FACULTY HANDBOOK -2017- SHORT-TERM INTERNATIOANL PROGRAMS

SHORT-TERM INTERNATIOANL PROGRAMS
FACULTY HANDBOOK
-2017
James Madison University | Office of International Programs | Updated May 2016
TableofContents
pagee
1. Introduction………………………………………………………………………………………………………………………
1
2. CourseProposalGuidelines………………………………………………………………………………………………
1
3. ProgramProposals–ItemstoConsider……………………………………………………………………………
4
4. DevelopingtheBudgetandSettingProgramCosts……………………………………………………………
6
5. ProgramDirectorandSupportPerson(s)……..……………….………….………………………………………
8
6. RecruitmentandMarketingResponsibilities…………………….…….……………….………………………
11
7. FinancialProcedures………………………………………….………….…………………………………………………
11
8. TravelArrangements………………………………………….………….……………….………………………………
13
9. CancellationoftheProgram………………………………………………..……………………………………………
14
10. Pre-departurePreparations………………………………………………..……………………………………………
11. HealthandSafetyIssues……………………………………….……………..…..………………………………………
15
16
12. PreparingforandRespondingtoCrisesandEmergencies…………………………………………………
17
13. Post-ProgramFinancialResponsibilities……………………………………………………………………………
17
18
19
19
20
21
21
22
14. ImportantPoliciesandProcedures………………………………...……………..……………………………………
15. StudentInformationSection……………………………………………………………………..………..………………
a. StudentAdmissionRequirements…………………..………………………………………………
b. ApplicationProcess………………………………………………..………………………………..……..
c. CancellationandWithdrawal…………………………………………………………………………
d. InsuranceandMedicalTreatment…………………………………...……………………………
e. Policies………………………………..…………………..……………………………………………………
OIPwebsiteURL:http://www.jmu.edu/international/abroad/faculty/program-development/index.shtml
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1.Introduction
TheOfficeofInternationalPrograms(oIP)servesasaresourceforJMUfacultywhoareinterestedindeveloping
Short-TermInternationalPrograms.TheofficeischargedwithoversightoverallJMUandnon-JMUstudyabroad
programsaswellasfacilitatingnon-creditprojectsinvolvingstudentstravellingabroadonbehalfofthe
University.Inordertoassistfacultyinplanningandorganizinganeffectiveshort-termstudyabroadprogram-onethatyouandyourstudentswillfindacademicallyandpersonallyenriching--theoIPhascompiledthis
handbook.Whilethehandbook,atfirst,mayseemoverwhelming,weaskthatyouviewitasaresource
documentcreatedtoprovidepolicies,procedures,andguidelinestoassistyou.
Takingintoconsiderationthetimeandexpenseinvolvedinplanningastudyabroadprogram,andmost
importantly,theneedtoensurethesafetyofthestudentsandtomaintainthehighestlevelofacademicquality,
wehaveadoptedspecificguidelinesforshort-termprograms.Thesematerials,whencompletedbytheprogram
director,assisttheoIPindevelopingprogramdescriptions,applications,andvariousotherpromotional
materialsaswellashelptoensureawell-runprogram.
ThishandbookisacompilationofideasfromoIPstaffmembers,facultyandadministrators,documentsfrom
nationalandinternationalconferences,universitiesandwebsites,andapplicableUniversitypolicies.Inaddition
tothisdocumentandguidancefromoIPstaff,expertsonstudyabroadexistinunitsanddepartmentsacross
campus.Ifyouarenewtoleadinganinternationalstudyprogram,theonemostimportantstepistoseekout
peoplewhohaveledprogramsseveraltimesbefore.Theyareinvaluableresourcestotheinternationalizationof
JMU.TheoIPstaffcanrefertoyouthesefacultyandstaffexpertsaswellasshareourownknowledge.
2.CourseProposalGuidelines
ThepurposeoftheseguidelinesistoprovideinformationtoJMUfacultywhowishtocreateanddirectShortTermInternationalProgramsforbothJMUandnon-JMUstudents.Theseguidelineswillassistdepartment
heads,collegedeans,andtheoIPstaffinevaluatingproposalsforshort-termstudyabroad.Allproposalsshould
bediscussedandmodifiedasneededbytheprospectiveProgramDirector(PD)andoIPstaff.
Thissectionprovidesinformationforfacultywhoaresubmittingastudyabroadproposalforthefirsttimeand
forfacultywhohaveofferedprogramsinthepastoronanannualbasis.Facultywhohavequestionsregarding
theprocedureareencouragedtocontactJasonGood,DirectorofStudyAbroad(DSA),540-568-7744,
[email protected].
RequiredProcedures
Whenaprogramproposalisintheexplorationorformulationstage,thefacultymember(s)mustmeetwithDr.
JasonGood,DirectorofStudyAbroad,todiscusstheprogramconcept.SuchdiscussionsallowtheoIPto
considerthevarioustypesofadministrativearrangementsthatwillbenecessarytoimplementtheprogram.It
willalsopermittheoIPtoappraisetherelevanceoftheprogramincomparisontoexistingprogramsandothers
beingconsidered.ThediscussionmayalsorevealpossibilitiesofworkingwithotherJMUfacultyaswellasother
Americanoroverseasuniversities.Itiscrucialtohaveasmuchinformationaspossibleinplacepriortothe
beginningoftheacademicyear.Proposalsreceivedafterthedeadlinewillbeconsideredforafutureterm.
Thecourse(s)musthavepreliminaryapprovalfromthedepartmentchair,astheprogramwillrelatetothe
department'stotalcourseofferings.Moreover,theappropriateinstructionaldepartmentmustbewillingto
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assignitsfacultymember(s)totheprogram;aconfirmationfromthedepartmentchairisstrongly
recommended.ItisuptothePDtoinquireaboutandmeetdepartment,college,andcommitteeapproval
proceduresandtimelinesinordertosecurecourseapprovalpriortoadmittingstudentsinNovember.
Subsequentstepsinthereviewprocessinvolvetravelplanning,feasibilityandlogistics,aswellasageneral
academicoverview.Itisessentialtoconsiderthehistoryofcooperatinginstitutions(ifapplicable),thecourse
objectiveandprogramoverview,instructionmethods,programaudience,academicexpectations,pre-departure
requirements,housingandmeals,transportation,tentativedailyschedule,sitedemographicsandcultural
highlights,etc.Aproposalmightbeacademicallysound,butimpossibletoplanwithinthecurrentuniversity
travelandlodgingcostguidelines.Alternatelyaproposalmightbeaffordable,butnotacademicallysound.
Thefacultymember'sdepartmentchairanddeanorCurriculumandInstructionreviewcommitteearethe
appropriatereviewbodiesforacademicqualityandcredit.Insomecases,theC&Ireviewmustbecompleted
beforefurtheraction,suchaspromotiontostudents,istaken.TheDSAandrelatedoIPstaffaretheappropriate
grouptoreviewprogramfeasibility.
Aftertheinitialdiscussionsandthesubsequentdevelopmentofnecessarysupportingdata,theactualcourse
proposalmustbecompletedbythePD.Theacademiccoursedescriptionandlogisticalworksheetshouldinclude
informationregardingcoursecontent,requirements,evaluationinformation,itineraryandhousinginformation,
andhealthandvisarequirements.TheDSAwillassistwiththisprocesstoassurethatallrequiredinformationis
compiledintheproposal.
CriteriaforFormulatingCourseProposals
Thecourseshouldbeclearlyrelatedtodepartmentalandstudentacademicinterestsandgoals,providingeither
apertinentinternationalexpansionofthese,orasupplementationofcampusprogramssothattheShort-Term
ProgramhelpstostrengthenJMUacademicprogramsoverall.
Whetherintendedforundergraduateorgraduatecredit,theacademicvalidityoftheprogramrequiresthatitbe
formulatedwithseriousreferencetostudentsstudyingabroadforacademiccreditratherthanindividuals
merelyinterestedinoverseastouringonanon-creditorauditbasis.
Theproposedcourse(s)shouldbeclearlyrelatedtothespecializedprofessionalinterestsofthefaculty
member(s)concerned.InstructorsofgraduatecoursesmusteitherbeamemberoftheJMUgraduatefaculty
fromtheofferingdepartmentorbeapprovedtoteachatthegraduatelevel.Short-termprogramsshouldbeled
byactiveregularfacultymembers.Adjunctfacultymembersmayteachinshort-termprograms,however,
shouldpartnerwithanotherfull-timefacultymemberasco-director.Retiredfacultymembersareeligibleto
serveasPDwithspecialpermissionfromtheAcademicUnitandtheoIPandshouldplantoaone-term
transitiontofull-timefacultymember.Summerteachinghoursareincludedinthemaximumamountallowed
peryearforadjunctfacultyfromMay1throughApril30.
ThePDisresponsibleforroutingthecourseproposalinordertoobtainallrequiredsignaturesindicatingthat
thecoursehastheappropriateapproval.Thesesignaturesinclude:thedepartmentalchair;thedeanofthe
college;thedeanofGeneralEducationProgramforGENEDcredit;andthedeanoftheCollegeofGraduateand
ProfessionalProgramswhengraduatecreditistobeoffered.Cross-listedcoursesshouldbesubmittedtoall
correspondingchairs.Separatecoursesofferedrequireseparateformsandappropriatesignatures.TheoIP
cannotguaranteethesuccessfulplanningorimplementationofproposalssubmittedaftertheposteddeadlines.
Followingreceiptoftheproposalpackage,theoIPwillworkwiththedesignatedfacultymember(s)regarding
theactualorganizationandadministrationoftheprogram.
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Duringtheplanningstages,theoIPwill:
• workwiththefacultymembertodevelopanacademicallysoundstudyabroadexperience;
• confirmthattheproposedcourseshavedepartmentalandcollegeapprovals;
• workwiththefacultymembertodevelopaprogrambudget;
• assessissuesofsafetyandliability;
• developpromotionalmaterials;
• assistinmarketingtheprogrambothonandofftheJMUcampus;
• assistinscreeningstudents,withactiveparticipationofthefacultymember(s)andthedepartment;
• processthenecessaryapplicationandlegalforms;
• coordinatestudentregistrationsincourseswhichareanauthorizedpartofthestudyabroadprogram;
and
• maintainfilesofallrequiredfinancialdataforUniversityandstateauditingaftertheprogram's
completion.
