Workshop for Faculty Teaching Off-Campus Courses August 30, 2011 – 9:00-11:30 – 103 Law Hall

Workshop for Faculty Teaching Off-Campus CoursesAugust 30, 2011 – 9:00-11:30 – 103 Law Hall

Facilitated by Jeannie Burns, Kelsi Kautzky and Gayle Luck

•Forms

•Passports

•Billing

Unified collections starting in 2011-12•Reduces faculty workload•Promotes positive faculty/student dynamic•Clarity for students

Update on course preparation already underway:

Faculty Pre-Departure Responsibilities

• Local health options• Local emergency numbers

• Location of nearest U.S. embassy

IDENTIFY

SUBMIT

• Health form• Passport copy• Full syllabus & itinerary including contact information for all accommodations / tour companies• Name & contact information for at least one English-speaking individual on-site who can communicate with Cornell College should you become unable to teach.

Pre-Departure MeetingsOne required, even if on-campus time prior to trip

•Explanation of costs•Determine trip expectations for both faculty & students•Provides adequate time to acquire materials•Cultural overview•Scope out group dynamics

For trips outside of the U.S., Canada & Western Europe, a meeting with a nurse from Student Health Services is also required.

Faculty are stronglyencouraged to attend.

2011-12 Academic Catalogue, pg 135,“Cornell Off-Campus Courses”:

2. Initial eligibility is determined at the time of the non-refundable deposit.

Students who have paid the deposit and are denied participation at the time

of the initial eligibility check will be refunded their deposits. Final eligibility is

determined one month before the course. If a student is placed on academic,

financial, or disciplinary probation between the time of the initial check and

the final check, his/her participation will be reviewed by the course instructor,

the Associate Dean, and the Dean of Students. The student may be removed

from the course or may be given permission to participate with clearly

established guidelines. Should a student be placed on disciplinary probation

after the final eligibility check but prior to the departure date for the off-

campus course he/she will be removed from the course. Faculty

members retain full discretion as to student enrollment in

their courses.

Small Group Table Discussions: Unrealistic student expectations

Group 1:Rebecca Entel

Catherine StewartBen Greenstein

Jeff MeekerAndy McCollum

Group 4:Marcela Ochoa-Shivapour

Leslie HankinsMichelle Mouton

Doug HansonJames Martin

Group 3:Anton Daughters

Craig TepperJudy Siebert

Brian Nowak-ThompsonGlenn Freeman

Group 2:Steven SacksAlice Ganzel

Lenny GannesAlfrieta MonaganRhawn Denniston

Behavior Problems with a StudentStudents must be informed of off-campus

courses rules and expectations for behavior prior to departure or immediately after

arriving on site.

1. Verbal warning2. Written warning

• Establish clearly set behavioral expectations which student is expected to sign.

3. Dismissal from course• Office of International & Off-Campus Study

arranges return travel• Faculty inform dismissed student of new

arrangements , obtain signature.

! See “Additional Faculty Information for Off-Campus Courses” handbook more information about disruptive students (pg. 7).

2011-12 Academic Catalogue, pg 136,“Cornell Off-Campus Courses”:

5. Students participating in Cornell Off-Campus courses are still held to all

policies and procedures outlined in the Compass as well as any other

guidelines outlined by the faculty instructor. Faculty instructors, with

assistance from appropriate college administrators when requested/required,

are responsible for evaluating the severity of and responding appropriately to

all misconduct occurring throughout the duration of the off-campus course.

Student misconduct on off-campus courses may result in verbal warnings,

written warnings and/or dismissal from the course. Any behavior

warranting a written warning or dismissal from the course must be

reported to the Office of International & Off-Campus Studies.

Participation in future off-campus courses by students who have

received written warnings and/or who have been dismissed from off-

campus courses will not be allowed unless a successful agreement is

made in a meeting with the student, the faculty instructor, the Dean

of Students and/or the Office of International & Off-Campus Studies.

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Educational & Institutional Insurance Administrators Property & Casualty

International Coverage

International versus Student Health and Accident

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Territory• Worldwide excluding the United States

of America, its Territories and Possessions, Canada, Iraq, or Afghanistan. Payment of any loss shall only be made in full compliance with OFAC.

• For a complete list of OFAC countries refer to:

http://www.treas.gov/offices/enforcement/ofac/programs/index.shtml



EIIA Foreign Program Coverage

• Travel Accident & Sickness• Travel Assistance• Emergency Medical Evacuation• Security Evacuation• Crisis Response

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Foreign Travel Program Chartis Insurance

Travel Accident and Sickness Coverage

Travel Assistance – Travel Guard

• Inside of the U.S. and Canada, call toll-free: 1-888-873-8385

• Outside of the U.S. and Canada, call collect/reverse charges through an international operator: +1-817-826-7008

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Assistance ServicesMedical Services• Medical Evacuation: Insurer medical staff will evaluate

condition to determine if person can be treated locally. If not, Insurer will make arrangements to bring person home.

• Physician / Dentist / Hospital Referral: Contact information for local providers is provided.

• Medical Case Monitoring: Insurer will monitor condition of patient while such person is hospitalized away form home.

