks and toilets will work differently than they do here.

•

Central heat and air conditioning are not necessarily standard.

•

There may be less choice and more redundancy than you are used to in the cafeteria food.

•

There may not be a cafeteria.

•

Amenities that you have grown accustomed to at VT may not exist: a “free” bus line, exercise facilities, convenience stores, and vending machines that are available “24/7.”

•

You may not find “low-fat”, “fat-free”, “low-calorie”, “low-sodium, “skim,” etc. products, and you may not be able to tell how many calories or fat grams are in a product. Life may not be as easy for vegetarians/vegans in many countries.

•

You may have limited choices in brands and types of products. Cereal and potato chips do not need their own aisles in the supermarkets as they do in the U.S., but there will be interesting new flavors to try, and you may even find some new favorites.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

98 •

Refrigerator, freezer, and storage space may be limited, so people do not “stock up” on food and products or buy in bulk like we do here. People may go grocery shopping on a daily basis and buy only what they can carry home, since many people do not depend on cars.

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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FINAL CHECKLIST Before you go… have you: Met with your Financial Aid Advisor (when applicable)? Have you completed, signed, and submitted the Study Abroad Documentation Form?

Obtained credit approval through your Academic Advisor, including filling out and submitting the “Authorization to Take Courses Elsewhere” form? (Don’t forget to keep a copy for your files!)

Asked your Academic Advisor to assist you with registration for the semester you return to VT? We recommend that you choose your courses for the semester you return before you go abroad, so that it’s one less thing to think about when online registration rolls around!

Made the necessary arrangements for your registration when abroad?

•

For ISEP and Bilateral students: You will be registered through our office for IS3944 which indicates full-time status.

•

For non-VT programs: DO NOT REGISTER for the semester(s) you are gone! If you have, you will need to WITHDRAW from VT, otherwise you will be billed for tuition.

The Student Resignation/Withdraw form is available in the Registrar’s Office.

Received your passport?

Received your visa for your host country if needed?

Purchased your airfare?

Left your international address with the Education Abroad Office, academic advisor, and parents?

Made all payments to VT or your sponsoring institution or program?

Filled out and submitted “Emergency Contact” form?

Made arrangements for room and board (when applicable)? This includes submitting all necessary paperwork to your host institution abroad, as well as signing out of your dorm at VT. Have you notified Residential & Dining Programs of your plans to leave and/or return to on-campus housing? Or have you secured off-campus housing for your return semester at VT? Organized money for your travel?

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Part II: Cultural Information

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

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Stages of Cultural Adjustment The Honeymoon  This stage is full of excitement and great expectations. Everything is new and intriguing. You love this place! But alas, it won’t be like this forever. This stage can last from anywhere from a week or two to a few months or longer.

Culture Shock  All of a sudden, you find yourself wondering just what the heck you are doing here. Why is everybody acting so strangely? You may start to focus on the differences between the culture you are familiar with and the new one you’ve found yourself in.

The following is a list of symptoms you may experience due to culture shock: • Homesickness • Withdrawal • Compulsive eating/drinking • Family tension and conflict • Headaches • Irritability • Boredom • Need for a lot of sleep • Inability to work effectively • Crying a lot • Stomach aches • And others…

Pre-departure Orientation Materials Education Abroad, 526 Prices Fork Road (0378), Room 131, Virginia Tech, Blacksburg, VA 24061 www.educationabroad.vt.edu vtabroad@vt.edu tel: 540-231-5888 fax: 540-231-6741

Not everyone will experience a severe case of culture shock or face any of these symptoms. Just don’t be surprised if you do experience some culture shock; it’s very normal. Don’t forget that others are feeling the same way and that there are a lot of people here to help get you through it. Before start harboring thoughts of wanting to go home, give it a chance. More likely than not, you will get over this bump and move on to the next step of the roller coaster. Hang in there!

Surface Adjustment/Gradual Adjustment  The worst is over, and you are on your way to feeling better. You are feeling more comfortable, and the new culture becomes more familiar. You are making more friends and picking up on cultural clues that you missed before. Keep smiling! You’re going to make it!

Unresolved Problems  There are some things you will never get used to. It could be the food, weather, lines at the post office, and whatever. It’s OK. You are not going to like everything, and you will learn to deal with it.

Feel at Home – Adaptation/Biculturalism  CONGRATULATIONS! You are able to function comfortably and successfully in two cultures.

GOOD LUCK! Adapted from: Survival Kit for Overseas Living, L. Robert Kohls and Cross-cultural Orientation, Alvino Fantini

Ways to Minimize or Overcome Culture Shock •

Be aware that culture shock exists, and with time, will pass.

•

Remember that the cause of the problems you are experiencing is as much your reaction to the situation as the situation itself.

•

Try experiencing the uneasiness you feel as something positive. You have chosen to challenge yourself and broaden your experiences, and your daily struggles prove that this is precisely what is happening! This is normal – embrace it, and see what you can learn about your surroundings and yourself.

•

Get to know yourself – how you handle conflict, your communication style, your tolerance of ambiguity, etc.

•

Prepare yourself for adjustment. Make up your mind to neither resist the new culture nor surrender completely to it.

•

Realize that the anxiety and/or disorientation you feel is normal. You are not the first to go through a cultural adjustment process.