Diversity,Access,andInclusion
TheOfficeofInternationalProgramsiscommittedtodevelopingprogramsthatfacilitateaccessandinclusionof
allstudentgroupsincludingbutnotlimitedtostudentsofcolor,lowincomestudents,firstgenerationstudents,
LGBTQstudents,andstudentswithdisabilities.
Withthisstatementguidingprogramdevelopment,theoIPwantstoensurethatJMUstudyabroadprograms
fosterdiversityandinclusionbyofferingopportunitiesforallstudentstogainabroaderunderstandingofthe
world.Weareentrustingthatyou,asProgramDirectors,willtakethisintoconsiderationasyouplanoutthe
logisticsofyourprogram.
CourseOfferings
Asyouplanyourprogram,youwilldecideonwhatcourse(s)tooffer.Thisdecisionwillbeaffectedbythe
partnershipsandresourcesyouhaveonsite,youracademicdiscipleorexpertise,and/orifyourprogramwill
includeaco-directororotherinstructors.
Importantpointstonote:
• Allstudentsmustenrollinthesamenumberofcredits.Programsmayoffermultipleclassoptions,but
thetotalnumberofcreditsmustbeconsistentacrossthegroupofparticipants.
• Iftheprogramoffersbothgraduatecreditandundergraduatecredit,studentsmustenrollintheir
designatedacademiclevel.Studentsmaytakecoursesatbothlevelsduringtheprograms,however,
oncethetuitionrevenueontheprogrambudgethasbeenfinalized,studentscannotchangetheir
courseselections.
ContactTime
TheUniversity’sstandardcontacttimeforcreditcoursesappliestostudyabroadcourses.Contacttimefor
instruction,e.g.lecture,seminar,presentation,groupdiscussion,attendanceatarequiredprogram-orcourserelatedevent,field/labperiod,etc.is750minutespercredithour,or37.5hoursfora3-creditcourse.Predepartureorientationmeetingsandlecturesheldinthespringsemesteraswellasreadingorresearch
assignmentsthatareincludedinthecumulativecontacttime–aone-creditminimum–foraparticularcourse
shouldbelistedonthesyllabiasrequiredforallparticipantsandshouldbeapprovedbythedepartment
chair.Studentsadmittedintheprogramareexpectedtoattendallgrouporientationmeetings.
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GradeReports
FacultymemberswillberesponsibleforsubmittingthegradesforparticipatingstudentsonofficialUniversity
gradereports.ThePDwillberesponsibleforsubmittinggradechangestostudentsreceivinganincomplete"I"
gradeontheofficialgradereport.Non-JMUstudentsmayrequesttranscriptsfromtheRegistrar.
CourseEvaluations
TheoIPwillcollectprogramevaluationsfromstudentparticipantsaftertheprogramisover.On-site,duringand
attheendoftheprogram,thePDshouldadministerstandarddepartmentalcourseevaluationswith
modificationsapprovedbythedepartmentchair.
3.ProgramProposal–ItemstoConsider
Thelistbelowmaybehelpfultoanswerquestions/suggestionsabouttheproposedcourse/program.Questions
andissuestoconsider:
• Whatisthelengthoftheproposedprogram?
Short-Termprogramsaregenerallythreetoeightweeksinlength;however,fullsummer-session-length
programsandshorterexperiencesduringtheacademicyear,suchascredit-bearingspringandwinter
breaktrips,arealsoencouraged.Programsthatarelessthanthreeweeksinlengthon-sitewillbe
consideredifpre-andpost-programclassesareheldon-campus.Thedesiredmodel/timetablefora
short-termprogramisasfollows:3weeks=3credits,4-6weeks=6credits,6-8weeks=9credits.
•
Whatcountry(ies)willthisprograminvolve?
Residentialorsingle-countryprogramsarerecommended,asopposedtoprogramsthatsuggest
"touring"severaldifferentcountries.Single-countryorresidentialprogramswillalsobelessexpensive,
thusmoreattractivetostudents.
•
Pleaseprovideadraftofthedailyitinerary.
Anitineraryshouldincludedates/cities/countriestobevisited,dailyactivities,lectures,sitevisitsand
excursions(includingmodesoftransportation,siteand/orlecturefees,etc.)
•
Willstudentsbeexpectedtopayforadditionalfieldtrips?
Theitineraryshouldclearlyindicatewhichexcursionsandsitevisitsarecourse-related--thesewouldbe
forallparticipantsandincludedintheprogramcosts--andwhichareoptionaloratthestudents'
personalexpense.
•
Willstudentsbeallowedtotravelontheirownonweekends?andifso,howmuchshouldtheybudget
forpersonaltravel?
Pleaseprovideexamplesofthetypeofindependenttraveltheymaychoose.
Whatcontactsabroadcanbeutilized?
Facultymembersshouldprovidethename,address,phone/faxnumbersande-mailaddressofany
overseascontacts(educationalinstitution,facultymember,travelagent,etc.)whomightassistwith
logisticalarrangementsand/orschedulinglecturers,museumvisits,etc.TheoIP,incooperationwiththe
PD,willcontactthisperson(s)tocontractforlogisticalservices.
Howmanystudentswillparticipateinthisprogram?
GenerallytheoIPrecommendsthatthegroupsizebelimitedto10to20studentsperfacultymember.
•
•
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Pastexperiencehasshownthatisthemanageableforonefacultymemberandalsoprovidesasufficient
budgetonwhichtheprogrammaybebased.Largernumberscanbeaccommodatedinresidential
programswheretravelisminimizedandforprogramsthatinvolvemorethanoneinstructor.
•
Pleaseprovideadescriptionoftheprogramaudience.
Istheprogramopentoundergraduate-andgraduate-levelstudents?Mustparticipantsbeamajoror
minorintheprogramareaofstudy?Istheprogramopentonon-traditionalstudentsand/orspouses?
•
Whataretheprogramobjectives?
Pleaseprovideabriefdescriptionoftheprogramgoalsandobjectives.Willtheprogramprovidegeneral
educationcredit?Isitgearedtowardmajorsonly,oropentoalltypesofstudents,e.g.,non-majors,
undergraduates,graduates,students-at-large,non-traditionalstudents,non-JMUstudents?Itis
imperativethataprogramobjectivebeincludedintheproposal.
•
Whatcourseswillbetaught?
Willstudentsberequiredtosubmitwrittenassignments,meetonaone-on-onebasiswiththePD,etc?
Ifthecourseistocarrygraduatecredit,whatarethecharacteristicsofthecourseandthecourse
requirementsthatdistinguishthecoursefromanundergraduateexperience?
•
Whattypeofinstructionmethodwillbeutilized?
Howwillthecoursesbecarriedoutonthisprogram?Willtheprogramincludevisitstomuseums,
course-relatedorganizations,lectures,papers,journals,etc.?Whattypeofgradingprocesswillbe
utilizedforeachcourse?
•
Howmuchtimewillbescheduledforinstruction?
JMUrequires750minutesofinstructionalcontacttimepercredithour,or2,250minutes(37.5hours)
forthetypical3-creditcourse.Instructionalcontacttimemayincludelecture,classroomdiscussion,
visitsandexcursionstocultural,historical,andcourse-relatedsites,performances,etc.
•
Whatmodesoftransportationwillbeusedfromonesitetoanother?
Programsthatare"onthemove"orcovergreatdistances(i.e.fromonecountrytoanother)will
significantlyaffecttheprogramcostsaswellasposeamoresignificantlevelofriskandoversight.
Considerastudentreimbursementprocessforcostsassociatedwithlocaltransportationservices(i.e.
taxis,undergroundrail,buses)toandfromprogram-relatedsitevisits;thisencouragesindependenceas
wellastimelinessonthepartofstudents.
•
Whatistheproposedtypeofhousingfortheprogram?
Includenames,addresses,phone/faxnumbersande-mailaddressfordorm,familystay,hotelsorother
housinglocations.Note:Familymembers,friends,andromanticpartnerswillnotbepermittedto
shareroomsnorassignedtoroomsduringstudyabroadprograms.
•
Arethereanyspecialhealthrequirementsfortravelintheproposedcountry(ies)?
Identifyimmunizationorhealthconsiderationsthatthestudentsshouldbeawareofpriortodeparture.
•
Howwillon-siteproceduresforhealthcare(injuries,illness,etc.)behandled?
It’simportantforthewell-beingofthestudentstoprovideinstructionsforobtainingminorand
emergencymedicaltreatment.Priortodeparture,researchandevaluatelocalhealthcareproviders.
Canthestudentsgotothehostuniversity'shealthcenter?Istherealistofphysiciansavailableineach
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•
majorprogramsite?Remindstudentstocarryalistofrequiredinstructionsandtomaintainsecurely
adequatemedicationforanyknownmedicalconditionsandtoexpecttomakepaymentforany
services.StudentswithdisabilitiesshouldregisterwiththeJMUOfficeofDisabilityServicesforhelpto
determineeligibilityforservicesandaccommodations,ifappropriate.AnAccessPlanoutlining
accommodationsshouldbesubmittedtotheOIPatleastsixtydaysbeforetheprogramstartdatein
ordertoassessanddeterminetheabilityoftheuniversitytoprovideareasonableaccommodation.
Aspartoftheprogramfee,oIPwillpurchasehealthinsuranceforallstudentparticipants.Information
regardingtheplanwithbedisseminatedtostudentsatGeneralOrientation,butcanalsobeviewedon
theOIPwebsite.
Whatarethevisarequirementsandapplicationfeesforallcountriesinvolved?
Provideasampleformandapplicationcriteriaobtainedfromtheappropriateconsulate,alongwitha
contact'sname,address,phoneandfaxnumber.
•
ArethereanylocallegalrequirementssuchasI.D.cards,registeringwithlocalpolice,etc.?
Specialinstructionsaboutobtainingproperforms,identificationandregistrationproceduresshouldbe
reviewedduringprogramorientationmeetings.
•
Howwilltheprogrambeevaluated?
ParticipantsmustfilloutacourseevaluationforeachcourseasrequiredbyUniversitypolicy.PDsshould
makearrangementsthroughtheirdepartmenttohavetheevaluationsadministered.TheoIPalso
providesparticipantswithanopportunitytoevaluatetheprogram.TheoIPevaluationisseparatefrom
departmentalcourseevaluations.