• Shipment of Medical Records and Prescription Medications: Insurer to make arrangements to have them shipped to treating physician.

• Insurance Claim Coordinator: Coordination between insured person‘s personal carrier and emergency medical service provider.14

Trip Services• Travel Documentation: Telephone advice regarding

passport/visa requirements, customs, entry / exit, restrictions, and regulations.

• Immunizations: Telephone advice regarding required immunizations for intended destinations. Up to date info on medical advisories.

• Political / Environmental Warnings: Provides communication between insured and US Govt. office abroad.

• Currency and ATM Locations: Assistance on exchange rates and ATM locations.

• Global Weather: Provides information on global climate conditions.

Assistance Services

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Trip Services• Emergency Message: Can be stored and relayed to or

from traveler• Telephone Translation: Translation services are available

24-Seven in cases of an emergency.• Travel Delay: up to date travel delay report• Embassy or Consulate Referral: provide address and phone

numbers of local embassies or consulates while traveling• Public Information: provide local worldwide public holiday

information for the desired location

Assistance Services

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Assistance ServicesOther Services

• Lost / Stolen Luggage and Personal Effects: Coordination of claim process, delivery by common carrier and shipment of replacement articles.

• Lost / Stolen Travel Documents / Travel Tickets: Assistance to cancel and replace documents such as passports or credit cards.

• Cash Transfer: Emergency cash is available 24 seven. • Legal Referral: Referral of local attorneys anywhere in

the world.• Trip Interruption: Arrange accommodations, alternate

transportation, and meals.• 24 hours, 7 days a week, 365 days a year

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If a student participates in a trip and has a pre-existing disability or medical condition does the emergency medical insurance apply?

Yes, but there is a limit of $1,500 for pre-existing conditions and a $250 deductible applies.

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Foreign: Frequently Asked Questions

What is considered an excluded sporting event?

Football, Boxing, Gymnastics, Ice Hockey, Lacrosse, Martial Arts, Rodeo, Skiing (water and snow), Surfing, Swimming, Diving, Wrestling, and Equestrian.

Participation in contests of speed using a motorized vehicle or bicycle.

Excluded at all times are skydiving/parachuting, hang gliding, bungee jumping, mountain climbing, potholing, zip-lining and motorcycle riding.

Scuba Diving is excluded at all times except as an assigned part of a curriculum of study for credit.

Snorkeling and Skiing are covered when associated withcurriculum.

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If there is a need for medical evacuation who would arrange it?

Travel Guard would need to be notified immediately and would arrange for medical repatriation based upon their medical evaluation or a doctor’s certification of necessity.

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What if there was an emergency and the group needed to evacuate the country?

Call Travel Guard for evacuation assistance.

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In what circumstances should Travel Guard be contacted in advance?

Always contact Travel Guard if there is a medical emergency as soon as possible. For example, serious injury, sprained ankle, might need stitches, etc. Local emergency personnel should be contacted first if possible (911) for serious situations. Safety is the primary concern.

Travel Guard can advise for directions to the nearest English speaking hospital/emergency room facilities and can facilitate coordination with local doctors.

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How is reimbursement of medical bills handled?

If medical bills were paid overseas for an emergency medical situation by the injured party, the bills can be submitted for review by a claims adjuster for potential reimbursement. The bills can be emailed or faxed with a cover-note providing the institution name along with the EIIA policy number and the Travel Guard case number (if applicable). Contact Information:

Vicki Hoover - Claims Examiner Chartis WorldSource - Travel GuardPh.: 214-758-3201Fax: [email protected]

You can also call Travel Guard, mention the case number (if applicable) and advise that you want bills submitted to claims for review.

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mailto:[email protected]

A student is seriously injured overseas and is in the hospital. What does the insurance provide in regards to the parents going overseas to be with the student while in the hospital?

The insurance will pay up to the cost of one round trip economy airfare ticket (up to a maximum of $3,000) for one person to fly to be with the injured student while they are in the hospital if they are alone and more than 100 miles from their place of primary residence. The insurance will also pay for lodging and meals for that person while the injured student remains hospitalized up to a maximum of $125 per day for lodging and $100 per day for meals.

Call Travel Guard to arrange the emergency flight.24


Is the Emergency Medical coverage Primary or Secondary?

The foreign travel insurance provides primary emergency medical insurance. The coverage includes reasonable and customary charges for covered medical expenses incurred by an insured person for the treatment of injury or sickness sustained during the course of an insured journey.

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What if the student does not have the $250 deductible at the time of treatment?

Travel Guard is trained to handle the emergency and Claims will worry about deductibles/coverage later on.

They provide emergency cash transfer and advance assistance subject to personal funding.

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Does coverage continue after returning to the U.S.?

Once the faculty/student has returned to the U.S., Travel Guard services and the Foreign Insurance Program no longer apply. Invoices for medical services that were incurred overseas can be submitted. Personal health/medical coverage purchased for the U.S. would apply.

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Would coverage exist for personal travel?

There is a personal sojourn extension that provides unlimited days of additional coverage if the student has personal travel in conjunction with the institution sponsored trip.

