Faculty Leader Handbook : simplebooklet.com

Leading Programs AY2025-2026 !3 !Table of Contents I. OVERVIEW ................................................................................................................... 5 II. MARKETING AND OUTREACH ................................................................................. 5 III. ADVISING, APPLICATION, PAYMENT PROCESS, AND TIMELINE .................. 5 IV. FACULTY LEADERS’ RESPONSIBILITIES AND EXPECTATIONS ................... 6 Meetings with International Programs ..................................................................................... 6 Marketing and Outreach ............................................................................................................. 7 Faculty Interview and Student Selection ................................................................................. 7 Student Information and Confidentiality .................................................................................. 7 Mandatory Training ..................................................................................................................... 8 Limitations on Instructional Commitments While Abroad .................................................... 8 Faculty Information, Agreement for Leading a Study Abroad Program, and Release from Liability ................................................................................................................................ 8 Predeparture Orientation ............................................................................................................ 8 Behavioral Expectations/Code of Conduct ............................................................................. 9 Conflict of Interest and Personal Relationships ..................................................................... 9 Accompanying Persons ............................................................................................................. 9 Faculty Alcohol and Drug Policy .............................................................................................. 9 Free Time and Independent Travel Policy ............................................................................... 9 Rental Vehicle / Driver Policy .................................................................................................... 9 Accessibility and Accommodation Implementation ............................................................ 10 Third-Party Supplier/Partner Oversight ................................................................................. 10 Onsite Power Dynamics and Cultural Sensitivity ................................................................. 10 Mental Health & Wellness Protocol ........................................................................................ 10 Staying in Touch with International Programs ..................................................................... 10 Faculty Financial Responsibility ............................................................................................. 10 V. STUDENT CONDUCT ................................................................................................ 10 General Expectations ................................................................................................................ 10 Student Drug and Alcohol Policy ............................................................................................ 11 Student Complaints ................................................................................................................... 11 Involuntary Dismissal from a Program .................................................................................. 11 Voluntary Withdrawal from a Program ................................................................................... 12 Incident Reports ........................................................................................................................ 12 Culture Shock ............................................................................................................................. 12

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Leading Programs AY2025-2026 !4 !VI. PREPARATION FOR TRAVEL .............................................................................. 12 Passport and Visa Requirements ........................................................................................... 12 Faculty Leader Flights .............................................................................................................. 13 Personal Property Insurance ................................................................................................... 13 VII. HEALTH, SAFETY, AND SECURITY .................................................................... 13 Health Information Forms ........................................................................................................ 13 Health and Accident Insurance ............................................................................................... 13 Duty of Care ................................................................................................................................ 14 Risk Management and Emergency Preparedness ............................................................... 14 Before Departure ............................................................................................................................................ 14 Emergency Response During Program ...................................................................................................... 14 Health and Medical Issues ............................................................................................................................ 14 Behavioral and Safety Incidents ............................................................................................. 15 Clery Act ..................................................................................................................................... 15 Faculty Actions Related to Clery Act ........................................................................................................... 15 Reporting ......................................................................................................................................................... 16 Web Resources for Health, Safety, and Security ................................................................. 16 VIII. FINANCIAL RESPONSIBILITY ............................................................................. 16 Faculty Study Abroad Program Costs and Reimbursable Expenses ............................... 16 Per Diem ...................................................................................................................................... 17 Use of ACC Travel Card ............................................................................................................ 17 Recordkeeping and Receipts ................................................................................................... 17 Unauthorized Purchases .......................................................................................................... 17 Financial Transparency ............................................................................................................ 17 IX. PROGRAM COMPLETION AND EVALUATION .................................................. 17 Academic Completion ............................................................................................................... 18 Post-Program Report ................................................................................................................ 18 Participant Feedback ................................................................................................................ 18 Financial Closeout ..................................................................................................................... 18 Debriefing ................................................................................................................................... 18 !

