Handbook for Design of Study Abroad Program : simplebooklet.com

! 3 ! !TABLE OF CONTENTS I. Study Abroad Program Design and Development Process……………………………………………………….4 Overview Roles and Responsibilities Program Development Milestones II. Study Abroad Program Design………………………………………………………………………………………….6 Academics Itinerary, Events, and Excursions Third-Party Providers and Institutional Partners III. Study Abroad Program Logistics……………………………………………………………………………………….7 Air Travel Accommodations Instructional Space Ground Transportation Accompanying Persons IV. Study Abroad Program Risk Management………………………………………………………………………….10 Risk Assessment Risk Management and Mitigation Insurance V. Clery Act…………………………………………………………………………………………………………………….11 Clery Act Geography Clery Act Crimes Faculty Actions Reporting V. ACC Policies and Rules Applicable to Study Abroad Programs…………………………………………………13 VI. Web Resources…………………………………………………………………………………………………………….13

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! 4 ! !I. STUDY ABROAD PROGRAM DESIGN AND DEVELOPMENT PROCESS Overview ACC International Programs currently utilizes a study abroad proposal process geared towards developing study abroad programs that can be developed, implemented, and sustained by International Programs in close coordination with ACC faculty leaders. Interested faculty will use the International Programs Study Abroad Program proposal form. International Programs will assist interested faculty in developing appropriate study abroad proposals that take account of current best practices, faculty academic objectives, risk mitigation, and cost effectiveness. Faculty interested in preparing a study abroad proposal should do so in consultation with International Programs as well as with department chairs and deans. Faculty should submit new proposals with supporting documentation to International Programs for review before sending to department chair and dean for review and endorsement. A proposal should be completed, reviewed, and approved 8 to 12 months before the semester in which the proposed study abroad program will take place. Final proposals are reviewed by International Programs, which assesses program design, logistics, and risk issues. Following proposal assessment and chair/dean endorsement, International Programs will forward to full proposal to the Associate Vice Chancellor of Academic and Transfer Programs or the Associate Vice Chancellor of Workforce Education, as appropriate and to the Vice Chancellor of Instruction, for review, assessment and endorsement. Once all endorsements are secured, a synopsis of the program proposal, including program overview, destination risk assessment, and estimated budget, will be sent to the Provost/Executive Vice Chancellor, who has the final approval of proposed study abroad programs. All approved program proposals will then roll into the program development phase in which International Programs will take the lead, in close coordination with faculty leaders, in developing program logistics, developing budgets, seeking bids from third-party providers and other institutions as needed, developing contracts and agreements, implementing risk management and mitigation, marketing and outreach, training and information sessions, advising students, etc. All contracts and agreements entered into with third-party providers, institutions, or other vendors will be in accordance with established College policies (see Section V for all relevant ACC rules and policies). Roles and Responsibilities Faculty Leaders Faculty leaders are responsible for the academic content of the program and must meet all required contact hours and learning objectives of their course(s) in accordance with Texas Higher Education Coordinating Board requirements and ACC Administrative Rule 5.0202.01. Faculty leaders will work with International Programs throughout the program cycle on proposal preparation, program development, pre-departure planning, and post program completion. Faculty interested in preparing a study abroad proposal should do so in consultation with International Programs as well as with department chairs and deans. Faculty should submit proposals with supporting