•

Keep busy. Plan to do things that you enjoy. Set goals for yourself – learning ten new phrases in a new language, for example – and stick to them. Your sense of accomplishment will help to re-establish your self-esteem.

•

Try to be open-minded and flexible. People, places, and things are different, not right or wrong.

•

Appreciate diversity, rather than fear or shy away from it.

•

Maintain a sense of humor. Learning to laugh at yourself and a situation will help diffuse your sense of discomfort, ambiguity, or adversity.

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Reverse Culture Shock Just as you will have braced yourself for a period of psychological disorientation when you left the U.S., you should know that after your time abroad, you might also have to prepare yourself for a period of readjustment when you return home.

Why? If you have had a full experience living and learning overseas, you are likely to have changed in some way. The place you return to may itself appear to have changed, and indeed it might have. Even though, these changes are seldom huge and may not be apparent to some, they can be confusing, especially because they may come unexpected.

Immediately after your return, you can probably expect to go through a period of euphoria and excitement. Most people are overwhelmed by the sheer joy of being back on their native turf. However, as you try to settle back into your former routine, you may recognize that your overseas experience has changed your perceptions and assumptions, ways of doing things, or even what it means to be yourself. You might have become a somewhat new person. After all, that is what education is all about!

This level of intellectual and personal growth often requires that you pass through a period of disorientation as you adjust to the “new” environment at home. The readjustment period is usually rather short-lived, since home will never be as foreign to you as the environment you adjusted to overseas. However, it may occur at different times for everyone – it may hit you right when you get home or creep up and surprise you six months later! Your experience of dealing successfully with culture shock abroad will have provided you with the psychological tools for dealing with the challenges of readjustment. Obviously, the more you have changed, the more difficult it will be to have things go back to what you once considered normal. If you are aware of the changes, and seek to learn from them, smooth adaptation is more likely.

As a means of readjusting and staying in touch with the international scene, you may want to consider contacting students who have been abroad, who are currently abroad, or who are thinking about going abroad. There are many ways of maintaining contact with friends you made overseas, foreign and domestic, and also of remaining in touch with the culture you entered and now have left. Discussing things and sharing experiences with others is almost always worthwhile. Remembering what it was like for you to have been, for a time, a foreigner, should inspire you to try to get to know the international students on your campus or others from minority backgrounds, who may themselves be feeling some of the same social dislocation and alienation you once felt.

The key is to build on the cross-cultural coping skills you now possess and to find conscious ways of integrating your new self into your evolving personal and academic life, and not seeing it as a dream or something irrelevant to your future.

(Adapted from the studyabroad.com Handbook)

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Advice from a Student Congratulations on your motivation and interest in studying abroad! This opportunity will not only make you more marketable to employers, but will enable you to build character as well. By this time you have probably received advice from friends, family, and others.

Here is some advice from a student who has been there.

Leaving Home: As you sit with your family and friends waiting to board the plane, you will have changed your mind a dozen times and wondered if you REALLY want to do this. It’s important to realize that boarding a plane to leave behind your family and friends can be an agonizing process. It may be even more difficult for you to leave behind a significant other, which might cause feelings of doubt and loneliness. It is important to remember why you signed up to study abroad. The opportunities that lie before you are incredible, and the chance to live in another country for an extended period of time is a chance that you may never have again.

Pre-Departure Preparation: As you already know, getting to this point in the study abroad process has taken a great deal of time. Now that you have the majority of your paperwork done, the best thing to do is in-depth research about the country you will be visiting, the town you will be living in, and the institution you will be attending. Find out about class timetables, bus routes, restaurants in town, directions from your accommodation to campus, the list goes on. Try and know the area like the back of your hand even before stepping foot in the new country. You may not feel as lost when you first arrive. Researching the area is very helpful the first few days you are in a new country.

Make sure that you will have sufficient funds while you are abroad. At the time of your departure, have with you the equivalent of $100 in the foreign currency as you may need money in airports, train stations, etc. As a reminder, it is not a good idea to bring all of your money in cash. Options that you have include traveler’s checks, credit cards, and ATM cards. ATM cards are your best option as ATM machines have become very accessible. A credit card is good in case of an emergency.

Useful Hints •

It is not necessary to fill every crevice of your luggage with stuff. This will only make it heavier to carry and believe me, you will appreciate every square inch of extra space when you pack to return to the US. You will acquire a million souvenirs and gifts, and you’ll need a place to put it all. So leave that extra sweater or pair of pants at home and make room for the unique things you are sure to acquire along your trip.

•

Bring some pictures of family and friends to tape to your walls for a little feeling of home, but don’t bring every framed picture and scrapbook that you own. Don’t worry – you’ll see it again!

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•

Also, it may not be necessary to bring your laptop. The school that you will be going to will most likely have a computer lab for your use and you will be amazed at how easily you can live without whatever seemed so important on that computer. Computers are also valuable, and make for a target for thieves. It would be awful to lose it or have it stolen, so weigh the risks, and you may just want to leave it at home.

It also helps to…

•

Make sure you plan ahead and try to imagine anything that can and may go wrong on your trip. You never know what might happen, especially if you are traveling alone. It is better to be prepared and anticipate problems that may arise than to be caught in an uncomfortable situation. If something does happen that you were not anticipating, don’t panic. Instead, calmly think through the situation logically.

•

If you do not know the language of your new country, learn some key phrases and basic numbers before you go. This will be helpful in getting around in the first few hours after you arrive.

