Handbook of Policies and Procedures for All University ... · Handbook of Policies and Procedures...

Handbook of Policies and Procedures for All University-Sponsored Travel Abroad(revised 10.21.13)

Program directors are advised to read the whole Handbook before beginning planning and to take note of the program directors’ duties before and after leaving.

CONTENTS PG.

Travel to which these policies apply 1

Overview of the Approval process 2

Planning for the International Travel Approval Form 3

After Approval & Pre-Departure / On-Site: Considerations and Requirements 9

Final Considerations 15

International Travel Approval Form available at www.du.edu/intl/facultyResources.htmlTravel to which these policies apply:

The following policies and procedures cover all international travel through any University-sponsored programs, including:

• Study/research/internship/cultural immersion/volunteer abroad at the undergraduate, graduate, and postgraduate levels, with or without academic credit, including all faculty-led travel courses abroad (pages 3-15 apply specifically to faculty-led travel courses)• Travel with student organizations sponsored by DU or representing DU• Travel abroad with alumni or non-DU travelers• Travel abroad while on University business including faculty travel. Travel on University business is defined as University funded travel during which the traveler is functioning in his or her capacity as a University employee or representative. This includes University faculty research travel and any travel for which the employee is receiving per diem and/or travel reimbursements.

Faculty traveling abroad are required to notify their deans/ department heads and provide details of their travel. Everyone traveling abroad on University business is expected to complete travel and contact information on the myWeb international travel tab before departure: Login to webCentral. Click on the myWeb tab. Click on Banner Self-Service. Click on the International Travel Menu and enter and edit information there.

The majority of this document (pp. 3-15) is intended for faculty-led courses, although there is important information on all University-sponsored travel abroad on page 2.

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Overview of the Approval Process:Timely planning is important to ensure both high quality programming and containment of risk. Successful academic travel programs take significant time to develop, organize, and recruit. Along with the unit responsible for planning, several University offices need to be consulted, including Risk Management, the Office of Internationalization, Business Services/Purchasing, and possibly University Counsel. Almost all travel abroad programs will require approved contracts and possibly memos of understanding with overseas third parties; developing these is a special reason for starting to plan early. Business contracts are processed through academic units with the approval of the unit Budget Director and require further approval from Purchasing Services (and possibly Legal Counsel, Risk Management and the Provost). Travel directors are required to submit an International Travel Approval Form for travel approval, available at www.du.edu/intl/facultyResources.html. The table below lays out the approval process steps and submission lead time:

Notes: (1) If the program is a repeat, an updated International Travel Approval Form together with appropriate documentation are still required. (2) All Travel Approval forms must be processed and conditionally approved before related business contracts or MOUs are submitted to Purchasing Services or the Provost. (3) When submitting the International Travel Approval form for conditional approval, include as much of the documentation requested in the travel approval form as possible. Details may change in the planning, but the reasons for the program, along with its scope and general activities, need to be made clear. Remember too that contracts and letters of understanding with third-party providers can rarely be completed and approved by the University at short notice.

All programs must have final approval by the Dean or Dean’s designee and by the AP for Internationalization. The University is under no obligation to let a program run if students have purchased tickets and the program has not been finally approved. Students should understand that they assume the risk of trip cancellation and should carefully consider trip cancellation insurance.

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PROGRAMMING

STAFFING

PLANNING FOR THE INTERNATIONAL TRAVEL APPROVAL FORMCONSIDERATIONS

All programs, whether for academic credit or not, need to be initially approved by both the department chair and the dean/director (or designee) of the home unit. International travel program proposals need to be clear about the following:

a. Academic objectives for the program: why is the course/program of study improved by travel to the particular site and how are the credit hours proposed justified by the course's components (including the travel)?b. Academic reasons for the program: how does this course/program of study fit in the unit’s overall curriculum and its objectives?c. Instructional component and learning outcomes. d. Research component.e. If the course is directed to both undergraduate and graduate students, different levels of credit and programming should be offered to graduate and undergraduate students. f. If the program includes internships or service learning, please see the Risk Management document “Vetting Sponsoring Organizations for International Internships (available online on Risk's website at www.du.edu/risk).” Please note the following general points about internships: • They should provide a significant and properly vetted experience for students. • The third party offering the internship should carry adequate liability insurance and give evidence of it to DU. For insurance requirements see: www.du.edu/risk/media/documents/COIBlankForm.pdf. • Faculty and staff are not authorized to purchase insurance on behalf of students or for any institutional purpose. • All student interns are required to complete the Internship Registration Form (posted at www.du.edu/intl under Faculty Resources).g. Non-academic components (such as excursions and the amount of free time).h. Pre-departure and post-return components (such as orientations and debriefings).i. Program assessment: assessment information, including student satisfaction and learning surveys (include if the program is ongoing).

