Study Abroad Program Leader

OrientationDecember 15, 2011

Orientation Overview

1. Introductions2. UW-System policies3. Faculty leader/CIE responsibilities4. Student orientation highlights5. Orientation topics:

• Safety & Risk Management• Legal Affairs• Health Issues• Student and Faculty Conduct• Money Management• Emergencies

This presentation is available here: http://www4.uwm.edu/cie/staff/1100/

UW-System Policies

UW-System policies govern the conduct of international programs:

 Academic Information Series (ACIS) 7.1-7.4

http://www.uwsa.edu/acss/acis/acis-7_revApril08.pdf Financial and Administrative Policy Paper F45

http://www.uwsa.edu/fadmin/fppp/fppp45.htm Areas of concern:• Safety and welfare of participants• Pre-departure preparation and orientation• Code of conduct compliance• Budgeting (cost recovery)

Program Leaders’ Responsibilities

• Understand the host culture and operational environment

• Manage group movement and dynamics• Understand and minimize potential risks• Respond to emergencies• Account for program expenditures• TEACH. Important to clearly explain:

• academic requirements (grading and assessment)• expectations for attendance and participation

• Report back to CIE after program has ended

Keys to success:• Preparedness• Communication• Flexibility• Positive group dynamics• Expectations

Center for International Education Responsibilities

Student support• application; advising; registration; billing; general and site-

specific orientation, grade reporting; tuition remissions; fee collection; form management; program evaluation; background checks

Faculty support• budgeting; recruitment; program development advising;

appointment letter; pre-departure orientation; travel advance; vendor payments; flight arrangements; expense reports

General support• marketing; embassy registration; monitor State Department

and CDC travel warnings; visa and passport information and updates; comply with UWM and state regulations; emergency response

UWM Offices Supporting Study Abroad

• Legal Affairs• Risk Management• Dean of Students• Norris Health Center• Travel and Finance• Campus Police• Each School and College• Academic Affairs• Communications and Media Relations• Student Accessibility Center

Student Orientation HighlightsExpectations

• Be good students, be good citizens, have fun

Health and Safety• What to do in an emergency• Health insurance• Staying healthy/healthy behavior• Pre-departure check-ups and travel clinics• Crime concerns and prevention• State Department and CDC travel warnings

Culture and culture shock• Cultural differences and awareness• Being an American abroad• Recognizing culture shock

Travel documents• Passports and visas (copies!)

Student Orientation Highlights (cont.)

Packing tips• Travel light• Walking shoes• Air carrier baggage weight limits• Prescriptions, eyeglasses, toiletries, and medicine

Student status• Registration, withdrawal, credits, GPA, transcripts• OPP forms• Program evaluation• Re-entry orientation

Money management• Program costs• Financial aid• Handling money while abroad (ATMs, debit cards,

currency converters)

Orientation Topics

Safety & Risk ManagementLegal AffairsHealth Issues

Student and Faculty ConductMoney Management

Emergencies

Safety and Risk Managementhttp://www4.uwm.edu/usa/risk/general/

• “Transfer risk whenever possible “(example: public transport versus van rental)

• “Duty to care” (ensuring students’ general welfare; avoid arranging extra curricular activities)

• Participation is a contractual relationship between faculty and student

• Removal of Property• Driver authorization

• https://pantherfile.uwm.edu/groups/sa/usa/public/Risk/d.pdf

• Medex insurance (http://www4.uwm.edu/usa/risk/general/medex.cfm)• 24 hour, seven days a week, toll-free emergency assistance service• Medical Evacuation and Repatriation coverage• Limited Accidental Death and Dismemberment coverage• NOT health insurance

What would you do?

• A student tells you she has lost her passport.

• A student tells you she was followed back to the hotel the night before after leaving a bar. You learn she and her friends are planning to return to the same bar tonight.

Legal Affairs

Protection for Program Leaders• Statutory Indemnification for Employees• Release Form • Behavioral Contract• Ask for help if you need it

Potential Legal Issues• FERPA/Privacy • Discrimination and Harassment • Signature Authority • Alcohol Consumption

Students You

Legal forms•Risk and Release•Product Release

Assumption of Risk and Release

Product Release

WI Power of Attorney

What would you do?

• You are having dinner with your student group. The waiter recommends a local wine which you’d really like to try. Several students in your group are under 21 (the legal drinking age in Wisconsin) but are old enough to legally drink in the host country.

• A male and female from your student group are getting along exceptionally well. They request to be roommates at the next hotel you will stay in.