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Leading Programs AY2025-2026 !5 !I. OVERVIEW Congratulations on your selection as a Faculty Leader for an ACC Study Abroad Program! This role offers both an exciting opportunity and a significant responsibility. While leading a program requires dedication, planning, and multiple roles throughout the year, it is also among the most rewarding professional experiences a faculty member can have. There’s nothing quite like witnessing the personal and academic transformation that occurs when students engage with the world beyond the classroom. This handbook is a practical guide to the operational duties, responsibilities, and expectations of Faculty Leaders. By this stage, you have likely worked closely with International Programs (IP) during the program development process. Now, you will continue that partnership to guide students through the application, preparation, and participation phases of the program. II. MARKETING AND OUTREACH IP develops and implements a comprehensive marketing and outreach plan for all study abroad programs. With Faculty Leader input, IP creates materials that provide accurate, consistent information on each program’s details, requirements, application process, deadlines, and participant responsibilities. Marketing materials may include brochures, posters, flyers, application packets, student handbooks, and FAQs. These resources are produced in both electronic and print formats and are available for Faculty Leaders to share in classrooms, during office hours, and at relevant campus events. IP uses multiple outreach tools, including: • The ACC website with program descriptions, application instructions, scholarship and funding resources, and key deadlines. • ACC social media channels for program highlights, event promotion, and resource sharing. Primary outreach activities include campus information sessions, class visits, information tables at special events, and collaboration with Student Life and other student organizations. Faculty Leaders are expected to promote their programs actively within their classes, departments, and professional networks, and to collaborate with IP on targeted class visits and program-specific information sessions. III. ADVISING, APPLICATION, PAYMENT PROCESS, AND TIMELINE Any enrolled ACC student, as well as ACC faculty, staff, or members of the community, may apply to participate in a study abroad program. All faculty-led study abroad courses are offered for academic credit. IP advises prospective participants, processes program and scholarship applications, and notifies students of acceptance. Program applications are available only after a student completes a study abroad advising session and submits a signed Advising Appointment Agreement. The advising session is a formal process that ensures each student has reviewed the program information and eligibility criteria and understands all rules and requirements. Advising sessions are offered in two formats: • Virtual one-on-one with the program coordinator. • Pre-recorded video followed by an assessment. Students who choose the video option must score 90% or higher on the assessment to be considered fully advised. This option is only available to current ACC students who have an ACC ID and active log-in credentials. Application Timeline for Summer* Programs: • Advising and applications open: Second week of the fall semester. • Application deadline: First Thursday of February. • Faculty interviews completed: Within one week of the application deadline.

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Leading Programs AY2025-2026 !6 !• Payment deadline: Last Thursday of February. • Travel approval: First week of March. *Please reach out to IP to determine the timeline for programs that take place outside of the summer semester. Applications include personal and academic information and four essay questions that allow an applicant to explain their reasons for selecting a particular program. After submission, students must schedule an interview with the Faculty Leader to discuss course content, expectations, the itinerary, and potential risks. Faculty Leaders will also assess: • Academic preparedness. • Interest in the program’s country and focus. • Physical ability to participate in activities. • Understanding of environmental conditions (climate, altitude, insects, etc.). • Group collaboration skills. • Judgment, attitude, and adaptability. • Willingness to meet post-acceptance requirements. Faculty Leaders must complete the Study Abroad Applicant Interview Worksheet using the scoring rubric (0–42 points) and submit it to IP: • 0–14 points: Applicant is ineligible. • 15–27 points: Requires a second interview with IP. • 28+ points: Automatically eligible. IP notifies all applicants of the acceptance decision on a rolling basis, once all steps are completed. Accepted students must confirm their participation and pay a non-refundable program deposit through the ACC Marketplace in order to secure their spot on the program. All study abroad programs will have a maximum number of participants, determined by IP and the Faculty Leader. Applicants who fail to pay their deposit could lose their spot on the program, despite receiving program acceptance. Working with their Department Chair, Faculty Leaders are responsible for adding their study abroad course(s) to the summer schedule, ensuring that the maximum number of registrants is correct, that the course is a petition restricted course, and that this note is included in the course description; “This course is restricted to students who have been accepted into the [country-title] study abroad program.” IP will register all participants for their program courses, which are restricted to accepted study abroad students. Students must complete any prerequisites prior to the start of their program. IV. FACULTY LEADERS’ RESPONSIBILITIES AND EXPECTATIONS Faculty Leaders are responsible for many parts of their study abroad program, including assessing prospective applicants, delivery of academic content, management of finances, and the health, safety, and security of the program. These responsibilities begin well before departure and continue until post-program reporting is complete. Meetings with International Programs Once approved, all study abroad programs are assigned a program coordinator, who manages all aspect of the program, in collaboration with the Faculty Leader. Faculty Leaders must respond to communication from their program coordinator in a timely fashion and must attend several meetings (in-person or virtually) throughout the academic year. These meetings include, but are not limited to: • Planning – prior to the fall semester, Faculty Leaders should be prepared to meet with their program coordinator to assist in itinerary planning and budgeting decisions.

