Education Abroad Handbook 2021

Education Abroad Handbook UHCL Faculty-Led and Program Directors University of Houston-Clear Lake 2700 Bay Area Blvd., Box 225 Bayou Building B2123 Houston, TX 77058-1002 EducationAbroad@uhcl.edu www.uhcl.edu/academics/education-abroad

Rev: 8/9/2021

TABLE OF CONTENTS

PURPOSE OF THE EDUCATION ABROAD HANDBOOK ..................................................... 6 WELCOME FROM EXECUTIVE DIRECTOR ................................................................. 6 UHCL MISSION STATEMENT ............................................................................... 7 UHCL CONTACT INFORMATION ........................................................................... 8 DEFINITIONS................................................................................................. 9 LEAD FACULTY AND PROGRAM DIRECTOR QUALIFICATIONS ........................................10 Responsibilities of the Lead Faculty and Program Director ........................................10 Overall ...................................................................................................10 Course(s).................................................................................................10 Travel ....................................................................................................11 RESPONSIBILITIES OF SUPPORTING FACULTY .........................................................11 RESPONSIBILITIES OF THE OFFICE OF EDUCATION ABROAD ...................................... 111 EXPECTATIONS WHILE ON EDUCATION ABROAD PROGRAM .........................................12 TRAVELING WITH FAMILY AND OR PERSONAL ACQUAINTANCES ................................. 122 PROCEDURES FOR IMPLEMENTING AN EDUCATION ABROAD PROGRAM ............................ 133 Sample Budget Worksheet .......................................................................... 155 When Is the Course Fee Billed? ......................................................................16 Budget Considerations............................................................................... 166 Contracts for Services ............................................................................... 166 Student to Faculty/Program Director Ratio ..................................................... 177 PROGRAM PROMOTION ................................................................................. 177 Classroom Visits and Presentations ............................................................... 177 Targeted Emails ...................................................................................... 187 Information Sessions ................................................................................. 188 Website ................................................................................................ 188 Flyer Template ....................................................................................... 188 Photos .................................................................................................. 188 Display ................................................................................................. 188 Personal Contact ..................................................................................... 188 2

Past Participants .......................................................................................19 Advisors and Colleagues ...............................................................................19 Special Events ..........................................................................................19 Student Organizations .................................................................................19 Publications .............................................................................................19 Electronic Sources .....................................................................................19 STUDENT PROCESS ........................................................................................19 Application ..............................................................................................19 Acceptance Procedure .............................................................................. 200 Post-Acceptance...................................................................................... 200 DISCIPLINARY CHECKS .................................................................................. 200 COURSE-RELATED PROCEDURES ...................................................................... 211 Registration ........................................................................................... 211 Billing and Payments ................................................................................ 211 Cancellation and Withdrawals ..................................................................... 211 Grades.................................................................................................. 221 FINANCIAL AID AND SCHOLARSHIPS ....................................................................22 Scholarships ........................................................................................... 222 STUDENTS WITH DISABILITIES ...........................................................................23 INCIDENT REPORTS........................................................................................23 CLERY ACT REPORTING GUIDELINES ...................................................................23 PROGRAM PARTICIPANTS AND STUDENT COMPANIONS ..............................................24 ORIENTATIONS .............................................................................................24 Pre-Departure Orientation ............................................................................25 On-Site Orientation ....................................................................................25 UNITED STATES EMBASSY REGISTRATION ............................................................ 265 RISK MANAGEMENT AND SECURITY WHILE ABROAD.....................................................26 Crisis and Risk Management Planning ............................................................. 276 Preparing for Emergencies............................................................................27 Health or Illness/Injury ...............................................................................28 Accidents and Emergencies...........................................................................28 Hospitals and Medical Care ..............................................................................28 Establish a Medical Emergency Plan ................................................................28 3

Responding to Emergencies ..........................................................................29 Group Emergencies ....................................................................................29 Natural Disasters .......................................................................................29 Civil Disasters ...........................................................................................30 MISSING PARTICIPANT ....................................................................................30 HANDLING ILLNESS, INJURY OR DEATH OF A UHCL STUDENT ABROAD ...........................30 AVOIDING LEGAL DIFFICULTIES .........................................................................31 DRUG AND ALCOHOL ABUSE AND MISUSE ..............................................................32 THEFT .......................................................................................................33 ARRESTS ....................................................................................................33 SEXUAL ASSAULT ........................................................................................ 333 RESPONDING TO DISTRESSED AND DISTRESSING STUDENTS ........................................34 Signs of Distress ...................................................................................... 354 Tips for Responding to Distressed Students ...................................................... 365 Tips about Referrals ...................................................................................37 WHILE ABROAD ............................................................................................. 377 LOST OR STOLEN PASSPORT .............................................................................37 DRIVING ABROAD ........................................................................................ 387 Money Matters ........................................................................................ 387 Cell Phones and Wi-Fi ............................................................................... 388 Health Resources .......................................................................................39 WHAT TO BRING ...........................................................................................39 What to Leave at Home ............................................................................. 399 Hotel and Dormitory Advice ........................................................................ 409 STUDENT FINANCES .......................................................................................40 What to Do if a Student Runs Out of Money .......................................................40 UHCL PROPERTY...........................................................................................40 Education Abroad Programs and Export Control ..................................................40 AFTER THE PROGRAM ....................................................................................40 Program Surveys ........................................................................................40 Post-Program Meeting with Participants ...........................................................41 APPENDIX: ................................................................................................ 422 Appendix A: Program Development Timeline ................................................... 422 4

Appendix B: Education Abroad Itinerary Requirements (Proposal Sample) ................ 444 Acknowledgments .................................................................................... 488

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PURPOSE OF THE EDUCATION ABROAD HANDBOOK The purpose of this handbook is to provide faculty and administrators interested in education abroad with a useful guide to facilitate the development of education abroad programs in their areas of expertise. The University of Houston-Clear Lake's Office of Global Learning and Strategy supports faculty and administrator efforts to add an international dimension to students' educational experience to ensure they are prepared to compete and succeed in a global environment.

The process for developing an education abroad program requires careful attention to detail and long-range planning. Also, special rules and regulations apply to ensure the integrity of the program and the safety and well-being of all participants. The specific objectives of the handbook are to: 1. Assist faculty and administrators in developing education abroad opportunities.

2. Provide resources and information regarding applicable UH System and UHCL policies, procedures, and regulations that must be complied with during education abroad programs.

3. Provide recommendations regarding education abroad programs to assist with complying with UHS and UHCL policies, procedures, and regulations.

WELCOME FROM EXECUTIVE DIRECTOR The Office of Global Learning and Strategy - Education Abroad and Scholar Services at University of Houston-Clear Lake is dedicated to the development of educational opportunities, research and other services essential to UHCL's mission in the context of the global environment of the 21st century. This is an exciting time to be part of the global community, and few institutions this size embody international engagement like UHCL! The Office of Education Abroad and Scholar Services strives to create an environment supportive of internationally focused partnerships and research. We are elevating opportunities for graduate and undergraduate students to participate in a wide range of internationally focused programs, both domestically and abroad. As faculty and program leads, you enhance the student experience in a way that will enable them to become accomplished, successful global citizens. The global opportunities we extend to our students will ensure we redefine education boundaries by seeing the world, creating partnerships, and making an impact.

We welcome your contributions to this mission and encourage you to learn more about UHCL's broad global engagement.

Sincerely, Bianca Schonberg, Ph.D. Executive Director, Education Abroad and Scholar Services 6

UHCL MISSION STATEMENT Vision University of Houston-Clear Lake will lead as a learner-centered university dedicated to achieving national prominence in transformative education grounded in creative activities, innovative research, and community partnerships that serve regional, state, and global locations. UHCL launches your future!

Mission University of Houston-Clear Lake places its highest priority on serving a diverse body of students in every aspect of their university experience. UHCL's teacher scholars provide high-quality, student-centered undergraduate and graduate programs that prepare students to thrive in a competitive workplace and to make meaningful contributions to their communities. UHCL fosters critical thinking and lifelong learning through a strong legacy of vibrant community partnerships complementing its historical focus on teaching, research, creative activity, and service.

Learner-focused UHCL is committed to maintaining and building strong degree plans that foster creativity and critical thinking. We are invested in our students and are committed to their growth, development, and transformation.

Impact: Inspire individuals to grow to their fullest potential.

Transformation UHCL empowers individuals to learn, grow, and develop as leaders and contributors.

We support, and foster leadership and collaboration among students, faculty, and staff.

Impact: Forge Visionary leaders who are agents of change in their fields.

Innovation UHCL cultivates fearless imagination when creating new programs, teaching methods, and research opportunities that prepare students to meet the challenges of changing global economy. We are attuned to social, economic and environmental changes and take timely action to respond to them.

Impact: Deliver the solutions to challenges of today and tomorrow.

Diversity and Inclusion UHCL embraces inclusion and cultivates diversity at all levels of the institution. We celebrate our status as a Hispanic-serving institution (HSI). We welcome students, staff, faculty, and partners from different nationalities, races, ethnicities, ages, religions, genders, sexual orientations, and physical abilities into our family and values identity through the lens of intersectionality.