All academic programs (whether for credit or not) require the continuous active participation of at least one faculty member. All programs with 10 students or more should have, in addition to the faculty member, an accompanying responsible person, who may be a DU graduate assistant, a staff member, or an experienced program coordinator. If the second person is not a DU employee that person must be approved by both Risk Management and Internationalization. There must be an emergency plan allowing for another DU faculty member to take over the program should the program lead be incapacitated. Compensation: • Faculty Compensation: the program director and any other participating faculty members will be compensated per agreement with the office budgeting the program and with approval of the dean of the faculty member’s academic unit. Compensation may include salary or stipend and coverage of expenses on a per diem basis.

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STAFFING

DETAILS OF TRAVEL

ARRANGEMENTS AND ITINERARY

• Exempt staff compensation: exempt (salaried) staff who may be involved in an off-campus or overseas course, with approval of their supervisor and the head of their academic or administrative unit, may participate under their regular salary if their program responsibilities are related to their normal responsibilities on campus. If not, they must take vacation time or discretionary leave of absence for their period of participation, and compensation will be determined within the program budget.

• Non-exempt staff compensation. Use of non-exempt (hourly wage) employees in staff roles for an off-campus or overseas program requires advance consultation with and approval by the Director of Human Resources on a case by case basis. Contact Ken Pinnock, Associate Director of Human Resources, at [email protected]. Describe the result of the consultation in the appropriate section of the Request for Travel Approval Form.

Faculty/Staff passports and visa eligibility:• DU employees traveling on DU business are reminded to check the validity of their passports and their renewal dates, and whether visas are needed for countries to be visited. Check with the countries to be visited regarding passport expiration restrictions.• DU International faculty and staff who are traveling on foreign passports are advised to consult with the Office of International Student and Scholar Services (located in International House) to be sure their U.S. visas will allow for re-entry to the U.S. upon their return.

1. Provide details of cooperating departments, universities, or third-party providers: a. Names and details of any cooperating DU departments or other institutions, affiliates and/or non-DU sponsoring or service-providing agencies. b. Details of how they are assisting with academic programming. c. Relevant contracts and/or memos of understanding (see Legal section below).

2. Instruction and housing arrangements: a. Location of classes or discussions. b. Type of housing (including disability access), meal arrangements (if any), cooking facilities. c. Are third-party vendors involved in making any of these arrangements in (a) or (b)? If so, see Legal section below and give details. A business contract is normally required. Check with your unit budget director. d. On account of liability issues, home stays for students are discouraged unless proper arrangements can be made. Before settling on such an arrangement, discuss the following with Risk Management: Are the families being arranged by a third party and if so, how are the families chosen? How will students be matched with families? What opportunities will be in place to move a student, if necessary? How will students be oriented to living with a family? With all these things in mind, is it advantageous for the program to take on the liability and responsibility of a home stay? If so, consider assigning students in pairs for safety. e. If you choose a hotel or hostel, take into consideration the safety and well-being of the students as it relates to the location of the hotel, its amenities, and the security measures within the hotel, such as general security and clear posting of emergency escape routes.

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DETAILS OF TRAVEL

ARRANGEMENTS AND ITINERARY

BUDGET

3. Transportation arrangements: a. Automobile liability. Risk Management requires the purchase of all local insurance coverage when renting a vehicle overseas as DU’s auto insurance does not cover vehicles outside the US. Note: some countries require a proof of financial responsibility card to operate a vehicle legally. Check with Risk Management before operating a vehicle in a foreign country. b. All DU drivers who will be renting vehicles must take the DU defensive driving course and have their motor vehicle record checked annually in accordance with the Risk Management auto policy found at www.du.edu/risk. c. When contracting for group transportation, such as a bus company, appropriate insurance should be shown through a certificate of insurance in the contracts process. d. 15-passenger vans are not authorized for use per DU Risk Management Policy.