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Leading Programs AY2025-2026 !7 !• Post-payment deadline – after the program payment deadline, Faculty Leaders must meet with their program coordinator to purchase their international airfare for the program and to set a date for the predeparture orientation session. • Risk assessment and final details – prior to program departure, Faculty Leaders must meet with the Director of International Programs and their program coordinator in person, to review the risk assessment, emergency plan, and program itinerary in detail, and pick up all necessary materials. • Post-program debrief – after the completion of the program returning Faculty Leaders must meet with their program coordinator to evaluate the program, offer recommendations for future programs, and complete financial reporting requirements. Marketing and Outreach Faculty Leaders are expected to actively promote their program within their own classes, departments, and professional networks. Specific activities may include: • Announcing programs in class. • Distributing printed marketing materials. • Visiting relevant courses in related departments. • Hosting or participating in program information sessions. • Referring interested students to IP for advising and application. • Working with Dean and Department Chair to send promotional emails to all students in the major. Faculty Interview and Student Selection Faculty Leaders are expected to respond expeditiously to applicants requesting to schedule a faculty interview. Faculty interviews can be conducted in person or virtually. Faculty Leaders must follow the standardized rubric created and distributed by IP and must ask the same questions of all applicants. This is to ensure a transparent and equitable selection process. Student Information and Confidentiality ACC communicates directly with students regarding their academic, personal, and health records. The use and sharing of this information are governed by federal privacy laws, institutional policies, and ethical standards. The Family Educational Rights and Privacy Act of 1974 (FERPA) protects the privacy of student education records. Without student consent, ACC may release only “directory information,” which includes: • Name, address, telephone number • Date and place of birth • Major field of study • ACC student email address • Participation in activities • Dates of attendance • Degrees, certificates, and awards • Previous educational institution attended • Student classification and enrollment status FERPA permits disclosure without consent in certain circumstances, such as health or safety emergencies. Any emergency involving a student during a study abroad program qualifies under this provision. The Health Insurance Portability and Accountability Act of 1996 (HIPAA) protects Protected Health Information (PHI)—individually identifiable health information in any form that is created or received by a health care provider, health plan, or health care clearinghouse, and that relates to: • The past, present, or future mental or physical health of the individual. • The provision of health care to the individual. • Payment for the provision of health care.

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Leading Programs AY2025-2026 !8 ! PHI does not include education records covered by FERPA. Faculty Leaders must safeguard all student information and share it only as permitted by law or College policy. Mandatory Training Faculty Leaders must complete all mandatory trainings prior to the start of their study abroad program. The mandatory trainings include: • First Aid/CPR/AED (2-year certification) • Mental Health First Aid (3-year certification) IP will coordinate with the Office of Safety and Environmental Management to obtain the academic-year schedule for all required trainings and will share this information with Faculty Leaders who are due for recertification. Each Faculty Leader is responsible for enrolling in a training session that fits their schedule through Workday. IP reserves the right to add additional mandatory trainings based on program specific requirements. Limitations on Instructional Commitments While Abroad Faculty Leaders are prohibited from teaching synchronous courses or engaging in real-time instructional activities unrelated to their study abroad program for the duration of their time abroad. Asynchronous teaching may be permitted in limited circumstances, provided it does not interfere with program responsibilities or student safety and has received prior approval from IP. Faculty Leaders must disclose and obtain approval for any additional teaching responsibilities in advance and are expected to work with their Department Chair and Dean to ensure appropriate scheduling and coverage. Faculty Information, Agreement for Leading a Study Abroad Program, and Release from Liability Prior to a study abroad program being offered, Faculty Leaders must submit their Faculty Leader Information form and sign the Faculty Leader Agreement for Leading an ACC Study Abroad Program and the Faculty Acknowledgement of Risk and Release and Waiver of Liability for International Travel. Predeparture Orientation Faculty Leaders must attend and participate in the mandatory predeparture information session, which will cover the following: • Program logistics, including air travel, accommodations, and in-country ground transportation. • ACC Students Standards of Conduct, ACC drug and alcohol policy, and alcohol and drug laws in foreign countries. • Health, safety, and security, including emergency response guidelines and emergency contact information cards. • Location of U.S. Embassy or Consulate. • Instructions on registering with U.S. State Department Smart Traveler Enrollment Program (STEP). • Guidelines for daily budgets, packing, communications, and sexual health abroad. • Guidelines for program free time and in-country travel. • Daily itinerary for the in-country portion of the study abroad program. • Information about adapting to a new culture. • Review of academic objectives and student responsibilities. • Course syllabus including course requirements and assignments.