4.DevelopingtheBudgetandSettingProgramCosts
Eachprogramwilldevelopabudgetwithdetailedexpenditurecategories.JackieCiccone,DirectorofProgram
Operations,willprovideguidanceonplanningthebudget,includingareviewofrevenueformulasandallowable
expenses,instructionsoncompletingtheExceltemplate,andadviceonpaymentoptions.
• Itiscrucialtodevelopaprojectedbudgetearlyanddeterminethecostofattendance,before
announcingthecourse.
• MicrosoftExceltemplatesincludeabudgetprojectionwhichwillcalculatevariancesinexchangerates,
fixedcosts,perpersoncosts,andotherfactors;anexpenditurespreadsheettorecordexpenses
throughouttheprogram;andaclosingfinancialreportwhichshouldaccountforallexpensesand
paymentsandreflectanyfinalbalancesforward.
• PDsareexpectedtohavebasicknowledgeofMicrosoftExcelinordertopreparethebudgetand
maintaintheexpenseworksheets.TrainingsessionsbyJMU'sITCenterwillbeofferedinlateSpring.
Followingareguidelinesfordevelopingabudgetandsettingtheprogramcosts.
• Decidewhattheprogramwillprovideandwhatstudentswillcoverwiththeirownadditionalfunds.Two
keydecisionsincludehowmanyandwhichmealstheprogramwillcoverandwhatadmissionfeeswill
becovered.Manyprogramsincludebreakfastanddinnerinthestudents'programfeesandadvise
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•
studentstobringmoneytopayfortheirownlunches.Theadvantagetothisprocedureisthatitcan
savetimeinthemiddleofabusyday.Iftheprogramprovideslunch,itcantakelongertogeteveryone
inandoutofoneestablishmentthantoletthembreakup,findlunchontheirown,andre-groupata
predeterminedtime.Keepinmindthatstudents'experienceoverseascanbediminishediftheyfind
theydidnotbringsufficientfundstocoverincidentalsoriftheydonotkeeptheirnutritionalneedsin
mind.
Questionstoconsider:howmuchshouldstudentsplantospendformealsoverhowmanydays?Will
studentsbeexpectedtopayhotel/restaurantgratuities?Ifso,pleasegiveaestimateofthetotalcostof
foodaboveandbeyondmealscoveredbytheprogramfee.
•
Withregardtoadmissionscosts,thePDmaywishtoincludethecostofsitesoreventsintegraltothe
courseinthebudgetandallowstudentstoselectandpayforothereventsthemselves.Itisbestto
includeanyfunctionforwhichattendanceisrequired,forexample:suppliescosts,includingartsupplies
ifapplicable,books,writingmaterials,laundry,andspendingmoney.Asarrangementsaremadefor
excursionsandactivities,besuretheyareacademicallyfocusedandnotmerelytouristoutings.
•
Trytoanticipateallpossibleexpendituresinbuildingthebudget,i.e.makeadetailedlist.Somefaculty
findtheycanholdcostsdownbyestablishingtheirownin-countrycontactswhoknowofmore
inexpensivefacilitiesthanatravelagentdoes.Otherprogramsarebestservedwithanexternal
providerwhoisaleaderindevelopmentandoperationofstudyabroadprograms.Thesequalified
travelserviceprovidersareoncontractwithJMUandwillhelpdevelopacustomizedprogramthat
meetsspecificlearningobjectives,managingalloranyofthefollowingcomponents:itinerary
development,logisticsandon-sitecoordination,crisisresponseandliabilitycoverage,andspecialvisits
andacademicfacilitiesabroad.
•
TheOIPwillcreatewebsitesandflyerstopromoteprogramswithoutfeesuntillaterintherecruiting
process.Allfeesaretentativeandbasedonfinalenrollment,anduntilthebudgethasbeenreviewedby
theOIP,givingafeerange,e.g.$2,000-$2,400,isadvised.
Thefollowingisanillustrationofitemstypicallyincludedinthebudget:
• landtravel(taxi,charteredbus,publicbus,subway,in-country/regionalflights,plusgratuitiesandtips
• accommodationsforstudentparticipants(hotel,dormitory,orfamilyresidence)
• food(mealstipend,groupdinners)
• administrativechargesforphone,fax,e-mail,etc.(includepre-departurecommunications)
• travelandorientationmaterials(maps,guidebooks,etc.,whosecostsaddupquickly)
• admissionfees(museums,theatre,concerts,etc.)
• lectureandguidestipends
• surprises(forexample,arestaurantthatautomaticallydeliversbottledwatertotheentiregroupwhen
itisn'trequestedorthereisdamagetopropertyinahotelorrestaurant)
• miscellaneouscontingencies(copies,parkingfees,luggagetransfers,emergencyfunds)
• requiredtaxes(V.A.T.,etc.)
Thetentativebudgetprojectionshouldincludeinformationregardinghousingandmeals,guestlecturefees;
classroomrentals;admissionfees;airfareforthePD;transportationto/fromtheairport;departuretaxes;the
approximatecostoflocaltransportationifthestudentshavetotraveltoclassesbybusortaxi;fieldtrips;etc.
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Studyabroadprogramexpensesforfacultymealsdonotoperateona"mealperdiem"basis.Instead,the
programsoperateonanactualcostbasiswhichshouldnotexceedthestatedepartmentperdiemguidelines.
PDsneedtoprovideactualmealreceiptsinlieuoftakingamealstipend.Formoreinformationaboutfaculty
andstudentmealexpenses,pleaserefertotheInternationalAccountingFinancialOperatingProcedures.
Studyabroadfeesdonotinclude:
• round-triptransportationbetweenthestudent'shomeandtheU.S.portofdeparture;
• returntransportationfromtheforeignprogramlocationtotheforeignportofdeparture;
• costofnon-programlocaltransportationattheprogramlocation;
• passportsandvisaapplicationfees;
• requiredphotographs;
• requiredphysicalexams,x-rays,immunizations,andothermedicaltests;
• health,accidentorlifeinsurance(otherthanthehealth/emergencypolicybuiltintotheprogramcost);
• independenttravelwhileabroad;
• expensesrelatedtothepersonalnegligenceofthetraveler,suchasfines;
• alcoholicbeverages;
• incidentalexpensesenrouteandabroad;and
• expensesfornon-teachingprogramassistants,supportpersons,oraccompanyingfamily
members/companionsofthePD.
Calculatethebudgetfortheminimumnumberofparticipants.Onceallcostsarefactoredintothebudget,there
willbeasupplementalprogramfeetoaddtothetuitionandfeesforeachstudent.Thetotalcostatminimum
enrollmentmaybeadjustedwitheachadditionalparticipant,thusloweringthecostsfortheentiregroup.
Remembertomaintainsomecontingencyfundsforunexpectedcosts,unfavorableexchangerates,spontaneous
program-relatedexpenses,feesforcurrencyexchangeandbanktransactions,and/orlast-minutewithdrawals.A
smallpercentageofthetotalfeeschargedtostudentsisappropriatedtooIPforadministrativeexpenses.Once
theprogramfeeshavebeenpostedtothestudents'accounts,noadditionalbillingwillbeprocessed.
ThePDshouldmonitorenrollmentandprojectedexpensestosettleultimatelyonafinalprogramfeethatwill
bebilledtothestudentsinApril.AllbudgetprojectionsmustbereviewedandapprovedbytheoIPbefore
programcostsareadvertised.Thefinalbudgetshouldbalancetozerotoreceiveapproval.
5.ProgramDirectorandSupportPersons
ClassificationofProgramDirectorsandAssistants
Oftentheteachingandadministrationofstudyabroadprogramsrequireadditionalassistance,eitherto
complementtheacademicexperiencesforthestudentsortoperformadministrativedutieswhichsupportthe
programingeneral.Itcanbedifficulttoidentifytheroleofanassistantduetotheuniqueandvaryingstructures
ofeachprogram,butmostindividualswillfallintooneofthefollowingcategories:
• ProgramDirectorandCo-Director:thiscategorywillincludedirector(s)inchargeoftheprogram,whoteach
oneormorecourses,andareindirectsupervisionofstudentsandallprojectson-site.
• Instructor/AcademicLeader:thiscategoryincludesindividual(s)whoseroleincludesteachingorco-teaching
atleastonecourseaswellasprovidesacademicandadministrativesupport,oranindividual(s)whodoes
notteachorco-teachbutpossessestechnicalabilitieswithoutwhichtheprogramcouldnotfunction.
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Non-teachingSupportPersonorStudentAssistant:thiscategoryincludesassistantswhoperformthe
record-keepingfunctionorassistwithstudents.Thismayincludeaspouse,student,oranyonedesignated
forthissupportrole.
TheoIPwilldeterminetheformalclassificationofallprogramassistantsandwillmakethefinalapprovalfor
employmentandcompensation.
SpecialnoteforJMUfacultywhohasservedasSemesterAbroadFMIRs:TheoIPdoesnotassign
"facultymembersinresidence"inshort-termprogramsinthesamecategoryassemesterabroad
programs.ProgramdirectorswhohavebeenassignedasFMIRsshouldbeawareofthesignificant
differencesinallowableexpenses.
CompensationforProgramDirectorsandAssistants
oIPwilllaunchthehiringprocessthroughJMUHumanResourcesandissuepaperworkrequestingpayment
throughJMUPayroll.Forprogramdirectors,thePT/Tsalarypercourse,basedoncollegeandranksummer
salary,orlessdependingonbudgetrevenues,isprocessedintwoparts--twoorthreeconsecutive
disbursementsonscheduledUniversitypayrolldatesduringtheprogramandthefinaldisbursementafterthe
programfinancialreportiscompleted.Forprogramassistants,paydateswillcorrespondtothedatesofservice
andareusuallysetforonelumpsumdisbursementtowardstheendoforfollowingtheprogram.Theamountof
compensationforprogramassistantsisestablishedbytheOIP.PDsshouldinquireabouttheappropriatesalary
amountbeforecommittinganamountwithprospectiveemployees.Compensationlimitsapplytofacultyand
staffon12-monthcontractswiththeuniversity.
ExpensesforProgramDirectorsandAssistants
Housing,meals,transportation,andmiscellaneousadmissionexpensesaswellasairfareforProgramDirectors
andInstructorsmaybecoveredbytheprogrambudget.
Expensesfornon-teachingprogramassistantsarelimitedtospecialgroupmealsandrequiredcostsrelatedto
studentsupervision.Theprogramdoesnotcoverairfare,housingorotherexpensesinlieuofcompensation.