Impact: Create an inclusive community that develops well-rounded individuals who contribute to the global society.

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Resilience UHCL embodies perseverance, passion, commitment, resolve and grit to bring positive change to the university and community.

Impact: Evolve as a community to persevere through challenges and adversity.

Service UHCL is committed to community values, partnerships and collaboration. We create a service culture among faculty, staff, and students. UHCL maintains strong sustainable relationships by engaging various stakeholders to achieve mutual goals and objectives.

Impact: Develop leaders who foster the growth and well-being of the communities they serve Integrity UHCL fosters honesty and trust among all internal and external constituents. We are committed to our values and being accountable to our constituency in an atmosphere of generosity and kindness.

Impact: Build a community of trusted individuals.

Sustainability UHCL maintains stewardship over resources including but not limited to university finances and operations, the socio-physical environment.

Impact: Make a difference in our world for generations to come.

UHCL CONTACT INFORMATION UHCL Education Abroad and Scholar Services O: +00-1-281-283-2740 EducationAbroad@uhcl.edu UHCL Dean of Students Office O: +00-1-281-283-2567 https://www.uhcl.edu/dos UHCL Title IX Coordinator O: +00-1-281-283-2305 UHCL Counseling Services O: +00-1-281-283-2580 https://www.uhcl.edu/counselingservices UHCL University Police O: +00-1-281-283-2222 policechief@uhcl.edu

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UHCL Export Controls and Travel Embargo O: +00-1-281-283-2270 https://www.uhcl.edu/about/administrative-offices/travel/forms traveloffice@uhcl.edu U.S. Department of State’s Overseas Citizens Services Office From within the U.S.: 1-888-407-4747 From outside the U.S.: 1-202-501-4444 https://travel.state.gov/content/travel/en/international-travel/emergencies.html

DEFINITIONS Education Abroad – A program in that a UHCL student completes as part of their degree program through educational activities outside the United States. Such activities include, but are not limited to, classroom study, research, intern- or externships, and service-learning. All such international educational activities must be reported to the Office of Education Abroad by the relevant academic unit or department at UHCL. Lead Faculty – The faculty member of record for the course who is the primary lead for the education abroad program.

Supporting Faculty – The faculty member involved with the course, but who is not of record for the course. This faculty member may be co-teaching the course or providing the necessary support for the education abroad program for safety and appropriate ratios.

Program Director – A UHCL staff of record who is the primary lead for the education abroad program.

Assistant – A UHCL employee, which includes faculty, staff, or TA/GA, who provides the necessary support for the education abroad program for safety and appropriate ratios.

UHCL Faculty-Led Program - Faculty-led education abroad programs are academic experiences/programs that are initiated, organized, and carried out by full-time members of the UHCL faculty. Programs may range in length from a week-long spring break immersion to a semester or year-long comprehensive experience.

Service Learning - A structured academic experience in another country in which students (a) participate in an organized service activity that addresses identified community needs; (b) learn from direct interaction and cross-cultural dialogue with others; and (c) reflect on the experience to gain further understanding of course content, and attain a deeper appreciation of the host country and the discipline as 9

well as an enhanced sense of their responsibilities as citizens both locally and globally. Service learning may be credit or non-credit bearing.

LEAD FACULTY AND PROGRAM DIRECTOR QUALIFICATIONS To qualify as the lead faculty on a faculty-led education abroad program or program director, the UHCL employee of record must: 1. Be a full-time faculty member within one of the UHCL colleges or be full-time staff.

2. Be recommended by the dean, or designee, and approved by the university senior vice president for academic affairs and provost or designee. Staff must be approved by the vice president of the Division of Student Affairs.

3. Receive UHCL's comprehensive risk management training and renew training every year.

An adjunct faculty may participate in an education abroad program as a teacher of a second class or an assistant, but may not be the faculty lead/program director unless specially sanctioned by the dean of the college.

Responsibilities of the Lead Faculty and Program Director Overall The lead faculty/program director is responsible for developing the education abroad program. This includes organizing academic programs, making class arrangements, contacting host institutions, and managing a detailed itinerary, budget, travel arrangements, accommodations, and meals. They also have the responsibility of establishing expectations and regulations for those participating in the program and managing student conduct and behavior, including obtaining a signed Student Conduct Abroad Agreement with the student.

Courses In terms of education abroad courses, the lead faculty and program director: 1. Presents Program Proposal forms, itinerary, academic program, and names of associated faculty/administrators to their respective dean, the provost, and/or Student Affairs for approval.

2. After obtaining all approvals, presents the program proposal, itinerary, class maintenance forms for each course, completes budget, and any promotional material to the appropriate university officials.

3. Verifies that the current syllabus for each course is on file with the dean and is available for each student.

4. Provides a syllabus or program description (non-credit courses) to the students for each course taught and submits grades in accordance with standard UHCL 10

policies and submission schedule.

5. Plans and conducts the course and/or country orientation sessions for program participants prior to departure. Plans and conducts on-site country orientation.

6. Provides reasonable accommodations to students with a disability according to Section 504 and the A.D.A. Travel Prior to travel, the lead faculty and program director: 1. Sets full travel itinerary to correspond with academic course components.

Travel may be set independently (with department and UHCL contracts/legal approval) or by utilizing an education abroad provider.

2. Coordinates student payment for the travel portion of fees with Business Services and the Office of Education Abroad based on the submitted approved budget.

RESPONSIBILITIES OF SUPPORTING FACULTY 1.

2.

3.

4.

5.

6.

7.

8.

9.

Acts as lead faculty when the lead faculty is absent Assists the lead faculty whenever appropriate Actively promotes the education abroad program Completes risk management training through the Office of Education Abroad.

Assists as needed with the implementation and enforcement of participant expectations and code of conduct Accepts responsibilities as assigned by lead faculty Attends all orientation sessions for the course Shall not act as an independent agent while representing UHCL in any aspect of the study program Continuously monitors notices of travel restrictions and public health crises

RESPONSIBILITIES OF THE OFFICE OF EDUCATION ABROAD 1. Manages all student university-required forms, including distribution, collection, tracking, and communicating status with the faculty 2. Facilitates risk management training at least one month prior to program departure 3. Plans and conducts education abroad pre-departure orientation sessions for program participants prior to departure 4. Collaborates with faculty and program leads to market and recruit for education abroad opportunities 5. Communicates university expectations to the students 6. Prepares post-program evaluations and assessments 11

7. Serves as a resource for other UHCL employees who request information about education abroad programs

EXPECTATIONS WHILE ON EDUCATION ABROAD PROGRAM 1. Be a positive example as a representative of UHCL and the USA. 2. Provide a safe and quality education abroad experience.

3. Comply with the rules and regulations of the UH System, UHCL, and the host country.

4. Be available at all times during the program for emergencies.

5. Accompany participants on all scheduled portions of the education program from departure to return, with the exception of students with prior approval by the Office of Education Abroad to travel independently with associated paperwork completed.

6. Provide university officials within the Office of Education Abroad with emergency phone numbers for each program location.

7. Assist students with medical needs or emergency return.

8. Encourage all students to participate in the program with conduct that enhances the experience for all. Appropriately manage student conduct and behavior.

9. Remain informed about pertinent U.S. Federal Government Travel advisories.

TRAVELING WITH FAMILY AND OR PERSONAL ACQUAINTANCES Faculty, program directors, assistants, co-facilitators, etc. who lead, co-lead, or assist with education abroad programs are highly discouraged from having family or friends travel with the group. UHCL education abroad programs are academic programs and should not be designed or conducted to cater to the needs of ancillary individuals who are not enrolled in the related academic course and education abroad program. To this end, accompanying children, spouses, or partners generally should not be permitted to participate in classroom or educational activities. This includes sitting in the classroom and participating in academic discussions. Their presence should not interfere with the success of the academic operation, impact the quality of the education abroad program, or increase risk management considerations and liabilities for the university or UH System.

Visits from extended family members or personal acquaintances should be scheduled before or after the official program dates, during a scheduled vacation (e.g., spring break), or during a free weekend. Faculty and program directors should be aware that such visits during the academic program could encourage the erroneous perception that education abroad programs are considered vacations rather than rigorous, high12

quality academic endeavors. Extended family members and personal acquaintances are not permitted to share living accommodations with university students.

Please be advised that UHCL does not provide health or accident benefits to family members who accompany university employees. Any costs incurred during the course of your travel by any family member, including minor children or children for whom you are a guardian, are the sole responsibility of you or your family member. You are strongly encouraged to check with your health insurance provider for details regarding coverage for your family members while traveling outside the United States.

PROCEDURES FOR IMPLEMENTING AN EDUCATION ABROAD PROGRAM Faculty and program leads should begin framing the idea for a program at least 18 months prior to the date of departure to allow adequate time to complete all necessary steps.

1. Research the merits of an education abroad program connected to credit courses faculty members wish to teach abroad. For service-learning, community service, etc., the proposal should align with UHCL’s mission and enhancement of curriculum and UHCL experience. Contact other UHCL faculty members or program leads who have led an education abroad program. Check the web sites of other colleges and universities to determine which courses are usually offered.