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Leading Programs AY2025-2026 !9 !Behavioral Expectations/Code of Conduct Faculty Leaders are responsible for modeling appropriate professional behavior and ensuring a respectful, inclusive, and safe environment. Faculty must: • Maintain appropriate boundaries with students at all times. • Avoid any romantic or sexual relationships with participants. • Foster mutual respect, encourage cultural sensitivity, and maintain authority. • Adhere to ACC’s employee conduct policies and Title IX requirements. Students are expected to follow ACC’s Student Code of Conduct. Faculty must: • Clearly communicate behavioral expectations to students. • Intervene in instances of inappropriate behavior. • Document violations and consult with IP for guidance. Conflict of Interest and Personal Relationships Faculty must maintain clear professional boundaries with students to uphold ethical standards, avoid real or perceived conflicts of interest, and comply with policies such as Title IX. This includes: • Avoiding situations where a personal relationship with a student could compromise their objectivity, create the appearance of favoritism, or lead to the perception of undue influence. • Sharing accommodations with students or spending a significant amount of time in student accommodations. • Disclosing any pre-existing personal relationships with applicants to IP during the application review process. Accompanying Persons Persons such as spouses, children, partners, parents, friends, or relatives, are not allowed to accompany the study abroad program for the duration of the program abroad. This policy is based on the potential for incidents to occur that could pose a risk to the participating students and the Faculty Leader. Numerous unforeseen circumstances could arise that might disrupt the Faculty Leader’s ability to fulfill their duties and responsibilities to the students and the College. Faculty Alcohol and Drug Policy • Faculty Leaders are strictly prohibited from consuming alcohol during official program activities, unless required to do so for educational purposes only and it is preapproved by IP. • Faculty Leaders may consume alcohol during personal free time only in moderation and in settings that do not compromise professional conduct, safety, or ability to respond to student needs. • The use of illegal drugs or abuse of prescription medication is strictly prohibited. Free Time and Independent Travel Policy Students may have free time during a program; however, the following guidelines apply: • Faculty Leaders must inform students of their responsibility for personal safety during unscheduled time. • Students must notify Faculty Leaders of any overnight travel or significant excursions during free time. Rental Vehicle / Driver Policy Faculty Leaders are not permitted to rent vehicles or transport students in personal or rented vehicles at any time during the program. This is a critical liability issue and aligns with ACC’s Transportation

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Leading Programs AY2025-2026 !10 !Management policy. All program-related student and faculty travel must be preapproved and must be arranged through IP or a provider authorized by IP. Accessibility and Accommodation Implementation Faculty Leaders must implement all accommodations approved by Student Accessibility Services (SAS). • Any concerns about implementing accommodations abroad must be discussed with IP and SAS. • Faculty may not unilaterally deny or modify accommodations. Third-Party Supplier/Partner Oversight • Faculty must report any safety or service concerns about third-party providers to IP. • All third-party arrangements must be made through or approved by IP. • Any deviations from contracted services must be documented and reported. Onsite Power Dynamics and Cultural Sensitivity • Faculty should avoid imposing U.S.-centric values or behavior expectations on local partners. • Faculty must promote respectful engagement and recognize the value of local perspectives. Mental Health & Wellness Protocol • IP will collect Student Health Information forms from all participants prior to program departure and will digitally maintain them in a secure folder on Box.com, to be shared with the Faculty Leaders and accessed, via an app on the Faculty Leaders cell phone, only during an emergency situation. • Faculty must report concerns about student mental or physical health to IP immediately. • Predeparture orientation will include information on managing mental and physical health abroad. Staying in Touch with International Programs Faculty members should maintain consistent contact with IP via email, text, or telephone while overseas and provide weekly updates on the program. For all emergencies, Faculty Leaders should follow the emergency communication protocols detailed in the Emergency Response Handbook for Study Abroad Programs. The IP Director serves as the primary ACC point of contact for Faculty Leaders who are overseas and can be reached anytime day and night at +1 512 709 9917. Due to confidentiality, IP will be the first point of contact for student’s family, spouses, and emergency contacts. Faculty Leaders should refer all calls or queries to IP. Faculty Financial Responsibility Faculty Leaders are expected to manage program-related finances with transparency, accuracy, and strict adherence to ACC’s financial policies. Please refer to Section VIII, Financial Obligations below. V. STUDENT CONDUCT Study abroad students represent ACC both abroad and at home. They are expected to meet the highest standards of academic and personal conduct, acting as ambassadors for the College at all times. Participation is a privilege that carries responsibilities beyond those of on-campus study. General Expectations Participants must: • Adhere to the ACC Student Code of Conduct and all applicable College policies. • Follow all program rules and instructions from Faculty Leaders and IP.