•

On a handy piece of paper keep a running list of things you know you will need.

Write ideas down as they come to you to organize what you need to bring.

•

See your family doctor before you leave and get a check up. Take the time to make a trip to the dentist and eye doctor as well.

•

Consider bringing gifts to your host family (or to other potential hosts when traveling). Especially valuable to them may be objects that represent your area of the world – a coffee table book featuring your hometown, for instance, or a memento from VT. These should be inexpensive – plus lightweight, if possible-and (depending upon the culture you are entering) can serve to demonstrate your appreciation for the welcome they are offering you into their home.

•

If you know ahead of time that you will need a Eurail pass (Europass), purchase it before you leave the states. These passes are only available to Americans and cannot be purchased in other countries.

•

It is imperative to bring a few photocopies of your passport. They will come in handy in the event that you lose it.

•

If necessary, keep a language dictionary accessible. Pocket dictionaries are especially useful for day-to-day use. Oxford – along with several other publishers – has pretty good ones with durable rubberized covers.

•

Keep in mind that if you have a question you need answered immediately or if you have questions regarding a country’s laws and regulations, you can always call that country’s embassy in Washington, D.C. or check out http://travel.state.gov or http://studentsabroad.state.gov/.

•

Familiarize yourself with your host country before you leave. It is both wise and helpful to learn about its culture, government, and economy. If you want to learn the language, listening to music of the native language is also helpful!

•

Plan ahead, but keep an open mind and don’t be afraid to change your itinerary.

Arrange trips and excursions at least a week in advance, especially if you are 106

traveling alone. Be sure to make reservations at least a couple days in advance or longer if during a holiday or peak seasons. Youth hostels are often the cheapest option, but fill up very quickly. You can consult www.hostelworld.com for more information and reviews.

•

While you are in another country it is helpful to keep up with current events in the U.S. It will help you with the readjusting process when you return.

•

As you travel from place to place, keep in mind that while you may not feel tired, your body (and mind) may tend to get pretty rundown. Be sure to eat healthfully, sleep well, and take vitamins. This will not only help you function better in your day-to-day, but will also help your body defend itself against foreign illnesses and germs that may thrive in your country. On extended flights, it is beneficial to drink water and juice and avoid carbonated drinks as they often cause your body to retain water, bloat, and swell. Remember that alcohol has a more intense effect at high altitudes than it does on the ground. It is always good to be coherent when you land.

Driving abroad…

•

Most countries have excellent transportation systems, especially in Europe and large cities. You will find transportation, such as trains and buses, efficient, cheap, and simple to figure out. If you really want to drive in the country you are in, be cautious – especially if you don’t speak the language. Get as familiar as possible with the road signs before you attempt to get into a car and drive. Be careful if the traffic patterns are the reverse of what you’re used to (such as in the U.K.), as this will really throw off your instincts. Look into obtaining an international driver’s license and auto or accident insurance.

While you are there…

•

See and do as much as you possibly can. If you have the opportunity to travel, just go. You’ll find some of your best educational opportunities during your travels abroad! Ask about student discounts as you travel the world.

•

You should be able to access your e-mail through gmail.com. This will be helpful in communicating with friends, family, and advisors. Most importantly, it is free.

While traveling in major cities, there will be internet cafés that you may use to check e-mail and other news.

•

Get to know your professors one on one. Meet with them and establish a good rapport. Let them know that you are on an exchange program. You may find that they’ll be generous with allowing you time to travel. They may also be more willing to help you with your academics, or even give you tips about local highlights and ways to meet the locals.

HAVE FUN!!!

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Suggestions for Enhancing Our Appreciation of Differences Now that you are in another a country and considered to be the “foreigner,” it is important to step back and take a hard look at the differences you may encounter. You are not in the United States anymore, and some things that you may consider strange are most likely “normal” to others. Here are a few things to consider when in another country: •

Concentrate on similarities.

•

Acknowledge differences. Consider how differences make each of us unique.

•

Reflect on how those differences can broaden your understanding about life.

•

Consider what you can learn from those differences.

•

Withhold judgment about people who are different from you in terms of backgrounds, habits, values, and appearances.

•

Before making a judgment or decision about someone, check out the accuracy of your thoughts or opinions.

•

Ask yourself why the other person is the way he/she is. Consider how you might act, think, or feel if your life experiences were similar to those of the other person.

•

Find the part of you that can identify with what it is like to be different.

•

Accept people as they are rather than expecting them to be like you.

•

Accept and appreciate the differences that you encounter.

•

Take the risk of getting to know the people who are different from you. It may feel uncomfortable at first, but the more you reach out, the more comfortable you are likely to be.

•

Challenge yourself. What are some things you can start to do now to enhance your appreciation of differences? Set specific goals and begin to work on them today.

Developed by Bob James and Pauline McNeil University of North Carolina, Chapel Hill

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“The Ugly American” This term comes from the title of a book published in the early 70s, and has stuck!

Watch out – it can be applied to you if you are not careful. In reality, people in many places like Americans, and we do not have the worst reputation among travelers. You can avoid being identified as an “Ugly American,” and also help Americans receive a warm welcome worldwide if you: •

Avoid temptations to tell people that Americans do things better.

•

Try hard to be a person who shares and who is inclusive in relationships.

•

Be genuinely interested in your host country and its people.