2. Create an out-of-country itinerary that will meet the course objectives.

Research extensively in books on culture, history, politics, and literature of the country to be visited. Review travel books, catalogs, and brochures of major tour companies to find sites related to course content. Review standard travel itineraries of educational travel companies to obtain ideas, but create a custom itinerary to meet your specific needs.

3. Meet with the Office of Education Abroad regarding the program.

4. When completing the program proposal, give specific details about accommodations, transportation, entrance fees, etc. See the sample Education Abroad Itinerary Requirements.

5. It is highly recommended you speak directly to at least three educational travel company representatives. Discuss with them the details of the itinerary and their company's policies. It is important to determine the integrity of the company. Obtain three bids to determine a moderate price.

6. Price is certainly a factor but should not be the only factor in choosing a company. Quality of service and ability to meet all requests are more important factors.

7. Prepare budget. VERY IMPORTANT. This should be the final version available to students.

8. Prepare a refund policy, outlining the amount of money that will be refunded to the student in case of cancellation due to an emergency.

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9. Submit an Education Abroad Proposal justifying the proposed education abroad program, indicating the country or countries to be visited, courses to be offered, rationale, and budget. This proposal should be sent to the executive director of Education Abroad and Scholar Services.

10. Work with UHCL Marketing and Communications and the Office of Education Abroad to create appropriate advertisements and marketing materials (flyers, social media content, and digital signs). Highlight the course(s) and the program. Place education abroad details on the college/department website and Recruit! Recruit! Recruit!

11. Do not send deposits or payments in full to education abroad provider(s) or travel companies until you have determined that the program has enough participants to be economically feasible. This process may save students money, as some companies will not return deposits if the trip is canceled.

However, if the registration fee (deposit) is around $100, it is best to turn it into the company because students usually are committed to the program once money is involved. If they have not committed any money, they often drop out of the program just before the deadline, putting the program into jeopardy. If some money is committed, the company may begin to reserve tickets and other program items, which they will not do without deposits.

12. Conduct meetings 6-12 months in advance of departure date to prepare students for what is expected of them academically and traveling abroad.

Discuss course requirements, packing, culture, and customs in the host country and dangers associated with traveling abroad.

13. If required by the education abroad provider/travel company, collect all completed risk management travel forms (student and all) from participants, check for completion and submit a copy to the Office of Education Abroad at educationabroad@uhcl.edu.

14. Items that must accompany the faculty member/program director include: • Copy of passports • Emergency forms • Itinerary • Contact information at university

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Sample Budget Worksheet

PROGRAM BUDGET COST PER STUDENT Program Program Program Program Program

name location term and year total credit hours dates

Items billed to UHCL student E-Service account: UHCL Tuition* UHCL E-Services Subtotal:

Blank

Items paid directly to the UHCL college or department:

Blank

$

Program fees (if applicable) Departmental fees [enter item type/cost center #________] Housing* Meals* Program activities and excursions Books and supplies Department/Provider Subtotal:

$

Items students pay out of pocket (estimates): Passport (U.S. passport) Immigration fees: Visa* Airfare, airport, and baggage fees Transportation in-country Personal expenses* Other (e.g. vaccinations, health clearance, etc.)

Out of Pocket Estimated Subtotal: Total Estimated Cost of Attendance Per Student:

$145

$ $

Notes: * UHCL tuition is shown for an in-state, graduate/undergraduate student * Housing cost includes: *Meals: ($ __ per day x __ days) * Immigration fees (if applicable): * Personal expenses will vary widely and include incidental costs, travel, shopping, and other personal spending

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*Departmental Fees Fees you elect to go into your program cost center for program expenses. Please enter your department/college cost center number by departmental fees so funds will be directed to the appropriate account.

Course Fee Billing The course fee is billed to students when they are approved through the Office of Education Abroad and register for the affiliated education abroad course.

Budget Considerations You will collaborate with the Office of Education Abroad to prepare a budget and program fee. In preparing a budget, identify all costs to participants. The program fee covers all on-site and educational expenses. Because programs are solely supported by student fees, it is important that you attempt to make the program as costeffective as possible without sacrificing program quality or safety. The Office of Education Abroad is responsible for communicating all aspects of education abroad program budgets, fees, and student billing to Business Services. Program balances are not carried forward for recurring programs and cannot be returned to students.

Essential components of the budget student expenses include: • • • •

Accommodations.

Ground transportation: chartered buses, public trains, and buses.

Tuition.

Other fees under this category may include entrance fees to museums, cultural events, and group tours.

Some programs have participants arrange their own airfare and pay for some or all of their meals. Elective travel is the responsibility of the participant. Generally, airfare, passport fees, vaccinations, airport exit fees, and excursions outside of those planned by the program are not included in the program fee but are instead listed as out-ofpocket expenses.

Educational expenses: • • • •

Entrance fees Lectures, demonstrations, workshops, cultural events, and performances On-site classroom, laboratory, or library use Foreign university educational services

Contracts for Services A contract for services or affiliation agreement is needed in situations when a program provider (e.g., study abroad organization, tour company, host university, lecturers, etc.) provides services that are customized for the program. It's imperative that you plan ahead as no payments can be made until the contract is approved by 16

the UHS Contracts Administration and finalized. Please contact UHCL Contract Administration for information on contract agreements, university policy, and forms.

Phone: 281-283-2150 Email: UHCLprocurement@uhcl.edu.

Student to Faculty/Program Director Ratio Best practice in the field points to student-faculty/program director ratios between 15:1 and 10:1. However, this can vary depending on the goals and nature of the program but will ensure adequate supervision of student activities and emergency protocols.

Determine a target enrollment number for which you will budget based on an estimate of student interest and the program's capacity. A low student-to-faculty ratio often creates an undue cost burden on student participants, who must pay their own expenses plus those of program leaders. The Office of Education Abroad generally recommends that programs not exceed a ratio of faculty to students of 10:1 at most.

PROGRAM PROMOTION A program leader's experience, enthusiasm, and expertise in the program is the strongest marketing tool. Faculty and program directors should begin marketing the program as soon as it is approved. You are encouraged to maintain lists of prospective students, including names and emails. Stay in contact with interested students periodically with important information about upcoming meetings or exciting details about your program. Make sure to contact students before university breaks, as it is an opportune time for students to talk to their families about studying abroad and to work and save money over the break. Become acquainted with the recruitment, publicity, curriculum, and administrative practices of the department's or college's previous education abroad program offerings. If the program was successful, which of these recruitment strategies could be duplicated? If the program was canceled due to insufficient applicants, what could be done differently? Is your program open to other UHCL campus students and people outside of UHCL? If so, reach out early to your colleagues at those institutions so they can assist you in spreading the word about your program and opportunity. Please note that anyone, regardless of their student status, must fully enroll in the course, participate in all aspects of the course and program, and pay the advertised program fee.

Classroom Visits and Presentations Announce the program in classes. Request that your colleagues make announcements in their classes and schedules, and visit target audience classes. If your program has run in the past, encourage past students to visit classes to share their experiences.

Assessment surveys show that class visits are one of the most effective forms of spreading the word. Students listen to faculty and peers, and having information and encouragement from both of you—is priceless.

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Targeted Emails Your college/department can pull a list of target major/minor email addresses.

Throughout the semester, send students emails with teaser information or details about your upcoming information sessions. Alternatively, see if your department can forward an email on your behalf. Be mindful of how many you send, but be sure to follow up and keep in touch regularly with students who express interest.

Information Sessions Hold information sessions about your program. The purpose of these sessions is to introduce prospective students to the particulars of your program. Two or more sessions should be held prior to your education abroad program. Sessions before breaks are especially effective so prospective participants can discuss plans with their families. Contact the Office of Education Abroad at least three weeks before the desired session date, so publicity and announcements can be arranged. The Office of Education Abroad may be able to provide staff member support as needed/requested.

Website The Office of Education Abroad will collaborate with you to add information to the Education Abroad website. This will provide information about the program location, itinerary, dates, costs, and deadlines, as well as the official program cost billed to students. Students will be able to complete an online application directly from the program webpage.

Flyer Template The Office of Education Abroad will provide a blank Word document with a branded Education Abroad image for you to print and share with students. You can copy/paste text from the web, or write your own, and add as many images as you like. This provides you the freedom to adjust content as needed (e.g., editing the document to create posters to advertise info sessions or other events). Do not include images of alcohol or high-risk activities. Focus on the academic nature of the program, location, and excursions.

Photos Photos enhance program promotion printed materials, information sessions, and online. If you have photos you can share with the Office of Education Abroad, please do so. Be sure to ask students for written permission to use their photos.

Display Create a display to put up in academic advising offices, outside your office, or on college or department bulletin boards.

Personal Contact Send emails or personally contact prospective education abroad students. Be available to advise and assist interested students who have questions about the program or 18

academic implications. The Office of Education Abroad will also contact and meet with students to promote the program.

Past Participants Involve students who have previously participated in the program, at information meetings, class presentations, or tabling events. Prospective students are very interested in hearing another student's perspective. The testimony of past participants is another very effective marketing tool at your disposal.