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Leading Programs AY2025-2026 !11 !• Respect local laws, customs, and cultural norms in the host country. • Maintain behavior that supports the health, safety, and well-being of themselves and others. Student Drug and Alcohol Policy • Alcohol use is prohibited during all program activities, unless it is required to do so for educational purposes only and is preapproved by IP. • When not engaged in program activities, students of legal drinking age in the host country may consume alcohol only in moderation and in ways that do not compromise safety, program participation, or the College’s reputation. • The use of illegal drugs or abuse of prescription medication is strictly prohibited. Student Complaints The Faculty Leader serves as spokesperson for the group while in country and should listen to and evaluate student concerns and handle complaints. If a student has a complaint related to the program, the Faculty Leader must: • Attempt to resolve the issue directly with the responsible party, e.g., staff of third-party provider or institutional partner, a tour guide, or a driver. • If a complaint is unable to be resolved, the Faculty Leader should contact IP. • For issues involving discrimination, harassment, or other protected categories, contact the Office of Equal Opportunity Compliance (OEOC). The Faculty Leader must document student complaints and any course of action taken to resolve the issue using the Incident Report form, which can be downloaded from the IP website or sent by IP via Adobe Sign. Involuntary Dismissal from a Program Involuntary dismissal of a student from a study abroad program is a serious action that must be based on egregious behavior that causes or has the potential to cause harm to themselves, other students, faculty, or staff. Examples include, but are not limited to: • Endangering oneself or others • Violence or threats of violence • Severe disruption to the learning environment • Criminal behavior • Harassment, discrimination, or violations of ACC’s policies Dismissal must not be used for minor conduct issues, academic performance, or general group dynamics. Faculty Leaders must consult with the IP Director, who will coordinate with the appropriate ACC personnel. Depending on the situation, this may include: • Department Chair • Academic Dean • Associate Vice Chancellor (Academic, Workforce, or Health Sciences) • Office of Equal Opportunity Compliance • Vice Chancellor of Student Affairs • Risk Management • ACC Police Department If it is determined that the student’s behavior warrants an involuntary dismissal from the study abroad program, Faculty Leaders must: • Complete the Involuntary Dismissal form, which will be sent by IP via Adobe Sign. • Inform the student of their dismissal. Explain that they are no longer part of the program and are responsible for arranging and paying for their own transportation home.

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Leading Programs AY2025-2026 !12 !• Confirm the student will not receive any refunds for program fees. Final grades for study abroad courses are determined by the Faculty Leader, in accordance with college policy. The Faculty Leader will decide whether a student receives a failing grade or a withdrawal. If a withdrawal is warranted, the Faculty Leader will follow the instructor-initiated withdrawal procedure outlined in the ACC College Catalog and Student Handbook. Students with questions about their grades should refer to the College Grade Disputes policy also outlined in the ACC College Catalog and Student Handbook. Voluntary Withdrawal from a Program If a student has arrived in country and then decides to withdraw from the program, they should discuss the decision with the Faculty Leader. The Faculty Leader will consult with the IP Director before accepting the voluntary withdrawal. If, after consultation, the student still wishes to withdraw from the program, they must complete and sign the Voluntary Withdrawal form which IP will send to the student and faculty via Adobe Sign. Students who voluntarily withdraw from a program may not receive academic credit for the course(s) and will not receive a refund of program fees. Consideration will be given to the student who leaves a study abroad program because of an emergency or illness, either personal or of a family member. In such cases, the Faculty Leader must be supportive of the student but also review the financial and academic consequences that returning home may have. Faculty Leaders may decide to assign an Incomplete if the student has completed a majority of the course work before an emergency requires them to withdraw from the program. Incident Reports If any situations arise, during the course of the study abroad program, that might affect the health, safety, and/or security of a student or students, the Faculty Leader must complete an Incident Report form to document the details of the situation, including the date, location, students involved, description of the incident, action taken, the involvement of any third-parties (i.e. police, EMTs, etc.), and any follow-up actions to be taken. The Incident Report form can be downloaded from the International Programs website or sent by IP via Adobe Sign. Culture Shock Culture shock is a normal part of adapting to a new environment and may include feelings of anxiety, isolation, or frustration. During the predeparture session, IP will discuss the effects of culture shock and provide resources to help students navigate this transition. VI. PREPARATION FOR TRAVEL Passport and Visa Requirements IP will advise Faculty Leaders and program participants regarding passport and visa requirements for their destination country as well as any additional entry and U.S. reentry requirements for those traveling on a non-U.S. passport. It is solely the responsibility of each Faculty Leader and participant to ensure they have a valid passport, appropriate visas for the destination country, and all documents required for reentry into the U.S. Faculty Leaders and participants must upload a color copy of their passport information page and any other required travel documents to a secure folder in Box.com no later than the scheduled predeparture information session.

