Information for Faculty

NOTE: A Proposal Form is required only for new study abroad/away programs to be approved by the program director’s department, ISAC, and SAO. For recurring programs, there is a more streamlined Authorization process to be completed by June 1 every year.  

• October – mid-March: New Programs Only 

• • Work on your budget, draft your proposal, work on your itinerary, and all other elements of an official proposal to be submitted online via the Qualtrics form.  
  • Request a meeting with your Department Chair (or the appropriate departmental committee) to discuss a broad overview of your proposed Study Abroad program, as they must give the initial approval to pursue the development of this program. Follow departmental policies and procedures for the submission of a new and/or recurring proposal.  
  • Work with the Director of Study Abroad when necessary. Do not assume because you have proposed a program before that the process is exactly the same. A series of meetings may be beneficial, particularly for new programs. 

• 3rd Friday in March: Applications/Proposal due via the Qualtrics form. The SAO will assist with acquiring all necessary signature via DocuSign to be reviewed by the ISAC at the April meeting.  
• April - May:  

• • Evaluation by the Study Abroad Committee and feedback. Revisions to an Application/Proposal might be required from the Institutional Study Abroad Committee.  
  • Recurring Programs work to submit the required Authorization Form (items include but not limited to: updated budget, agreements with vendors, itinerary) by June 1st. 

• June 1: Authorization Form due for all recurring programs via online Qualtrics submission. 

• 2nd Friday in June: Program approval notifications sent to Program Directors for both new (proposal process) and recurring (authorization process). 
• Mid-June - August:  

• • Websites and other promotional materials (e.g. program flyers) are created/updated. 
  • Work with the SAO to ensure the correct information is provided for the SAO website and other publications. 
  • Set up D2L for your course. 

• August (Late): Attend Program Director recruitment workshop with other current program faculty/staff. 
• August – December: Recruitment, scholarship reminders 
• September: Annual Study Abroad/Away Fairs (Summerville, Health Science, and virtual events are possible) 
• October: International Education Week events (including International Festival – another recruiting opportunity if available!) 
• December 15 (Spring Programs) & January 15 (Summer Programs):  Initial participant headcount  

• February (Spring Programs) & March (Summer Programs):  

• • Faculty need to discuss with Dean about salary related to course enrollments 
  • Collect final payments from students.  
  • Final participant headcount.  
  • SAO Pre-departure Orientations. 

• • Program-specific meetings with program directors. 

• March (Spring Programs) & April (Summer Programs): 

• • Program numbers reported to Deans by program directors.  
  • Attend SAO’s Program Director Risk Management Workshop 
  • Submit Pre-Travel Risk Assessment via Qualtrics 1 month before travel. 

• March – June (Varies by Program): Two weeks before your program’s departure date, you will have a Pre-Program Faculty Meeting with Director of Study Abroad 
• April – August (Varies by Program): Attend annual Post-Program Program Review with SAO Director within 1 month of return 

In accordance with the University System of Georgia’s Office of International Education’s policy (Section X: Application Process, Part D), Augusta University does not permit travel of faculty/staff or student accompanying family members and/or guests. The only persons attending a study abroad or away program are either: Students who are registered for the course, or faculty/staff who are leading the travel as Program Directors and/or chaperones. Community members and others may participate only as admitted AU students registered for academic credit appropriate to the program. 

This policy is in effort to be more transparent to student participants and enforce the academic integrity of study abroad/away as an educational experience – otherwise, it may be misconstrued as a vacation or cause disruption if participants attempt to bring guests. Faculty/staff directors must remember that their first priority is to be available to their students in any potential emergency (or perceived emergency) 24 hours a day, 7 days a week for the duration of the program. 