Non-teachingassistantswhoenrollforcreditinthestudyabroadprogrammustcompleteapplicationformsto
beconsideredforadmissionlikeallotherparticipants.Theyareresponsiblefortuitionandfees;theirexpenses
asaparticipantareincludedintheprogrambudget.
ResponsibilitiesandExpectationsofAccompanyingFamilyMembers/Companions
AsuccessfulprogramabroaddependsonthefullattentionandleadershipofthePD.TheShort-termPDwears
manyhats:teacher,dean,academicadvisor,psychologicalcounselor,financialadvisor,tourguide,secretary,
even,attimes,janitor.Theworkloadforprogramsabroadisthusmuchhigherthanthatofteachingasimilar
courseoncampus.Forthisreason,facultymustcarefullyweightheprosandconsofhavinganyfamilymembers
orothercompanionsaccompanythemonthetripduringthetimetheprogramisinsession.PDsmust
rememberthattheirfirstpriorityistobeavailabletothestudentsinanypotentialemergency(orperceived
emergency)24hoursaday,7daysaweek,whentheprogramisinsession.Non-involvedvisitorsand/orthe
demandsoffamilyresponsibilitiescanbeadistractionandanunwelcomesourceofadditionalstressforthePD,
causingconflictsthataretotheseriousdetrimentoftheprogram.Accompanyingfamilymembersor
companions,ifnotenrolledasaparticipantintheprogramorclassifiedbytheoIPasaCo-Director,Instructor,
AcademicLeader,SupportPersonorStudentAssistant,arenotconsideredinanywaytobeparticipantsinthe
programorrepresentativesofJMUoranyinstitutionaffiliatedwithJMU.Accordingly,thefollowingissuesmust
beconsideredpriortotheprogram.
•
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TravelExpenses:StateandUniversitypolicyrequiresthatprogramdirectorsreimburseJMUforanytravel
expensesincurredonbehalfoffamilymembers/companions.Detailedrecordsshouldincludeseparationof
expensesofanyfamilymembers/companionsfromthereimbursableexpenses.Additionalcostsincurreddueto
non-programtravelbeforeoraftertheprogram,stopovers,routemodifications,ormodeoftransportmadefor
theconvenienceofthefamilymembers/companionswillbeborneentirelybytheprogramdirector.ThePD,
Instructor,orAcademicLeaderisresponsibleforthecostdifferenceincaseswherelogisticalarrangementsuch
asadoubleroomforadependentorspouse/partnercostsmorethanthepriceforasingleroom.
OftenPDsplantocombinepersonaltravelaroundthestudyabroadprogram.Whengettingpricequoteson
flights,OIPwillneedacomparisonforadirecttriptotheprogramsite.TheticketcanbebilledtoJMU,butany
differenceshouldbereimbursedpriortodeparture.
FamilyMembers/Companions’PreparationfortheTrip:Familymembers/companionswillnotbereflectedon
theprogramparticipantlist,andthereforewillnotreceiveprogrammailingsorbeinvitedtotheprogram
orientationmeetings.However,PDsarestronglyencouragedtoshareinformationwiththeirfamily
members/companionsaboutthecountry,anticipatedactivities,andtherisksinvolved.Inwhateverway
possible,familymembers/companionsshouldinvestigatethesafetyissuesrelatedtothetrip.
ProgramRestrictions:Althoughfamilymembers/companionsarenotparticipantsintheprogram,theyare
expectedtoabidebytheprogrampoliciesandrestrictionsthatareimposedforsafetyreasons.Family
members/companionsshouldbeawarethattheirpersonalbehaviormustnotinanywayaffectthequalityof
theprogramortheexperienceoftheparticipants,andthattheirinvolvementingroupactivitiesmaybe
prohibitedbytheoIPifdeemednecessary.
MinorChildren:Childrenundertheageof18mustbeunderthesupervisionofanadultotherthanthePD.
Supervisionofminorchildrenisthesoleresponsibilityoftheparent(s).Atnotimeshouldaprogramparticipant
beaskedtocarefororsuperviseachildofthePD.
FeesandExpenses:Accompanyingspousesorotherfamilymembersmaybeenrolledforcreditintheprogram
coursesasfullparticipants(undergraduate,visitingstudent,non-degreestudent,graduate,orspecialstudent).
Programcostsareapplicableinthesesituations.Familymembers/companionswhoarenotenrolledforcredit
mayonlyattendclassesorexcursionsonaspace-availablebasis,andwiththepermissionoftheinstructorand
theoIP.Enrollmentforcreditisnotpermittedifaspouseispresentforonlyaportionoftheprogram.ThePDis
requiredtolistnamesofallnon-studentsaccompanyingtheprogramandindicatetherelationshiptothePD
andinwhatcapacityaswellasprogram-relatedstaysbeforeandaftertheprogram.Family
members/companionsareresponsibleforpayingallfeesandexpensesincurredoverseasaccordingto
conditionspre-arrangedbytheoIP.Ifafamilymember/companionattendsaclassorexcursionwiththegroup,
he/shemustpayanyfeesorexpensesinvolved.
Program-RelatedDuties:Familymembers/companionswillnothaveanyofficialduties(chaperone,driver,
assistant,etc.).Familymembers/companionsarenotprotectedbyJMUliabilityinsuranceforanyactionstaken
abroad,andareurgedtodiscussapplicableliabilityprotectionwithaninsuranceagenttoensurethatadequate
coverageisinplaceforhis/heroverseasactivities.
MedicalInsurance:Familymembers/companionsshouldhavetheirownmedicalinsurancecoverageforthe
periodoftheprogram.
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6.RecruitingandMarketingResponsibilities
WhileoIPstaffmemberswilldotheirutmosttopromotestudyabroadprograms,indisputably,themost
effectiverecruitersaretheprogramdirectorandformerstudentparticipants!Theresponsibilitiesandtasks
belowmayhelptomaintainclearandconsistentprogressinpromotingtheprogram.
TheProgramDirectorisexpectedto…
• assistoIPinthedevelopmentoftheprogramdescriptionbyprovidingrequestedinformationand
regularupdatesthroughouttheplanningprocess.
• announceinformationabouttheprograminclassesand/orconveytootherfacultymemberssothat
theymaymakeanannouncementintheirclassesregardingtheprogram.
• counselstudentswhomaybeinterestedinstudyingabroad.
• maintainalist(name,address,phonenumber)ofinterestedstudents,includinganywhohaveinquired
byphoneorinperson.
• contactstudents(particularlynon-JMUstudents)whohavecalled,e-mailed,orotherwiseinquired
abouttheprogram.Checkwiththemperiodicallytoseeiftheyremaininterested,andinquireifthey
requirefurtherassistanceinordertoapply.
• coordinaterecruitment/informationalmeetingsandinvitestudentstoattendthesemeetings.
TheOfficeofInternationalProgramsassumestheresponsibilityto…
• prepareone-pageflyerfordistributiontostudents.
• placeadvertisementsinpublicationssuchastheJMUBreeze.
• developwebsitesfeaturingtheprogramdescriptionsandcontactinformation.
• publicizerecruitment/informationalmeetingsoncampus.
• distributeone-pageflyersatspecialpromotionalevents
• fieldphonecallsandwalk-ininquiriesregardingprograms.
• meetwithstudentstocounselthemonvariousprogramoptionsavailable,andassiststudentsinfinding
astudyabroadprogramthatwillmeettheiracademicneeds.
• usepeeradvisingassistanceinordertoaidinrecruitment.
• hostanannualstudyabroadfairinlateSeptembertopromoteallinternationalactivitiesoncampus.
PDswhohavecompletedtheproposalprocessareinvitedtohostatableanddisplayprogram-related
visualsandmaterial.
7.FinancialProcedures
BeforetheProgramStarts
oIPwilladvisetheInternationalAccounting(IA)Office,abranchoftheDivisionofAdministrationandFinance,
aboutproposedinternationalprograms.IAprovidesfinancialmanagementadvice,analyzesprojectionsfor
compliancewithStateandUniversityregulations,andsupportsinternationalprogrammingbyprocessing
depositsandpaymentsbywiretransfer.IAandoIPorganizegeneralfinancialproceduremanagementsessions
inthefallsemester,withsmallergroupmeetingsareinthespringsemesterduringwhichmoredetailed
informationaboutmanagingfunds,on-linebanking,traveladvances,etc.isannounced.PDsarerequiredto
attendatleastonemeetingwithIAclosetotheactualdeparturedate.Oncetheprogramends,acompleted
summaryfinancialexpenditurereportmustbecompletedwithintwoweeksoftheconclusionoftheprogram.
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Priortodeparture,thePDshouldnotifyoIPandIAoftheneedtoinitiatedepositsorprepayprogram
expenses.Makingpre-paymentspriortothestartoftheprogramwillreducethevolumeofpaperworkon-site
aswellasassureactualcostsforaccommodations,services,etc.inU.S.currencywhichisadvantageousforthe
budgetprojection.
Prepaymentscanbemadebywiretransferdirectlytovendor,accountingvoucherorcreditcardpurchases.PDs
arediscouragedfromusingtheirJMUVISATravelCard,JMUVISASmallPurchaseChargeCard,orpersonalcredit
cardtoarrangeprogramprepayments.Expensesmadewithpersonalfundsfortransportation(plane,rail,etc.)
cannotbereimburseduntilafterthetravellerreturns.ThePDsshouldconfirmrestrictionsforreimbursementin
advanceofanypurchases.
Vendoragreementsandcontracts,requiringsignaturebyaJMUrepresentative,mustbeapprovedandsigned
byJohnF.Knight,AssistantVicePresidentforAdministrationandFinance.
IAwillpresentandreviewinstructionsforthefinancialreportandprovideasamplereport.PDsarewelcometo
consultwiththeoIPandIAstaffasneeded.
Reimbursementsforout-of-pocketexpendituresonbehalfoftheprogrammustbehandledstatesideandwill
notbeprocesseduntiltheSummaryFinancialReportandrelateddocumentationhavebeenreviewedbyoIP
andIA.ExceptionsmaybeconsideredbutarenotguaranteedintheeventofVISATravelCardorpersonalcredit
cardcharges(withtheexceptionofairfare)foremergencysituations.
