Office of International Affairs
- International Students and Scholars
- English as a Second Language Program (ESLP)
- Study Abroad
- National Student Exchange
- Faculty and Staff International Opportunities
- Global Village Summer Camp
***If you experience any issues with students or other travelers on your program (conduct, mental health, injuries, etc.), please complete an incident report form as soon as possible following the incident. For your protection, and for the safety of students, we ask that you err on the side of caution and report any incident you feel may needs to be documented. The form will ask if you need assistance from the university, so be sure to give a clear indication of whether or not you need assistance. A copy of the completed form will be sent to you, Petra Visscher, Larry Robertson, and Tim Pierson via email.***
INCIDENT REPORT FORM (This form is password protected)
We are pleased to welcome full-time faculty members in their second year or later to lead study abroad programs. During your first year at Longwood, we encourage you to familiarize yourself with the study abroad process as well as with campus culture to determine the best options for study abroad programs you may wish to offer.
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 programs to countries with U.S. Department of State travel warnings will not be approved. Before submitting your proposal, and periodically while planning your program, 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 program. There are requirements related to length of program, contact hours, and number of chaperones.
Refer to the following budget worksheet for help in estimating the price of a study abroad program.
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:
If it has been 3 years or more since your last study abroad program, you cannot use the repeat proposal.
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.
You may also use some of the following templates to begin creating your flyers:
Template 1 (.pub)
Template 2 (.pub)
Template 3 (.pub)
Template 4 (landscape) (.pub)
Template 5 (landscape) (.pub)
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 submitted DIRECTLY to the faculty leader of their study abroad program, not to the Office of International Affairs.
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 program for the first time must also attend the risk management session. Faculty members who have already led study abroad programs 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.
Longwood students traveling on faculty-led programs are required to purchase coverage equivalent to $100,000 with no deductible. You may choose to have students purchase individual policies, or you may purchase a policy for your entire group. For more information about the Atlas Travel Medical Plan, please visit the Required Insurance page. If your program is fully guided, your tour company may provide insurance. If this is the case, please be sure you provide proof that this insurance is equivalent to the coverage provided by the Atlas plan.
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).
You will need an agency account for your program. This is where the money from student fees will be deposited. Agency Account differ from State of Virginia accounts in that purchases do not need to be made through the eVA system and the State of Virginia purchase card cannot be used. You can be reimbursed for expenses incurred on your personal credit card from the agency account. To set-up an agency account, you will need to contact Dawn Schwartz, Financial Reporting Manager. To pay for study abroad expenses from an agency account, you will need to complete an online request form and a signatory form. Please click the links below to access these forms.
Procedures for the transferring of scholarship funds to your agency account are outlined here.
Payments from Students
In order to make payments, students should turn in a study abroad program payment slip with their payment to the office of cashiering. Once your agency account is set up, contact the office of international affairs and we will send you these payment slips to distribute to your students. Be sure to fill out the "Program" and "Program Account" lines on the form before distributing them to your students.
Please note that there are separate guidelines for using state funds. These guidelines DO NOT apply to the use of funds in agency accounts. For more information on using state funds, see the following documents.
It is important to keep in mind that revenues collected must cover all program expenses for the group. Remember there are now funds provided by the provost's office to help defray the costs of bringing a second faculty or staff member on the program (see section K). Because of changing exchange rates, and unexpected occurrences, it is recommended that you build in a price buffer. It is easier to issue refunds than to raise the price of a program later on. Use the currency converter to get a feel for the current exchange rate. Also note that there is a refund policy that allows you to establish a nonrefundable deposit. It also explains the consequences associated with a student dropping out of a program.
It is required that faculty leaders submit required documents to the Office of International Affairs by the deadlines listed in the faculty leader checklist (below). It is also required that you register your student group with the Department of State before departure (see the STEP program).
When uploading a spreadsheet of travelers using the group upload feature, the spreadsheet obtained from the STEP website should not be modified in any way except to enter traveler information in the designated columns. Please download the new template and enter your group information and upload this using Chrome or Internet Explorer as your browser (Firefox is not compatible with our website). This is the template that should be used to upload a group of travelers.
When attempting to enroll a group using a spreadsheet template, please review these lists of guidelines which should reduce or eliminate the errors you receive.
Click here for a pictorial overview of how to complete the STEP enrollment process.
Students should also register themselves and indicate who information may be released to in an emergency. Listed below are also links to additional information about culture shock, disabilities, Center for Disease Control suggested vaccinations, and how to obtain a passport.
Reference the faculty checklist for group study abroad program for a list of what of is due before you leave for your study abroad program.
Many program leaders need to be cash to pay for expenses while abroad (cabs, street vendors, etc.). This is definitely possible.
Program leaders are required to develop an emergency plan that will be distributed to all participants. The plan must also be submitted to the university. A copy of the Emergency Situations Guide should also be carried by the leader for reference if needed.
Your Emergency Plan must include the following:
Upon your return from a study abroad, you are required to submit an expenditure report that details how the money was spent for your program. This should include an itemized list and accompanying receipts. Information should include all expenditures as follows:
In some cases, receipts are not available (for example, from street food vendors in Thailand). During the program, faculty leaders should keep a log of these expenditures. These expenditures should be detailed in your expenditure report with an indication that receipts were not available. It is your responsibility to carefully document your expenses.
You must also give a simple accounting report of your total expenditures and your revenues from student payments (see sample report here). If surplus funds were returned to students, this should be indicated as well.
This report must be submitted to Lorie Kennon in accounting within 3 weeks of your return. It will be kept on record in the accounting office.
The provost's office now allocates funds for financial assistance to help defray the costs of bringing a second faculty or staff member on study abroad programs as a second chaperone. Please be aware of the following policies:
If you experience any issues with students or other travelers on your program (conduct, mental health, injuries, etc.), please complete an incident report form as soon as possible following the incident. For your protection, and for the safety of students, we ask that you err on the side of caution and report any incident you feel may needs to be documented. The form will ask if you need assistance from the university, so be sure to give a clear indication of whether or not you need assistance. A copy of the completed form will be sent to you, Petra Visscher, Larry Robertson, and Tim Pierson via email.
INCIDENT REPORT FORM (This form is password protected)
More information about using the incident report form during a study abroad program is provided in the Incident Report Instructions.