Anyone involved in any type of incident while driving on behalf of the University should report the incident to Campus Safety (303.871.3000) immediately as well as to Risk Management (303.871.2354). There are potential liability issues, particularly if injuries are involved. 4. Itinerary:The itinerary must cover the following: a. Places visited with dates and events planned. b. Travel arrangements: list all travel components. c. Any organized physical activities.

Overall budget considerations:

a. How is the program being funded? Give details of budget and explain any funding outside of tuition revenue.

b. Use of funds: See Business Services policy at www.du.edu/purchasing/policy and note the Travel Expense Policy and the non-use of DU purchasing cards while overseas. Program leaders are expected to follow the University’s business policies in determining reimbursable air fares, per diems, etc., and should consult with their dean’s budget director in order to develop the budget in line with University policies.

c. If the budget is being managed by an entity outside of DU, please provide all details and contracts. See Legal section below.

d. All business contracts must show approval by the unit budget director and Business Services. e. Budgets for programs run from the Office of Internationalization must be developed with and approved by the Director of Budget in the Office of Internationalization. Similarly, budgets for programs run through the Office of Special Community Programs must be developed in that office.

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RISK & INSURANCE

See

www.du.edu/risk

for resources

a. Travel safety -- duty of care: Our students and staff expect a safe travel experience. Notify Risk Management of your travel locations and activities as early as possible in your planning process. Risk will provide an assessment and conditional approval/ denial with additional important insurance information, where necessary. The risk thresholds are:

• U.S. State Department Travel Warning (travel.state.gov/), U.S. Government travel restriction, or if the country is on the Office of Foreign Assets Control (OFAC) list (www.treasury.gov/resource-center/sanctions/Programs/Pages/Programs.aspx) • International SOS travel security or medical rating of “high” or “extreme” (www.internationalsos.com). Note: a city or region of your country of travel may have a “high” or “extreme” travel risk even if the country itself is rated “low” or “medium”. • High risk activities – see d. below.

Risk can provide recommendations to mitigate travel and health risks on your trip. Note that the security and/or health situation in a location could change, so even an approved trip could be cancelled, if warranted.

b. Program membership: Non-DU group members (including dependents): The University is not responsible and will not provide for any expenses of dependents/family members or other traveling companions. University insurance does not extend to non-DU group members. The program director should notify the AP for Internationalization and the Director of Risk Management if he or she is taking dependents/family members overseas. The presence of such persons should not interfere with the program director’s duties pursuant to this policy. Should the program director travel abroad with any minor for whom the program director is responsible, a legally responsible adult outside of the program must be available on site at all times and the minor must not participate in any part of the program, including field trips or group travel, without prior approval from Risk Management. All dependents of the director and any other faculty or staff must carry appropriate international health insurance and all non-group members must purchase individual SOS coverage. Programs allowing student non-academic traveling companions must be specifically designed to logistically and financially accommodate those companions. All companions must purchase appropriate international health and individual SOS coverage and must sign a companion waiver.

c. Transportation. See Details of Travel Arrangements and Itinerary section (3) above.

d. Group activities: DU insurance will not cover: non-owned and non-commercial aircraft; bungee jumping, trampoline use, skydiving, rock climbing or mountaineering, ballooning, extreme skiing, martial arts, rallying or racing other than on foot. Special coverage may be required for organized physical activity and sailing team leadership. If physical activities such as skiing, whitewater rafting, or other non-academic activities are available during the program, have the students do this voluntarily and pay for it themselves. These would not be covered by DU insurance unless explicitly discussed with and approved by the Director of Risk Management. Check with Risk Management regarding any physical organized activities.

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Contracts: Ensure you have formal contracts and agreements outlining responsibilities of third-party providers and vendors and their insurance coverage.

• Any third-party providers must go through the contracts routing process via your budget officer. Provide details of travel agency and local transportation arrangements. Provide certificates of insurance for each provider, and gather that prior to submitting the International Travel Approval Form to your budget officer.

• Details of arrangements involving payments by or possible liability for the University or individual students need formal documentation and approval by the DU offices of Risk Management and Legal Counsel. • All third-party providers of goods/services must provide certificates of insurance (COI) —see Risk website: www.du.edu/risk/media/documents/COIBlankForm.pdf for details of liability needs. If this is not possible, the Office of Risk Management must provide a contractual exception, noting that our standard terms require insurance from all third-party providers. • As a program leader, you are a representative of DU. As such, you should consider the liability of the University in any program and should verify appropriate contractual treatment with the University Counsel’s office. Note that you can be held personally liable for acts outside of the scope of your job and therefore may wish to buy umbrella insurance.