Travel and Student Health

Norris Health CenterUniversity of Wisconsin-Milwaukee

(414) 229-4716www4.uwm.edu/Norris

•Common urgent care services ( respiratory, orthopedic, dermatologic, gastrointestinal)•Routine care (annual gynecology, general physicals)•Mental health counseling and consultation services (crisis counselor, psychologists, psychiatrists)•Health promotion and wellness (stress management outreach)•Patients are referred for x-rays•Patients are referred to primary care providers and specialists as needed and as their insurance allows•Travel Clinic

TRAVEL FORMS

TRAVEL CLINIC INFORMATION: (Please schedule appointments well in advance of travel; clinic volume varies and we may not be able to accommodate all travel consultation requests.) Complete this 2 page form and fax to 229-4161 or return it to Norris Health Center. Our travel nurse will review this form for completeness and contact you, usually within 2 business days, by e-mail, with directions for scheduling a provider travel consultation and a nurse immunization appointment. Your appointments can not be scheduled any sooner than 7 business days from the date of receipt. Appointments will not be scheduled if forms are incomplete. If you have any questions please contact the Travel Nurse at travelnurse-nhc@uwm.edu or call 414-229-4039. There is a $25 “No Show” fee for failed appointments. Today’s Date: _______________ Departure Date: ________________ Return Date: __________________ Last Name: ______________________ First Name: _______________ Student I.D. No. __________________ Sex: M F Date of Birth ___________ Age____ Country of birth: ___________ Prior travel outside of US_____________________ UWM E-mail: _________________ Best daytime phone # ______________

ITINERARY

Reason(s) for travel (circle all that apply): Study (UWM/ or Non UWM ) Visiting friends/relatives Pleasure Business Volunteer Healthcare Work with animals List all countries, cities and areas you will visit in order of travel (attach additional sheet if necessary): COUNTRY LENGTH OF STAY

MAJOR CITY/ (CITIES) RURAL AREAS # of days

if malaria a concern

Plans include (circle): Scuba diving High altitude ( > 8000 ft/ 2500m..) Cruise Ship travel Other_________ Lodgings (circle): Resort Hotel House Tent Hostel Other_________________ Medical Problems: (circle past or present): NONE

alcoholism/ drug use depression or anxiety lung or heart disease recent surgery

anemia diabetes kidney disease steroid use

anorexia, bulimia or other ED eye or ear problems musculoskeletal problem seizures

asthma GERD/ stomach problems neurologic disorder sickle cell/ thalassemia

cancer G6PD deficiency psoriasis splenectomy

clotting or bleeding disorder immunosupressed / or HIV psychiatric disorder thymoma/ myasthenia g.

colitis/ crohn's/ other GI liver disease radiation therapy travel-related illness Other___________________________________________________________________________________________

Have you informed your insurance company that you plan to travel and will they offer coverage while traveling abroad (many do not)? Y N Do you have travel evacuation insurance? Y N

Current Medications including OTCs/supplements/ contraceptives (attach additional sheet if necessary):

________________________________________________________________ ALLERGIES to: Drugs Foods Insects Other Type of reaction: ______________________________________________________________ Women Only: Last menstrual period: _______________ Are you pregnant/ breastfeeding or planning to become pregnant or to breastfeed while traveling? Y N Please complete Screening Questionnaire for Adult Immunization form also!!!!! OVER 7/2/10

Screening Questionnaire for Adult Immunization*** 1. Do you have documentation of having completed your routine childhood vaccinations? * 2. Do you have allergies to medications, food (e.g. eggs, gelatin), or any vaccine? _______________ 3. Have you ever had a serious reaction after receiving a vaccination? 4. Do you have a long term health problem with heart disease, lung disease, asthma, kidney disease, metabolic disease (e.g.

diabetes), anemia, or other blood disorder? 5. Do you have cancer, leukemia, AIDS, or any other immune system problem? 6. Do you take cortisone, prednisone, other steroids, or anticancer drugs, or have you had radiation treatments? 7. Have you had a seizure, brain or other nervous system problem? 8. During the past year have you received a transfusion of blood or blood products or been given immune (gamma) globulin or an

antiviral drug? 9. For women: Are you pregnant or is there a chance you could become pregnant in the month post vaccination? 10. Have you received any vaccinations in the past 4 weeks?