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Leading Programs AY2025-2026 !13 !Faculty Leader Flights Upon approval of the study abroad program for travel, IP will work with the Faculty Leader to purchase their international airfare to and from the program location, if a group flight is not a required part of the program. Faculty Leaders must depart Austin on the same day as the students. IP will provide participants with the Faculty Leader’s departure flight information, so participants can purchase the same flight, if they feel they need support during the journey. If desired, Faculty Leaders can adjust their date and location of return to the U.S. If changing the date or location of return causes the cost of the airfare to be significantly more than the cost of the round-trip ticket for the program dates, the Faculty Leader must purchase the airfare with their personal credit card and will be reimbursed only for the cost of the program date specific round-trip ticket. Personal Property Insurance Faculty may wish to purchase additional insurance for personal equipment taken on the program, such as camera/video equipment, laptops, etc. Before purchasing insurance, Faculty Leaders should verify whether an existing homeowner’s insurance policy would provide coverage in the destination country. VII. HEALTH, SAFETY, AND SECURITY Health Information Forms Faculty Leaders and study abroad participants must submit personal and health information forms via Adobe Sign. The form will include personal and emergency contact information and basic health information. The forms will be saved in a secure folder on Box.com to be accessed only in the event of an emergency. Faculty Leaders and participants may want to consider obtaining a medical power of attorney in the case of a medical emergency in which they are incapacitated and unable to make rational decisions regarding medical treatment. The original should be stored in a safe location and copies given to the designated agent and IP. Faculty Leaders and participants may be required or advised to obtain vaccinations for their trip. During the predeparture orientation, IP will provide general information about required and recommended vaccines. However, it is the responsibility of each Faculty Leader and participant to consult with their healthcare provider and review the Centers for Disease Control (CDC) website to determine which vaccinations are appropriate for their individual health needs and travel destination. The College does not require vaccinations in order to participate in a study abroad program, however, Faculty Leaders and program participants must abide by all country specific entry requirements. Health and Accident Insurance The College provides all Faculty Leaders, ACC staff, and study abroad participants with an international travel medical insurance policy for the duration of the study abroad program. Coverage includes emergency medical services such as medical monitoring, referrals, reimbursement for covered medical expenses, emergency travel arrangements and repatriation of remains. The plan also offers security evacuation in response to political or natural disasters, legal and translation assistance, and access to real-time health and safety information. Faculty Leaders are covered under the ACC Workers’ Compensation insurance program as if they were teaching in Austin. This insurance is provided at no cost to faculty and staff. Workers’ Compensation insurance pays medical bills for injuries arising out of and in the course and scope of work and in furtherance of the business activities of the employer. Each case is evaluated on its own merits; there is no test that can guarantee coverage before the fact on a specific injury. For example, leading a mandatory walking tour down a street may be covered. Walking to dinner down the same street when it is not an official program activity may not be covered. Medical expenses are covered 100%, with no deductible, no co-pay, and no co-insurance. In addition to medical bills, Worker’s Compensation has a wage benefit if the injured

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Leading Programs AY2025-2026 !14 !employee is unable to continue with their job duties. If a Faculty Leader is injured while in the program country they should contact IP, which will initiate necessary emergency response protocols. Duty of Care ACC is committed to providing safe, well-managed study abroad programs. Faculty Leaders are entrusted with the safety, well-being, and educational experience of participating students. The concept of "Duty of Care" means that Faculty Leaders must take all reasonable steps to ensure student health and safety during the study abroad program. This includes: • Being available to students throughout the program. • Anticipating and mitigating risks. • Responding promptly to health, safety, and behavioral concerns. • Following ACC’s risk management protocols and emergency procedures. • Demonstrating sound judgment and professionalism. • Ensuring that program activities are conducted safely and according to ACC standards. Risk Management and Emergency Preparedness • Programs must follow all ACC-approved risk management plans. • Travel to destinations rated Level 3: Reconsider Travel or higher by the U.S. Department of State is prohibited unless specifically approved by ACC Risk Management. • In collaboration with the Faculty Leader, IP will determine an emergency meeting point and provide that location to all participants. Before Departure Faculty Leaders will: • Complete all required emergency response training. • Receive destination-specific briefings on security, health, and local laws. • Review emergency communication procedures with IP. Emergency Response During Program In the event of an emergency, the Faculty Leader must: • Ensure immediate safety of all participants. • Contact local emergency services, if necessary. • Notify IP as soon as possible; the IP Director remains on call 24/7 while programs are abroad. • Follow all protocols as outlined in the Emergency Response Handbook for Study Abroad Programs. Health and Medical Issues • All participants are enrolled in ACC’s international travel health insurance. Faculty Leaders must know how to assist students in accessing care under this coverage. • Emergency contact and medical information for all participants is stored in a secure folder on Box.com to be accessed in the event of an emergency. IP will ensure the Faculty Leader has access to Box.com on their cell phone. • Serious medical issues must be reported to IP immediately.