•

Do not talk excessively about your possessions, or your family and friends.

•

Do not demand special treatment because you are an American.

•

Do not drink alcohol to excess.

•

Avoid traveling in large, loud groups, paying attention only to yourselves, and speaking English (if that is not the local language).

•

Do not tell your host country’s citizens how much they are behind the United States – technologically, politically, socially, economically… even if you think you have the evidence to back it up! Try to be objective, open and thoughtful when you enter into conversations and debates.

•

Be proud of your homeland, but do not be obvious or loud about your patriotism/nationalism.

•

Do not throw your money around, and be aware of what is considered excessive spending – pay special attention to how much (if at all) locals tip waitstaff. The American norm of 15% can be considered not only unnecessary, but sometimes even insulting. Also, remember that in many cultures, haggling (such as in openair markets) is not only encouraged, but expected. Familiarize yourselves with native practices, and try hard to follow their example.

Adapted from Australian Education Office’s pre-departure guide

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People from other cultures may think that…

Americans are disrespectful because…

• • • • • •

Their greetings are short and casual; They seldom address people by their titles; They call almost everyone by their first name; They immediately ask if you are married and how many children you have; They do not walk you to your car or to the bus stop when you leave their house after a visit; They prefer to entertain guests at home rather than at a restaurant.

Americans are too direct, too blunt…

• They will tell you the truth even if it may not be what you want to hear.

Americans’ friendships are shallow because…

• They call many, many people “friends,” – people they have just met as well as those they have not seen in 5 years.

Americans are not modest…

• They will often acknowledge a compliment by saying “thank you”— a man will even admit to having an attractive spouse.

Americans are easily intimidated…

• They will stand meekly in line to buy a ticket, board a bus or cash a check; drivers will stop for a stop sign out in the country when there are no other cars in sight.

Think about these and other perspectives. Of course, these views are often the flip-side of the culture you are living in and trying to understand. For example, a formal country will see Americans as too casual, while an informal one will see Americans as too careful and polite.

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Let’s Play Fifty Questions!

Here are fifty basic questions about your host country and culture. They are not intended to be an inclusive list. Many more will be suggested as you attempt to answer these.

Nevertheless, when you have the answers to the following fifty questions, you may consider yourself well beyond the beginner stage.

Go through the list and write down the answers to as many as you can. Return to the list periodically as both a guide and a status check on the progress of your quest for information.

1. How many people who are prominent in the affairs (politics, athletics, religion, the arts, etc.) of your host country can you name?

2. Who are your host country’s national heroes and heroines (legendary or otherwise)?

3. Can you recognize your host country’s national anthem?

4. Are other languages spoken there besides the dominant language? What are the social and political implications of language usage?

5. What is the predominant religion? Is it a state religion? Have you read any of its sacred writings?

6. What are the most important religious observances and ceremonies? How regularly do people participate in them?

7. How do members of the predominant religion feel about other religions?

•

What are the most common forms of marriage ceremonies and celebrations?

•

What is the attitude toward divorce? Extra-marital relations? Plural relations?

10. What is the attitude toward gambling?

11. What is the attitude toward drinking?

12. Is the price asked for merchandise fixed or are customers expected to bargain? How is the bargaining conducted?

13. If as a customer, you touch or handle merchandise for sale, will the storekeeper think you are knowledgeable, inconsiderate, within your rights, completely outside you rights? Other?

14. How do people organize their daily activities? What is the normal meal schedule? Is there a daytime rest period? What is the customary time for visiting friends?

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15. What foods are most popular and how are they prepared?

16. What things are taboos in this society?

17. What is the usual dress for women? For men? Are slacks or shorts worn? If so, on what occasions? Do teenagers wear jeans?

•

Do hairdressers use techniques similar to those used by hairdressers in the United States? How much time do you need to allow for an appointment at the hairdresser?

•

What are the special privileges of age and/or sex?

•

If you are invited to dinner, should you arrive early? On time? Late? If late, how late?

•

On what occasions would you present (or accept) gifts from people in the country?

What kinds of gifts would you exchange?

•

Do some flowers have a particular significance?

•

How do people greet one another? Shake hands? Embrace or kiss? How do they leave one another? What does any variation from the usual greeting or leave-taking signify?

•

If you are invited to a cocktail party, would you expect to find among the guests: foreign business people, men only, men and women, etc.?

•

What are the important holidays? How is each observed?

•

What are the favorite leisure and recreational activities of adults? Teenagers?

•

What sports are popular?

•

What kinds of television programs are shown? What social purposes do they serve?

•

What is the normal work schedule? How does it accommodate environmental or other conditions?

•

How will your financial position and living conditions compare with those of the majority of people living in this country?

•

What games do children play? Where do children congregate?

•

How are children disciplined at home?

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•

Are children usually present at social occasions? At ceremonial occasions? If they are not present, how are they cared for in the absence of their parents?

•

How (if at all) does this society observe a child’s “coming of age”?

•

What kind of local public transportation is available? Do all classes of people use it?

•

Who has the right of way in traffic: vehicles, animals, pedestrians?

•

Is military training compulsory?

•

Are the largest circulation newspapers generally friendly in their attitude toward the United States?

•

What is the history of the relationships between this country and the United States?

•

How many people have emigrated from this country to the United States? Other countries? Are many doing so at present?

•

Are there many American expatriates living in this country?