Eachprogram'sfinalbudgetisdueintheoIPbymid-March,followingthefinalstudentdepositdeadline.TheoIP
willsecuretheappropriateadministrators'approvalsonApril1.Changestotheapprovedbudget(ifany)should
bepresentedoneweekpriortoprogramdeparture.Allbudgetsmustbepresentedintherequiredformat.
ManagingFundswhileAbroad
TheIAwillassistthePDondecisionstomanageprogramfundswhileabroad.Therearetwoprimarymeansof
accessingandspendingmoneyonbehalfoftheprogram:
• ABROADUSE:WellsOneCommercialVISACard–isadecliningbalancecardissueddirectlythrough
WellsFargoBank.ThecardfeaturesboththeChip&PINtechnologyaswellasthetraditionalmagnetic
stripe.TheestablishedcreditlimitontheVISAcardisbasedsolelyonthe“expensesabroad”budget
component.The“availablecredit”declinesasthecardisusedforprogramexpenses.Primaryuseofthe
cardwillbeforprogramexpenseswhileabroadandforprepaymentstooverseasvendors.Stateside
purchaseswiththesefundshowever,areprohibited.
• STATESIDEUSE:VISASmallPurchaseChargeCard(SPCC)–isacreditcardissuedfordepartmentaluse.
The bill is paid monthly by JMU, and the maximum amount of the charge cannot exceed $4,999.00.
Travelers may purchase air and rail tickets using the SPCC through the Internet if the vendor has a
securewebsite.
PurchasingEquipment,Supplies,andServices
AllplannedequipmentpurchasesonbehalfofJMUmustbelistedontheprogrambudgetforpriorapproval.
EquipmentpurchasedforprogramsareconsideredUniversitypropertyandwillbedecaledbyFixedAsset
Accounting.Alldecaledequipmentwillbeincludedinthedirector'sdepartmentalinventory,whichisupdated
annually.EquipmenttransfersanddisposalsarecoordinatedthroughPlantFundAccountingonly.Equipment
maynotbedisposedof,givenaway,orbarteredinlieuofservicesbyPDs.JointlyoIPandIAwillassistthePDto
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ensurethatallexpenditurescomplywithStateandUniversityprocedures,andthatdisbursementsare
necessary,reasonable,anddirectlyrelatedtothegoalsandmissionoftheUniversity.
TheOIPwillalsocoordinatepurchasingsupplies,textbooks,andotherbudgetedmaterials.Duetostrict
procurementpolicies,PDsarestronglydiscouragedfrommakingout-of-pocketpurchases.Facultymaybe
deniedreimbursementforunapprovedpurchases,soPDsshouldcheckwiththeOIPinadvance.
Foodandbeveragesareavailablefromon-campusvendorsandtheOIPcanfacilitatebillingtheseexpenses
directlytothestudyabroadprogram'suniversitybudget.PDsmayrequestreimbursementforfoodand
beveragespurchasedoff-campusforapre-departureorientationmeeting;asignedtravelexpense
reimbursementvoucher,anapprovedbusinessmealcertificationform,alistofattendees,andoriginalitemized
receipts(notjustacreditcardslip)mustbeattached.Reimbursementsarebasedonstandardperdiem
allowancesforfoodandgratuities.
8.TravelArrangements
TravelAuthorization
Earlyinthespringsemester,theoIPwillcompleteandprocessaTravelAuthorizationforeachPD.International
travelrequiresapprovalfromtheSeniorVPofAdministrationandFinanceonthecompletedTravel
AuthorizationFormpriortothepurchaseofairfare.Thisformallowsforothertravel-relatedfundssuchas
lodgingandgroundtransportationpriortodepartureforexpensesthatcannotbepre-paid.
TravelArrangementsforFacultyDirectorsandInstructors
Afteraminimumnumberofparticipantshaveenrolledbypayingtheirdepositandsubmittingtheirstatementof
intentform,thePDwilldiscusswiththeoIPhis/hertravelarrangementsinconnectionwiththeprogram.PDs
willberesponsibleformakingreservationsforairlineticketsonlytodestinationsrelevanttothespecific
programtheyaredirecting.TheticketpricesshouldbeapprovedbytheoIPpriortoticketing.Localtravel
agentsacceptJMUSmallPurchaseVISACreditCards.Ticketspurchasedwithpersonalfundscannotbe
reimburseduntilthetripiscompleted.Excessivelyhightravelcostsduetolastminutepurchases,added
destinations,orclassificationofseatingaresubjecttocomparisonreviewandmaynotbefullyreimbursed.
ItisstronglyrecommendedthatthePDtravelandarriveatleast48hoursinadvanceoftheprogramstarting
datetoprepareforthestudentarrivaldate.NotonlydoesthisaffordtheopportunityforthePDtosettlein
andprepareforthestudents'arrivals,butbenefitsthePDintheeventofunexpecteddelaysorproblemswith
accommodationson-site.TheOIPcollectstravelinformationfromthestudentsandmaintainsalistofflight
information.Occasionallyarrangementsaremadetomeetstudentsuponarrivalattheairport.Studentsshould
begiveninstructionsformeetingtheprogramdirectorand/orlocatingthehotelorprogramresidenceaswellas
optionsshouldtheyarrivelaterthanplanned.PDsshouldprovideestimatedcostsforlandtransportation(bus,
taxi,tube)totheprogrammeetingplace.
TravelArrangementsforStudents
StateregulationsdonotpermitJMUadministrativeunitsorfacultytorequirestudentstakea"groupflight"or
tomakeexclusivetravelarrangementswithaspecifictravelagencyorairlineonbehalfofgroupsofstudents.
JMUdoesnothavecontractualagreementswithtravelagenciesfor"grouptravel".Adviceonoptionsfor
travellingtotheprogramlocationmaybepresentedtothestudents,allowingthemtochoosetheirownmeans
tosecuretheirtickets.Adherencetotheseregulationsisessentialandisalsoimportantintermsoffaculty
JMU Short Term International Programs – Faculty Handbook
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liability.Inthecaseofcontractualagreementswith"studyabroadproviders",JMUwillcommittolandand"incountry"transportationonly;shouldthestudyabroadprovideroffertranscontinentalairlineoptions,the
studentsmaycoordinatetheoptionsforschedulingflightsandmustpaytheproviderdirectly.Studentsare
stronglyencouragedtopurchasetripcancellationinsurancethatwouldprovidemonetarysupportfornonrefundableexpensesandservicechargesimposedbypubliccarriersandtravelsuppliers,includingbaggageloss
ordelay.TheOIPrequiresstudentssubmittheirtravelitinerariespriortodeparture.
SafeAutomobileandLandTransportation
Useoffaculty-drivenautomobilesshouldbeconsideredverycarefully.Inadditiontorisksassociatedwith
drivingintheU.S.,facultyoperatingcarsabroadmaybeunfamiliarwithtrafficlaws,caroperation,
road/highwaysystems,etc.Acquiringvalidinsurancecoverageabroadmayalsoposeaproblem.Facultydriving
rentalvehiclesmusthaveavaliddriver'slicense(somecountriesmayrequireachauffeur'slicensefor
transportinggroups),agooddrivingrecordandfamiliaritywiththetypeofvehicletobedriven.Obtainmaps
anddetermineroutesbeforehandandsticktotravelplans.Studentparticipantsarenotpermittedtodrive
vehiclesaspartoftheprogramtransportation.Taxisand/orbusesarelikelytobeabetteralternative.
Anygrouplandtravelshouldbearrangedwithareputablefirm.Whendeterminingappropriatenessofthe
company,thePDshouldconsiderhowdriversareselectedandtrained,aswellastheamountofliability
insuranceavailable.Driversaretobeinstructednottopickupanyadditionaltravelers.Intheeventthattravel
arrangementsmustbemadeon-site,pleaseassurethatthedriverhasavalidlicenseandthatthevehicleisin
goodconditionandappropriatelyinsured.
9.CancellationoftheProgram
TheoIP,alongwiththeappropriatedepartmentand/orcollege,reservetherighttocanceltheprogramifanyof
thefollowingoccur:
• theprogramisnotabletosecureaminimumof6studentsneededforfinancialfeasibilityandsuccessful
programparticipation(10isrecommended).Exceptionswillbeconsideredwithspecialpermissionof
theExecutiveDirector.
• eventsatthestudyabroadsite(s)indicatethatthesecurityofstudentscannotbereasonablyprotected
• thereisasubstantialincreaseinthecostoftravel
• thefacultymemberdoesnotfulfillhis/herresponsibilitiesaccordingtotheregulationsentailedinthis
handbook
• thestatusofthefacultymemberinthedepartment/college/universitychanges
• theoIPstaffdeterminesthattheprogramisnolongerfeasibleforfinancial,organizational,orother
reasons.
SpecialnoteaboutcountrieswithStateDepartmentTravelWarnings:JMUdoesnotautomaticallyprohibit
studyabroadprogramstocountriesunderaDepartmentofStateTravelWarning.EachProgramDirectormust
submitadetailedtravelsafetyplanandexitstrategy.PDsshouldunderstand,however,thatstayingin-country
issometimessaferthanexiting.PDsneedtospecifywhytraveltoacountryunderaDOSTravelWarningisstill
thebetterchoiceoveracountrywithoutsuchawarning.StudyabroadtoacountrywithaDOSTravelWarning
issubjecttoapprovalbytheExecutiveDirectoroftheOIPandinsomecasesmaybedenied.PDsmustclosely
monitorthesituationonthegroundinthecountryinquestion,stayinginregularcontactwithpersonnelonsite
andwiththeOIPstaff.Eveniftravelisinitiallyapproved,ifchangingcircumstancesdictate,theOIPand/or
senioruniversityadministratorsmaycanceltheprogram.
JMU Short Term International Programs – Faculty Handbook
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OfficialnotificationofprogramcancellationwillbemadebytheoIP.Studentswillreceiverefundsfordeposits
andothermoniespaidtoJMUfortheprogram.JMUisnotresponsibleforsecuringrefundsforairfareorother
pre-departurecostsincurredbystudents.Studentsareencouragedtopurchasetripcancellationinsurancethat
providesbenefitsforrelatedtravelexpendituressuchasairfare,lostbaggage,etc.