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Leading Programs AY2025-2026 !15 !Behavioral and Safety Incidents Behavioral incidents that compromise safety or violate the Student Code of Conduct must be addressed promptly. • Faculty Leaders may remove a student from an activity if safety is at risk. • For possible program dismissal, follow the procedures outlined in Section V, Involuntary Dismissal. Clery Act The Clery Act is a federal law named for Jeanne Clery who was raped and murdered in her dorm room by a fellow student in 1986. Her parents later found out that 38 violent crimes had been recorded on campus in the previous 3 years and none had been reported to students. The Clery Act requires ACC to disclose Clery-specific crime statistics that occur in locations that ACC owns or controls. This information is published in ACC’s Annual Security Report along with safety and security related policy statements. The location of the crime is important information to collect. The Clery act requires disclosure for crimes reported as occurring in every building or property ACC owns or controls, domestic or foreign, that is used in direct support of, or in relation to, the institution’s educational purposes. Control means that ACC rents, leases, or has some other type of written agreement, no matter how informal, for the use of a location or a portion of a location. Even if there is no payment involved in the transaction, under Clery, a written agreement for use of space gives ACC control of that space for the time period specified in the agreement. There are three geography categories: • on campus; • on public property within or immediately adjacent to the campus; and • in or on non-campus buildings or property that ACC owns or controls (e.g. international study locations and accommodations). Clery Act crimes include the following: • Murder and non-negligent manslaughter • Negligent manslaughter • Sex assault (rape, fondling, incest, statutory rape) • Robbery • Aggravated assault • Burglary • Motor vehicle theft • Arson • Hate crimes which are crimes 1-8 and larceny-theft, simple assault, intimidation, or destruction/damage/vandalism of property where evidence suggests that the victim was selected because of the perpetrator’s bias. Bias categories: race, gender, gender identity, religion, sexual orientation, ethnicity, national origin, disability • Hazing • Dating violence • Domestic violence • Stalking • Arrests or referrals for campus disciplinary action for liquor law violations, drug-related violations, and weapons possession. Faculty Actions Related to Clery Act To ensure that ACC meets all federal mandates regarding safety, security and equality, Faculty Leaders must:

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Leading Programs AY2025-2026 !16 ! • Report allegations of Clery Act crimes that they conclude were made in good faith. Faculty are not responsible for determining authoritatively whether a crime took place nor should they try to apprehend the alleged perpetrator. Those are functions of law enforcement personnel. • Report sexual offenses if they involve an ACC student/faculty/staff member, regardless of where they happened. ACC must investigate all sexual offenses involving our community members. • If a victim doesn’t want the report to go any further than the faculty member, explain that the report must be submitted to the Office of Equal Opportunity Compliance (OEOC) for statistical purposes but can be submitted without identifying the victim. • Work with IP, OEOC, and Student Services to provide any needed support to the victim. • When in doubt, report! Reporting • To report all allegations of Clery Crimes (listed above), contact International Programs. • To report incidents of sexual harassment and misconduct, contact ACC’s Office of Equal Opportunity Compliance via equalopportunity@austincc.edu. Web Resources for Health, Safety, and Security Faculty Leader(s) can use the following web resources to research health, safety, and security issues when preparing for a study abroad program: • U.S. State Department – https://travel.state.gov/content/travel.html • Centers for Disease Control – https://wwwnc.cdc.gov/travel/ • Transportation Security Administration – http://www.tsa.gov/traveler-information • Students Abroad – http://studentsabroad.state.gov/ • World Health Organization – http://www.who.int/en/ VIII. FINANCIAL RESPONSIBILITY International Programs strives to complete all financial obligations for a study abroad program, prior to departure. In some destinations, this might not be possible. In these cases, the Faculty Leader can choose to pay for program related expenses using a personal credit card and receive reimbursement for approved expenses upon their return or request an ACC travel card. Faculty Leaders are entrusted with managing College funds and must adhere strictly to all ACC financial policies and procedures. Failure to comply with ACC’s financial policies may result in delayed reimbursements, required repayment of unauthorized charges, and/or disqualification from leading future study abroad programs. Faculty Study Abroad Program Costs and Reimbursable Expenses Faculty Leader travel expenses, related to the study abroad program, are included in the per student program fee and will be paid for or reimbursed by the College through IP and include: • Economy class, round-trip airfare to/from destination country • Baggage fees • Single room accommodations for the duration of the program • Pre-approved program related activity and entrance fees • In-country transportation to all activities related to the itinerary for the duration of the program • Transportation to/from airports • International cell phone plan • Daily per diem for meals (rate set annually by the College), if three meals per day are not included • Pre-approved program expenses