•

What kinds of options do foreigners have in choosing a place to live?

•

What kinds of health services are available? Where are they located?

•

What are the common home remedies for minor ailments? Where can medicines be purchased?

•

Is education free? Compulsory?

•

In schools, are children segregated by race? By caste? By class? By sex?

•

What kinds of schools are considered best: public, private, parochial?

•

In schools, how important is learning by rote memorization?

•

How are children disciplined in schools?

•

Where are the important universities of the country? If university education is sought abroad, to what countries and universities do students go?

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Selected Resource List -- Crossing Cultures General Resources Books Kohls, L. Robert. Survival Kit for Overseas Living Storti, Craig. The Art of Crossing Cultures Hansel, Bettina. The Exchange Student Survival Kit Berry, Howard A. and Chisolm, Linda A. How to Serve & Learn Abroad Effectively: Students Tell Students Piet-Pelon, Nancy J. and Hornby, Barbara. Women's Guide to Overseas Living (Second Edition) Lewis, Tom and Jungman, Robert. On Being Foreign: Culture Shock in Short Fiction Storti, Craig. The Art of Coming Home Travel Guides Let’s Go Series. Harvard Student Agencies, Inc. Annual. St. Martin’s Press Lonely Planet Series. Lonely Planet Publications, Oakland, CA; 800-275-8555; www.lonelyplanet.com More Women Travel: Adventures and Advice from more than 60 Countries.

Natania Jansz and Miranda Davies, eds. 1995 Movie Ogami, Noriko. Cold Water (A video which looks at culture shock from the perspective of international students in the US.) Internet Resources The World Factbook (compiled by the CIA) https://www.cia.gov/library/publications/the-world-factbook/ Peace Corps Culture Matters http://www.peacecorps.gov/multimedia/pdf/library/T0087_culturematters.pdf

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What’s Up With Culture http://www3.uop.edu/sis/culture/pub/CULTURE_ISSUES_2.htm

GLBT Students International Directory of Gay and Lesbian Periodicals. Malinowsky, H. Robert,Oryx Press, 1987.

The Third Pink Book: A Global View of Lesbian and Gay Liberation and Oppression.

Hendriks, Art. Buffalo, NY: Prometheus Books, 1993.

More Options for Gay Travelers. Wade, Betsy. New York Times, Sunday Edition, The Practical Traveler. February, 1995.

A Woman's World. Bond, Mary Beth. Traveler's Tales Inc., 1995.

NAFSA: Association of International Educators Lesbigay special interest group web site, http://www.indiana.edu/~overseas/lesbigay/ Gay & Lesbian Travel & Resource Guide http://www.gaymart.com/5persorg/6city/targ.html

Students with Disabilities A World of Options: A Guide to International Educational Exchange, Community Service, and Travel for Persons with Disabilities. Edited by Christa Bucks. Mobility International USA, POB 10767, Eugene, OR 97440. 541.343.1284.

Able to Travel: Disabled People Travel the World. Alison Walsh, ed. 1992 Mobility International USA web site, http://www.miusa.org/

Minority Students Michigan State University’s Information for Multicultural Students http://studyabroad.msu.edu/people/studentsofcolor/index.html Brown University’s Diversity Issues in Study Abroad http://www.brown.edu/Administration/OIP/pdf_docs/diversity_st_abroad01.pdf PLATO (The Project for Learning Abroad, Training, and Outreach) http://www.globaled.us/plato/index.html 115

Video: Careers. 1997 Charlayne Hunter-Gault, director. Available from the Global Center, 1600 Broadway Suite 700, New York, NY 10019; tel: 212-246-0202 Dudzik, Pamela and Phillips, Samantha. Minority Experience of Study Abroad, Brown Office of International Research, Education, and Development Anderson, Keisha. “Expanding Your Horizons” Black Enterprise, June 1996 Nolting, William. “International Opportunities for Students of Color Abroad” Transitions Abroad, July/August 1995 Perdreau, Connie. “Students of Color Abroad” Transitions Abroad, July/August 1995 Jenkins, Karen. “Preparing Students of Color for Global Opportunities” Black Issues in Higher Education. November 13 edition, 1997.

Black and Multicultural Professionals in International Education (BMCPIE) web address: https://www.nafsa.org/member_services.ms/member_interest_groups/sig_bmcpie/

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EDUCATION ABROAD APPLICATION

PLEASE PRINT IN DARK INK. Name: _________________________________________ Student ID Number:________ Blacksburg Address: ______________________________________________________ ______________________________________________________ Blacksburg Phone:

_________________ E-Mail: ____________

Home Address: ______________________________________________________ ______________________________________________________ Home Phone: _______________________ US Citizen (Circle): _____________

Yes

No

If no, country of citizenship:

Major and College:

________________________________________________

Minor and College:

________________________________________________

Student Status (Circle): Approximate QCA --

Freshman Sophomore Grad Overall: ___________

Junior

Senior

In major: ______________

Briefly describe any international or cross-cultural experience in the past eight years:

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Briefly describe your participation in student, civic, cultural and religious activities:

Please write a brief essay on how education abroad will (1) complement your educational plans at Virginia Tech and (2) how you can help to make this a positive experience for perhaps 10 other students. You may use the space below or a separate sheet, but it should be typed.

Your signature: __________________________________ Date: ___________________

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REFERENCE Education Abroad Virginia Tech Applicant: Please complete this portion.