***adapted from Immunization Action Coalition Screening Questionnaire for Adults

*If unable to obtain immunization records from family, high school, or physician, try the Wisconsin Immunization Registry http://dhfsWIR.org

IMMUNIZATION HISTORY: Complete or attach copy (ies) of all immunization records IMMUNIZATIONS DATES OF IMMUNIZATION INFO TETANUS, TD, DPT, Tdap 1._________ 2.________ 3.________

4._________ 5. ________ 6.________ 7.________

Good for 10 years, 5 for severe wounds- if had primary series Need one time Tdap as adult to prevent pertussis (whooping cough)

POLIO by injection or oral 1.______ 2.______ 3.______ 4.______ May need adult booster after primary series depending on travel

MMR measles mumps rubella 1._______ 2._______ first MMR should be given after 1st birthday

Chicken pox or VARICELLA give date of disease or vaccine dates

1._______ 2.*_______ or Disease _________ *For adults booster given after 4-8 weeks

HEPATITIS A 1._______ 2.**_______ ** Booster after 6-12 months; Good for 20 years

HEPATITIS B series 1._______ 2._______ 3._______

MENINGITIS

PNEUMOCOCCAL

TYPHOID Booster needed after 2 – 5 years

YELLOW FEVER Booster needed after 10 yrs.

RABIES series 1.______ 2.______3._______ ( pre-exposure)

Post exposure booster days 0 & 3 If animal bite and no pre-exposure prophylaxis hx, will need rabies immune globulin + a series of 4 rabies shots

INFLUENZA

Annual

JAPANESE ENCEPHALITIS (JE-VAX or IXIARO)

1._________ 2.________

I attest that the above is true to the best of my knowledge _____________________________________________

rev 7/2/10 (Signature)

Medical Self-Assessment

Alternate UW-Milwaukee Area Travel Medicine Clinics

• Columbia-St. Mary’s Clinics- TravelWORx To schedule an appointment, please call one of the locations below or the

Central Scheduling number (262) 268-3185.Gateway Medical Clinic 801 S. 70th St. West Allis, WI 53214 (414) 773-4926Port Washington Family Medical Clinic 1317 W. Grand Ave. Port Washington,

WI 53094 (262) 268-3185

• www.aurorahealthcare.org• Froedtert International Travelers Clinic 9200 West Wisconsin Avenue Milwaukee, WI 53226 Phone: (414) 805-6679 Fax: (414) 805-6698

• Passport Health, Inc. Travel Clinics • ProHealth Care Clinic N14W23900 Stone Ridge Dr. Waukesha, WI 53188 (262) 574-8000

Travel Resources

CDC Resources• CDC name of country• CDC Yellow Book• CDC Malaria Map Application• CDC Dengue Map

US Dept. of State Bureau of Consular Affairs

• Travel state name of country

Norris Health Center • www4.uwm.edu/norris• From home page: choose services drop down menu,

then click on link to travel clinic

ImmunizationsNorris Health Center recommends:

For all students:Be up to date on your routine vaccines:

• Tetanus-Diphtheria-Pertussis• Measles-Mumps-Rubella• Polio• Influenza• Hepatitis B• Varicella• Pneumococcal (if asthma, smoker, other)

For students traveling outside of Western Europe:

• Hepatitis A

For certain areas of the world:

• Meningococcal Meningitis• Japanese Encephalitis•Cholera (Dukoral) NA in US

• Yellow Fever• Typhoid•Tickborne Encephalitis NA in US

Health Issues

• Injuries• Alcohol and drug use• Respiratory tract infections (colds, influenza) and

asthma • Food and water safety ( Traveler’s diarrhea) • Insect bite prevention (malaria, dengue)• Environmental considerations (altitude, air pollution, jet

lag, long haul flights)• Safer sex• Chronic health issues and bringing

medications and equipment • Travel kit

Packing Tips for Medicine• Bring copies of all prescriptions,

including eyeglasses/contacts• Letter from physician with

medication name and health condition. Able to travel. Action plan if ill.

• TSA 3-1-1 rule

Special Medical Health Risk and Release

NHC Suggested Guidelines for Dealing with Distressed Students

When immediately involved with a distressed student Norris Health Center recommends:

• Request to see the student in private to minimize embarrassment or defensiveness

• Openly acknowledge your observations and perceptions of their situation to show that you are aware of their distress

• Show sincere concern about their welfare and your willingness to explore alternative responses

• Speak directly and honestly when you sense a student is in emotional distress

• Listen carefully and try to see the issues from the student’s perspective without necessarily agreeing or disagreeing

NHC Suggested Guidelines for Dealing with Distressed Students (cont.)

When immediately involved with a distressed student Norris Health Center recommends:

• Attempt to identify the problem• Do not ignore inappropriate and strange behavior• Involve yourself only as far as you feel comfortable• Consult with a staff member from the CIE Overseas

Programs and Partnerships office• Assistance from a medical professional from the CISI

insurance provider may be necessary in certain circumstances

What would you do?

• A student who is normally outgoing and happy is suddenly withdrawn and quiet. Her roommate alerts you the student seems to be having trouble sleeping.