• Completed Risk and Responsibilities Agreements (available at www.du.edu/intl/facultyResources.html) are required by the Office of Risk Management for all persons traveling abroad including non-DU group members. • Explain any conflict of interest. If your program involves dealings (housing and internships, for example) with people you know personally, family members, business associates, etc., you may have to fill out a conflict of interest disclosure, which is required by the University. Indicate all personal relationships with third parties involved in programming.

If relevant, make sure you have approval for research involving humans: all projects conducted by DU faculty, staff, and students that involve human subjects must be reviewed by the institutional review board (IRB) prior to any collection of information from or about humans. Compliance with federal and DU policies is required for any research involving humans. This includes, but is not limited to, the following:

• Projects with or without funding; projects on or off the DU campus; projects that involve an outside collaboration (i.e. information/data sharing and/or data gathering). • Student projects including classroom research projects, independent study, study abroad, research papers, honors theses, Partners in Scholarship (PINS), master’s theses and Ph.D dissertations. • Research utilizing surveys, interviews, oral history, ethnography, or questionnaires. • Retrospective data analysis; research on individual or group characteristics or behavior, focus groups, pilot studies. • Go to: du.edu/osp/irb.html for more information on the IRB’s requirements and processes. • Contact the IRB Research Compliance Manager to discuss whether your project requires IRB review, or a possible “exempt” application.

LEGAL

INSTITUTIONAL REVIEW BOARD

FOR BIOMEDICAL AND BEHAVIORAL

RESEARCH(IRB)

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Travel outside the U.S. can present export control issues for faculty, staff, and students ranging from the use of encrypted laptops containing important DU information to the use of equipment requiring an export license. Check www.du.edu/orsp for important information about research compliance and export controls.

• When travelling with a laptop, be sure that it is not encrypted and does not contain important information. Consult UTS if you need a “clean” laptop loaner.

ORSP / EXPORT CONTROL

COMPLIANCE

PERSONALLY IDENTIFIABLE INFORMATION

FOREIGN CORRUPT

PRACTICES ACT

As a program leader, you may be in possession of important personally identifiable information about members of your group (e.g. social security numbers, passport numbers, dates of birth, addresses). Should you incur a loss of this information, you must immediately report this to Campus Safety.

The Foreign Corrupt Practices Act (FCPA) makes it unlawful to bribe a foreign government official to obtain or retain business. DU employees should be aware of and act in compliance with the FCPA when conducting international business on behalf of the University.

This site is the home for the Justice Department’s “A Resource Guide to the U.S. Foreign Corrupt Practices Act":

www.justice.gov/criminal/fraud/fcpa/guide.pdf

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AFTER APPROVAL & PRE-DEPARTURE ON-SITECONSIDERATIONS

PREPARATION Role of the Director:

a. Encourage students to “blend in” to the surrounding community, using the local language whenever possible, speaking softly, avoiding overt identification as an American, and steering clear of large group activities including political demonstrations.b. Manage group dynamics to achieve the best conditions for student learning. Set up some ground rules that all participants are committed to following. Encourage students to be open-minded within the new culture as well as with their fellow students.c. Remain easily available to students throughout the program. If this is not possible, then the director must make appropriate arrangements for a DU official to cover during his/her absence. When a program director must leave the program site, prior planning for the replacement should be in place as far in advance as possible. d. Be prepared to be a mentor to the group. There have been emergencies in recent years on study abroad programs run by many different academic institutions. These include accidents and illnesses, student and faculty deaths, tragedies at home that students have to handle from a distance, sexual assaults and robberies. These events are relatively rare, but when something happens to one student, the whole group is often adversely affected.A program director must be prepared and willing to take on the special responsibility of being a mentor to the group in an emergency. But while abroad, and even before departure, a balance should be reached in which sufficient support is provided while student independence and self-confidence are encouraged. At all times, as everyone knows from FERPA regulations, Program Directors must keep as confidential as possible details of students’ personal affairs and not share personal details with group members.e. A program director should not take on the role of psychologist or physician, but should have knowledge of local

A pre-departure orientation should be planned to help students prepare for the educational and travel experience, ease the adjustment process, avoid serious culture shock, and take good advantage of their time abroad. The Office of International Education can assist program leaders with orientation materials, as needed. The Office of International Education (Study Abroad) can be consulted for help on appropriate orientation topics.

