Information for Faculty-Led Study Abroad Programs
A. SHORT-TERM STUDY ABROAD PROGRAM PROPOSALS
There is no deadline for Short-Term Study Abroad Proposals. However, before publicizing your study abroad program, a Short-Term Study Abroad Program Proposal must be submitted to and approved by the Office of International Affairs. Please note that trips to countries with U.S. Department of State travel warnings will not be approved. Before submitting your proposal, and periodically while planning your trip, be sure to check the Department of State website to ensure your travel destination is not under a warning.
Please review the guidelines before planning your trip. There are requirements related to length of trip, contact hours, and number of chaperones.
Refer to the following budget worksheet for help in estimating the price of a study abroad program.
**REPEAT PROGRAM PROPOSALS**
Faculty members who have led a study abroad program within the last 3 years may use the repeat proposal form (interactive .docx - If you try to open this form from the website, you may receive an error message. To avoid this, right click the link, click "Save Link As" and save the file as a .docx document on your computer before opening.) Please note:
B. MARKETING THE SHORT-TERM STUDY ABROAD PROGRAM
Once your short-term study abroad program proposal has been submitted and approved, the Office of International Affairs can assist in publicizing your program by assisting in the creation of a website, funding 20 (11x17) full color posters and flyers for display in our office. Examples of posters are below.
Ireland (Microsoft Publisher file)
You must use images that are not copyrighted, unless you have permission from the owner or have purchased the images. Some websites that provide free stock images include http://www.sxc.hu/ and Wikimedia Commons.
Every student participating in your program will have to complete the Application, Health Report, and Conditions of Participation form. It is up to the individual faculty member to decide if faculty recommendations will be required. If you choose to require recommendations, please use the form that is linked below.
**Please note that the Study Abroad Application Faculty Led is a new form and is not the same as the general study abroad application. Students attending faculty-led programs should complete this form instead of the previous one.
**Be sure to tell students that faculty recommendation forms should be submited DIRECTLY to the faculty leader of their study abroad trip, not to the Office of International Affairs.
- Study Abroad Application FACULTY LED- (interactive .docx - If you try to open this form from the website, you may receive an error message. To avoid this, right click the link, click "Save Link As" and save the file as a .docx document on your computer before opening.)
- Health Report Form (interactive .docx - If you try to open this form from the website, you may receive an error message. To avoid this, right click the link, click "Save Link As" and save the file as a .docx document on your computer before opening.)
- Conditions of Participation Form (pdf)(parent signatures needed, even if over 18)
- Faculty Recommendation Form (pdf)
D. ADDITIONAL REQUIREMENTS
All students must attend a mandatory risk management session administered by the Office of International Affairs. Failure to attend will result in the student not being able to participate.
Faculty members leading a study abroad trip for the first time must also attend the risk management session. Faculty members who have already led study abroad trips only have to attend a risk session every 3 years.
All students are also required to purchase an international health insurance policy.
Look over the Health Report and Release forms to see if you have any students who could present you with problems relating to travel and to interacting abroad. If students have signed the Release form, you may send a list of your students to the Director of the Counseling Center and to the Director of Student Health.
ALL students and faculty members participating in a Longwood University study abroad program, including faculty-led short-term programs, must provide proof of adequate insurance to cover them while abroad. Your current health insurance provider in the United States MAY NOT cover you while abroad. ISIC also provides you with other coverage, so you must have more than just a health insurance policy while abroad.
- Students and faculty can apply for international insurance coverage through ISIC here: https://order.isic.org/card-order/apply-for-card
- Please review ISIC's Description of Coverage. This information is correct as of October 2012. These insurance benefits are subject to change at any time without notice, and Longwood is not responsible for these changes.
- The ISIC card DOES NOT provide trip insurance for things such as flight changes and cancellations, lost baggage, or cancelled trips. Longwood does not require trip insurance, so if a student decides to get trip insurance, it is his/her responsibility to find that coverage. A Longwood faculty member may require trip insurance for his or her particular trip.
- You will have to ACTIVATE your ISIC card before your coverage and benefits become active. You may activate your card by clicking this link: https://activate.isic.org/activation/]
- Please allow up to 21 business days for your card to be delivered. We recommend ordering your card AT LEAST one month in advance of your study abroad trip.
- Instructors who are planning trips through STA Travel can order ISIC cards for themselves and their students directly through STA Travel.
- Proof of coverage must be provided to the Office of International Affairs BEFORE you leave for your trip. Acceptable documents for proof of insurance coverage include receipt for ISIC purchase, copy of current activated ISIC card, etc.
- Please note that you are not required to obtain coverage through ISIC, but if you decide not to use ISIC, you MUST PROVIDE PROOF OF EQUIVALENT COVERAGE (not just medical coverage). Please review the Description of Coverage above to determine if the insurance you choose provides appropriate coverage while abroad.
***Faculty members may also choose to purchase insurance through iNext. This program can sometimes be cheaper than ISIC for short-term trips and offers emergency evacuation coverage, which is not offered by ISIC. Consider whether or not emergency evacuation coverage could be relevant for your trip. For more information on coverage through iNext, please see the following document.
E. FILING YOUR REQUEST FOR TRAVEL AUTHORIZATION (RTA FORM)
You must complete an RTA form, accompanied by an Out of Country form for your study abroad program (this must include a list of program participants).