Advisors and Colleagues Inform and work with academic advisors who advise your target student audience.

Present at department or college meetings to inform colleagues about the program.

Communicate with your colleagues so they can help recruit.

Special Events Attend special events on campus, especially events sponsored by the college or department. Get involved in the college or department orientation planning to be sure the program is highlighted for incoming freshmen. Host an education abroad event within your college.

Student Organizations These serve as excellent opportunity to promote and recruit. Identify and target specific student organizations that may have an interest in the program.

Publications Make sure the program is featured in the college or department communication and publications, such as bulletins, newsletters, flyers, and magazines. Contact The Signal newspaper to see if a writer can write an article about the program.

Electronic Sources Announce details and share stories and information about the program on sources such as Facebook, LinkedIn, Instagram, and Twitter or other social media platforms.

Post past photos to Instagram if allowed by UHCL policy and if you have written permission from the student(s) in the photos. Information should be sent through professional and authorized listservs.

STUDENT PROCESS Application Student participants complete an online application on the Office of Education Abroad and Scholar Services website. Once the application is submitted, a checklist will be generated for the initial review to collect additional corresponding materials.

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The Office of Education Abroad checks for new applications and required forms weekly and more frequently as the application deadline approaches. The reviewing of applications and forms is a manual process with multiple steps. The Office of Education Abroad has created an online guide for faculty/program leaders to assist in advising students about the process as needed.

Acceptance Procedure Faculty/program directors confirm the acceptance of each eligible applicant based on the advertised program eligibility requirements: application deadline, G.P.A. requirement (if applicable), completion of prerequisite courses, etc.

If a student has met the required qualifications for the program, the application is placed "under review" and the Office of Education Abroad sends the application to the faculty/program director and UHCL Dean of Students Office for disciplinary checks. If a student does not meet the advertised eligibility, the Office of Education Abroad will still send the student's materials for consideration. If a student does not meet the eligibility requirements, it is up to the faculty/program director to accept or deny the student. Faculty/program directors are encouraged to meet with applicants after they submit an application. Initial meetings with students allow you to set expectations and can provide insight into potential concerns or things to watch for early. It is important to stay on top of the application process to keep students engaged so they continue to make progress on their application/post-acceptance paperwork. If you have any concerns about a student's participation in your program, it is important to discuss this with the Office of Education Abroad right away. The office will work together with the appropriate offices at UHCL (Dean of Students Office, Counseling Services, etc.) to determine next steps.

Post-Acceptance Once a student has been accepted, an email is sent to them indicating the acceptance. After the student confirms, their application is switched to the final status of "confirmed.” Only confirmed students are considered in the final enrollment count for the program. Once the student has confirmed, a final checklist that contains additional forms is assigned. The items must be completed before the student goes abroad. The items include a release and waiver, emergency contact and travel form, passport copy, student conduct abroad agreement, and pre-departure orientation.

DISCIPLINARY CHECKS The Office of Education Abroad checks and monitors conduct and disciplinary violations post-acceptance for students who apply to education abroad programs. The Office of Education Abroad will share relevant information with faculty/program 20

directors and will conduct a meeting with the student as necessary. The Office of Education Abroad will consult and work with the Dean of Students Office and program leaders when offenses are serious and there is consideration of denying the student's participation in the program and/or preparing a disciplinary contract prior to departure. Students who are placed on probation during the term in which they plan to study abroad typically will not be granted acceptance, but these situations will be reviewed on a case-by-case basis. The Office of Education Abroad eligibility can be viewed on the Education Abroad webpage.

COURSE-RELATED PROCEDURES Registration The Office of Education Abroad requests an education abroad course set up by the Office of the Registrar in line with the Academic Affairs deadline for new courses.

Each education abroad course receives a corresponding designator, which indicates that the course is taught abroad. The Office of Education Abroad will provide students with instructions on how to self-register around the same time as the open registration times. UHCL students cannot register if they have holds on their EServices account. Furthermore, any student not registered for the course before departure will not be able to participate in the program.

Billing and Payments Based on the approved faculty/program director budget sheet, students are billed directly to their E-Services student account. Student payments to the university are due according to the UHCL payment schedule.

Cancellation and Withdrawals Participants who wish to withdraw from their education abroad program must provide official written notification via email of their intent to cancel to faculty/program director and the Office of Education Abroad. If program leaders receive this information from students, direct the student to also notify the Office of Education Abroad. You must make students aware that they are responsible for all nonrecoverable costs that have been paid or allocated on their behalf at the time of cancellation in accordance with your documented cancellation policy. This looks different for each program. The closer to the program date that the student cancels, the higher the non-recoverable costs that they will have to pay. It is important that students realize this before deciding to cancel, as they could be responsible for the entire program fee and may choose to participate due to their financial responsibility.

Students will not receive a refund of any Office of Education Abroad application fee.

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Grades Once the program has ended, faculty and program directors (if applicable) enter student grades online. The same grading timeline policy applies for an education abroad program as it does on campus. If you require pre- and post-academic work in the U.S., inform the Registrar's Office of those dates as those may be used for course setup at the discretion of the Registrar's Office.

FINANCIAL AID AND SCHOLARSHIPS Students may use financial aid, if qualified, for education abroad programs. For registration and financial aid purposes, winter break programs are classified as part of the spring semester. May and summer programs are part of the summer session. May and summer program participants must enroll in a minimum of six credits to qualify for financial aid. If the faculty-led program is fewer than six credits, students may enroll in another UHCL course on campus or online. However, we do not recommend that students take online courses at the same time as their program abroad, as programs abroad are intense, and they may not find adequate time and access (consistent Wi-Fi) to succeed in both courses.

Students need to be prepared to pay for the program application fee and deposits prior to receiving financial aid for the program. Financial aid is distributed following the official UHCL disbursement calendar. Winter break financial aid is disbursed with spring semester. The May/summer session financial aid is disbursed with the summer session.

We encourage students to plan as early as possible for funding their education abroad program, as students often do not receive financial aid at all for May/summer programs, or they receive a reduced amount that does not cover all expenses.

Students are encouraged to view the financial aid website and consult early on in the planning process. The Office of Education Abroad submits the final and official program fee and cost estimate to the Office of Financial Aid and Business Services for all programs and students. If the program cost is estimated to be more than the current cost to attend UHCL, students may be able to borrow additional financial aid funds to help cover program expenses (this is rare for faculty-led programs). Students can never receive aid above the cost of attendance. This aid is generally awarded in the form of loans. Grants and university scholarships administered by the Office of Financial Aid are not increased for an education abroad program.

Scholarships The Office of Education Abroad offers the International Education Fee Award Scholarship to eligible students. Inform and remind students of the available 22

scholarships, which can be found on the UHCL Education Abroad website. Many of the scholarship awards require a brief essay.

STUDENTS WITH DISABILITIES We encourage individuals with disabilities to explore opportunities abroad. Students can consult with the Accessibility Support Center, which coordinates a variety of services for students with disabilities to ensure they receive equal access to all aspects of UHCL. It also allows students to participate fully in university life.

Information about accommodations can be found at the Disability Services webpage.

We encourage program leaders to think about access when designing the program and to be transparent about the daily itinerary and activities to help students decide the best program fit. Additional information on Education Abroad and Accessibility Support Services may be found at on the Accessibility Support Abroad webpage.

INCIDENT REPORTS The UHCL Incident Report Form is designed to serve as documentation for any UHCLrelated incident abroad, from student conduct issues to the death of a student participant. This report will serve as a record of any event transpiring overseas and will inform the appropriate people at UHCL in the event that further action or response is necessary. Your responses and information should be objective, factual, and concise. Your personal thoughts or opinions about a student should not be evident in an Incident Report.

Incident reports should be submitted within 48 hours after the incident occurs, so that the most details of the incident can be recorded, and necessary follow-up can be made in a timely manner. It is important to provide as much information as possible.

We can better answer questions and keep involved constituents informed when we are prepared with adequate information.

CLERY ACT REPORTING GUIDELINES The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (20 U.S.C. § 1092(f)) requires U.S. colleges and universities who participate in Title IV federal student financial aid programs to disclose information about crime on and around their campuses, or in off-campus facilities as described by the Act. The 23

2011 Handbook for Campus Safety and Security Reporting (95kb), released in February 2011, contains more detailed guidelines for reporting incidents and crimes that occur on study abroad programs. The Clery Act requires that we make contact with the primary law enforcement agency in the jurisdiction of the program for all travel locations that are “frequented by students." UHCL includes the crime statistics in the Annual Security and Fire Safety Report as "non-campus property." A study abroad location or facility unowned or controlled by UHCL does not have to include statistics for crimes that occur in those facilities.

However, if UHCL rents or leases space for students in a hotel or student housing facility, UHCL is in control of that space for the time period covered by your agreement. Host family situations do not normally qualify as non-campus locations unless your written agreement with the family gives your school some significant control over space in the family home. Faculty or program leads that escort students abroad become a Campus Security Authority (C.S.A.) and are mandatory reporters for Clery Act violations. Additional Clery Reporting requirements may be found at uhcl.edu/police or contacting UHCL police at +001-281-283-2231.