As program director you will find it useful to cover the following topics: academic expectations; housing, food, and logistical information; travel arrangements; essential packing list; visa information (if necessary); host institution/country information; currency and exchange rates; importance of learning at least some survival language of the host culture; safety measures while traveling. Advise students of the following safety measures: • Do not take any unnecessary identification or credit cards that could be targets of theft. • Make copies of your passport, plane tickets, driver’s license, and credit cards. Keep one copy at home, give another to your program leader physically or through email, and carry a third with you separate from the original. Protect your passport. • Be cooperative with customs and other officials. • Take any necessary medications with you in their original containers and keep them in your carry-on luggage during the flight. Make sure you take adequate quantities for your whole journey. • Do not invite strangers to your room. • Use only authorized taxis. • Avoid traveling alone after dark. • Control your drinking and behavior in bars. Do not leave drinks unattended (as they are easy to drug). • Do not make yourself a conspicuous tourist. Keep cameras hidden. Try not to dress in overtly “American” clothing (baseball caps, etc.).

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• Telephone and laptop security: prior to travel, ensure that no sensitive personal or research data is loaded on your laptop, tablet computer, or smartphone. Back up all information. If your personal laptop does have sensitive information, contact UTS for a “clean” loaner. In country, be watchful of your laptop. Beware of wifi connections in public places and phishing. Do not assume you have privacy. Change all your passwords when you return. • Contact information: Participants should know how to contact the program director and on-site coordinator immediately upon arrival at the program site and throughout the program. Provide the group with all emergency contact numbers and, if possible, a number for each university/hotel where the group will stay. Collect from students all their essential contact numbers, and consider keeping safe an encrypted copy of their passport photo pages in the cloud.

Students must read and sign the following forms available on line at www.du.edu/intl/facultyResources.html

• Risks and Responsibilities Agreement • Student Responsibility Statement • Medical Information • Student Code of Conduct

Non-DU group members (including dependents) must also complete a Risks and Responsibilities Agreement. All forms should be returned to the Office of Internationalization prior to departure at [email protected].

a. Health Insurance. It is essential that all travelers have their own medical insurance for their overseas experience. • DU Health Insurance policy may cover a student overseas, but students must check with the Health and Counseling Center for specific details related to their travel destinations.

hospitals/clinics where English is spoken (or which have access to an interpreter). Faculty and staff members should not become involved in the private lives of students, nor try to serve as professional counselors. Listening is important, but knowing when to refer a student to a professional is even more important.f. Privacy and confidentiality. As explained above in relationship to FERPA, the privacy of students should be maintained as it is on-campus. For example, letters of recommendation, incident reports, and medical and academic records should all be kept confidential. You may ask students if they wish to notify you privately of any ongoing personal medical concerns that could occasion an emergency, but they are under no obligation to pass on that information to you.

On-site responsibilities of the Program Director. Please note that all faculty and staff accompanying students need to be aware of the legal (etc.) issues outlined below and of the director’s duties and responsibilities in case of an emergency.1. On arrival in the host country, the Program Director should: a. Ask students to check in with their families, as appropriate. b. Discuss with students an Emergency Action Plan. • Register online or in person at the nearest U.S. Embassy. The program director may do this as a “warden” on behalf of the students. This allows the consular office to inform the program director of any special information that should be shared with the students. The program director should also stay abreast of the latest State Department travel advisories in the region and advise the students to do the same. • Discuss potential safety issues that could occur in the area where you are staying. • Set primary and secondary meeting places in the event of an emergency. Agree on when and where to meet and alternative methods of communication if a physical meeting does not or cannot take place.

PREPARATION

RISK

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RISK • Note fire emergency escape routes in living areas. • Know the location of the nearest police station. • Designate a student leader in case the program leader is incapacitated or unavailable. Notify Campus Safety immediately (303.871.3000) with this person’s number. • Locate the nearest medical facilities. SOS can assist with a list of English-speaking doctors in the area. Again, be sure that students know that while SOS can provide references, the student will be responsible for payment for any SOS-provided medical treatment, and should submit receipts to their own medical insurance. Treat an accident or illness immediately using local facilities. Stay with a sick or injured student until an assessment can be made and a response plan can be developed.