• A student alerts you that he has lost his prescription medication, a drug he has to take each day.

Student and Faculty Conduct

• Proxy duties conveyed to faculty leader abroad

• UWS 17 and UWS 18

• Discrimination and sexual harassment

• Academic and non-academic misconduct• In consultation with CIE/UWM, you are vested with the authority to

make an ad hoc decision if circumstances warrant to terminate a student if that student’s behavior seriously compromises the integrity of the program. Formal warnings can be an effective deterrent against repeat bad behavior, but are not required.

• Importance of group dynamics

• Behavior Guidelines Form

Behavior Guidelines

FERPA Release

What would you do?

• One of your students is chronically late for class, and, when he arrives, not an active participant. Other students tell you he has been out late every night partying.

• You learn that two of the students in your group are not getting along. Other students complain that their disagreements are having a negative impact on their program experience.

Contact Information

Tia LangnesFinancial SpecialistPearse Hall 1662513 E. Hartford AvenueMilwaukee, WI 53211

• Office Phone: 414-229-4344• Office Fax: 414-229-4858• Email: tlangnes@uwm.edu

Money Management

Appointment Letter

• Please bear with me as there are some things I have to cover per UW-Board of Regents.

• Document signed by you and respective School/College authority which outlines and finalizes program in relation to salary, logistics, travel advance money, and post-program accounting. This is your contract to the program you are leading.

Financial Policies Document

Salary

• In your appointment letter it specifies whether you will or will not be receiving a salary

• If you will be receiving a salary it will be processed at the end of the month in which you complete the program. You can anticipate receiving your salary around the 1st of the following month.

• Salary will be reduced by the taxes and fringe benefits that are the employee responsibility. The fringe benefit amount is reflective of those paid by the university on behalf of the employee

Travel Advances• A Travel Advance is a check issued to you to cover various program

expenses, your program budget and appointment letter will specify the costs that will be included in your travel advance.

• Travel Advances will be issued no earlier than 7 days prior to program departure. If you are leaving early please make sure that I am aware of that so you can have your advance before you leave.

• Travel advances are your personal responsibility. Should you and your assistant inter change monies, that will be between the two of you. I will only account for the monies the CIE office issued you personally.

• When you are contacted and told that your travel advance is ready you can pick it up in Engelmann 250F.

• Visa Travel Card• www.usbanktravelmoney.com

Travel Logistics

• Airline arrangements • All airfare should be purchased

by your program.• Hotels

• All lodging will be taken care of before your departure and will be paid for before hand if possible. If payment is not an option before your departure it will be included in your travel advance.

• You MUST obtain receipts from each place you stay at and submit them with your TER receipts.

• Food • Your budget and appointment

letter will specify your food per diem for your trip.

• You do not need receipts to account for your per diem for your TER.

• If student meals are listed in your budget and appointment you MUST obtain receipt for these meals and ALCOHOL is not permitted and will not be reimbursed.

• Ground Transportation• Your budget and appointment

letter will specify if this is included in your travel advance.

• Receipts MUST also be obtained

Travel Logistics (cont.)

Study Abroad Cell Phones (yellow handout)

• The Study Abroad Office will provide country specific cell phones to all program leaders and assistants.

• PicCell (www.piccellwireless.com/uwm)• Provide phone, user guide, rate information, converters,

and other important information. If all not returned, program leaders and assistants are liable for replacement costs

• All phones have study abroad office and emergency phone programmed in already.

• $150.00 budgeted in all program budgets. No overage, if there is overage then program leaders and assistants are liable for the additional charges. I believe most have free incoming calls. Only for emergencies and limited program related uses, no personal calls. It is your discretion if you want to pass it out.

• No way of tracking charges at this time.

• All receipts should try to contain the following information:• Name of vendor• Description of item/service

purchased• Cost of item/service• Method of payment• Date of purchase

Program Receipts

Receipt for Services Form

• Submission of exchange rates used during travel will be honored if proof of rate is provided via receipt or bank statement for individual purchases.

• If no proof is rendered, CIE will calculate an average of rates/day over the actual days of the program. CIE uses the following website for conversion rates: http://www.oanda.com

Foreign Currency Exchange

Reporting of Program Activities and Expenses

• Overseas Programs and Partnerships has a P-Card for use in to make all purchases for study abroad programs. Departmental P-Cards should NOT be used in any circumstance.

• At the end of your program, the CIE study abroad office will prepare a TER (Travel Expense Report) and final program accounting for all study abroad programs

• Anyone receiving a travel advance MUST render all receipts with documentation to the CIE study abroad office within 30 days of the termination of the program.