Name: _________________________________________ Student ID Number:________ Under the Family Educational Rights and Privacy Act of 1974, a student has access to his/her education records. Virginia Tech complies with this law, while still allowing the student the option of waiving the right to access. If you wish to waive the right to examine this reference, please sign here.

Signature:_______________________________________ Date:____________________ REFERENCE: Please respond to the questions in the space given or on a separate sheet.

1. How do you know the applicant?

2. Please comment on the applicant’s qualifications to participate in a summer program in Zimbabwe involving lectures, independent study, supervised group travel, and short homestays.

Consider academic qualifications, maturity, motivation, and adaptability. Provide examples if possible. (Use a separate sheet of paper if needed.)

3. How would you rate the applicant’s interpersonal skills?

4. How would you rate the likely impression the candidate would make overseas as a representative of Virginia Tech and the United States?

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Final Rating (Circle): Excellent

Good

Average

Fair

Not Recommended

Printed Name: ____________________________ Signature ______________________ Position: _________________________________ Phone: ________________________ Address: _______________________________________________________________ _________________________________________________________________

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AUTHORIZATION FOR RELEASE OF INFORMATION If you, the student, wish for us to discuss information regarding your study abroad program with anyone, including your parents, please complete this form. This release is effective from the dates of ______/______/_______ to ______/_____/_______. month

day

year

month

day

year

Please note that after the end date on this form, the Office of International Research, Education, and Development will no longer discuss your study abroad information with anyone.

I, __________________________, Student Number ________________________ give permission for the following persons to have access to my study abroad information and records. ______________________________ Name

____________________________ Relationship to student

______________________________ Name

____________________________ Relationship to student

______________________________ Name

____________________________ Relationship to student

______________________________ Name

____________________________ Relationship to student

______________________________ Name

____________________________ Relationship to student

Student’s Signature _____________________

Date__________________

Student’s Phone Number _________________

Email __ _ __ _ __ _ __ _

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VIRGINIA TECH STUDY ABROAD PROGRAM - FINANCIAL AGREEMENT

Procedures/Regulations 1. Program cost a) The deposit, which must accompany this agreement, is NON-REFUNDABLE and counts toward the total cost of the program. b) If an applicant cannot be accepted into the program, the deposit will be promptly refunded. c) It is the participant’s responsibility to complete all necessary admissions procedures for Virginia Tech course credits that are a part of the program.

Participants accepted to the program who have not properly completed admissions procedures prior to the start of the program will be unable to take part, and their program fee deposit will NOT be refunded. d) The cost of the program includes group transportation for all programmed travel, including air transportation from the airport designated in the program materials; two meals a day; accommodations, probably on a shared-room basis; entrance fees to scheduled sites and events; an International Student Identification Card and the insurance included with it. The program cost is subject to change if a change in currency exchange rates makes it necessary. e) Not included are costs of tuition, additional meals, private meals when group dining arrangements have already been paid, any travel that is not a part of the organized program, personal entertainment, medical expenses, passport fees, laundry and other personal expenses. f) Payment of the program fee should be made out to Treasurer, Virginia Tech and given to the program leader or designated person in the department offering the course. g) The total program cost must be paid in full by the payment deadline indicated.

2. Tuition fee a) All necessary admissions procedures must be completed prior to the beginning of the program. b) Participants who are not Virginia residents as determined by the Office of Admissions will be charged the out-of-state tuition fee. c) Payment for tuition should be made out to Treasurer, Virginia Tech and paid at the Office of Student Accounts after the student has been billed. d) Tuition should be paid, or arrangements should be made with the Bursar’s Office to pay tuition, prior to program departure.

3. Resignation A resignation from the program must be submitted in writing to the program director.

4. Refunds a) Student Withdrawal Prior to Departure (Program is not cancelled) A student who decides to withdraw from a study abroad program must notify the program leader in writing as soon as possible. The student should assume that any deposit paid 122

toward the program fee would not be refunded. Money committed or spent on behalf of the student prior to his or her withdrawal is also not refundable. Money paid in excess of the program deposit and not yet committed or spent will be refunded within one-month of the conclusion of the program.

b) Student Withdrawal after Departure (Program is not cancelled) A student who decides to withdraw from a study abroad program after it has left the United States must notify the program leader in writing as soon as possible. The program leader must then notify the College and University. It is likely that all or most of the program fee will be committed or spent by the time the program begins. Money paid in excess of the deposit and not yet committed or spent will be refunded within one-month of the conclusion of the program. The student should be aware that after withdrawing from the program, he or she will not have access to lodging, meals and other services dedicated to program participants. If the program fee included air transportation, the student will be given the return airline ticket. The student should be aware that airlines have restrictions and costs associated with changing a return flight and the student will be responsible for all additional costs and delays associated with such a change. c) Student is dismissed from Program (Program is not cancelled) Each participant is a registered student at Virginia Tech and is subject to University rules and regulations, including University Policies for Student Life, and the Virginia Tech Honor System or Graduate Honor System (whichever applies), and the Study Abroad Code of Conduct. Failure to abide by these requirements and those of the program may result in dismissal from the program and/or other penalties. Financially, a student who is dismissed from the program will be treated in the same way as a student who withdraws from the program. (See Student Withdrawal Prior to Departure and Student Withdrawal After Departure above.) d) Program is Cancelled Prior to Departure Using input from sources such as the faculty program leader and the US State Department, the Dean of the college may decide to cancel a study abroad program if the program is not financially viable, if the program must travel to locations that are unreasonably dangerous, or for other reasons. Program modification will be used rather than cancellation when practical.