• Give all members of your group a list of useful emergency numbers tailored for the region you are visiting:Nearest U.S. Embassy:International SOS: details at www.internationalsos.com.University of Denver Campus Safety (emergency, all hours): 1.303.871.3000US State Department website: travel.state.gov/Center for Disease Control website: www.cdc.govWorld Health Organization website: www.who.int/en/

a. Safety, security and crisis management. • Monitor U.S. State Department and other countries’ travel warnings and public announcements, and evaluate the international context for study abroad programming. Again, the main site to review is travel.state.gov. Detailed international travel information is posted and country-specific US State Department warnings, alerts, and warden notices are updated regularly. • Be prepared to carry out your emergency action plan. During the program, the faculty director should be prepared to respond appropriately to an emergency. It is important that faculty and staff leaders live in close proximity to students for the duration of the program and be readily available to them when emergencies arise.

In some countries, proof of medical coverage is required to obtain a student visa. Students should research the type of coverage most appropriate to their destination. Program directors should not evaluate the coverage of students, but leave this to the student’s insurance carrier.

b. Passports and Visas: Many countries require that all foreigners carry their original passports and visas (if applicable) at all times so that they can be randomly checked. Other countries do not have such a requirement and accept photocopies. Faculty and University personnel traveling overseas are required to research the requirements for the countries they will be visiting. Not following such laws can result in imprisonment and/or deportation.

c. Emergency Evacuation and Response: International SOS Card. Faculty, staff and students traveling abroad under DU sponsorship or for DU business are required to carry the SOS card and are encouraged to take advantage of the various services offered by International SOS. All faculty and students must register their itinerary and emergency contacts as described on the first page of this document. • Note that DU’s policy with SOS is not travel or medical insurance: it provides local emergency evacuation services only (at the discretion of SOS), along with advice concerning local medical and other emergency help. If you have a medical emergency, you should expect to pay for services personally while abroad, submitting your receipts to your medical insurance company afterwards. If a medical facility will not accept your credit card or you do not have enough money to pay for services, SOS will pay the fees and then bill DU for the cost of treatment as well as an administrative fee, and the charges will be put on your DU account. You will be expected to reimburse the University the amount in full. You may be able to pass the charges on to your medical insurance. • See the SOS DU portal website at www.du.edu/intl/abroad/international_sos.html for more details about what International SOS has to offer.

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RISK • Medical treatment should be obtained at the scene whenever possible. When crises occur, unless you know an immediate solution, the first call should be to International SOS. • Notify the U.S. Embassy/Consulate for further assistance, as needed. • Notify Campus Safety (303.871.3000) and the Office of Internationalization (303.871.4912) of any serious incidents or injuries as soon as possible and within 24 hours. Deaths must be reported immediately to DU Campus safety. Once a phone call comes in, the University has a “Critical Incident Management Program” (CIMP) in place that responds to any type of critical incident on behalf of the University regardless of location or scope of an incident. Types of incidents that require notification are: • Serious illness, injury or hospital visit of a student or program leader. • Emotional or psychological stress that appears to require removal from the situation or additional professional assistance. • Death of a student or a program leader. • Criminal acts: theft, rape, harassment, etc., or being accused of committing a crime. • A situation in-country that causes concern such as a political uprising, terrorist attack or a natural disaster. • Any problem that seriously threatens the well-being of students or program leaders that may have legal liability implications for DU or may cause significant financial loss for the University.• Record incidents: the program director should keep records of any incidents that occur during the program. Incidents may include medical emergencies or student misconduct. If a student is in the hospital for any reason, an incident report should be filed immediately with the Office of International Education. All student misconduct will be forwarded to the Office of Student Conduct. • Contact Risk Management for more details on handling critical incidents.

