Procedures for TCU sponsored activities away from campus

 

 

Metroplex experiential

Beyond the metroplex, U.S.

International

Approval process:

File description of activity with Department chair/Program director and obtain their endorsement.

File detailed itinerary for the planned study with the crediting dean and obtain the dean’s endorsement.  Interdisciplinary courses need the endorsement of each concerned dean.

Obtain the dean’s endorsement and file detailed itinerary for the planned study with the CIS*.  Interdisciplinary courses need the endorsement of each concerned dean.

Be sure to have contracts with off-campus vendors or agents approved.  See the Handbook for Faculty and Staff, General Policies and Services:  Contracts.

 

For students whose experience is unaccompanied (e.g., independent study, internship, etc), in addition to the above, a regional contact must also be identified.

After approval, before departure:

Each student must complete the Assumption of Risk form.  This will be kept on file in the department or in CIS* if the program is international.

Sponsoring faculty and staff who drive TCU vehicles or who transport students should submit their information to Risk Management for a moving violations record check prior to driving.  (No one who has two or more moving violations in the past three years, a conviction for DUI, drag racing or manslaughter with a motor vehicle should drive on TCU business.)

 

Though student orientation may be determined necessary by the individual program, a formal orientation is not required.

All students must attend an orientation appropriate for the planned activity and destination.†

All students must attend a CIS* orientation appropriate for the planned activity and destination.†

 

Each participant (faculty and students) must complete a confidential disclosure of specific health problems and medications.  This information is to be taken along on the trip by the coordinator.

 

Under certain conditions, first-aid or first response training is recommended.‡

All participating faculty must attend an annual faculty orientation.‡

 

Arrival and departure plans not already included in the study itinerary should be reported to the sponsoring department once flights, etc. are arranged.  This is the responsibility of the student, although in certain circumstances faculty may coordinate planning for the entire class.

Arrival and departure plans should be reported to CIS* once flights are arranged.   This is the responsibility of the student, although in certain circumstances faculty may coordinate planning for the entire class.

Required elements:

Any program fee collected from participants for the program will be deposited in accounts in the Dean’s Office (or in some special cases and with the Dean’s approval, in the department).

All funds for the trip must go through accounts in the CIS* (or appropriate Dean’s office in the case of non-CIS sponsored trips).  No additional monies are to be collected by faculty members while on the trip.  If additional charges are incurred, either the faculty will pay on TCU’s behalf or the students will pay the vendor themselves, e.g., for meals not included in program fees.

 

Approved guests who go along on trips must pay relevant program fees.  At the discretion of CIS and/or the Dean’s Office, guests may be required to pay an audit fee for the course.

 

Each student is encouraged to bring a cell phone with the number reported to the sponsoring faculty in advance and a list kept in department or Dean’s office.

Each faculty sponsor abroad is to have an international cellular phone available at all times.  Arrangements for phones may be made by the individual, with charges against the program budget.

 

Contact forms are to be completed by students traveling on their own during the experience, e.g., weekend trips in Europe or Silver City.  Students who are minors should confirm that their parents know where they are going.  These forms are then turned in to the sponsoring faculty.

 

Variations in planned itinerary for the program should be reported to the Dean’s Office as a central information point.  E.g., students who change arrival plans, class travel plans, etc.

Variations program planned itinerary for the program should be reported to the CIS* as a central information point.  For example, students who change arrival plans, class travel plans, etc.

 

 

Travel Warnings from the U.S. Department of State must be monitored and heeded according to the TCU policy.**

 

*CIS = Center for International Studies: Study Abroad

 

†Orientations for graduate and undergraduate students, adults and minors may differ.  For international trips, appropriate information should be provided to the CIS when the orientation session is scheduled.  Orientations may address as necessary:  alcohol laws, other legal issues, foreign language phrases, issues related to 3rd world country travel.

 

‡Orientation for faculty will recommend first-response and/or first-aid training as appropriate.  Faculty orientation may include information on alcohol laws in destination country or state.  It is advisable that two or more responsible adults be sent with the accompanied minor students.  This could be multiple faculty, faculty and staff, or faculty and graduate assistant.  Gender diversity is encouraged.

 

**TCU Policy on study abroad during Travel Warnings:

Faculty, staff and students should be aware of Travel Warnings issued by the U. S. Department of State concerning countries for which travel by U.S. Citizens is considered dangerous and should be avoided.  Prior to making any travel plans, those wishing to travel abroad using TCU or external research funds should check the U.S. State Department Website for advisories (http://travel.state.gov/travel_warnings.html) and the Risk Management Website (www.saf.tcu.edu) for a current listing of restricted countries.  TCU will not permit employees to travel on University business to countries where Warnings have been issued. 

 

Individuals should be advised that TCU Risk Management (insurance coverage) will not cover any claims arising out of travel in areas where a Travel Warning has been issued.  Further, emergency repatriation coverage may be limited or not available in additional countries that are not on the State Department Travel Warning list.  University travel is prohibited to countries listed on the TCU Risk Management site without prior written approval by the dean or unit head.

 

In cases where the State Department has issued a Public Announcement (short-term risk conditions) for dangerous areas within a country, TCU faculty/staff/student groups are not permitted to travel in the designated area without prior written approval by the dean or unit head. 

 

If a faculty/staff/student group has planned for travel abroad and a Travel Warning is issued prior to departure, that travel must be cancelled, even if deposits have been paid.  If an individual or group has departed prior to a Travel Warning, the individual or group must return to the U.S. as soon as possible.  In both cases, university funds will be permitted as expense reimbursement. 

 

Contact should be made with TCU as soon as possible to coordinate return and to establish a communication point.  TCU has an international 800 number that provides twenty-four hour emergency contact from most countries.  An information travel card is available through TCU Connect (ext 4357.)

 

Itineraries and emergency contact information should be on file with the department chair prior to travel on any TCU funded trip outside the U.S.

 

 

 

Of particular importance for international trips are the following procedures:

·         Obtain the dean or department head's endorsement and forward to the Center for International Studies:  TCU Abroad

·         Attend a faculty/staff orientation offered by the Center.

·         Have all students complete legal and liability paperwork (available from the Center).

·         Hold a pre-departure orientation with students, and have a member of the Center attend to cover health, safety, and liability issues.

·         File a detailed itinerary with the Center, including flight information, housing information, emergency plans, and on-site contacts.

·         Heed Travel Alerts and Travel Warnings according to the TCU policy.

 

Adopted by Provost Council 10/19/2005