Money committed or spent on behalf of the students prior to program cancellation is not refundable. Every effort will be made to return as much money as possible to students in the event of program cancellation but it is unlikely that a full refund can be made. It is likely that there will be a delay in making any refund. This delay might exceed one month.

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e) Abnormal Program Ending (Program is Cancelled/Modified After Departure Using input from sources such as the faculty program leader and the US State Department, the Dean of the college may decide to prematurely end a study abroad program if continuing poses an unreasonable risk to the participants and for other reasons. The program leader may also make modifications to the program itinerary or other changes as he or she deems in the best interest of the participants. Program modification will be used rather than cancellation when practical. If the travel program is cancelled, the program leader will try to arrange for continuation of academic portion but this may not be possible.

Money committed or spent on behalf of the students prior to program cancellation is not refundable. Every effort will be made to return as much money as possible to students in the event of program cancellation but it is unlikely that a full refund can be made. Since revisions to flights and other schedule changes will increase costs, it is possible that no refund will be made. It is likely that there will be a delay in making any refund. This delay might exceed one month.

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Virginia Tech Education Abroad Program Liability Agreement I, _________________________________, am a student at Virginia Polytechnic Institute and State (please print name) University (also known as “Virginia Tech”) and have agreed to participate in a voluntary education abroad program from ________________ until___________ in ___________________ (“the Program”). In consideration for being permitted to participate in the Program, I hereby agree and represent that:

1. I have carefully identified, reviewed and considered the risks of travel to my destination(s), including by reading the most recent and relevant travel warnings through: U.S. State Department Travel Warning(s) http://travel.state.gov (202) 647-5225, Centers for Disease Control http://www.cdc.gov/travel/default.aspx (404) 639-3311, World Health Organization http://www.who.int/en/. I am participating in the Program voluntarily. I understand that there are risks inherent in education abroad and willingly assume all such risk.

2.

I hereby assure Virginia Tech that I have had the opportunity to consult with a health care provider with regard to my personal medical needs and do further state that there are no health related reasons or problems which preclude my participation in the program. I have considered carefully and take responsibility for any physical or personal limitations that might impact my participation in the Program.

3.

I hereby release on behalf of myself, my heirs, executors, administrators and assigns, the University, its employees, officers, agents and administrators from any responsibility or liability for expenses incurred by me for injuries or illnesses (including death) that I may incur during education abroad because of those injuries or illnesses.

4.

I understand that Virginia Tech reserves the right to remove me from the Program at any time should my actions or general behavior, in the sole discretion of Virginia Tech, be determined to impede or obstruct the progress of the Program in any way. If I voluntarily resign or am dismissed for any reason, Virginia Tech is relieved of any and all responsibility as of the date of resignation or dismissal.

5.

Virginia Tech and its employees hold themselves free of responsibility for any loss, injury, or damage to persons, property or otherwise in connection with any accommodations, transportation, or other services resulting, directly or indirectly, from accidents, acts of government or other authorities, de jure or de facto wars, whether declared or not, hostilities, civil disturbances, strikes, riots, thefts, pilferage, epidemics, quarantines, medical or customs regulations, delays or cancellations or changes in itinerary or schedules or for any loss and damage resulting from improper or insufficient passports or other documents, and other potentially negligent acts or omissions of third parties, and Virginia Tech and its employees shall not be or become liable or responsible for any additional expenses or liabilities that I may sustain or incur as a result of any of the foregoing causes.

6.

I will make arrangements to have emergency funds or credit cards available on short notice for unforeseen events not covered by the basic cost of the program (e.g., airplane transportation home prior to the conclusion of the program, replacement of lost items, loss of personal funds, hotel costs associated with flight delays, etc.). I understand that Virginia Tech cannot assume the responsibility for supplying emergency financing of a personal nature.

7.

Virginia Tech and its employees will not be responsible for any injuries, damages or other occurrences related to independent travel.

8.

I understand that there are dangers, hazards and risks in travel abroad and in consideration of being permitted to participate in education abroad, on behalf of myself, my family, heirs, and

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personal representatives, I, the undersigned, agree to assume all the risks and responsibilities surrounding my participation , the transportation, and in any independent research or activities undertaken as an adjunct thereto, and in advance release, waive, forever discharge, and covenant not to sue Virginia Tech, its governing board, officers, agents, employees, and any students acting as employees from and against any and all liability for any harm, injury, damage, claims, demands, actions, causes of action, costs, and expenses of any nature caused by the negligent acts or omissions of third parties that I may have or that may hereafter accrue arising out of or related to any loss, damage, or injury, including but not limited to suffering and death, that may be sustained by me or by any property belonging to me while in, on, upon, or in transit to or from the premises where the activity, or any adjunct to the activity, occurs or is being conducted.

9.

I understand and agree that Virginia Tech and its employees assume no responsibility for any injury or damage that might arise out of or in connection with emergency medical treatment.

10. I understand that while I am a visitor in a foreign country, I will be subject to the laws of that country and that any breaches of the local law of the host community or country are punishable by the appropriate local law enforcement authorities.