10.Pre-departurePreparations
Orientation
Severaleventspreparestudentsfortheirexperienceabroad:themandatoryGeneralOrientationMeeting,
organizedbyoIPstaff,andprogram-specificpre-departureorientationmeetings,heldbyPDs.Atleasttwo
meetingsarerecommended.Thesemeetingsprovideagreatopportunitytogettoknowthestudentsinthe
program,tocommunicateimportantinformation,andtobuildgrouprapport.Ifpossible,holdthemeetingsin
aninformalsetting(somedirectorshaveheldpre-departuremeetingsintheirhomes).Inviteformerstudent
participantstohelpanswerquestions.Inaddition,remindstudentsaboutkeypre-departuretasksand
deadlines,andmakesuretheyareawareoftheneedtoattendtosuchessentialmattersascourseregistration
andpassportapplications.
TopicsTypicallyCoveredduringtheGeneralOrientationMeeting,presentedbyoIPStaff
PracticalDetails
• passportandvisainformation
• packinginformation
• safetyandhealthinformationthatincludesU.S.StateDepartmentConsularInformationSheets
• healthandsafetyrecommendations,includingemergencycontacts
• physiologicalandpsychologicalconsequencesofjetlag,cultureshock,homesickness,changesindiet,
decreasedorincreasedphysicalexercise,diseases,etc.
• insurancecoverage
• pre-registrationinstructions
• financialissues,e.g.billingfortuitionandfees,paymentdeadlines
AlcoholandDrugPolicy
• alcoholanddrugpolicyabroad
• consequencesofalcoholanddruguse/abuse
RecommendedTopicsforProgramOrientationSessions,presentedbythePD
Expectations
• Whatiscoveredinthecourse?
• Itinerary,includingarrivalinstructions,contactinformation,officialstartingandendingdates
• Whatdothestudentswanttoachieve?
• Whatcantheyexpectfromtheinstructorandhowcantheycontributetothecourse?
• Whatarethestudents'concerns?
• Howwilltheygetalonginagroupsituation?
CulturalSensitivity
• U.S.roleinpoliticsasitrelatestothearea(s)
JMU Short Term International Programs – Faculty Handbook
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• political/economicissuesinthecountryandregion
• communicationpatterns,socialstructure,religiousbeliefsandculturalpractices
• generalcharacteristicsofmale/femaleroles
• thegroup'sissuesconcerningsafety(womenoutalone,menaccompanyingwomen,etc.)
• recommendedindependentpreparation--books,languagestudy,physicaltraining,etc.
HealthandSafety
• Whatarethesafetyissuesintheareawhereyouwillstudy?
• Whatarethehealthissues?
• Whatprecautionsandadvisoriescanbemadetoreducevulnerabilityforstudents?
CourseRegistration
Acceptanceintoastudyabroadprogramdoesnotmeanautomaticregistrationforitscourses.Studentsneedto
beremindedthattheymustregisterforcoursesabroadthroughMyMadisonatthesametimeandinthesame
wayasiftheywerestudyingoncampus.Non-JMUstudentswillreceivespecialregistrationinstructions.
PDsshouldcheckclassrosterstomakesurethatstudentshaveregistered.Studentspursuingindependentstudy
projectsareresponsibleforclarifyingallcoursearrangementsbeforedeparture.Independentstudiestypically
arenottakeninlieuofaregularcourseofferedintheprogram.
11.HealthandSafetyIssues
Nofacultymemberleadingaprogramisexpectedtobeanexpertonallofthehealthandsafetyissueswhich
mayoccurduringthecourseofaprogram.Atthesametime,students(andtheirparents)willexpectto:
• participateinaventurethatisrelativelyfreeofpredictableharm
• bekeptinformedofreasonableprecautions,bothpriortodepartureandduringtheprogram
• haveaccesstothenecessarysupportandguidanceshouldanunexpectedmedicalconditionor
potentiallythreateningsituationarise.
Travel,housing,andotherarrangementsshouldbemadewiththefirstoftheseinmind,thatis,relativelyfree
frompredictableorforeseeableharm.Thus,eachPDmustbesatisfiedwithregardtotherelativesecurityofthe
variousportionsofthetrip.BoththePDandthestudentparticipantsshouldremaininformedofcurrent
conditionsoftheirdestinationareasandsafetyandreliabilityofthetravelservicestheywillbeusing.In
addition,thePDmustbepreparedtoserveasaresourcetostudentswhoexpressconcernsaboutsafetyor
securityorseektheassistanceofqualifiedexpertsformedicalcareorcounseling.JMU'sHealthServicesand
CounselingCenterstaffcanprovidesupportintheformofadvice,referencematerials,andcrisisintervention.
Studentscannotalwaysbeprotectedfromthreatssuchasillness,injury,theftorcriminalactivity.Theruleto
followis:bepreparedfortheunexpected.Priortodeparture,PDsshouldformulateanEmergencyResponse
Protocol,e.g.aplanastohowtorespondtoamedicalorsecurityproblem.Inadditiontofactorsspecifictothe
students'needsandtraveladvisoriesspecifictosite(s),PDsshouldconsiderwidelyacceptedguidelinesforsafe
studyabroadadministration.NAFSA’sGuidelinesforResponsibleStudyAbroadisanexcellentresource.
JMUworkshardtoensurethesafetyofallindividualswithinitscommunity,howeverstudentsandemployees
themselvesmusttakeresponsibilityfortheirownpersonalsafetyandthatoftheirpersonalbelongings.Simple,
commonsenseprecautionsarethemosteffectivemeansofmaintainingpersonalsecurity.
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FurtherinformationcanbeobtainedfromtheJMUDirectorofPublicSafetyat(540)568-6913,aswellasthe
PublicSafetywebsite:www.jmu.edu/pubsafety/index.shtml.Formoreimmediateandlocalizedmatters,the
PDshouldconsultlocalauthoritiessuchastheU.S.Embassy,securitypersonnelathostlocation,andlocallaw
enforcementagents.
12.PreparingforandRespondingtoCrisesandEmergencies
AsPDwiththeresponsibilityofleadingaJMUstudyabroadprogram,youmanyneedtohandleanemergency
involvingoneormoreofthestudentsinthegroup.Studentscananddobecomeill,sufferaccidents,arethe
victimsofmuggingsandassault,findthemselvescaughtupinpotentiallyviolentpoliticalsituations,failto
returnontimetoprogramsattheendoflongweekends,etc.Whileitisimpossibletoplanforallcontingencies
involvingourstudentsabroad,itisessentialtofollowproceduresthatfacilitatearesponsibleandlevelheaded
methodofhandlingemergencieswhentheydoarise.ThePDandoIPstaffmustworkintandeminorderto
provide,inaconsistentandpredictableway,forthesafetyandwell-beingofJMUstudentsabroad.Wealso
needtotakereasonableandprudentmeasurestolimittheUniversity'slegalliabilities.
JMUhas,therefore,developedspecificproceduresdesignedtosafeguardthewelfareofprogramparticipants,
andtoprotecttheUniversity'sinterests.TheoIPisresponsibleforcoordinatingtheUniversity'smanagementof
emergenciesaffectingparticipantsinJMUstudyabroadprograms.TheoIPwilldistributeaguidecalledJMU
EmergencyProceduresforStudyAbroadProgramstoallPDspriortothestartofthesummerterm.ThePDwill
beexpectedtofollowtheproceduresoutlinedinthisguideandtoinformthestudentsabouttheseprocedures
duringon-siteorientation.Observingtheestablishedproceduresoutlinedwillhelpensurethatourstudents
participateinandlearnfromauniqueeducationalexperienceabroadinasafeenvironment.
13.Post-ProgramFinancialResponsibilities
FinancialReport
ThePDshouldcompletethesummaryfinancialreporttoIAwithintwoweeksoftheconclusionoftheprogram.
ThePDmustsubmitthereportandsupportingdocumentation--cashreceipts,itemizedvendorandmeal
receipts,currencyexchangereceipts,debit/creditcardreceiptsandsupportingdetail,cashbook/expenditure
logs,spreadsheets,andbankstatementstooIPintherequiredcompletedformat.Theserecordsmustbelegible
andpresentedinsufficientdetailtosatisfybothUniversityandStateauditingrequirements.
ThePDshouldpromptlyreturnanysurplusfundstoIAforimmediatedepositintotheappropriateprogram's
LocalAccount.Inaddition,anyfundsduetotheprogramshouldbeprocessedasadepositintotheJMUlocal
programaccount;contacttheOIPforassistanceonthatprocess.
Toreducethelikelihoodoflateorrushedreports,thesalarypaymenttoPDswillbeprocessedintwo
installments.Two-thirdsofthePD'ssalarywillbedisbursedduringtheprogram;thefinalpaymentwillbe
releasedbyIAuponsatisfactorycompletionoffinancialresponsibilitieswhichincludethetimelyandaccurate
submissionoftheSummaryFinancialReportaswellthesettlementofallfinancialobligationsabroad.
Oncetheprogramhasendedandallexpenditureshavebeenreviewedandallopeninvoicesand
reimbursementsprocessed,remaining(surplus)fundswillbereportedtotheoIP.Smallsurplusbalancesmaybe
carriedforwardforfutureterms.
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14.ImportantPoliciesandProcedures
PoliciesforFaculty
PDsshouldbecomefamiliarwiththeJMUManualofPoliciesandProcedures,theFinancialProceduresManual,
theJMUStudentHandbook,andtheoIPStudyAbroadHandbook,locatedontheJMUwebsite.Severalpolicies
applydirectlytoJMU'sshort-termprograms:
FromtheManualofPoliciesandProcedures
• UniversityPolicy1107:IntellectualPropertyThispolicyisdesignedtoestablishownershipcriteriafor
intellectualpropertydevelopedbymembersoftheJMUcommunity,protecttheequitiesofthecreatoras
wellastheUniversity,anddefinetheresponsibilities,rightsandprivilegesofthoseinvolved.
• UniversityPolicy1502:UniversityPublicationsThispolicyprovidesfortheestablishmentoftheJMU
IdentitySystemwhichwascreatedtoensurethatallofficialUniversitycommunicationspreserveand
promoteaconsistentimageoftheUniversity.ThispolicyrequiresthatallUniversitypublicationsbe
approvedbytheJMUIdentityLeadershipTeam(partofUniversityAdvancement)andbythedivisionin
whichthepublicationoriginated.