• NOTE: You MUST provide RECEIPTS and PROOF OF PAYMENT for ALL Purchases.

Reporting of Program Activities and Expenses (cont.)

• If faculty/staff remain abroad after the program ends, then the return date must be communicated to the CIE study abroad office prior to departure. In this case, all receipts and proof of payment would be still be due 30 days after the program and receipts MUST be mailed to the CIE study abroad office. Make copies for yourself before mailing.

• If you are remaining abroad the CIE study abroad office WILL NOT cover the expenses incurred after the program dates.

• Each faculty/staff director receiving a travel advance is responsible for a complete accounting of ALL funds expended. Funds expended MUST NOT exceed the approved and agreed upon limits of the study abroad budget.

Travel Expense Report

• The accounting for your expenses for your submission to the CIE study abroad office can be done any way that is understandable and easy for you.

• You will also be receiving a White envelope in your packet, to use for your receipts and a detailed account of your expenses, should you wish to use it. If you would like additional envelopes please let me know.

• The CIE Study Abroad Office would also like you to return your medical packets along with your program receipts.

Expenses NOT Reimbursable by the State or CIE• Alcoholic beverages• Spouse or family member’s travel costs• Lost/Stolen cash or personal property• Personal items, e.g. toiletries, luggage,

clothes, shoe shines, etc. Facials, nails, haircuts, Massages

• Traffic citations, parking tickets and other fines

• Childcare costs• Additional charges incurred for personal

reasons involving vehicle rentals• Pay-per-view movies in hotel/motel room• Personal entertainment• Additional charges for late checkout or un-

canceled guaranteed reservations (unless justified)

• Extra baggage charges for personal items, such as golf clubs, skis, etc.

Final Budgets and TER’s

•The CIE study abroad office will contact you after the submission of your receipts regarding the final Travel Expense Report that will be submitted to the travel office.

•The final accounting of your program budget and your travel expense report may take a while to be done as there are a number of programs and a number of program leaders and assistants that need to be accounted for. Please be patient.

•Should you have any questions ALWAYS please feel free to ask.

What would you do?

• You decide to stay abroad for two months after your program has ended. All your program receipts are in an envelope.

• You just discovered your wallet is missing. It contained over $5,000 in cash, your entire travel advance.

Emergencies

• CIE and UWM emergency assistance• CISI health insurance

Emergency cell phone:• (414) 469-8197• Use this number to reach the study abroad director 24

hours a day

Main Office• (414) 229-5182 (M-F 8:00-4:30 CST)• Leave message on office voicemail or transfer to the

Campus Police

You are not alone in an emergency!

Examples of Perceived Emergencies

• Students calling home to “vent” about room mates or accommodation (too small, no storage)

• Paris hotel fire with mention of “Wisconsin” students in the news; high school group evacuated

• Mother whose daughter never gave her the flight itinerary concerned about not knowing when the child will return

• Paris “biting” incident; reported to the Embassy• U.S. Embassy shut down and evacuation in

Senegal

Examples of Real Emergencies

• Death of UWM student in Australia• Students with near fatal brain hemorrhages in

both Paris and Giessen• UWM Student in Taiwan stabbed • Student with recent liver transplant loses

luggage and medication when travelling to Cuba

• Psychotic episodes in Japan and Turkey that needed medical evacuation

• Student who fell off a cliff while hiking (pre-program) in Switzerland

• Missing student in Sri Lanka

What to do in case of a real emergency

1. Stay calm, assess situation, act (make use of local resources, such as an in-country contact or vendor)

2. Make sure your group is safe and informed3. Contact CIE (emergency phone; e-mail) 4. File an Incident Report Form to document the

occurrence; keep running notes as the situation unfolds

5. Continue program or modify plans as needed

What would you do?

• It’s 10:00 PM and a student comes to your hotel room to report that his roommate just fell and hurt his knee. He is unable to walk.

• It’s Sunday morning and you learn that two of your students were out last night and have not yet returned to the hotel. A student reports that they were talking about a party that they had been invited to by some locals the previous day.

Assistance Resources

• UWM Travel Website: http://www.bfs.uwm.edu/depts/travel.htm

• Currency Conversion Website: http://www.oanda.com

• Foreign Per Diem Rates Website: http://www.state.gov/m/a/als/prd/

• CIE/Study Abroad Office: 1-414-229-5182• CIE Study Abroad Office Toll Free Number

(Domestic Only): 1-800-991-5564• CIE Study Abroad Office 24-hour Emergency

Cell Phone: 1-414-469-8197• Campus Police: 1-414-229-4627• UWM On-Campus Emergency: 9911