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Leading Programs AY2025-2026 !17 !Faculty Leaders must maintain itemized receipts for any approved purchases and submit an expense report within 60 days of purchase date to receive reimbursement. Covered and/or reimbursable Faculty Leader travel expenses must align with Administrative Rule: 4.0505.02 Travel and Guideline/Procedure: 4.0505.02.1 Per Diem • Faculty Leaders receive a per diem for individual meals, if three meals per day are not included. • The per diem rate is set annually by ACC and provided before program departure. • The per diem replaces reimbursement for individual meal expenses. Use of ACC Travel Card • The ACC travel card may only be used for pre-approved, program-related group expenses that are part of the official itinerary. • The travel card may not be used for individual meals, personal purchases, alcohol, or unapproved expenses. • Group meals may only be purchased with the travel card if they are specifically approved and part of the program itinerary. • Use of an ACC travel card must align with Administrative Rule: 4.0505.02 Travel and Guideline/Procedure: 4.0505.02.1 Recordkeeping and Receipts • Faculty Leaders must maintain itemized receipts for all purchases made with the ACC travel card or for any expenses they wish to be reimbursed. o Receipts must be digitized and saved using the following naming convention: MM-DD_CurrencyTotalExpenseAmount_Description. Example: 06-12_USD130.49_Museum Entrance Tickets • Each receipt must clearly identify the date, vendor, and items purchased. • Faculty Leaders must complete the International Programs Travel Expenses Worksheet (provided by IP) for all program-related expenses. • Faculty Leaders must complete their ACC Travel Credit Card Reconciliation Expense Report by the 15th of the month following the month of purchase. • Personal Expense Reimbursement Reports must be completed within 60 days of the purchase date to be eligible for reimbursement. o If a purchase was made in a foreign currency, Faculty Leaders must provide proof of the currency exchange rate. Unauthorized Purchases • Unauthorized or unapproved purchases will not be reimbursed. • Faculty Leaders may be required to personally repay any charges that do not comply with ACC financial policies. Financial Transparency • Program budgets, allowable expenses, and reimbursement procedures are reviewed with Faculty Leaders during predeparture preparation. • Any questions about allowable expenses must be clarified with IP before making a purchase. IX. PROGRAM COMPLETION AND EVALUATION At the conclusion of the program, Faculty Leaders are responsible for ensuring all academic, administrative, and reporting requirements are fulfilled.

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Leading Programs AY2025-2026 !18 !Academic Completion • All course requirements, grading, and assessment of student learning outcomes must be completed in accordance with ACC policies and deadlines. • Faculty Leaders are responsible for entering final grades into the ACC system by the established due date. Post-Program Report Within one month of program completion, Faculty Leaders must submit a report to IP that includes: • An evaluation of whether learning objectives were met. • A summary of incidents and how they were resolved. • Recommendations for future program improvements. • Feedback on logistical arrangements, accommodations, and activities. Participant Feedback • IP will distribute and collect participant evaluations to assess program quality and student experience. • Faculty Leaders are encouraged to review aggregated feedback and incorporate constructive suggestions into future programs. Financial Closeout • Faculty Leaders must schedule a meeting with their program coordinator to submit all expense reports - ACC travel card or personal expense reimbursement - within 30 days of program completion. • Any discrepancies or unresolved financial issues must be addressed before the end of the fiscal year. Debriefing • Faculty Leaders will participate in a post-program debrief with IP to discuss successes, challenges, and recommendations. • Lessons learned will be documented to inform best practices for future programs.

Faculty Leader Handbook

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