Guidelines for International Travel that is Part of an Academic Credit-Bearing Course
Scope of this Document
This document applies to international travel that is part of an academic credit-bearing course or arrangement where a faculty member is supervising and/or involved in an assignment for academic credit, including courses that are state supported or self-supported. These guidelines do not apply to classes regularly scheduled at off-campus locations or to internships and community service-learning. These guidelines also do not apply to individual faculty who travel internationally as private citizens for a personal or professional purpose that is not affiliated with the mission and goals of the university.
CSUN is committed to providing students with rich and safe international experiences that will enhance their skills, dispositions, and competencies as global citizens. These guidelines are provided for faculty who are considering international experiences as part of their academic credit-bearing courses. These guidelines are based on the California State University Risk Management Policy – Executive Order 715; the Study Abroad through Non-CSU Program Providers – Executive Order 1022; and the guidelines and policies of CSUN’s Office of Risk Management. For international travel involving students, the faculty member who is organizing the trip or accompanying the group abroad must follow these guidelines, including the risk management guidelines (www.admin.csun-edu/ehsr).
Notification and Approval
Faculty leading students abroad for study, research, or other academic purposes must get the approval of the Dean and Provost/Vice President for Academic Affairs (or designee) 30 days in advance of departure or 30 days before the start of the semester if travel is part of a course or academic experience (e.g., independent study, thesis project).
1. If CSUN faculty and students agree to travel together as independent adults but NOT for any instructional purpose and not under the aegis of the university, both students and faculty are required to sign a declaration to the effect that they are traveling independently and not part of any university program.
Preliminary Planning and Early Notification
1. Notification must include: • Names of travelers, including any faculty members • Purpose of trip • Travel information • Proposed budget for offering travel course, including information on anticipated costs and any actual or proposed sources of funding • The approval of the department chair
2. Provide written responses to each of the following items.• To what event is the faculty member (or student) familiar with the geographic area, customs and cultures being visited prior to the course offering? The department chair is responsible for recommending to the college dean that the faculty member has the required expertise to lead the trip and that the faculty member has no conflict of interest.
• How will students be informed and advised that a course they’ve enrolled in includes a travel component? Students must be made aware of any anticipated risks and course costs related to international travel prior to enrollment in the course. Any monetary travel awards or grants must be made available to all potential students. Students should never be asked or required to pay for faculty travel expenses.
• For new or existing courses that involve international travel, how will the course be structured to cover the course topics, required contact hours, and student learning goals? If the trip is required for course completion, the travel component should be clearly listed in the syllabus. Consequences for non-completion of required travel should be explicitly stated in the syllabus. Faculty members may not offer or approve students Independent Study credit based solely upon the travel experience. Students who wish to use what they have learned during travel as part of the study for Independent Study credit must formally enroll for Independent Study.
• If a student is unable to make the trip or the trip is not required, what options or educational experience will students be offered? Consider possible ADA issues and reasonable accommodations including alternate assignments for those students unable to participate.
3. If the addition of an international component requires a substantive change to an existing course, a course modification proposal must be submitted to the College Curriculum Committee in a timely manner to ensure appropriate review and approval.
1. Travel to countries under travel warning by the U.S. State Department (http://travel.state.gov) or the Centers for Disease Control (http://wwwnc.cdc.gov/travel/notices.aspx) is discouraged. Clear communication to students regarding the published warnings is required. We recommend that you monitor the consular information for the country or countries to which you will be traveling during the weeks and months leading up to the trip, and until you return home.
2. It is strongly urged for travelers to register with the US Department of State prior to departure if they are going to be traveling outside the United States for more than 2 weeks. This can be done on-line at https://travelregistration.state.gov/ibrs/ui/. By registering your trip you ensure that the Department of State can notify you directly of local developments and more easily assist you in case of an emergency.
3. Risk Management information and planning and transportation forms are available from the CSUN Risk Management page.
4. Before you leave the United States, provide the Dean and the university’s Environmental Health and Safety/Risk Management department with a detailed itinerary for your trip, including educational objectives, assignments, arrival and departure times, all planned activities, dates, times, locations, etc.
5. Before you depart, require that each CSUN student participant on the trip provide your academic department office with emergency contact information (form available from Office of Risk Management) in the event of an accident or emergency and a copy taken along on the trip.
6. All CSUN students must complete and submit an Academic Field Trip Informed Consent Agreement (form available from Office of Risk Management).
7. Foreign travel and medical evacuation insurance (if appropriate) is strongly recommended. For an insurance quotation, please contact the Risk Management Department (818) 677-2401.
Health and Safety
In accordance with Executive Order 715, every trip shall include at least one orientation meeting to cover the following information:
1. Arrangements for any out-of-country visas and U.S. passport acquisition. Make sure that the passport is valid with an expiration date of at least 6 months after the end of travel. When traveling a photocopy of the face sheet of the passport should be kept in a location separate from the passport.
2. The Klotz Student Health Center’s Travel Clinic (/~shcenter//) provides in-class health and safety travel education and appropriate immunizations as recommended by the World Health Organization and the Centers for Disease Control.
3. Provide each participant with the name, address and telephone number of the U.S. embassy in each country to which they will be traveling.
4. It is recommended that participants file a waiver for medical treatment and a health questionnaire explaining any special medical problems or needs to the instructor.
5. Participants need to carry sufficient personal medication supplies and physician documentation for medication to last the length of travel or to replace medication lost during the trip.
6. The University’s policy (900-06) on the Use of Alcohol and Illicit Drugs and associated legal concerns may apply to the destination city/country. It is recommended to communicate codes of conduct and CSU’s policy of not permitting alcoholic beverages or chemical substances, except prescription medication, to be transported in a vehicle while on a field trip.
Faculty Travel Authorization
The faculty member must submit an official travel authorization form for approval. Travel outside the United States requires the approval of the Dean and Provost. As long as the travel is officially authorized, a faculty member acting in the scope of employment is covered under the university’s liability policies.
Approved by Academic Council, 08/12/09