If you are interested in having guests join you in your travel, such an arrangement only works when companions join the faculty/staff member either prior to the students arriving or at the conclusion of the program.  That said, at least 1 program director is expected to travel with the group. SAO can only justify travel expenses up to the amount listed in the budget for the rest of the group. Anything over that expense would need to be paid for out of the faculty/staff’s pocket. All family members and guests who travel pre/post-program are not eligible to join the CISI Health Insurance or other benefits reserved for study abroad participants. Accompanying family members or companions, if not enrolled as full participants in the program, are not considered in any way to be affiliated with the program or representatives of AU.  

Important! Faculty/staff cannot sign contracts on behalf of the Study Abroad Office or AU. Do not do it! Instead, please send contracts to the SAO to obtain the proper approvals. Please allow 2-4 weeks for the SAO to process all requests for signatures or payments. Please also remember to not make any written or verbal agreements with a vendor on services that have not been approved by the SAO. 

Preparing your Budget 

A well-thought-out and comprehensive budget is one of the main pillars of a sound (and approved) program. As you plan your study abroad/away program, think through all the expenses you are likely to incur to avoid having cost overruns and “emergencies” that could have been foreseen. It is important to consider now, as you prepare your budget, that in the months ahead you will submit Requests for Payments, and each of those tie to a line item in your budget. A few tips are presented here for your consideration as you begin to develop you budget. Our goal is to help you create a realistic financial plan for your study abroad or away program.  

The SAO has developed a specific template which must be followed as part of either the Proposal or Authorization process for study abroad/away programs. See the SAO website for full details and Excel. Please note: there are certain cells which are “locked” for editing like the SAO marketing budget, CISI insurance for study abroad programs, and buffer for emergency funds. 

Advertised Price 

The SAO office will use the budget you prepared during the program proposal (new) or authorization (recurring) process to come up with the advertised price.  Over the summer months, faculty/staff members will work the SAO office to secure reservations and final quotes in order to update the budget with the most accurate numbers.  Faculty/staff must work over the summer to help secure any quotes needed to be able to establish this price before the fall semester. Once this has been done, the SAO office will establish the final advertise price for the students by the beginning of the fall semester in August.   

How to Prepare a Proposal for Using an Unanticipated Surplus 

Sometimes, despite the best planning, you may find yourself in a situation where you have realized savings while on the program, and have an unanticipated surplus that realistically is too large to justify (more than $100/ student).  In these circumstances, we suggest that you prepare a proposal on how to use these funds and submit it to the director of the SAO once it has been determined there is a surplus in the budget. For example, some Program Directors may suggest (to the delight of their students) an additional excursion. Draft a short proposal explaining the circumstance and how you would like to use the funds. Maybe there is a museum that the students would like to visit, a concert, a program to an unplanned destination, etc. You might also consider buying photo books that participants submit pictures to include or add additional meals for the group. The expenditure must be for the benefit of the students. This can include purchases for future program benefits as well. 

Excess funds are not to be used to reimburse expenses of the Program Director, items purchased for the Program Director only, increased per diems, or the like. They cannot be used to pay for unbudgeted expenses of the Program Director. Remember: All expenditures must be in the original budget plan. If there are remaining funds in a program account equaling $100 or less per student, that money will be transferred to the general fund for SA emergencies and deposits for future programs in accordance with Board of Regent guidelines. 

 

Traveling in a foreign country with cash and credit cards presents risk that we seek to minimize for you. Carrying large sums of cash makes you a target for pickpocketing, and we suggest that you avoid paying in cash whenever there is a reasonable alternative. However, credit cards are also a risk, specifically for identity theft. Therefore, we highly recommend prepaying when possible. If you have not prepaid an expense, you will need to weigh the associated risks of paying with cash versus paying by credit card. Some common-sense questions to ask yourself: 

• Consider the environment where you are going. Is it safe and secure or is it a public place that is crowded and bustling with activity? Could a thief easily single you out and quickly escape with your money? Who’s watching you? What is the time of day? 
• Is the vendor a trusted party already known to you? Does the business seem legitimate? 
• Common sense and caution must play equally in your decision on how to pay. 