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! 5 ! !documentation to International Programs for review before sending to department chair and dean for review and endorsement. A proposal should be completed, reviewed, and approved 8 to 12 months before the semester in which the proposed study abroad program will take place. International Programs International Programs develops and offers high-quality, short-term study abroad programs for Austin Community College students. Faculty leaders and International Programs work together to design study abroad programs that meet College requirements. International Programs supports faculty leaders from proposal preparation to program implementation to ensure that academically sound, logistically safe and practicable, and affordable programs are offered, while minimizing College and faculty leader risk and liability and protecting participant health, safety, and security. International Programs will work with faculty leaders, host institutions, and/or third-party provider to develop an itemized budget to ensure transparency for all program related costs. The costs and fees for study abroad programs will offer accessible and affordable higher education programs for all who qualify and have the ability to benefit. Deans and Department Chairs Ensure that all academic requirements for study abroad courses are met and that faculty leaders act in accordance with relevant ACC policies and procedures. Risk Management International Programs will conduct a risk assessment for each proposed study abroad program as well as risk assessment reviews of established programs. Risk Management will review each assessment with final sign off by the director. Study abroad program risk assessments will be shared and reviewed with faculty leaders in order to coordinate risk management initiatives appropriate to the program. Program Development Milestones The following milestones provide general guidance for developing study abroad programs. International Programs will establish specific deadlines once a program has been approved. Ø Faculty leaders work with International Programs on program design and development, marketing, and recruiting. Ø International Programs conducts initial risk and physical needs assessments for each program and then reviews with faculty leaders. Risk Management reviews and approves final assessments. Ø International Programs coordinates with faculty leaders during negotiations with host institution and/or third-party provider to ensure transparent budgets and cost-efficient programs. Ø Faculty leaders complete mandatory training in first aid, CPR, blood-borne pathogens, and Clery Act training. Ø International Programs conducts marketing and outreach, student advising appointments, processes program and scholarship applications, and organizes and manages program logistics. Ø Faculty leaders interview students who have applied for study abroad programs.

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! 6 ! !Ø International Programs and faculty leaders plan and conduct student pre-departure information sessions. Ø Faculty leaders attend faculty pre-departure information session. Ø Department chairs and faculty leaders ensure summer course schedule accurately reflects study abroad courses. Ø International Programs provides faculty leader with binder containing student information, flight itineraries, student health profiles, emergency contact information, and information and tickets for required program activities. Ø Faculty leaders return ACC issued equipment to International Programs. Ø Faculty leaders submit final program report and expense report. II. STUDY ABROAD PROGRAM DESIGN Faculty preparing study abroad proposals will have much to consider in designing the right balance of locations, activities, excursions, and in-country travel requirements that enable the faculty leader to achieve the program’s academic objectives, maximizing the participants' cultural experience, and ensuring participants' health, safety, and security. In addition, study abroad programs require a financial commitment on the part of students that goes beyond that of taking ACC courses in Austin. The budget and student costs will be directly impacted by the choice of elements in the proposed program. Academics The academic component is the core of the study abroad program. Any study abroad proposal will be based on courses that conform to ACC Administrative Rule 5.0202.01: 1. Be of college-level rigor and complexity; 2. Be in the approved ACC Course Inventory Listing and be offered as described in the College Catalog; 3. Meet all applicable regulations stipulated by the Texas Higher Education Coordinating Board (THECB), the Southern Association of Colleges and Schools (SACS), and any other applicable accrediting agencies; 4. Be planned and structured in cooperation with the appropriate academic units of the College if college credit is awarded; 5. Incorporate a core of stated learning outcomes or activities which all students are required to demonstrate in order to successfully complete the course; 6. Require individual assessment to determine which students have acquired the outcomes; 7. Be taught, evaluated, or directly supervised by an instructor who has met the institution’s qualifications for appointment to the ACC faculty; and 8. Conform to all applicable ACC procedures. Faculty should consult with relevant chair and deans early in the study abroad program proposal process to ensure that the course offerings conform to the above rules and are suitable for a study abroad context. Itinerary, Events, and Excursions Aside from the academic component, the itinerary is the most important part of a study abroad proposal. Faculty will have the opportunity to design an academically sound and culturally rich experience for