PROGRAM PARTICIPANTS AND STUDENT COMPANIONS Only the official program leader(s)/assistant(s) and students fully enrolled in the program are allowed to participate in education abroad program activities. Restricting participation only to those directly involved in the teaching and learning process facilitates the university's mission to provide educational programs to serve and support its student population. This also significantly decreases the liability to the university and UH System, given that all who are engaged in the program are totally focused on the class, students, and events at hand.

Students cannot bring friends or family members on the program who are not fully enrolled in the program. In very rare cases, exceptions may be made upon request of the student or program leader. In some instances, students will, in consultation with Accessibility Support Center and the Office of Education Abroad, be approved to travel with a personal assistant or another companion.

ORIENTATIONS Both pre-departure and on-site orientations are essential and provide the opportunity to lay the groundwork for a successful program. The Office of Education Abroad is 24

happy to co-facilitate your program's pre-departure orientation. Oftentimes, on-site partners have orientations in place for when you arrive on-site. Make sure you clarify what they will cover and where you may need to fill in the blanks. On-site colleagues can provide a lot of the content and expertise for the important items students should know while in-country. They may also provide support and resources and perhaps can even do a video chat to participate in your pre-departure orientation.

Pre-Departure Orientation The Office of Education Abroad requires all students to attend a mandatory predeparture orientation. The orientation covers the following: • • • • • • • • • • • • • • • •

International travel Site or program-specific tips Passport and visa requirements Contact information Life on-site, food, host families Health and safety Personal travel Student code of conduct Student identity Culture shock Consumption of alcoholic beverages Title IX Alcohol and behavior Meeting locals, dating, and sex abroad Developing a cohesive group Academic expectations (faculty)

On-Site Orientation An on-site orientation is crucial for participants to adjust to their new surroundings, provide context, and apply the information that you shared with them and that they have been learning about prior to departure. Issues that should be discussed include transportation and familiarization with the location of their program, accommodation, where they can purchase everyday items, cultural norms and values, program expectations, and health and safety. On-site contacts can play a vital role in on-site orientations, and faculty and program leaders are encouraged to incorporate local contacts in this activity. Students can feel overwhelmed after arriving on-site.

Therefore, the faculty/program leader needs to include an appropriate amount of rest and reflection in the first couple of days.

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UNITED STATES EMBASSY REGISTRATION The U.S. State Department's Consular Country Information is available for every country in the world. They describe entry requirements, currency regulations, unusual health conditions, the crime and security situation, political disturbances, areas of instability, special information about driving and road conditions, and drug penalties.

The Consular Information Sheets, which can be found at www.state.gov/travel, also provide addresses and emergency telephone numbers for U.S. embassies and consulates.

Faculty and program directors are required to register with the nearest United States Embassy in the host country for the program dates. Faculty/program directors may receive periodic emails from the embassy about the host country. It is also highly encouraged to enroll in this program for any personal travel outside of the program dates. Read any alerts received carefully and follow the guidance regarding any local emergencies.

The Smart Traveler Enrollment Program (STEP) is a free service to allow U.S. citizens and nationals traveling and living abroad to enroll their trip with the nearest U.S. Embassy or Consulate. Enrolling in STEP allows you to: •

• •

Receive important information from the embassy about safety conditions in your destination country, helping you make informed decisions about your travel plans.

Help the U.S. Embassy contact you in an emergency, whether natural disaster, civil unrest, or family emergency.

Help family and friends get in touch with you in an emergency.

RISK MANAGEMENT AND SECURITY WHILE ABROAD The safety and well-being of students traveling abroad for university purposes are of the utmost importance to University of Houston-Clear Lake. However, there is always a risk in international travel. When you travel abroad, it is very likely that you will have a safe and incident-free experience. However, crime and violence, as well as unexpected difficulties, do happen in all parts of the world. Program leads should continuously monitor notices of travel restrictions and public health crises.

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Participants should use the same common sense when traveling abroad that they would in the United States. Extra caution should be exercised in areas where they are likely to be victimized, including crowded subways, train stations, elevators, tourist sites, market places, festivals, and marginal areas of cities. Avoid traveling alone, especially at night. The buddy system should be required for all programs and program participants.

Crisis and Risk Management Planning All faculty and staff leading an education abroad program are required to attend a session on the risk, safety, and security aspects of traveling as a university representative with students prior to the departure of their program. The meeting will cover important health, safety, and liability information, such as F.E.R.P.A. guidelines, legal considerations, emergency planning, Title IX, and crisis management.

Unfortunately, we cannot prevent all risks when leading students abroad, but we can do our best to manage them when they arise. Faculty/program directors will be required to attend risk management training yearly to facilitate an education abroad program.

In the event of an emergency that could potentially affect the whole group, your first responsibility will be to attend to the safety of participants and determine the scope of the health threat. It is important that you have emergency numbers easily available for advice in assessing the health threat. If it is determined that there is a potential risk to the participants, you should notify the Office of Education Abroad and submit the appropriate incident report(s).

Preparing for Emergencies The first step in being prepared for emergencies is to read through the Crisis and Risk Management Planning section of this handbook and reference the information and resources provided in the in-person risk management training session. This information will give you the tools to be prepared for responding to an emergency.

The following steps should be taken to ensure the appropriate action to an emergency situation: • •

• • •

Create an emergency plan and provide it to students.

Review UHCL’s Education Abroad health and safety online resources, the student and program leader insurance policy, the online portal to support students, and details on how to respond to a medical emergency.

Share program leader cell phone numbers and the local emergency number with students.

Obtain student cell phone numbers and social media handles, if applicable.

Create a communications tree for students and test it on-site.

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• • • •

Implement a mandatory buddy system.

Advise students never to leave their residence without identification or money.

Designate primary and secondary meeting places in the case of an emergency.

In the case Wi-Fi is not accessible, how will you communicate with students in the case of an emergency?

Illness/Injury It is important that you are available to students in the event of an emergency, such as a hospitalization or natural disaster, and do all that is possible to assist students and the Office of Global Learning and Strategy-Education Abroad in dealing effectively with such emergencies. For example, the faculty/program director is expected to help participants obtain the best possible health care when they are ill or injured and should immediately advise the Office of Education Abroad, should a serious accident or injury occur, especially if hospitalization or surgery is required.

Accidents and Emergencies If an accident or emergency occurs, the involved student should be encouraged to inform family members once the situation has been evaluated. If necessary, the faculty/program director should assist the student in obtaining copies of the medical and police reports. If the student is unable to do so, the faculty/program director should obtain copies of the reports on the student's behalf.

Medical emergencies include illnesses and injuries that require medical attention. The faculty and program director should identify preferred clinics and hospitals in the host country. Arrange for immediate appropriate medical attention and notify the Office of Education Abroad as soon as possible afterward.

Hospitals and Medical Care Be familiar with the local health care delivery system.

Where are the local clinics and hospitals?

Are there English-speaking doctors available?

What are the hours of operation?

Will the clinic treat foreigners?

What is the method of payment?

Establish a Medical Emergency Plan Where do you find "after-hours" health care?

How do you get someone out of the country quickly?

Know how to dial the equivalent of 911.

Make sure that all students also know how to "dial 911."

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Responding to Emergencies In case of an emergency, the course of action must be based on accurate information.

Emergencies can include a medical or psychological crisis, missing person, arrest or detention of a participant, natural disasters, accidents, extreme misconduct, political unrest, lost documents, etc. While each emergency requires a unique action plan specific to the event, some basic steps help in assessing the situation and establishing an appropriate course of action. The best advice in any emergency is to do what a reasonably prudent person would do. Based on the situation, the student's health and safety should be the priority, along with ensuring the best available care is provided, if needed. Ensure you have the following information: 1. Description of the situation, including: a. What happened? b. Is the traveler in immediate danger? Do they feel safe now? c. What action, if any, has been suggested by authorities at the site?

2. Contact the Office of Education Abroad for support and to inform them of the situation. a. If the incident is behavioral or a question of a UHCL conduct violation, the Dean of Students Office will be involved and will lead the investigation and process in consultation with the program leaders and the Office of Education Abroad. b. Contact the insurance company, if necessary.

3. Communicate with other students, if appropriate. a. Maintain contact with the Office of Education Abroad. b. DOCUMENT everything regarding the incident.

Group Emergencies In the event of a natural disaster, civil emergency, and/or public health crisis, the Faculty/Program Director should contact the nearest U.S. Embassy to learn what plans are in place for the protection of American citizens. If the emergency is one that threatens only the program, the Embassy should be informed of the situation, and its support requested. You should also notify the Office of Education Abroad as soon as possible. The Faculty Program Director should also meet with program participants as soon as possible and discuss what steps are being taken for their safety and what students should do on their own behalf. This should be done in such a way as to prepare and reassure them and without engendering a sense of panic.

Natural Disasters In the event of a threatened natural disaster, check with local authorities to find out what steps to take. The local U.S. Consulate may also have information for Americans in the affected area. The faculty/program director should take whatever steps are

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possible under the circumstances to remove the participants from the source of danger.