Personal travel includes travel to countries other than the country of study.

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Who Should the Student Call First?

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We recommend making phone calls in the following order:

• Call the host country equivalent of 911 for a life threatening medical emergency

• Call Travel Guard for all emergency travel, accident and sickness assistance. Call collect/reverse charges through an international operator: +1-817-826-7008, ask for a claim number

• Call the international office at your host institution or your institution’s professor traveling with your group and give them the claim number

• Call your Institution’s Travel Abroad Coordinator and give them the claim number

• Call your parent(s) and give them the claim number


Emergency Management

The Office of International & Off-Campus Study defines an emergency in relation to an off-campus course as the following:

• A serious injury or illness can be defined as:

• Requiring hospitalization of a participant or faculty member, or one that makes it impossible for the participant or faculty member to continue the course.

• A situation involving a criminal act against one or more participants; an act of terrorism that poses a threat to the security of the participants; a natural disaster; an act of war; or other event causing or threatening harm to one or more participants.

• A “perceived emergency” results from events that are not immediately threatening to the health or safety of participants, but which may be viewed as such by family and friends at home, or by the media. In many instances, a perceived emergency must be treated as a real emergency.

! See “Additional Faculty Information for Off-Campus Courses” handbook for specific emergency protocols (pg. 11).

• Student Emergency Cards• Faculty Emergency Cards

• Calling Tree• New release forms

• Incoming texts are free• Works in over 190 countries

Emergency Management - Resources

MATERIALS

24-HOUR SUPPORT

Call Campus Safety 24/7 to be put in contact with a Cornell representative.

EMERGENCY CELL PHONES

Small Group Table Discussions: Emergency Situation

Group 1:Rebecca Entel

Catherine StewartBen Greenstein

Jeff MeekerAndy McCollum

Group 4:Marcela Ochoa-Shivapour

Leslie HankinsMichelle Mouton

Doug HansonJames Martin

Group 3:Anton Daughters

Craig TepperJudy Siebert

Brian Nowak-ThompsonGlenn Freeman

Group 2:Steven SacksAlice Ganzel

Lenny GannesAlfrieta MonaganRhawn Denniston

Financial Concerns - Making Reservations

Payment options:1. Office of International & Off-Campus Study credit

card2. Faculty credit card, reimbursed with receipt3. Wire transfer4. Check5. On-site cash payment

Reservations will not be made for a student who has not deposited sufficient funds to cover the

expense.

International & Off-Campus Studies Handbook for Faculty,Section I. Planning Your Course, “Logistics: Publicity, Funding, Flights, and Airfare:

Financial Concerns – Requesting Travel Advances

Please request the funds you will need for your travel at least

10 days in advance. Keep in mind that requests for checks need to be

in by 10 am each Wednesday. This window of time allows the Business

Office to process the check, give it to you, and allows time for you to get

the check to your bank. Not having to rush through this process

alleviates pressure on both the Business Office and you. If you submit a

request later than 10 days in advance, you will miss the weekly check

run and will have to pay all expenses out of pocket and request

reimbursement upon your return.

! See “Travel & Entertainment Expense Reimbursement” on the Business Office’s website for more information.

http://www.cornellcollege.edu/off-campus-studies/gb-resources-faculty/FacultyHandbook.pdfhttp:/www.cornellcollege.edu/business-office/faculty-staff-information/travel/index.shtml

Financial Concerns – Organizing & Submitting Expenses


1. Keep a log.• When, what and how much• If no receipt available (cabs, tips, etc) obtain signature• If providing students money, obtain signatures

2. Turn in receipts to Off-Campus Studies Program Coordinator no later than 30 days following your return.

3. OCS Program Coordinator determines total expenses based on your documentation of expenses and returns the completed report to faculty for approval. Once approved by faculty, report is sent to Business Office for final approval.

4. If expenses total less than travel advance requested you will be expected to write a check for the difference.

5. If expenses total more than travel advance requested and sufficient funds exist in trip account you will receive a check/credit for the difference.


Financial Concerns – Avoiding out of pocket expensesFaculty may have to pay out of pocket if:

• The expense is not properly documented

• Money is lost/stolen and no report is filed

• The expense is not reimbursable

• The course is over-budget



Final Faculty Report

Available online under “Resources for Faculty” on the Off-Campus Studies webpage: http://www.cornellcollege.edu/off-campus-studies/gb-resources-faculty/final-faculty-report.shtml

Topics:

•Academic issues• Guest speakers/lecturers• Academic facilities

available

•Non-academic issues• Housing• Excursions & Activities• Communication• Student Issues• Health & Safety

•Budgeting

•Overall evaluation

http://www.cornellcollege.edu/off-campus-studies/gb-resources-faculty/final-faculty-report.shtml

http://www.cornellcollege.edu/off-campus-studies/gb-resources-faculty/final-faculty-report.shtml

Panel Discussion

Ben Greenstein □ Carol Lacy-Salazar □ James Martin

Christina Penn-Goetsch □ Steven SacksPossible topics:

• Teaching without a classroom• Traveling with students• Student behavior• Grading concerns

IRB & Off-Campus Study

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