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! 7 ! !student participants, many of whom will be first-time international travelers. Faculty who have experience with the proposed program country may have specific ideas that will be easy to develop, while less experienced or first-time study abroad faculty will require more support from International Programs in developing an appropriate itinerary. Experienced faculty who have led past ACC study abroad programs will be a valuable resource for first-time faculty for advice and guidance in this area. The itinerary is a framework for program design in which various activities, events, and excursions can be combined to create an intensive academic and cultural immersion. A proposed program itinerary may include: Ø A fixed base location or multiple locations; Ø Traditional class instruction time; Ø Guest lecturers from local universities, colleges, or other institutions; Ø Service learning with local organizations relevant to the program’s academic objectives; Ø Visits to museums and cultural and historic sites that support the academic objectives; and Ø Special events that give students an academic experience that could not be had at ACC. Institutional Partners or Third-Party Providers International Programs will work in coordination and partnership with the faculty leader to shape a program that will realize the proposed academic objectives, deliver an international experience at a reasonable price, and protect the health, safety, and security of the students. International Programs and faculty can discuss the advantages and disadvantages of working with either an institutional partner or third-party provider. Institutional partners are typically colleges and universities or cultural organizations that can host a faculty-led study abroad program. The program would be able to utilize class space, residence dorms, and other resources at usually a lower price than third-party vendor costs. Institutional partners can be a valuable and cost-effective resource especially if faculty already has an established relationship with the institution that can be built on with an ACC study abroad program. Institutional partners typically do not provide health and accident insurance as part of costs to the program. Third-party providers are typically private sector businesses that market their own semester, summer, and year-long study abroad programs as well as providing customized program logistics and services to higher educational institutions. Third-party providers can include health and accident insurance for program participants. The main advantages to working with institutional partners or third-party providers comes through shifting the logistics burden, risk, and liability from International Programs and faculty leaders to the provider or partner. International Programs will solicit competitive bids from third-party providers or institutional partners, where appropriate or necessary, in order to develop the proposed program and budget. III. STUDY ABROAD PROGRAM LOGISTICS International Programs will coordinate with faculty in selecting and planning the appropriate study abroad program logistics during proposal preparation and post-proposal program development. There are many options available to consider depending on the study abroad program as well as faculty leader

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! 8 ! !and College risk tolerance. Each option has advantages and disadvantages and must be considered in proposal preparation and program development. In addition, the mix of length of time in the designated program country, program activities, and logistic options selected will determine program costs. International Programs will work with faculty preparing proposals to discuss risk and liability issues as well as prepare formal risk assessments of approved programs that will be shared with faculty leaders. Depending on the logistic options selected, International Programs will manage risk and liability through appropriate risk management practices in coordination with faculty leaders and Risk Management. International Programs will utilize appropriate student participation agreements; codes of conduct, waivers, and liability releases to ensure that all parties involved in ACC study abroad programs are informed and protected. Flights Faculty developing study abroad proposals will work with International Programs to determine appropriate flight arrangements for their proposed programs. A range of flight options will respect students’ rights as adults, while minimizing College and faculty risk and liability. Faculty developing study abroad program proposals should consider factors such as program country, academic objectives, in-country logistics, risk management, and personal responsibility threshold when selecting an appropriate flight option. The flight option selected for the proposed program will place different fiduciary responsibilities on the College and the faculty leader (see Section V, ACC Administrative Rule 3.1000.01, Student Travel to College Sponsored Events). Depending on the proposed study abroad program, student flight options to and from the destination country may include: Ø Individual Flight. Students make their own flight reservations to and from the destination country and purchase their own plane tickets. This option gives students the broadest flexibility in arranging their flight plans, including using frequent flyer awards. Faculty leaders and International Programs will provide students with specific information regarding the start and end dates of their program. Students are responsible for arriving at the designated place, i.e., program city and host institution, by the time that required program activities are scheduled to begin. Airfare is not included in the program fee. Ø Mandatory Group Flight. In some instances, a program may require students to travel as a group to and from the destination country. A faculty leader will travel with the group on the designated flight to the destination country and on the return flight to Austin to assist with flight connections and airport procedures. Airfare is included in the program fee. Accommodations Faculty developing study abroad proposals will work with International Programs to determine appropriate accommodation arrangements for their proposed programs. The default housing option will be built into the program budget and base program fee. All other available housing options will be included at an extra cost to the base program fee. Students will be accommodated in facilities that meet the program’s requirements. Accommodation options include, but are not limited to, residence halls, hostels, hotels, bed and breakfasts, host families,