Prepayment of Expenses 

You are encouraged to prepay as many expenses as possible before you embark on your program either through the SAO or on your own to be reimbursed after the travel concludes. Airfare, hotel, ground transportation and even some excursions can be prepaid.  

There are several advantages to prepaying: 

• You avoid the risk that carrying large sums of cash presents.  
• By prepaying in the US dollar, you do not have to worry about currency fluctuations that can wreak havoc on your budget. 
• Prepaying now allows you to shop for the best price. Once you arrive at your destination, there might not be opportunity to compare rates. 
• You can avoid the often-challenging task of receiving proper receipts (see section below) 

While faculty/staff members are not allowed to finalize contractual arrangements for the SAO or AU, you are encouraged to obtain quotes early on so that your budget estimates for major expenses are realistic. When possible, lock in those rates well ahead of time as approved by SAO and AU’s Purchasing departments. 

Once your study abroad/away program has been approved by your department and you have received the official approval of your program from the SAO director, then it is time to request prepayments. For example, some airlines will let you book flights as far as 10-11 months out. Reserve group flights just as soon as tickets become available. However, understand if the program falls below 10 participants, you will lose the original quoted group rate and individual tickets would need to be purchased. Deviations for flights are usually limited to 1 per group, so program directors would have priority before considering student requests. Generally, a $100 per seat deposit will secure a seat. Remember that all study abroad/away expenditures must go through the SAO for approval and processing. You will also need to have an AU Travel Authorization signed and approved on file prior to paying anything on behalf of the program. Again, you must be able to tie the expenditure to a line item in your budget (see p. 12). 

Cash Advance 

If you cannot prepay an expense, you can request a small cash advance (i.e., for an excursion). You would need to review the program budget linked in Box and then list whatever is shown as “petty cash request” in the payment type column. The SAO will review all requests thoroughly so they match your program budget. However, you must be able to justify the need for a petty cash fund, and the expense must already be in a line item in your budget. The form to request a petty cash fund is available through the SAO.  The cash advance must be reconciled within 14 days of your return from your program.  

Some programs may not need to request a cash advance if vendors are providing all services themselves (i.e., meals, accommodation, etc.).  

Remember to submit all receipts to the SAO showing how the petty cash funds were expensed. Although, not required receipts under $25USD are still highly recommended for state auditing and recording purposes. The SAO can help you with the reconciliation if need be. Do not delay in asking for help, should you need it! 

Loss of Funds  

Please note that you are responsible for loss of petty cash funds. Factor this in when you consider how you are going to pay for expenses. Should funds be lost, immediately contact the SAO and AU Public Safety to file a police report within 24 hours of recognizing the funds have been lost/misplaced. You will also likely need to file a police report locally. 

Proper Receipts 

All study abroad/away programs must be able to withstand the scrutiny of the state auditor.  Consequently, you are required to obtain receipts for all reimbursable expenditures that are made while you are abroad/away. Will the state auditor be able to read that receipt written in Japanese? Did you document a receipt of anything over $25 USD? Make sure you obtain a receipt that can be readily understood. If necessary, have the invoice translated. Although receipts under $25USD are not required, it is highly recommended to provide a receipt for every purchase so that the reconciliation process is easy. What about tipping in cash? That may not be included in a dinner receipt or may not include a receipt at all. This is another good reason to prepay whenever possible. The SAO will provide blank template receipt forms if you need to utilize them. 

Emergency Reserve Funds 

While you are strongly encouraged to think through your budget enough to cover as many situations as possible, it is realistic to understand that not every situation can be anticipated, especially when you are traveling abroad or away. Things happen unexpectedly and past experience has taught us the value of emergency reserve funds. A reasonable emergency reserve budget will cover your unplanned expenses, between 7-10% on average. Do not overlook this important part of your budget. 

Budget & Salary Considerations 

Study Abroad budgets do not allow for the payment of extra salary for teaching abroad or away. Your salary will continue to be paid from state funds, as it normally is paid through your department. 