• UniversityPolicy4401:UniversitySupportedTravelThisUniversitypolicyencouragestravelerstoexercise
prudentjudgmentwhenarrangingtravelandmakingpayments.Travelexpenseaccountsareopentothe
publicandmustsustainthetestofpublicreview.JMUwillreimburseindividualstravelingonofficial
Universitybusinessforreasonableandnecessarytravelexpenses.Expensesmustmeetthetestfor
"reasonableness"andcomplywithStateandUniversitypoliciesandprocedures.
• UniversityPolicy4502:CollectionofDebtsOwedbyEmployeestotheUniversityThispolicyistocollectall
debtsowedtoitbyitsemployees.Settlementofalltraveladvancesmustbemadeassoonaspossibleafter
travelhasbeencompleted.Travelersmustalwaysrepayadvancesnotmorethan30daysaftertheprogram
completiondate.Ifnotpaidwithin30days,theUniversitymaywithholdthedelinquenttravelloanfromthe
employee'spaycheck.
• UniversityPolicy2112:TheFamilyEducationalRights&PrivacyActTheFamilyEducationalRightsand
PrivacyActof1974(FERPA)isafederallawconcerningtheconfidentialityofstudenteducationrecordsand
thefactthatstudentsmustbenotifiedoftheirrightsunderthelegislation.Universityofficesmaintaining
educationrecordsmustkeeparecordofallpartiesrequestingorobtainingaccesstothecontentsofstudent
records.Thisrecordofrequestsmustidentifythelegitimateinteresttheperson(s)seekingorobtaining
informationcontainedinarecordandmaybeavailableforinspectionbythestudentidentifiedbythe
record.
• UniversityPolicy1301:NepotismThisdefinestheUniversity'spoliciesontheemploymentandsupervisory
assignmentsofmembersofanemployee'sfamily.Anindividualmaynotbeemployedinapositionasthe
immediatesupervisor/reviewerofamemberofhis/herfamily.
• UniversityPolicy1302:EqualOpportunity&AffirmativeActionJMUdoesnotdiscriminateonthebasisof
race,color,nationalorigin,religion,gender,age,veteranstatus,politicalaffiliation,sexualorientationor
disability(incompliancewiththeAmericansWithDisabilitiesAct)withrespecttoemploymentor
admissions,orinconnectionwithitsprogramsoractivities.
FromtheFinancialProceduresManual
• FinancialPolicy4215:TravelThissectionexplainstravelrequirementsandregulationsforemployees
travelingonofficialbusinessoftheUniversity.
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FinancialPolicy4205:ExpendituresAllexpendituresfromUniversityfundsmustbenecessary,reasonable,
anddirectlyrelatedtothegoalsandmissionoftheUniversityandcomplywiththeVirginiaPublic
ProcurementActandproceduresestablishedbytheOfficeofProcurementServices.Allpersonsauthorizing
expendituresshouldbemindfulthatsuchexpendituresmightbesubjectedtoscrutinybyStateauthorities,
sponsors,auditors,andotherinterestedparties.
• FinancialPolicy7005:ProcurementThispolicyprovidesrequirementsandregulationsforall
procurementsforgoodsandservicesmadeforJMUbyfaculty,staff,andadministratorswhateverthe
sourceoffundsarecoordinatedthroughtheOfficeofProcurement.
15.StudentInformationSection
A.StudentAdmissionRequirements
Eligibility
Moststudyabroadprogramsareopentostudentsofalldisciplines.ApplicantsmustsatisfyJMUundergraduate
orgraduateadmissionandcourserequirementsandcompletetheentireprogram.Applicantswhodonotmeet
JMUadmissionrequirementsarenotpermittedtoparticipateinshort-termprograms.
CurrentlyenrolledstudentsmustmeetJMUOfficeofUndergraduateAdmissions,GraduateSchool,orOfficeof
OutreachandEngagementadmissionrequirements,alongwithadmissionandGPArequirementsmandatedby
thecollegeanddepartmentsponsoringtheprogram.
Studentsonacademicprobationduringthesemesterpriortotheprogramwillbeconsideredforadmissionona
case-by-casebasis.Any"serviceindicators"("holds")placedonastudent'srecordsbyJMU(i.e.,theGraduate
School,UndergraduateAdmission,Bursar'sOffice,AccountsReceivable,RegistrationandRecords,Health
Services,ParkingServices,etc.),mustbeclearedbeforeastudentisgrantedadmission.
Additionally,incooperationandconsultationwiththeOfficeofStudentAccountabilityandRestorative
Practices,oIPshareddisciplinaryrecordswithprogramsdirectors.However,incasesofmisconduct,theoIP
reservestherighttoacceptordenystudents.
StudentsEnrollingforUndergraduateCredit
StudentswhoarecurrentlyenrolledatJMUorthosewhohavepreviouslyenrolledatJMUdonotneedto
requestanofficialtranscript.Studentswhowanttoparticipateintheprogramandearnacademiccreditfrom
JMUwhohavenotpreviouslyenrolledatJMU,orwhoarenotcurrentlyenrolledatJMU,shouldaskthe
RegistrarattheirhomeinstitutiontoforwardanofficialtranscriptassoonaspossibletotheoIP.(Student-issued
transcriptsarenotacceptable,norarephotocopies.)Allquestionsaboutadmissionrequirementsortranscripts
shouldbedirectedtotheoIP.
StudentsEnrollingforGraduateCredit
StudentsmusteitherbeadmittedtoagraduateprogramwithintheJMUGraduateSchoolorbeadmittedtothe
statusofa"specialstudent"throughtheOfficeofOutreachandEngagement(ContinuingEducation).For
studentstobeadmittedtotheprogramforgraduatecredit,theapplicant'sofficialtranscriptmustbeonfilein
theJMUoIP.StudentswhoarecurrentlyenrolledatJMU,orwhohavepreviouslyenrolledatJMU,donotneed
torequestanofficialtranscript.(Student-issuedtranscriptsarenotacceptable,norarephotocopies.)
•
JMU Short Term International Programs – Faculty Handbook
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MinimumAgeRequirement
oIPpoliciesprohibittheparticipationofindividualsundertheageof18.Thepresenceofaminoronaprogram
designedforandgearedtowardcollege-leveladultspresentsseriousliabilityissuesforboththePDandJMU.
AdmissionsCriteria
Requirementsforadmissionmayinclude:aminimumlevelofproficiencyinaforeignlanguage,specificcourse
prerequisites,andaminimumGPAinaspecifiedmajor.ThePDshouldexplainanyspecialpreferencesfor
admissionandcoordinatecommunicationwithstudentstokeeptheadmissionprocessclearandconsistent.In
addition,PDsmaywishtointerviewapplicantsorimposeadditionalapplicationcomponentssuchasstudent
essayorinterview.
B.ApplicationProcess
StudentsshouldbedirectedtotheoIPwebsiteforprograminformationandapplicationinstructions.
oIPoperateswithonemajordeadlineforshort-termapplicationsandarollingadmissionuntilmid-March:
• theshort-termprogramapplicationdeadlineisNovember1.Studentswhoapplybythisdeadlineare
usuallynotifiedofadmissionbyThanksgiving.
• applicantsmaybeadmittedonarollingbasisuntilMarch1whenspaceisavailable,withdeposits
requiredbyMarch15.
• followingthefinaladmissionnotifications,enrollmentisclosed.
StudentsshouldsubmitcompletedapplicationstotheoIPforstandardprocessing,whichincludesdata
verificationfromPeopleSoftandaneligibilityreviewforacademicordisciplinarystatus.
oIPpreparesbatchesofapplicationswithapplicantrostersfollowingtheNovember1deadline(orperiodically
throughtheyearasrequestedbythePD).
AdmissionDecision
PDswillreviewtheapplicationmaterialsandmakerecommendationsforadmission.oIPstaffpreparesandmails
officialadmissionnotificationsthataresentviatheonlineapplicationsite,TerraDotta.Admissiondecisionsare
deliveredatthesametime.Toavoiderrors,oIPdoesnotreleasedecisionsverbally.Somestudentswilldecline
toparticipate,forfeitingtheirspace.Also,circumstancesmayforceastudenttodropoutoftheprogramafter
theadmissionsperiodhasended.Therefore,wheneverpossible,thePDshouldrankapplicantsforplacementon
awaitinglist.StudentsmustnotifytheoIPinwritingtoforfeittheirspace.Waitingliststudentswillbenotified
asspacesbecomeavailable.
DepositandPaymentDeadlines
Tosecureaspaceintheprogram,studentsmustcompletethefollowingsteps:
• committotheprogram
• digitallysigntheIntenttoParticipate
• paythe$500deposittotheUBOANDfillouttheDepositPaymentReceipt.
AllitemsareoutlinesinTerraDottaforstudents.TheIntenttoParticipateservesasthelegalcontractbetween
JMUandthestudent.
JMU Short Term International Programs – Faculty Handbook
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TheUBOwilladdappropriatetuitionandfeestothestudents'accountsandissueon-linebillingpriortothe
beginningoftheterm.Studentsareadvisedtopayinfullaccordingtotheregularuniversityscheduleorpriorto
theirdeparturedate,whichevercomesfirst.
FacultyshouldnotcollectanymoniesonbehalfoftheUniversity,normakeloansofprogramfundstostudents.
C.CancellationandWithdrawal
Unfortunatecircumstancesoccasionallyforcestudentstocancelenrollmentortowithdrawfromaprogram
alreadyinsession.Losingastudenthasasignificantimpactonthebudget--manycostsarecontractedfarin
advanceandprepaymentsmadebywire.Becauseofthesecommitments,mostpaymentsareunrecoverableto
JMUandthereforeunavailableforrefundtostudents.Dependingontimelineofwithdrawal,someorallofthe
programfeewillbeforfeitedbythestudent.StudentswhoenrollsignanIntenttoParticipateAgreementthat
bindstheircommitmenttotheprogram.Communicationrelatedtocancellationandwithdrawalsshouldbe
directedtotheOIP.TheOIPmanagesalldecisionsrelatedtocancellationsandwithdrawals.Formoreonthe
policy,seetheOIPCancellation/WithdrawalPolicyontheoIPwebsite.
Studentsarestronglyencouragedtopurchasetripcancellationinsuranceforwhichclaimsmaybemadefor
withdrawalfromtheirstudyabroadprogram,typicallyforextenuatingcircumstances,e.g.illness,injury,family
emergency.AlistofprovidersisontheoIPwebsite.