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! 9 ! !and apartments. International Programs and faculty leaders will decide on appropriate student accommodations for their program. A host institution in the destination country or a third-party provider also may be responsible for assigning student housing and overseeing housing-related issues. Double occupancy, same-sex accommodations will be the default housing option. Single occupancy accommodations will be an option for students depending on availability. In addition, in cases of non-traditional students (e.g., retirees or older participants), separate accommodations may be an option and the participant will pay an accommodation differential. International Programs will work with faculty leaders during the program development phase on appropriate faculty accommodations. Faculty leaders may be housed in accommodations that are in close proximity to or located with student accommodations. Under no circumstances will faculty leaders share accommodations with students. International Programs will attempt to locate faculty accommodations with full kitchens and private bathrooms to assure that faculty leaders can maintain their dietary needs and privacy. The cost of the faculty accommodation is built into the program fee. Faculty leaders are also eligible for meal per diem allowance and other incidental expenses associated with the program (Administrative Rule 4.0505.02). International Programs will prepare and submit for approval each faculty leader’s travel request. Instructional Space Faculty preparing study abroad proposals should consider the kind of instructional space required to fulfill faculty contact hours and enable students to satisfy the course academic requirements. Since study abroad is based on moving the student out of the traditional classroom setting, instructional space can be varied and may include, classrooms, museums, public sites and buildings, and open spaces. Faculty should give careful consideration when preparing the study abroad program proposal to any specific or special technology required for delivering instruction. Ground Transportation Study abroad programs will typically have a mix of activities and locations that will require specific ground transportation support. Ground transportation can include: walking; public transportation such as buses, metro, and railway; contracted motor coaches or vans; and taxis. International Programs and faculty leaders will give careful consideration to the logistics and safety of ground transportation required to support proposed program itinerary locations and activities. Accompanying Persons Persons such as spouses, children, partners, parents, friends, or relatives, are not allowed to accompany the study abroad program during 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(s). 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.

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! 10 ! !IV. STUDY ABROAD PROGRAM RISK MANAGEMENT Risk Assessment Study abroad programs involve a variety of potential health, safety, and security risks, which may result in a range of liability issues. The faculty-led, short-term study abroad model used at ACC generally poses higher risks and thus requires coordinated planning among all partners to minimize and mitigate risk exposure. Faculty preparing study abroad proposals should consult with International Programs regarding risk assessments of proposed program country and locations as well as itinerary activities, events, excursions, and ground transportation. Web-based resources are available for faculty to research as they prepare proposals (see Section VI). International Programs, in coordination with Risk Management, will prepare a multi-dimensional risk assessment for each proposed study abroad program as well as periodic review and updates of assessments for established programs. Study abroad program risk assessments will be shared and reviewed with faculty leaders in order to coordinate risk management initiatives appropriate to the program. Risk Management and Mitigation During the program development phase and prior to program launch, International Programs and faculty leaders will be responsible for a variety of risk management initiatives, including: International Programs Ø Ensure emergency contact and health information for all participants and faculty leaders are complete and sealed for opening during emergencies only (maintained per ACC HIPAA rules). Ø Provide mandatory pre-departure information sessions that include topics such as health, safety, security, use of program specific equipment, international travel, behavior guidelines, the code of conduct, and culture shock training. Ø Provide participants with emergency cards, checklist of things to do before international travel, and the Student Handbook for Study Abroad Programs. Ø Brief faculty leaders on emergency protocols and create emergency contact lists for each program location. Ø Register program participants and faculty leader(s) with the U.S. Department of State Smart Traveler Enrollment Program. Ø Monitor the websites of the U.S. Department of State, the Overseas Security Advisory Council, and media sources for relevant information on program countries and locations where groups will travel. Coordinates with faculty leaders to adjust programs as necessary for health, safety, or security factors. Faculty Leader Ø Attend mandatory pre-departure information sessions and risk management meetings. Ø Submit any changes to emergency contact information, itinerary, and/or syllabus to International Programs prior to departure. Ø Understand protocols in the Emergency Response Handbook for Study Abroad Programs.