You should notify the Office of Education Abroad once you know the situation and where you might relocate students, if that possibility exists.

Civil Disasters In the event of civil disasters, such as acts of terrorism or political unrest, the faculty/program director should contact the U.S. Embassy immediately to see what plans are in place for the protection of American citizens. If the embassy cannot be contacted, the faculty program director should call the Office of Education Abroad immediately to discuss what steps should be taken (including evacuation, if necessary) to protect program participants.

MISSING PARTICIPANT The faculty/program director should notify the Office of Education Abroad immediately if any participant does not arrive at the program site on the first day of the program. If a student disappears during the program, the faculty/program director should first attempt to learn when and where they were last seen and whether anyone knows their whereabouts. If deemed necessary, the faculty/program director can begin a search or notify the police before consulting with the Office of Education Abroad. UHCL will decide if and when to notify the emergency contact.

Notify the Office of Education Abroad immediately in the event of a mid-program disappearance. A detailed incident report should be submitted as quickly as possible — preferably within 48 hours of notification.

HANDLING ILLNESS, INJURY OR DEATH OF A UHCL STUDENT ABROAD The information below contains procedures to follow in the event of a death of a UHCL student participating in a UHCL Education Abroad program.

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Whenever feasible, statements to the press should be made exclusively through the appropriate office at UHCL. Faculty/program directors abroad should not seek contact with the media, since many difficulties may arise when more than one source releases information to the media. Equally important is that all steps taken after the death be recorded for future reference. The information must be passed promptly, accurately, and completely at each communication link.

Steps: Verify the identity of the student.

Gather as much information as possible about circumstances surrounding a student's death abroad. Submit an Incident Report Form within 48 hours of the incident.

DO NOT notify the student’s family. An official representative of UHCL will do this.

Inform UHCL’s Office of International Admissions and Programs executive director or the assistant vice president of Global Learning and Strategy/senior international officer immediately. After hours: UHCL Campus Police: +001-281283-2222.

The Office of Education Abroad will inform necessary UHCL personnel, including the provost, UHCL Police, and UH System Legal Affairs.

Contact the local U.S. Embassy. For non-US citizens, notify the embassy or consulate of citizenship for that student. The Overseas Citizens Services (O.C.S.) in the Department of State Bureau of Consular Affairs is responsible for the welfare and whereabouts of U.S. citizens traveling and residing abroad.

Staff are trained and experienced and will follow their protocols.

The insurance carrier will be contacted for repatriation assistance. They will likely contact the faculty/program leader abroad directly.

Notify host institution authorities, if applicable. All circumstances around the death must be private until the local police completes an official investigation.

Notify the rest of the students. Ensure that group discussion and/or counseling staff are available to the extent possible. All circumstances around the death must be private until the local police complete an official investigation.

UHCL Counseling Services: +001-281-283-2580. They may be able to counsel via phone if needed.

AVOIDING LEGAL DIFFICULTIES Students and faculty are subject to the laws of their program country; some of the rights you have in the United States, including some protected by the Constitution, may not be available in other countries. Students need to be aware of what is 31

considered criminal in the country visited. See the Consular Country information sheets, which includes information on unusual patterns of arrest. Some of the offenses for which U.S. citizens have been arrested include: Drug violations.

Photography. In some countries, travelers can be stopped or detained for photographing such things as police and military installations, government buildings, border areas, and transportation facilities. If in doubt, ask permission to take a photo.

Communication monitoring and interception from social media, websites, emails, etc. If a student is arrested, contact the Office of Education Abroad immediately and submit an incident report within 48 hours of arrest notification.

DRUG AND ALCOHOL ABUSE AND MISUSE Overview of what faculty can do: Students participating in university-related travel are responsible for following local laws, rules, and regulations regarding the consumption of alcohol.

Students traveling for such purposes may be subject to any conditions placed on their travel by the group they are representing or participating with.

Advise that alcohol abuse and misuse, and related disruption, is not tolerated and may lead to disciplinary action by the university. Tell students about behaviors you will not accept on the program.

Discuss cultural norms about alcohol.

Do not ignore signs of excessive drinking; talk to the student right away.

Inform students regarding risky behaviors and dangerous neighborhoods to avoid, if known.

IMPORTANT: Do not serve alcohol to students at program-sponsored events, regardless of the local legal drinking age.

Encourage students to discuss alcohol abuse by fellow students with the faculty/program director. If a student becomes incapacitated or is in need of medical attention, others must know how to seek emergency help.

Remember that state funds cannot be used to purchase alcohol. As a faculty/program director, you are in a position of authority and responsibility, and you must be capable of addressing an emergency, should it arise. As a result, it is strongly advised that you not consume alcohol at such functions. Participation in and/or accompanying 32

students to social events that involve excessive consumption of alcohol implies that drunkenness is acceptable and sends a contradictory message regarding responsible drinking.

University of Houston-Clear Lake Alcohol Policy can be found in the Student Handbook.

THEFT The faculty/program director should check the best avenue for reporting theft in the host country. Report to the local police if a student is the victim of a theft. In order to process claims of thefts of property, U.S. insurance companies generally require a copy of the police report. The faculty/program director should assist a student as necessary to obtain a copy of this report. If a passport is stolen or lost, the student should report it to the nearest U.S. Embassy or Consulate as soon as possible. An incident report should be completed and submitted within 48 hours of the incident notification.

ARRESTS In the event that a program participant is arrested, jailed, or charged with a crime, the faculty/program director should obtain as much information as possible and contact the Office of Education Abroad. After a consultation, the faculty/program director may be asked to contact the nearest U.S. Consulate, informing them of the situation and asking for their guidance and assistance about what steps, including legal representation, can be taken. The faculty/program director should try to provide the Office of Education Abroad with information about pertinent host-country laws and possible penalties. The executive director, senior international officer, and UHCL officials will evaluate the gravity of the situation and decide whether it is appropriate to notify the student’s emergency contact. In consultation with UHCL leadership, decisions will be made about actions to be taken. Additional intervention might not be possible, but the faculty/program director and the Office of Education Abroad should do what is feasible to assist the student, especially if they must remain in jail, undergo further legal action like a trial, and so on.

SEXUAL ASSAULT

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University of Houston-Clear Lake is committed to providing an educational, working, and living environment where students, faculty, staff, and visitors are free from sexual discrimination and sexual misconduct of any kind. Title IX clearly prohibits sexual harassment (misconduct), which includes sexual assault and violence.

Employees, students, and visitors with questions or complaints regarding discrimination or sexual misconduct (such as sexual violence) under Title IX may contact the office. Please refer to the UHCL Title IX site regarding sexual misconduct reporting, responding to sexual misconduct, and policies, Title IX policies.

The faculty/program director should talk to the student directly, if possible, to gather information about the assault and the student's physical and psychological state, and to discuss how best to respond to the student's needs. All faculty and or professional employees, in representing UHCL, are mandatory reporters. The faculty/program director should be sensitive to issues of gender and be aware that the student may prefer the support and presence of someone of the same gender. Please contact the Title IX/Equity and Diversity Office at titleix@uhcl.edu. Title IX reporting can be found at the Title IX Policies page or the Report It page. Please note, emails and phone messages are monitored beyond formal office hours. If you do not get a response to your call or email immediately, please expect to be contacted the very next business day.

RESPONDING TO DISTRESSED AND DISTRESSING STUDENTS Studying abroad can be stressful. Students are adjusting to a new culture, possibly to a new language, and dealing with possible difficulties in group dynamics. Be aware of possible indicators of culture shock and psychological stress that include: Anxiety.

Nutrition issues: compulsive eating or lack of appetite.

Feelings of helplessness, irritability, and loneliness.

Isolation.

Not coming to program activities.

Excessive alcohol consumption.

Homesickness.

Sleeping more than usual.

Feeling depressed.

Getting angry easily.

A decline in spontaneity or flexibility.

Stereotyping of host country/culture.

Increase in physical ailments or pains.

Inability to work effectively.

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Boredom.

Unexplainable crying.

Students encounter stress for a variety of reasons. Academics, family problems, social situations, work, loss, and financial problems are just some of the sources of stress.

While most students cope successfully with these stressors, for some, the pressures become overwhelming and unmanageable. The inability to cope effectively with emotional stress poses a serious threat to a student's overall functioning. The expression of concern by a faculty or staff member may be a critical factor in helping a struggling student re-establish the emotional equilibrium necessary for success at UHCL Signs of Distress The following signs may indicate that a student is distressed. Problems in academic performance in conjunction with other signs of distress include: Changes in grades or academic performance.

Changes in class attendance or turning in assignments.

Unusual or disturbing content in writing.

Social Indicators Marked change in patterns of interaction (e.g., avoidance of participation, excessive anxiety when called on, dominating discussions) Social withdrawal Emotional Indicators Depressed or lethargic mood Increased anxiety Extreme mood swings Unusual or exaggerated emotional responses to events Unusual Behavior Agitation or acting-out behavior that pushes the limits of decorum and that interferes with the educational environment Drug or alcohol abuse Hyperactivity and/or rapid speech Marked change in personal habits Repeatedly falling asleep in class.