The Dean’s Office determines the summer pay of Study Abroad or Away Program Directors, taking into consideration information provided by the Study Abroad Office. There is an indirect relationship between your summer pay and your recruitment efforts. Here’s how it works: 

• The SAO is responsible for balancing the budgets of Augusta University study abroad/away programs. 
• Deans are responsible for determining Faculty salaries, including summer pay. 
• The SAO informs the Dean’s office about program numbers and students per class. This is generally done in February or March after final payments are made by students. 

Faculty/Staff Travel Expenses 

• Special Note: Although Faculty/staff Travel expenses for Study Abroad/Away programs are paid from state funds, the travel expenses must be approved by the Study Abroad office before the Business Office will process them. Work with the SAO Office Coordinator to submit your expense report within two weeks from the return of your program. Once it has been approved by the Director of Study Abroad, Study Abroad staff will forward your expenses to the Business Office for processing. 
• For insurance purposes, Faculty/staff must complete a travel authorization form in order to book or pay deposits for transportation, vendors, etc. This is typically done in the fall semester. Do not leave without doing this! This is for your own protection. The SAO will assist faculty/staff with this process. 
• Due to Board of Regent continuous audit requirements for Faculty/staff Travel, travel expenses for Faculty/staff who are teaching abroad/away must be processed in the regular manner (through PeopleSoft). This includes your airfare, per diems, and other travel expenses. These items are paid through state funds and must be accounting for accordingly. 
• Consult with the Travel Office for further information about your travel expenses or visit the Travel Office website:  https://my.augusta.edu/finance/controller/travel/ 
• It can be unreasonable to expect students to absorb the cost of a high per diem. Please take an appropriate per diem for the program. Remember, it is difficult to sell a program that is very expensive.  
• Remember, if the SAO prepaid for meals to a vendor payment during your program that included you, then you will not be allowed to receive reimbursement on per diems for those meals. If you pay for meals that are not included in the prepaid expense, then receipts are required to reimburse. 

Close Out of Study Abroad Program Accounts 

All Study Abroad/Away program accounts must be fully reconciled and closed out within 60 days after the program. In accordance with Board of Regents guidelines, account balances must be transferred to the Study Abroad general account, to be used for future program deposits. Knowing this, please be sure to submit all reimbursable program expenses within two weeks of your return.  

The nature of college students is that they are prone to changing their minds. Remember this as you recruit your students. When your students submit their program applications and deposits, be certain they are aware of our policies so that misunderstandings can be avoided. Students pay a $200 deposit to sign up for a study abroad/away program. If they decide they can no longer participate any time before the 1st payment deadline, they can receive $100 of the deposit back. If they need to withdraw for any reason after the payment deadline then the $200 is non-refundable. Any expenses that have already been paid on behalf of the program will be reviewed on a case-by-case basis, but the SAO will try to return any recoverable costs if possible. If a student needs to return home for any reason after the program has departed Augusta, GA, all program payments are non-refundable. Note that an electronic signature document acknowledging the refund and withdrawal policy is included in the application that the student signs. As a courtesy to the student, point this out to them, because not everyone reads what they sign during the excitement of signing up for what often is their first abroad or away program!  

Program and Application Deadlines 

Both the deposit and application deadline are set by the SAO on a schedule depending on when the program will travel or by set requirements from vendors. This allows time for teaching schedules to be adjusted in the event that your program does not materialize. It also allows for recruitment in the fall semester and more focus on final payment, orientation, and other responsibilities in the spring semester. Should a program not be filled by this deadline, the Director of Study Abroad may work with you to extend this deadline to give you time to fill any remaining spots.  

Program Deposit Policy for Students 

• A $200 deposit is required to hold a student’s space on a study abroad/away program. 
• In some cases, a smaller initial deposit is accepted with the balance to be paid off by their Payment #1 deadline. This is determined on a case-by-case basis.  