D.InsuranceandMedicalTreatment
InsuranceCoverage
StudentsenrolledinJMU-Sponsoredstudyabroadprogramswillbecoveredbyamedicalinsurancepolicy
administeredbyCulturalInsuranceServicesInternationalfortheperiodoftimethattheyareparticipatingin
theJMUprogram,andreferencethewebsite:http://www.culturalinsurance.com/
MedicalExpenses
Studentsareenrolledinacomprehensivehealthinsurancepolicyforthedurationoftheprogram.Studentsare
advisedtosecureaccesstoenoughmoney,throughacreditcardforexample,topayforanymedicalservices.
ThePDwillneedtoopenacasewiththeproviderandthestudentisresponsibleforsubmittingaclaimforoutof-pocketcosts.Intheeventofamedicalemergency,thePDisadvisedthatanydecisionmadetopay
personallyformedicalservicesonastudent'sbehalfisapersonaljudgment;JMUwillnotreimbursethePDin
casethestudentdecidesnottodoso.Thispolicyisnottoindicatelessofaninterestinthewelfareofthe
student,butmeantrathertoeliminateanymisconceptionthateverystudentparticipantisfullycoveredby
insuranceforhis/hermedicalcareandthatyou,asPD,canexpecttobereimbursedatsomepoint.Thisisa
financialandliabilitymatter,notanindicationthatafacultymembershouldhesitateinhelpingstudentsget
medicalcare,fromaccompanyingthemtoadoctor,clinicorhospital,etc.ItisthePD’sresponsibilitytomake
inquiriesregardingmedicalandprofessionalservicesneartheprogramsite,toprovideinformationto
participants,andtohelpparticipantsobtaintheservicestheymayneedduringtheprogram.
PrescriptionMedications
Ifastudenttakesregularmedication,heorsheshouldtakeasupplysufficienttocoverthetimeabroad.
Studentsneedtobeawarethatthebrandname,chemicalmake-up,andpotencyofadrugcanvaryfrom
countrytocountryandthatmanydrugsmarketedundernamesknownintheU.S.maybeunknownoverseas.
Opticalprescriptionsshouldbetakenabroadaswell.
JMU Short Term International Programs – Faculty Handbook
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Incaseastudentmustrefillaprescriptionwhileabroad,heorsheshouldmakesurethephysicianincludesthe
chemicalcompositionintheprescriptiontoensurethatthecorrectmedicationcanbedispensedbyanoverseas
pharmacy.Mailingmedicationsinternationally--evenprescriptionstostudentsortofaculty--isextremely
difficult,duetocustomsregulationsandpostaldelays.Pleasedon'tchanceit,asthereisasignificantpossibility
themedicationmayneverreachtheintendedrecipient,andthepackageaddresseecouldbesubjectto
punishmentbycivilauthorities.
Immunizations
Pleaseinform(andremind)yourstudentsaboutnecessaryimmunizations;theyshouldbeinformedand
remindedofrequirements.Manystudentsputoffpursuingtheirimmunizationconcernsorotherhealthrelated
mattersuntilitistoolate.Studentswhodelaystartingtheimmunizationprocessmaybeunabletoreceive
propertreatmentorparticipateintheprogram.Insomecases,immunizingmustbeundertakenoverseveral
weeks.ThePDshouldsuggestthatstudentscontacttheJMUHealthCenter,thelocalhealthdepartment,or
theirfamilyphysicianshortlyafteradmissionintotheprogram.Formoreinformationaboutrequirements,check
theCenterforDiseaseControlandWorldHealthOrganizationwebsites.
E.PoliciesforStudents
StudentsparticipatinginJMU'sinternationalprogramsareboundbyalltenetsoftheOfficeofStudent
AccountabilityandRestorativePractice.TheyaresubjecttoallregulationsinplaceontheJMUcampusthat
pertaintoeverystudentenrolledinUniversity-sponsorededucationalprograms.Studentsshouldbereminded
oftheJMUHonorCodeandotherpoliciesintheJMUStudentHandbook.
FromtheJMUStudentHandbook
• PolicyJ38-103onalcoholanddrugsVirginia'sAlcoholBeverageControlActcontainsavarietyoflaws
governingthepossession,useandconsumptionofalcoholicbeverages.Theactappliestothestudentsand
employeesofthisinstitution.Lawsregardingalcoholanddrugusearesubstantiallydifferentinother
countries.Ifanystudentisobservedinanintoxicatedstateandifthatstudent'sactionsaredeemed
excessive,disruptive,orabusivebythePDorotherprogramrepresentativesinauthority,thestudentis
subjecttodisciplinaryactionswhichmayincludesuspensionfromtheprogramandreturntotheU.S.with
pro-ratedrefundoftuition,room,andboardandprogramsupplementalfee.Aswithallhonororjudicial
cases,thestudenthastherightofappeal.TheEDwillserveastheappellateofficerinallsuchcases.
FromtheoIPStudyAbroadHandbook
HonorCode
AllstudentsparticipatinginJMU’sinternationalprogramsareboundtoabidetheJMUHonorandJudicial
Systems.TheJMUHonorCodeandJudicialSystemareineffectandapplynotonlytoacademic,butalsosocial
behavior.
Alcohol
JMUprohibitstheillegalorotherwiseirresponsibleuseofalcoholbystudents.Itistheresponsibilityofevery
studenttoknowtherisksassociatedwithalcoholuseandabuse.Thisresponsibilityobligatesstudentstoknow
relevantUniversitypoliciesandfederal,state,andlocallawsandtoconductthemselvesinaccordancewith
thesepoliciesandlaws.JMUstudentstravelingabroadmaybestudyingincountrieswherethelegalagefor
alcoholconsumptionand/orrulesregardingtheconsumptionofalcoholaredifferentthanintheU.S.Thus,
JMU Short Term International Programs – Faculty Handbook
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whileoverseas,thestudentisresponsibleforknowingtherelevantcountryandlocallawsconcerningthe
possession,use,andabuseofalcohol.Ifstudentswhoareoflegalagechoosetoconsumealcoholwhileabroad,
theyareexpectedtodrinkandbehaveresponsibly.Illegalorexcessiveconsumptionofalcoholormisconduct
duetoalcoholconsumptionwillnotbetoleratedandwillresultindisciplinaryaction,includingdismissalfrom
theprogramandfollow-upthroughtheJMUjudicialsystem.
Manyphysicalandpsychologicalhealthrisksareassociatedwiththeabuseofalcoholandothersubstances,
includingthefollowing:
• difficultywithattentionandlearning
• physicalandpsychologicaldependence
• damagetothebrain,liverandheart
• unwantedsexualactivity
• accidentsduetoimpairedjudgmentandcoordination
StaffmembersattheJMUHealthCenterandtheJMUCounselingandStudentDevelopmentCentercanprovide
additionalinformationabouttheseconcerns.
Drugs
Illegaldruguseinanyformisnottolerated.JMUstudentstravelingabroadmaybestudyingincountrieswhere
drugsthatmaybelegallypossessedandusedintheUnitedStatesareprohibitedbylaw.Thus,whileoverseas,it
istheresponsibilityofthestudenttoknowtherelevantcountryandlocallawsconcerningthepossessionand
useofdrugs.MostforeigncriminalsystemsareconsiderablylessaccommodatingthanthosewithintheUnited
States;studentpossessionoruseofillegaldrugsmaybepunishablebyfine,imprisonment,and/or
deportation.Studyabroadparticipantsfoundusingorpossessingillegaldrugsinanyformaresubjectto
immediatedismissalfromtheprogramandfollow-upactionthroughtheJMUjudicialsystem.
SexualHarassment
AsontheJMUhomecampus,facultyandstudentsareremindedtobecautiousregardingbehaviorthatrefersto
aperson’sgender,race,religion,age,disability,sexualpreferenceornationalorigin.Harassmentisdefinedas
“offensiveverbalorphysicalconduct,whichcreatesanintimidating,hostile,oroffensivestudy
environment.”Harassmentmayincludesuchactionsasunwelcomeverbalkidding,physicalcontact,demands
orsubtlepressureforsexualfavorsaccompaniedbyimpliedorovertpromisesofpreferentialtreatmentor
threattoone’sgrade.FMIR’sandResidentDirectorsareresponsibleforassuringthatsuchbehaviordoesnot
occurbetweenstudentsandforeignfaculty,themselves,orwithinthestudentgroup.Studentsandprogram
directorsmaycontacttheOfficeofEqualOpportunity(540)568-6991and/ortheED(540)568-6419iftheyhave
anyquestionsorconcernsregardingsexualharassment.
TitleIX
AspartofemploymentatJMU,fulltimefacultyandstaffhavecompletedTitleIXtraining.Programdirectorsand
leaderswhoarenotfulltimeatJMUmustcompleteTitleIXtrainingbeforeparticipatingintheirprogram.
DismissalfromStudyAbroadPrograms
Intheeventthatastudentisdismissedfromastudyabroadprogram,heorshemustvacateallUniversity
facilitiesupondismissal,includingresidencehalls,apartments,hotels,hostels,homes,classrooms,offices,and
anyotherpremisesusedoroperatedbyJMU.
JMU Short Term International Programs – Faculty Handbook
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Ifdismissedfromastudyabroadprogram,studentswillreceivea“W”inallcourses.Studentswillforfeitall
remainingprogramfees,tuition,roomandboard,andanyotherfeesassociatedwiththestudyabroad
program.
StudentbehaviorthatresultsindismissalfromastudyabroadprogramwillbereferredtotheJMUjudicial
system.
EligibilityforDisabilityServices
Servicesandaccommodationsrelatedtodisabilitiesaccommodationsfordisabilitiesmustbeauthorizedbythe
OfficeofDisabilityServices(ODS)beforedeparture.ProvidingcurrentdocumentationtoODSthatestablishesa
disabilityistheresponsibilityofthestudent.Requestsforreasonableaccommodationsshouldbereceivedby
ODSatleastsixtydays(60)beforetheprogramcommencementdateinordertoassessanddeterminethe
abilityoftheuniversitytoprovideareasonableaccommodation.Whileeveryeffortwillbemadetoprovide
accommodationsaftertheprogramcommencementdate,studentsshouldunderstandthatlaterequestsmay
bemoredifficultorimpossibletoprovideinatimelymanner.Foradditionalinformation,contacttheOfficeof
DisabilityServices.
OIPwebsiteURL:http://www.jmu.edu/international/