As the website makes clear, most key services are free to the user. Some services incur an additional charge (such as paying medical expenses for DU employees and students on an emergency basis). Information about the services that SOS provides can be found on their website at www.internationalsos.com. • In order to be covered, DU employees and students must report their activities to the AP for Internationalization and obtain an SOS card from the Office of Internationalization or print a card from the SOS website. Program directors (or students themselves) can obtain SOS wallet cards for all members of their group from the front desk at International House, corner of Warren and South Josephine. • Please note that SOS coverage is provided under the DU membership number only if travel for DU-sponsored purposes is involved (study abroad, DU business, etc.) and during the time that such travel takes place, including travel to and from the site. If you are traveling or on vacation before or after the DU sponsored event, it is wise to purchase additional coverage from SOS at a personal cost. The SOS DU website offers coverage at a discount off the normal rate. Enter the DU membership number 11BSGC000067 in the member number box at www.internationalsos.com. • DU employees and students need to purchase SOS coverage directly from SOS for family members, partners, or children who may be accompanying those traveling for DU: they are not automatically covered by SOS. d. In the event of a medical or security emergency contact SOS for advice: • Philadelphia +1.215.942.8226 • London +44.20.8762.8008 • Singapore +65.6338.7800 • Sydney +61.2.9372.2468 • Have the DU membership number handy (it is also on the SOS card): 11BSGC000067. • Notify Campus Safety at 303.871.3000 as soon as possible. They will notify the Office of Internationalization and Risk Management. All emergencies need to be documented for University insurance purposes.

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RISK ADDITIONAL REQUIREMENTS: Be willing to require a high standard of student conduct: • Code of Student Conduct and the Honor Code. The faculty director has the responsibility to ensure that students know that while overseas they are representatives of the University and the U.S. They are subject to the judicial rules and regulations that apply on-campus. This includes the Code of Student Conduct and the Honor Code. Students should be told in orientation and in written materials that all serious incidents abroad will be reported to the Office of Student Conduct, as well as to the Director of the Office of International Education. If a student disrupts the program, the faculty director, in consultation with the Office of International Education and the academic unit, can remove the student from the program. Procedures for a dismissal from the program should be explained to students in advance, along with financial ramifications. Remember that all students will be asked to sign the Student Responsibility Statement before leaving the US (see Internationalization website), indicating that they understand and will abide by the DU Student Code of Conduct. The Code itself may be found at www.du.edu/ccs/code.html. In addition, all faculty and student members of the program abroad continue to be bound by the Honor Code and are expected not to commit any intentional misrepresentation or deception in academic or professional matters. • Legal jurisdiction: explain to program members that U.S. law, as well as the freedoms protected by the U.S. constitution, have limited application on an overseas program. U.S. consular authorities do not have the responsibility to provide direct legal help to citizens who run into legal trouble. The host country laws are primary. Students and faculty members must respect the laws and culture of the host country and the regulations of the program and understand that violation of these rules may result in disciplinary action by DU as well as possible legal responses from the host country. • Harassment and discrimination. The program director should ensure that the group avoids any discrimination or harassment of any kind, either within the group or in its dealings with host citizens.

e. Business Travel Accidental Death and Dismemberment Plan. All active, appointed, DU employees are automatically covered under this insurance policy. “Business travel” means travel on assignment by or at the direction of the University of Denver for the purpose of furthering or conducting business. Coverage begins when you leave your home or place of employment for the purpose of going on such a trip, whichever occurs last, and ends when you return to your home or place of employment, whichever occurs first. For more information on this policy, contact Human Resources 303.871.7016. f. Personal Life Insurance. With some life insurance plans, coverage can be denied if you travel to specific countries. Exclusion may apply for any country with an active U.S. State Department Travel Warning or in war torn areas. Contact your own provider for specific details on coverage. g. Office of Risk Management Additional Insurance. • Workers’ compensation. If you are within the scope of your essential duties, an employee of the University, and injured while on the job, you may be covered under workers’ compensation. Seek medical treatment at the nearest medical facility and contact the Office of Risk Management immediately at 303.871.2354. Fill out Employee First Report of Injury and return via fax to 303.871.4455 within 24 hours. Have supervisor fill out “Supervisor’s Report of Injury” and return to the Department of Risk Management at 303.871.4455. All forms are located at www.du.edu/risk. • General liability. The University carries general liability in the event that a claim is brought forth against the University within the United States for damages that occur elsewhere either within the US or in a foreign country. All incidents should be reported to Campus Safety (303.871.3000) within 24 hours of any such incident. Risk Management should also be notified (303.871.2354), and Risk will manage any claims.• Foreign liability. If a claim is brought against the University in a foreign country, the University provides foreign liability coverage to protect it against such claims for personal or bodily injury, advertising injury or automobile incidents.