• After a student makes an initial deposit and completed 100% of the online application, they will be contacted by the SAO via AU email regarding next steps if accepted to participate.  

Waitlist Policy 

Students must put down a deposit to be officially added to a full program’s waitlist. The student’s Terra Dotta “status” will be listed as “Waitlist.” For those on a waitlist, if a spot does not open up OR they are no longer able to go on the program, their deposit will be refunded in early March. No exceptions can be made. 

Program Final Payment Policy 

Final payments by students must be made a minimum of 90 days before travel, and as far ahead as 120 days. This allows time for invoices to be paid without a rush and for funds to be transferred for faculty/staff travel. Remember that the Business Office has approximately 10 to 12 working days to process any payment once the SAO submits the request. 

This also allows time for airfare and ground transportation arrangements to be altered if there are more students than anticipated or to reduce the number of air tickets and ground arrangements without penalty. Please be mindful that it is difficult to add additional tickets to airfare after the initial quote is held and the deposit is paid. It is significantly easier and more cost-effective to reduce the number of seats needed on a flight instead. Payment deadlines should never be later than the penalty date to lose money on travel – the SAO will help schedule the deadline dates. 

Program Refund Policy for Students 

• The initial $200 deposit is non‐refundable after the 1st large program payment. Students who wish to withdraw before the 1st payment can be refunded $100 of the $200 deposit. 
• After the 1st or 2nd large payment deadline, program payments are completely nonrefundable. The SAO will try to refund any recoverable costs possible depending on the situation with a case-by-case review. 
• There are rare cases where a student can petition to have some costs refunded, such as for medical reasons. If a student withdraws from a program for a medical reason, all efforts will be made to refund program payments, provided that a physician’s note is brought to the SAO. 
• If a student is unable to go on a program for other reasons and the student believes that the program fee should be refunded, the student can write a letter of appeal to the Director of Study Abroad and the Institutional Study Abroad Committee. 
• After payments have been made on items for the students, such as airfare and hotel, the only refund possible will be the refund issued by the booking agent, university, or other third party. 

• All programs must comply with this policy. 
• If the SAO cancels a program, those students will receive a full refund of payments made out of pocket. Scholarship funds will not be refunded and instead students would be expected to pay them back if already distributed. 

Program Transfer Policy 

• If a student decides they would prefer to travel to another destination at another date and time the student must check with the SAO before we can consider transferring the deposit. 
• The deposit and payments will be transferred if, and only if, both study abroad/away programs are within the same fiscal year and there are spots available on that program. Funds cannot be transferred to a program in a future fiscal year. 

• • Scholarship funds may also be transferred to the new program balance if approved by SAO. 

It is the responsibility of the Program Director and other program faculty/staff to recruit students for their program. A minimum number of students is needed to make the program financially feasible and must be a primary focus from the start. Promotional efforts for your program should highlight the academic quality, cultural opportunities, and educational benefits for students. While the SAO will help support your marketing plan, the primary responsibility for recruitment rests with the faculty/staff. 

SAO Recruitment Workshop for Program Directors 

This is a mandatory session which all faculty/staff leading programs must attend annually. The workshop is usually held in the fall early in the semester to help cover relevant changes to SAO policies, give reminders on procedures, and discuss general strategies to engage students. Save-the-date information is shared over the summer usually 4-6 weeks before the session. Please make every effort to attend either virtually or in-person. 

SAO Study Abroad/Away Fair(s) 

All approved programs are expected to have a presence at SAO’s study abroad/away fairs. These events usually take place mid-September from 11 am - 2 pm on a weekday. The SAO will coordinate a fair on Summerville and Health Sciences campuses (invite only for specific majors) and virtual fairs are also possible. Save-the-date information is shared over the summer usually 4-6 weeks before the events. You are encouraged to creatively decorate your table for the events. Feel free to bring snacks, photos from past programs, souvenirs, etc. The SAO will provide a generic table sign, printed program flyers, and an interest list to sign up. The SAO also tries to coordinate lunch for the fairs if you can attend. If your schedule doesn’t permit, consider recruiting student alumni to volunteer their time instead.  

