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Study Abroad Program Leader Orientation May 11, 2012. Orientation Overview. Introductions UW-System policies Faculty leader/CIE responsibilities Student orientation highlights Orientation topics: Safety & Risk Management Legal Affairs Health Issues Student and Faculty Conduct

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Study abroad program leader orientation may 11 2012

Study Abroad

Program Leader Orientation

May 11, 2012

Orientation overview
Orientation Overview

  • Introductions

  • UW-System policies

  • Faculty leader/CIE responsibilities

  • Student orientation highlights

  • Orientation topics:

    • Safety & Risk Management

    • Legal Affairs

    • Health Issues

    • Student and Faculty Conduct

    • Money Management

    • Emergencies

      This presentation is available here:

Uw system policies
UW-System Policies

UW-System policies govern the conduct of international programs:

Academic Information Series (ACIS) 7.1-7.4

Financial and Administrative Policy Paper F45

Areas of concern:

  • Safety and welfare of participants

  • Pre-departure preparation and orientation

  • Code of conduct compliance

  • Budgeting (cost recovery)

Program leaders responsibilities
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
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
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 highlights
Student Orientation Highlights


  • 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
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
Orientation Topics

  • Safety & Risk Management

  • Legal Affairs

  • Health Issues

  • Student and Faculty Conduct

  • Money Management

  • Emergencies

Safety and risk management http www4 uwm edu usa risk general
Safety and Risk Management

  • “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


    • Medex insurance (

    • 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
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
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

What would you do1
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.

Alternate uw milwaukee area travel medicine clinics
AlternateUW-Milwaukee Area Travel Medicine Clinics

  • Columbia-St. Mary’s Clinics-TravelWORx

    To schedule an appointment, please call one of thelocations below or the Central Scheduling number (262) 268-3185.

    Gateway Medical Clinic 801 S. 70th St. West Allis, WI 53214 (414) 773-4926

    Port Washington Family Medical Clinic 1317 W. Grand Ave. Port Washington, WI 53094 (262) 268-3185


  • FroedtertInternational 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
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


  • From home page: choose services drop down menu, then click on link to travel clinic


Norris 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
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
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

Nhc suggested guidelines for dealing with distressed students
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
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 do2
What would you do? Students (cont.)

  • 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
Student and Faculty Conduct Students (cont.)

  • 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
Behavior Guidelines Students (cont.)

Ferpa release
FERPA Release Students (cont.)

What would you do3
What would you do? Students (cont.)

  • 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.

Money management

Contact Information Students (cont.)

Tia Langnes

Financial Specialist

Pearse Hall 166

2513 E. Hartford Avenue

Milwaukee, WI 53211

Office Phone: 414-229-4344

Office Fax: 414-229-4858


Money Management

Appointment letter
Appointment Letter Students (cont.)

  • 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
Financial Policies Document Students (cont.)

Study abroad cell phones yellow handout
Study Abroad Cell Phones Students (cont.) (yellow handout)

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

  • PicCell (

  • 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 most 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.

Salary Students (cont.)

  • 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
Travel Advances Students (cont.)

  • 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


Program receipts
Program Receipts Students (cont.)

  • 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

Receipt for services form
Receipt for Services Form Students (cont.)

Travel logistics
Travel Logistics Students (cont.)

  • 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.

Travel logistics cont
Travel Logistics (cont.) Students (cont.)

  • 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 MUSTobtain 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 MUSTalso be obtained

Foreign currency exchange
Foreign Currency Exchange Students (cont.)

  • 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:

Reporting of program activities and expenses
Reporting of Program Activities and Expenses Students (cont.)

  • 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
Reporting of Program Activities and Expenses (cont.) Students (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
Travel Expense Report Students (cont.)

  • 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
Expenses NOT Reimbursable by the State or CIE Students (cont.)

  • 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
Final Budgets and TER’s Students (cont.)

  • 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 do4
What would you do? Students (cont.)

  • 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 Students (cont.)

  • 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
Examples of Students (cont.)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
Examples of Students (cont.)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
What to do in case of a Students (cont.)real emergency

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

  • Make sure your group is safe and informed

  • Contact CIE (emergency phone; e-mail)

  • File an Incident Report Form to document the occurrence; keep running notes as the situation unfolds

  • Continue program or modify plans as needed

What would you do5
What would you do? Students (cont.)

  • 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
Assistance Resources Students (cont.)

  • UWM Travel Website:

  • Currency Conversion Website:

  • Foreign Per Diem Rates Website:

  • 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