University of Pittsburgh Study Abroad Programs Guidelines and Checklist

Type of Entity  Is the University collaborating with another entity to plan or coordinate this program?  If so, what type of entity is involved?  A subsidiary or affiliate corporation of the home campus?  Separate American educational institution?  Foreign institution  Tour operator or travel agent  Educational consortium  Trade or professional association  Other

Type of Entity  If the University is collaborating with another entity to plan and coordinate the program:  What is the name of the entity?  What is the address of the entity?  What is the website address of the entity?  Who is the contact person with the entity?  Telephone number and of contact?

Background of Entity  Has the faculty coordinator and the Study Abroad Coordinator screened this entity to ensure suitability for the program activities?

Background of Entity (cont.)  Has the faculty coordinator and the Study Abroad Coordinator:  Documented the screening process?  Reviewed background checks for on-site faculty?  Contacted references of entity or past participants?  Obtained Proof of Insurance?  Requested information re: accidents or injuries within the last 5 years?

Terms of Agreement  If the University has a written agreement with this collaborating entity the following should be included:  Definition of responsibilities of the parties  Definition of the parties’ financial obligations  An indemnification provision in favor the University  Choice-of-law and forum selection clause  Requirement for acceptable insurance coverages

Terms of Agreement  Does the agreement comply with the Office of Purchasing contracted services agreement?  If the agreement does not comply, has it been reviewed by the Office of General Counsel?  Who will be signing the Agreement on behalf of the University?  Does that individual have signatory authority to be signing on behalf of the University?

Terms of Agreement  Does the agreement establish policies and procedures to :  Include personal and premises safety issues in orientations for faculty/staff and students?  Ensure safety during program activities (i.e., field trips, driving, sports/recreation?)  Promptly respond to injuries, investigate cause of occurrence and take corrective action?  Ensure appropriate incident reporting to the University’s main U.S. campus?  Respond to natural disasters, political unrest and other types of emergencies?

Orientation  Have arrangements been made prior to the trip for faculty/staff orientation?  Does the orientation include:  All issues addressed in the student orientation? If not, which were omitted?  Activity, field trip and travel approval processes  Training to spot, investigate and/or handle complains of discrimination or harassment  Specific duties of the position and safety responsibilities  Training to immediately report complaints, injuries, serious incidents and major illnesses to the University’s U.S. campus?

Orientation  Does the mandatory student orientation include the following issues?  Required participation forms, including Statement of Responsibility, waivers and health insurance forms, medical treatment authorization form, parental consent forms (if student under 18 years of age)  Description of the institutional policies/procedures that apply overseas

Orientation  Mandatory student orientation (continued):  Cost of trip (meals included – extra field trips included – transportation included?)  Review of local customs, cultural differences, religious observations, gestures, mannerisms, dress and other circumstances  Description of institutional resources and support systems (i.e., counseling center) that are or are not replicated overseas  Student insurance, both health and personal property  Passport, visa and immunization requirements

Orientation  Mandatory student orientation (continued):  Crime, terrorism, civil unrest and information concerning the venue (including US Department of State consular information sheets)  Review of local disease information for the venue  Approved and restricted program activities  Disaster and emergency action plan  Travel Warnings – what is your plan?

Orientation  Mandatory student orientation (continued):  Incident reporting information for accidents, theft, assaults, harassment, problems with faculty, staff, host families or others  Cancellation policies (who decides when to cancel; what criteria; what is University’s liability if a student refuses to leave a venue)  Alcohol and drug use policies  Reminder to be mature and conduct selves in a prudent and lawful manner

Facility  Does the collaborating entity own or lease classroom, housing and other facilities?  If leasing, has the lease contract been reviewed by the Office of General Counsel and Property Management?  Is security provided?  Reasonably safe?

Insurance  Does the collaborating entity provide the necessary insurance coverage required in the agreement?  Have the details of the coverage been provided to the University’s Office of Risk Management?  If not, has this been discussed with the Office of Risk Management?

Insurance  Who is responsible for the medical insurance coverage of the students?  Current insurance confirmed to be applicable overseas  Mandatory coverage purchased by the student  Optional coverage purchased by the student

Emergency Protocols  Do the on-site personnel know who to contact on the University’s US campus to report the incident?  Who is the emergency contact  Do the on-site personnel have an emergency contact in the US to call for each participant and faculty member?

Provide Your Personal Information  Name, campus address and telephone number  Will you be accompanying the students on the entire trip?  If not, explain:  Name of alternate coordinator should you be required to return home early?