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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Foreign: Frequently Asked Questions
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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Foreign: Frequently Asked Questions
What if there was an emergency and the group needed to evacuate the country?
Call Travel Guard for evacuation assistance.
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Foreign: Frequently Asked Questions
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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Foreign: Frequently Asked Questions
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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Foreign: Frequently Asked Questions
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
Foreign: Frequently Asked Questions
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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Foreign: Frequently Asked Questions
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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Foreign: Frequently Asked Questions
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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Foreign: Frequently Asked Questions
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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Foreign: Frequently Asked Questions
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
Foreign: Frequently Asked Questions
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.
Financial Concerns – Organizing & Submitting Expenses
! See “Travel & Entertainment Expense Reimbursement” on the Business Office’s website for more information.
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
! See “Travel & Entertainment Expense Reimbursement” on the Business Office’s website for more information.
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
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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