Signs of Crisis The following may also be present, which might signal a more serious mental health crisis: Destruction of property or other criminal acts.

Extreme anxiety resulting in panic reactions.

Inability to communicate clearly orally or in writing (garbled, slurred speech; unconnected, disjointed, or rambling thoughts).

Suicidal comments (orally or in writing).

Loss of contact with reality.

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Highly disruptive behavior.

Threats to harm others.

Stalking behavior.

If you are uncertain about when or how to approach a student about the appropriateness of a referral, or if the student resists a referral and you remain concerned, you can call Counseling Services for a consultation with a therapist.

Counseling Services will gladly consult with you and provide guidance about what you might want to do next.

Consultations about a student cannot be guaranteed to remain confidential, as it will be part of the student's counseling file if they do seek services, and at times, it may be necessary for the counseling staff to make this information known to the C.A.R.E. team. If you have questions about the need for a confidential consultation, please contact Counseling Services.

Tips for Responding to Distressed Students If you notice signs of distress, it can be very useful for you to check in with the student and see if you can get more information about what they are experiencing.

This will help you decide if you need a consultation and to whom you should refer the student. If you decide to approach a student or if a student reaches out to you for help, here are some suggestions: Talk to the student in private and be straightforward about your concerns for his/her (while his/her is grammatically correct, I recommend changing this to “their” to keep the pronoun consistent with other references to the singular “student” throughout the document) welfare.

Ask direct questions and take a calm and matter-of-fact approach. Ask the student directly what is going on. If you are worried about suicide, directly ask them if they have thoughts of self-harm. There is no need to be afraid of these questions – you will not be "putting ideas into their heads" by asking. Most distressed students are relieved to know that someone has noticed and is paying attention.

Listen to their thoughts and feelings in a respectful, caring, and nonjudgmental way.

Instill hopefulness and positive attitudes in resolving the problem. Assure the student of the availability of resources and of people who want to help.

Maintain clear and consistent boundaries and expectations.

Share your concern with the student. Cite your observations about the student’s own concerns or behaviors. Let the student know that you believe a consultation with a therapist could be helpful. Offer to allow them to use your phone to call for an appointment.

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Do not hesitate to follow up privately with the student to ask if they made successful contact with the Counseling Services. Due to confidentiality, Counseling Services will not be able to confirm or deny that the student made contact, so it is important that you follow up with them directly.

Avoid escalation. Distressed students can sometimes be easily provoked. Avoid threatening, humiliating, or intimidating responses. Distressed students are in need of listening and support. You can remind them of rules at a later time.

Do not promise confidentiality to the student. There will be times when you need to consult with others, and you do not want to feel that you are breaking a promise.

Know your limits. You will be able to assist many distressed students by simply listening and referring them to Counseling Services. Some students, however, will need much more than you can provide. If you notice that you have overextended yourself, provide a referral either to Counseling Services or to the C.A.R.E. team, depending on the nature of the student's distress.

Tips about Referrals When referring students to counseling services it is useful to: Reassure students that it is an act of strength to ask for help.

Explain that there are therapists committed to helping them be successful.

Dispute the myth that only "weak" or "crazy" people go for counseling.

Remind them that counseling services are free and confidential.

Offer to help them make the initial contact with Counseling Services.

WHILE ABROAD LOST OR STOLEN PASSPORT Report to the U.S. Embassy/Consulate immediately. If the lost passport is from a UHCL international student, contact their country's embassy and the Office of Education Abroad for assistance with obtaining their visa.

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DRIVING ABROAD Students are prohibited from driving/operating motor vehicles while participating in university-sponsored education abroad program activities in foreign countries. Faculty and program leaders must arrange/contract for the use of reputable, safe, reliable, and locally hired (public or private vendor) transportation services in order to service the transportation needs for the program.

Money Matters Notify your bank that you will be traveling abroad and find out the best way to contact them if you have trouble accessing funds abroad. In addition, ask what fees you will be charged when accessing your funds abroad. How much money can you take out/spend at one time?

Discover & American Express are not as widely accepted abroad, so avoid using these cards. Check your card expiration dates.

Exercise caution when strangers approach you offering to sell something or to be a guide.

Beware of pickpockets.

Appear purposeful and confident when traveling.

Use ATMs that are well lit, in a safe location, and withdraw only as much cash as you will need in the near future.

Keep cash in a secure location. Consider the use of an undergarment money belt/pouch on the body and underneath clothes.

Note credit limits on each credit card. Know how to report the loss of your credit card from overseas.

Be discreet when paying a bill.

Program leaders should avoid "borrowing" money to students or paying for things on the student's behalf.

Cell Phones and Wi-Fi Faculty/program leaders are required to have a cell phone when leading an education abroad program. Faculty/program leaders are encouraged to look into international calling with your existing phone plans, purchase a cell phone or local SIM card for your U.S. phone on-site. Program-related phone costs should be included in the program budget, so look into these options early.

Companies are also providing traveling routers/hot spots to provide Wi-Fi connections while abroad. There is typically a limit to how many people can connect to them, so this may be an option for multiple program leaders or smaller programs.

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Think about how you will communicate with students and how they can communicate with you in the case of an emergency, and if you will require students to have a cell phone with access to dialing, texting, and data. Some program leaders have found it useful to set up Facebook, We Chat, WhatsApp, and similar groups ahead of time so that everyone can communicate with one another. Keep in mind that these apps require Wi-Fi/data, so another communication plan is necessary for when participants are not in Wi-Fi access areas. Make sure to test your communication plan with students on-site.

Health Resources • Centers for Disease Control and Prevention • The International Association for Medical Assistance to Travelers can provide a faculty program directory of English-speaking doctors in 500 cities in 120 countries.

• World Health Organization

WHAT TO BRING The excerpts below pertain to both faculty and students: Travelers should dress conservatively to avoid being a target and to avoid the appearance of affluence.

Travel light.

Carry the minimum number of important documents and plan a place to conceal them.

Passport, cash, and credit cards are most secure when locked in a hotel safe.

Avoid putting valuables in purses, fanny packs, and outside pockets, which are easy targets for thieves.

Bring a copy of your passport in case yours is lost; keep this copy separate from the original.

Use covered luggage tags to conceal identity and nationality.

Make two photocopies of the passport identification page. Email a copy of your passport identification page. Leave one photocopy with family or friends at home.

What to Leave at Home Valuable or expensive-looking jewelry Irreplaceable family objects All unnecessary credit cards A copy of the itinerary with family or friends Copies of passport and credit card numbers 39

Hotel and Dormitory Advice Keep room doors locked at all times.

Meet visitors only in the lobby.

Do not leave money and valuables in the room. Use a safe if possible.

Let someone know when to expect your return when you go out. The buddy system is strongly recommended at all times.

If out late at night, do not get on an elevator if there is a suspicious-looking person inside.

Read the fire safety instructions in the place of stay. Know how to report a fire. Know where the nearest fire exits and alternate exits are located.

Know which car services are safe to take.

Learn how to negotiate travel fares, if applicable.

Advise students to be aware of traffic patterns.

Talk to students about crossing the street as a group. Pay attention to traffic lights. Often the whole group will not be able to cross at the same time.

Pedestrians probably do not have the right of way!

Reaffirm policy for students not to rent or drive vehicles or any machinery.

Traffic deaths are a major cause of death for students abroad. Be sure the students know this!

STUDENT FINANCES Faculty are responsible for developing a reasonable program budget. The program fee is only a portion of what a student pays to participate in a study abroad program.

Students must be made aware that they will need to have funds to cover additional expenses. When the student budget for a program is approved and published, it includes the program fee and estimates of necessary costs not covered by this fee.

This is done for two reasons: 1) to give the student a realistic picture of the total cost of the program and 2) to provide Financial Aid the information necessary to adjust a student's financial aid award to cover the costs of studying abroad (if eligible). The Office of Education Abroad provides the student budget information directly to Financial Aid along with a list of accepted students.

What to Do if a Student Runs Out of Money Despite all the advice and pre-departure preparation, some students will find themselves short of funds. Some possible solutions could be: •

Have the family use a cash app (e.g., Zelle, PayPal, etc.) or deposit funds into the home account so the student can access the funds through an ATM

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•

Have the family send a bank wire or transfer Western Union/MoneyGram. Many credit card companies provide legal, medical, and financial services worldwide 24 hours a day, including emergency cash advances and card replacement, often within hours.

UHCL PROPERTY Education Abroad Programs and Export Control Export Administration Regulations (E.A.R.) and International Traffic in Arms Regulations (I.T.A.R.) prohibit the transport of certain items when traveling outside the U.S., regardless of the type of funds used to pay for the travel. In addition, the Office of Foreign Assets Control (O.F.A.C.) may prohibit travel to embargoed countries even when exclusions to E.A.R. and I.T.A.R. apply.

If UHCL property (laptops, P.D.A.s, etc.) is being exported, follow the standard procedures (if applicable) through the Travel Office.