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RISK Directors may need to remind students that cultural differences can play a factor in determining what is or is not sexual harassment when abroad. The large variance in acceptable behavior between cultures, combined with different social and legal responses to such behavior, can make sexual harassment difficult to judge, especially in the area of sexual consent. All travelers need to be aware of the cultural norms of a particular location—sometimes unconscious verbal and non-verbal cues may be sent—and need to be mindful of raised expectations. Usually the best method to rebuff an unwanted sexual encounter is to be clear, direct and unambiguous in expressing one’s true thoughts to an individual. Also note that laws and norms regarding sexual orientation are in flux in much of the world; students and faculty are advised to research their destination countries and rules before traveling. Such situations can be encountered by both students and faculty members. Faculty leaders should be available to students to discuss these situations and refer students to appropriate resources in country as well as to resources at DU. Faculty who feel discriminated against in any way should contact the Human Resources Office. • Alcohol. Although the legal drinking age varies considerably outside the U.S., the general rule for student groups abroad is that in class time or while taking part in educational tours and excursions, the basic Alcohol Policy of the University remains in force: “The University of Denver prohibits the consumption or possession of unsealed alcoholic beverages on University property or during the discharge of University duties (whether or not on University property), except in those areas or during those events which are licensed or catered in such a manner to provide for the serving of such beverages. Although moderate consumption with meals or during social events is not prohibited, the University does not encourage the consumption of alcoholic beverages during working hours. Individuals are prohibited from reporting to work under the influence of alcohol. The University reserves the right to conduct drug or alcohol testing of its employees.” Provided students meet both the local and U.S. drinking age limits, moderate social drinking is allowable, but faculty members should not be purchasing drinks

All such incidents shall be reported to Campus Safety (303.871.3000) and Risk Management (303.871.2354) within 24 hours of any such incident. Risk will manage any claims. • Educator’s Legal Liability. If a claim or concern is brought forth against the University, or a faculty or staff member is sued while within the scope of his/her work and policies within the University as noted above, the faculty or staff member may be covered under the University’s Educator’s Legal Liability policy. Crimes and willful acts are not covered. Anytime you, as a faculty advisor or individual traveling on “official university business,” become aware of such an incident, all incidents should be reported immediately to University Counsel, Risk Management and/or the Office of Internationalization as well as Campus Safety at 303.871.3000. Human Resources is an additional source for assistance in these cases. • Personal property is not covered by University insurance. Be sure that your homeowners or renter’s insurance covers property, or purchase additional coverage appropriate to your location. • Potential liability concerns for program directors. Note that violation of University policies/procedures may result in personal liability for faculty members while leading a group. • Personal Homeowners/ Umbrella Liability – These can provide protection when involved with non-University activities. Contact your own provider for specific details.

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RISK

FINAL CONSIDERATIONS Send the following information to [email protected] at least a week prior to the departure of the program. Please

make the purpose of your e-mail clear by including the following: a. Course subject, number and title, course CRN number, course description. b. Final itinerary for the program including flights and hotels, travel agents, bus or rental agencies, or similar, if applicable. c. Electronic version of course roster that includes the students’ first/ last names and student ID. d. Emergency contact information for all participants (address, phone and email) which should also be updated in myWeb. e. In-country emergency contact numbers for the program leaders. f. Risk and Responsibility Agreements and Student Responsibility Statements signed by students and all other non-DU travelers.The Office of Internationalization will keep a file about the program and will share this information with the Office of Risk Management and other University offices as necessary.Keep an encrypted copy in the cloud of program members’ emergency contact numbers for yourself, along with copies of passports.

for students (on behalf of the University or themselves) and should be cognizant of the propriety and possible dangers of student behavior while drinking if they are present at the time. • Controlled substances. The use of controlled substances, including marijuana, has no place in the study abroad environment at any time. As DU policy states: “The University of Denver is committed to a drug-free workplace and prohibits the unlawful manufacture, distribution, dispensing, possession, or use of controlled substances by employees, students, subcontractors, consultants and visitors.” In addition, the University has recently written a new policy stating that marijuana is prohibited on campus for both recreational and medicinal reasons and its use is not acceptable by DU students while abroad. Faculty, of course, cannot police students after class hours and are not expected to accompany students to their own social events. However, it is wise to point out to students that drug laws are sometimes much stricter overseas than they are in the U.S. and that students should be responsible for each other’s well-being as well as their own.• Removal from program. In any of the cases discussed in the sections above or below, a student may be required, at the student's own expense, to leave the program for student conduct or behavioral issues. Report incidents to the Associate Provost for Internationalization before making any such decision. All serious incidents will be reported to the Office of Student Conduct.

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