11. I agree that this Liability Agreement shall be construed in accordance with the laws of the Commonwealth of Virginia. If any term or provision of this Liability Agreement shall be held illegal, unenforceable, or in conflict with any law governing this Liability Agreement the validity of the remaining portions shall not be affected and shall remain in full force and effect.

12. This Liability Agreement represents my complete understanding with Virginia Tech concerning Virginia Tech’s responsibility and liability for my participation in the Program, supersedes any previous or contemporaneous understanding I may have had with Virginia Tech regarding liability while participating in the Program, whether written or oral, and cannot be changed or amended in any way without written concurrence.

13. I enter into this Liability Agreement of my own free will and accord, voluntarily and without duress.

14. Program participants expect to receive Virginia Tech academic credit from their education abroad program, therefore are subject to Virginia Tech’s rules and regulations including University Policies for Student Life, the appropriate Honor Code and the Virginia Tech Principles of Community.

I have read and understood, and accept the terms stated above. (NOTE: If participant is under the age of 18 years, the signature of parent or guardian is also required).

Participant’s Signature___________________________________________Date______________ Parent’s Signature ______________________________________________Date______________

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VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

Office of Scholarships and Financial Aid 200 Student Services Building, Blacksburg, Virginia 24061 (540)231-5179 Fax: (540)231-9139; E-mail: finaid@vt.edu http://www.finaid.vt.edu

Revised 7/16/03

Study Abroad Program Documentation Students who choose to participate in a Virginia Tech approved study abroad program must provide detailed documentation for their trip to support their request for reconsideration of financial aid. This should include information that breaks down the charges for the program.

Additional expenses for the study abroad program may be added to the overall cost of attendance of a study abroad student. Please note that you must have submitted a completed FAFSA application to the Office of Scholarships and Financial Aid prior to completing this form.

Name _______________________________________________________ Student ID#______________________ Permanent Address _____________________________________________ ____________________________________________________________ Undergraduate______

Phone __________________________ E-mail _________________________

Graduate ______

Name and Location (Country) of Study Abroad Program:____________________________________________________

CESA ______

Bi-lateral Exchange/ISEP______

Non-VT Program______

Certifying Department Please complete the sections below verifying the costs of the Study Abroad Program for the student indicated and attach your departmental agreement for this student and their breakdown of the costs listed below:

Term I

_______________Semester /Yr _______________Credits

$ ___________ $ ___________ $___________ $ ___________ $ ___________ $ ___________ $ ___________

Term II _______________Semester/Yr _______________Credits

Term Room Cost Board Cost Personal Expenses Tuition & Fees Textbooks Airfare Program Fee (if any)

$ ___________ $ ___________ $___________ $ ___________ $ ___________ $ ___________ $ ___________

$____________________Total Term Cost

Term Room Cost Board Cost Personal Expenses Tuition & Fees Textbooks Airfare Program Fee (if any)

$____________________Total Term Cost

___________________________________________

_______________________________________

Department Sponsor Signature

Education Abroad Signature

Date

___________________________________________ Department Sponsor Printed Name

Date

_______________________________________ Student Signature

Date

Note: Only completed forms, with all signatures can be processed. Documentation to must be attached to this form to be considered complete and submitted to the Office of Scholarships and Financial Aid. A meeting with your respective counselor is advised Aid cannot be disbursed prior to the beginning of the Virginia Tech semester in which you are traveling, per federal regulations. If you have program costs that are due prior to the time that funds can be disbursed by financial aid, you will be responsible for making arrangements to pay the up-front costs (personal loans, family, etc.) There is no guarantee that financial aid will cover your costs for the program.

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Travelers Medical Record Personal Data Name:______________________________ Date of Birth: ________________________ Address: _________________________________ _________________________________ _________________________________ _________________________________ Phone: _____________ SS #: ________

Medical Information Existing Medical Conditions: ______________________________ ______________________________ Medications Currently Used: _______________________________ _______________________________ _______________________________

Important Information Insurance Co:___________________________ Policy #:_______________________________ ______________________________________ Physician:______________________________ ______________________________________ Address:_______________________________ ______________________________________ ______________________________________ ______________________________________ Phone: ________________________________ Emergency Notification Name:_________________________________ Address:_______________________________ ______________________________________ Phone:________________________________

Drug Sensitivities: __________________________ __________________________

Other Allergies: ___________________________ ___________________________ Relationship:_________________

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Medical History Form Immunization and Vaccination Status Record Immunizations/Vaccinations Date Completed Diptheria, Tetnus, Pertussis (DTP or DtaP) if > 7 yrs old Hepatitis A Hepatitis B H. influenzae type B Influenza Japanese encephalitis Measles, Mumps, Rubella Meningococcal meningitis Pneumococcal Poliomyelitis, primary series Polio booster Rabies Tetanus, Diphtheria (Td) if > 7 years of age Typhoid Fever Varicella (chicken pox) Yellow Fever Other:

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Health Insurance Certificate

I, ______________________________________, have reviewed my health insurance policy and certify that I will be covered by health insurance, which is valid while I am overseas as a Virginia Tech student. A copy of the section of my insurance policy that explains my overseas coverage is attached.

Program Dates: _______________________________________________________ Insurance Company: ___________________________________________________ Policy Number: _______________________________________________________

Signature: ____________________________________________________________ Date: ____________________________________ Attach copy of the section of insurance policy that explains overseas coverage.

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