Additional Recruiting Events 

The SAO helps to coordinate the annual International Education Week events held in October. Usually toward the end of the week there is an Intercultural Festival on both Summerville and Health Science campuses. The SAO often tries to invite program directors to attend as another opportunity to engage a wide student audience. The events are held during the lunch hour and free food is given to participants. If your schedule doesn’t permit, consider recruiting student alumni to volunteer their time instead. 

Talk to Individual Students 

• Some of the most successful programs are filled with students who were directly contacted by program professors. Past experience has taught us that a targeted approach increases enrollment in Study Abroad/Away programs. 

Classroom Presentations 

• Ask your colleagues to give you 10 minutes to make a presentation in their classroom. Build excitement among a group of students who might enjoy traveling together! 

• Look for classes with large enrollments of the audience you are targeting. 
• Ask your colleagues which students are most likely to be good candidates for studying abroad/away so that you can target your presentation to them. 

• Remember to mention all study abroad/away programs in your presentation. Think reciprocity! Someone may recruit a student for you, too. 
• Don’t forget to return the favor in kind if you are asked. 

• You may also ask the SAO staff to make a presentation in your own classroom or your colleagues.  

• The SAO likes to talk about our programs. Just ask! If you would like to arrange for a classroom presentation by the SAO, simply send an email with your request to solidify the date, time, length, and what you would like us to highlight. 
• We will always highlight funding options and a general description of what studying abroad or away is. 

• We may also utilize Global Ambassadors aka study abroad/away alumni, if available. Peer student endorsement has a credibility factor that is invaluable. Your students are more likely to ask questions they may have when they see one of their own is providing the answers. 

• As Program Directors you are encouraged to quickly follow‐up with those students who express interest during the presentation.  

Print and Virtual Marketing 

• Consider having the SAO create posters for your specific program and placing them in approved areas around campus as well as on your office door. 

• The SAO will create and distribute general posters with all programs listed and individual program brochures 

• E-mails & texts through EAB Navigate sent out to students in your major may incite questions and attract interest 
• If there is a club or organization that is geared toward an interest related to your program, reach out to them as well 
• The SAO will make program-specific social media posts on your behalf 
• Consider creating a short video to be used on the website and social media (without dates) 

 

Student Eligibility for Study Abroad/Away Programs 

• Student must in “Good Academic Standing” with the university; 
• Student must be enrolled degree-seeking at Augusta University during the semester of the study abroad/away coursework (dual enrolled students aren’t permitted to participate); 
• Student must be in good disciplinary standing; 
• Student must be 18+ at the time of travel. Those under 18 years old would need additional signature approval from their parents/guardians in order to complete the online application. 

Terra Dotta: SAO’s Study Abroad/Away Online Portal 

The SAO has utilized an online portal system through the Terra Dotta software for several years which has eliminated the need for paper applications. This also allows for fully online payment options – the SAO no longer accepts in-person payments. Instead, credit cards or web checks can be processed faster through the web portal.  

All program directors will be given access to Terra Dotta’s online portal for their particular programs at the beginning of the fall semester. You can access the system using your regular AU-credentials. Once logged in, you will see all “pending” (began an application but not finished and/or paid deposit), “accepted” (completed the online application and paid deposit), and “committed” applicants (optional response but students can select once re-log into application to complete all post-decision requirements). 

The SAO will send monthly enrollment reports to all program directors so it isn’t necessary for you to login to the portal to review applications regularly. The SAO will also CC you on any acceptance emails going out to students who have completed the sign-up process. 

The primary reason program directors will login to the portal is to complete the faculty/staff pre-travel paperwork. This includes any relevant emergency contacts, medical information, CISI health insurance (abroad only), and passport/driver’s license. If you need training or have additional questions, please email studyabroad@augusta.edu for assistance. 