AFTER THE PROGRAM Once you have returned from your program, contact the Office of Education Abroad to discuss program details. Reflection on the program experience is easier immediately upon return, so do not delay the visit to the Office of Education Abroad. Jot down any issues to discuss, including both the successes and challenges of the experience. In addition, the Office of Education Abroad will request that you complete a survey to share your experience leading a program.

Program Surveys The Office of Education Abroad emails a program survey to each participant prior to the end of the program. The survey remains open for two weeks. Results from this survey are provided to the program leader. Information collected in the survey is very important to future program development and helps the office assess education abroad learning outcomes. Thank you in advance for encouraging your students to complete the survey and allowing them time to do so at the end of the program.

Post-Program Meeting with Participants Meeting with students after the program will help foster a sense of community among participants and provides a valuable opportunity to market your program to potential

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participants. Some program leaders have held simple coffee chats, while others have hosted a dinner at their own home.

APPENDIX: Appendix A: Program Development Timeline

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Reminder 1-2 Years Start generating ideas for the type of study abroad program you would like to lead Program Development

Details      



12 Months Before Program Start Date Program Approval Finalize Pending Program Details

Upon proposal approval, create and submit a budget sheet.

Finalize the academic components of the program.

Submit program description, videos, marketing materials, etc., to E.A. Through UHCL Marketing and Communications, promote the program.

Participate in the Study Abroad Fair.

Apply for study abroad funding and grants.



Actively promote the program through a variety of sources – presentations, meetings, information sessions, etc.

Faculty/program director meets with students to discuss course(s) and program details.

E.A. advises students on general education abroad process.

Submit an internal agreement request if the program requires an agreement between UHCL and a foreign institution or entity.



Recruitment Activities & Advising

 

Finalize Pending Program Details

30-45 Days Prior to Program Start

   

Attend a health and risk management workshop facilitated by E.A. Schedule pre-departure orientation in conjunction with E.A. Apply for visas, if applicable.

Review the education abroad handbook.



If UHCL property (laptops, P.D.A.s, etc.) is being exported, follow the standard procedures through the Travel Office.

Familiarize yourself with students’ education abroad insurance and the available on-site medical facilities and services.

Connect with E.A. to ensure all program information is updated and obtain requested student data/reports.

   

One Week Prior to Program Start and Arrival

Research program feasibility.

Conduct a site visit, if applicable.

Submit a proposal to at least three education abroad providers or travel companies to facilitate your program. Select one of the providers' bids to build your program and input information in the program proposal.

Submit Faculty-Led Study Abroad Program Proposal and all corresponding materials by the deadline.

     

5-10 Months Before Program Start

1-3 Months Before Program Start

Review the Faculty-Led Study Abroad Program Proposal.

Contact the Office of Education Abroad & Scholar Services (E.A.) to discuss a possible program.

Consult with the respective department on the program proposal.

   

Register with the U.S. Embassy before departure.

Understand and become familiar with U.H. System Health Insurance and emergency services.

Ensure students have arrived safely and notify E.A. of any student who has not arrived.

Conduct an on-site orientation.

Request the students' in-country contact information, if applicable.

Ensure student health and safety.

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Appendix B: Education Abroad Itinerary Requirements (Proposal Sample) Program day

1

2

Date Transportation

May Bus

May Tube

Gatwick

1

to London

London

May 21 Tube London

London-

Full

First-class breakfast hotel, centrally located

2

20

4

Meals Included

Type From-To No. City B=Brkfst May Air Houston Overnight 18, to flight 2023

19

3

Lodging

3

London-

Full

same hotel

breakfast

LondonFull same breakfast hotel

44

Site Plans

Other: Indicate by day

L-Lunch D-Dinner On flight threecourse dinner

Threecourse dinner

three-hour

All entrance

private bus tour of London with guide, including guided visits to Westminster Abbey and St. Paul's Cathedral

fees included; a three-day subway (tube) pass included

Guided

All entrance

visit to the fees and Globe theater Theater; tickets (second two-hour balcony guided seats visit to included) Tower of bus London; transfers for evening evening theater theater performance performance at the included Globe Lecture: three- London and course Its Literature dinner 10 a.m. – 2 p.m.

Day

CONTACT HOURS SAMPLE ENGL 2332 WORLD MASTERPIECES I FRENCH AND SPANISH PROVINCES Education Abroad Expedition of France and Spain designed by Linda Bryan Activity Contact Hours

T.B.A. T.B.A. T.B.A. Day 1:

Day 2:

Day 3:

Day 4:

Day 5:

Day 6:

Organizational Meeting, syllabus, and course requirements On-Campus lecture on Ancient Greek culture and epic poetry On Campus lecture on The Iliad

3

Flight from Houston, Texas (Intercontinental) Arrive in Madrid where you will be met by your site liaison.

Walking excursion to the "Puerto del Sol" (Gate of the Sun). It is the Heart of Madrid and is ground zero for the roads starting to every comer of the country. It is in the old section of the city.

Lecture: in the Renaissance.

Excursion Spain of Madrid with an expert guide, including exploring the 18th century Royal Palace and the Prado Museum. This museum is world-famous; it is an early 19thcentury building that houses a superior collection of paintings from the Gothic period through the High Renaissance.

Lecture: Don Juan Legend and Its influence on Madrid-El The Escorial-Valley of Fallen (Valle de los Caidos) literature Segovia-Madrid.

Full-day excursion that includes the massive Monastery-Palace of el Escorial, built by Phillip II and the Valley of the Fallen, the Spanish Civil War memorial dominated by its 492-foot cross. Stop in Segovia, an important military post in Roman times to see its incredible aqueduct and visit its clifftop Alcazar, the romantic fortress of Queen Isabella.

Lecture: Cervantes andto Don QuixoteToledo to visit the Madrid-Toledo.

Journey El Greco's Church of Santo Tome and see the famous painting "The Burial of the Count Orgaz" (El Entierro del Conde de Orgaz) and the Gothic Cathedral that portrays the 12 apostles by EI Greco.

Continue to Seville.

Lecture: Drama-Lope Vega and Fuente Saragossa & Catalonia. de Morning at leisure onOvejuna the streets once walked mainly by Moors. Visit the imposing Basilica del Pilar. Once through Catalonia to the seat of the 1992 Summer Olympics, Barcelona Lecture: Political and Religious Conflicts-Spain, France, England

3

45

3 3

3

3

3

3

Day 7:

Day 8:

Day 9:

Day 10:

Day 11:

Day 12:

Day 13:

Day 14: Day 15: T.B.A.

Barcelona Morning guided excursion including the boisterous La Rambla Boulevard, the Plaza Cathluiia, and the Gothic Quarter. You'll hear about Guadi, who seems statuary almost everywhere.

Lecture: Rabelais' Carcassone, Nimes.Gargantua Back on the and road, Pantagruel across the French border, to the walled city of Carcassone for a brief visit.

Arrival this afternoon in Nimes for dinner and overnight.

It's a different language you are hearing now!

Lecture: Spanish and French Medieval Lyrics-The Provencal Poets Exploration of Roman amphitheater, better preserved than the Coliseum in Rome, the Maison Caree, and the Jardin de fa Fontaine. Drive to Pont du Gard (a Roman aqueduct) and continue south through the University town of Aix-enProvence.

Lecture: Tales to the Rhone River to the TGV trainMedieval to Paris. Venture valley to the "City of Light."

Lecture: Courtly Love and Marie de France; Malory's Morte Darthur.

See the Notre Dame Cathedral, the Sorbonne and the bistros of the Quartier Latin, Napoleon's Arc de Triomphe, the Champs-Elysees, and the Eiffel Tower, and all in the company of a local guide. A brief visit to the Louvre.

Lecture: Medieval Christian Heroes- The Song of Roland and Sir Gawain and the Greek Knight The Bastille, Versailles. Free time this morning. Evening excursion of the Paris illuminations, followed by a boat ride down the Seine on a picturesque bateau-mouche.

Chartres, Loire Valley. Optional field trip to Chartres Cathedral, famous for the blue of its stained-glass windows. Continue along the River Loire to the startling chateaux of Chenonceaux and Chambord. You'll have lunch in Blois, and dinner upon your return to Paris.

Lecture: Philosophy Independent study and Essays-Aristotle and Montaigne

3

3

3

3

3

3

3

Depart for I.A.H. On-campus. Lecture on the research paper. Approve Topics.

Summary of course.

Total Contact Hours

3 48

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Acknowledgments This handbook is adapted from the NAFSA publication, The Guide to Successful Short-Term Programs Abroad. Additionally, it is a compilation of information, text, ideas from various international offices at universities across the United States. Education Abroad gratefully acknowledges the following resources: Program Handbook, Michigan State University Program Handbook, Penn State University University of Houston-Clear Lake Colleges and Departments Faculty Handbook, the University of Texas at San Antonio Faculty Handbook, University of Notre Dame Program Leader Handbook, University of Minnesota Duluth Program Leader Handbook, University of Tennessee-Knoxville Guide to Education Abroad for Advisers and Administrators, NAFSA Association of International Educators The Guide to Successful Faculty-Led Programs Abroad, NAFSA: Association of International Educators

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