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! 11 ! !Ø Attend mandatory trainings including: first aid, CPR/AED, blood-borne pathogens, and Clery Act training. Maintain current certifications for all training. International Programs will be responsible for obtaining all relevant forms and waivers from study abroad program participants at the program pre-departure information sessions. International Programs will be responsible for submitting to Risk Management all travel lists for study abroad programs one week prior to participant and faculty leader(s) departure. While in the designated program country, the faculty leader will serve as the “Campus Security Authority” for the group. Insurance International Programs strives to address gaps in student insurance by requiring all student participants in ACC study abroad programs to purchase international travel health and accident insurance that covers the student while in the designated study abroad program country for the duration of the program. ACC Student Accident Insurance also protects ACC students when they pay the Insurance Fee when registering and paying for courses. The Student Accident Insurance reimburses for injuries occurring during school-sponsored activities related to the registered courses. Students must provide proof of insurance and overseas coverage to International Programs before the program departs. Students who are covered by private insurance, such as insurance provided through a parent’s employer, should verify that such medical insurance also provides coverage during overseas travel and in the destination country. V. 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. Clery Act Geography 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).

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! 12 ! !Housing: If ACC rents or leases space for students in a hotel or student housing facility, it is in control of that space for the time period covered by the agreement. Host family situations do not normally qualify as non-campus locations unless ACC has an agreement with the family that gives ACC some significant control over space in the family home. Clery Act Crimes Clery Act crimes include the following: • Murder and non-negligent manslaughter • Negligent manslaughter • Sex offenses (rape, fondling, incest, statutory rape) • Robbery • Aggravated assault • Burglary • Motor vehicle theft • Arson • Hate crimes: 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 • Dating violence • Domestic violence • Stalking • Arrests or referrals for campus disciplinary action for liquor law violations, drug-related violations, and weapons possession. Example: An example is a three-week art study trip to another city for a series of art lectures and demonstrations at a museum. In the latter type of situation, any classroom or housing space specified in any written agreement entered into by ACC would be non-campus property for Clery Act reporting purposes. However, if ACC does not enter into an agreement for the use of a particular space or area, it is not required to include crimes in that area in its campus crime statistics. For example, ACC’s art students may visit museums that are open to the public without a special agreement for the use of the space in the museum. Faculty Actions To ensure that ACC meets all federal mandates regarding safety, security and equality, Faculty leaders must: • 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.

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! 13 ! !• If a victim doesn’t want the report to go any further than the faculty member, explain that the report must be submitted to ACC PD for statistical purposes but can be submitted without identifying the victim. • Work with International Programs, ACC PD and Student Services to provide any needed support to the victim. Reporting • To report all allegations of Clery Crimes (listed above), contact International Programs and Campus Police (512-223-1231). • To report incidents of sexual harassment and misconduct, contact ACC’s Title IX Coordinator via TitleIXcomplianceofficer@austincc.edu. VI. ACC POLICIES AND RULES APPLICABLE TO STUDY ABROAD PROGRAMS The ACC Board Policy guides International Programs and faculty leaders on student travel. The following Administrative Rules, among others, are applicable to International Programs and faculty leaders in designing, developing, and delivering study abroad program: Ø Administrative Rule 5.0202.01 – Field and International Studies (Study Abroad) Courses Ø Administrative Rule 5.0202.01.1 – Study Abroad (G/P) Ø Administrative Rule 3.1000.01 – Student Travel to College Sponsored Events Ø Administrative Rule 6.1202.02 – Student Standards of Conduct and Disciplinary Process Ø Administrative Rule 6.1202.01.2 – Student Standards of Conduct and Disciplinary Process (G/P) Ø Administrative Rule 1.0400.05 – Health Services Ø Administrative Rule 3.0600.01 – Purchasing and Contracts Ø Administrative Rule 4.0505.02 – Travel Ø Administrative Rule 4.0505.02.1 – Travel (G/P) Ø Administrative Rule 5.0303.05 – Withdrawal Policy: Semester Courses Ø Administrative Rule 5.0701.01 – Instructor Initiated Withdrawal and Appeal Policy Ø Administrative Rule 4.0800.01 – Ethics Ø Administrative Rule 4.0800.01.1 – Ethics (G/P) Ø Administrative Rule 6.1000.01 – Health Insurance Portability and Accountability (HIPAA) VII. WEB RESOURCES Faculty can use the following web resources to research health, safety, and security issues when preparing a study abroad program proposal: Ø U.S. Department of State, Bureau of Consular Affairs Ø Centers for Disease Control Ø Transportation Security Administration Ø Students Abroad Ø World Health Organization

Handbook for Design of Study Abroad Program

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