Students with Disabilities on Study Abroad/Away Programs 

Just as cultures differ from country to country, so do the perceptions of disability and accessible accommodations. Some countries may have a wide range of services for students with disabilities; others may rely on peer or family support or have limited disability accommodations available. The most important qualities for any Study Abroad/Away participant are flexibility and an open mind.  

Academic accommodation requests should be made through Testing & Disability Services directly. Augusta University is obligated to make our Study Abroad/Away Programs accessible unless doing so would fundamentally alter the nature of the Programs or create an undue financial burden. For example, relocating a Study Abroad/Away Program in order to make it more physically accessible would constitute a fundamental alteration.  

If a student indicates they need additional accommodations for the program, notify the SAO immediately so the planning process can begin with Testing & Disability Services. Any student who has a legitimate accommodation need or documented disability will be assisted to ensure a successful and equitable experience for all involved. In the event that accommodations cannot be arranged given the nature of the program, the SAO will work to assist the student(s) in finding an alternative to meet their personal and academic goals. 

• • Don’t let interest wane. Keep the student engaged about the prospect of travel. 
  • Direct the student to the SAO website as well as the SAO itself (give them directions!) 
  • Encourage students to talk to their academic advisor and the SAO early to help plan academically and financially 
  • Remember, students cannot participate in the SAO scholarship until they have paid a deposit for a program. 
  • Don’t let cost be a deterrent. Always let students know about scholarships and work opportunities (“sweat equity”). 
  • Let students know how the course(s) will count in their degree plan. 
  • If you are teaching a course that fulfills a CORE requirement, target first/second year students. 
  • Also, highlight the importance of travel and how studying abroad or away can benefit them other than just academically. If you would like data to back up these claims, contact us! 
  • CISI Health Insurance is built into all study abroad program budgets. However, study away programs are not required to have insurance. We do ask for that information within the participant’s online application but SAO can only strongly encourage it for domestic travel. 

While information is given in the student’s online application, some require additional guidance. Advising appointments (virtual or in-person) can greatly benefit first-time travelers, including students travelling for the first time as an adult, and can be scheduled with SAO staff upon request. Critical information is shared that will help guide them on a variety of travel related concerns, including: 

• Student responsibilities; 
• Financial information, including payment deadlines, refund & withdrawal policies, tuition & fees details, and about internal and external scholarship opportunities; 

• Study abroad/away course registration; 
• Passport requirements and deadlines; 
• Information for students traveling with disabilities. 

Orientation has two sections: the SAO has a general orientation scheduled for a specific day/time.  Program Directors are encouraged to schedule their own program-specific pre-departure orientation separately.  

SAO pre‐departure orientations are designed to increase student preparedness and help to reduce institutional liability. The SAO orientation is mandatory for this reason. Faculty/staff members are welcome and encouraged to attend if possible. The dates are shared with students upon acceptance into the program with frequent reminders given. The SAO Pre-departure Orientation takes approximately 2 hours and cover the following general content areas. 

Forms 

The following forms are included in the Pre-Departure Orientation folders provided by the SAO: 

• PowerPoint Presentation 
• CISI Insurance Claims Form (abroad only) 
• Country Information Sheet from the Department of State (abroad only) 

• Country Information Sheet from the CDC (abroad only) 
• Counseling Center Information 
• Waiver Attended Orientation 
• Waiver Release of Liability 
• Waiver Study Abroad/Away Terms and Conditions

 

The Study Abroad/Away professors or Program Director conducts the Program Orientation. Your orientation session should set the tone for the program, clarify expectations and provide detailed information to students that will help avoid unpleasant surprises when you arrive at the destination. 

 This session should emphasize the expectations for a successful program and leave your students well prepared to embark on what could be their first travel internationally or outside of Georgia. The SAO has template slides you can utilize in building your program-specific orientation. The Program Orientation may occur during a class time at the beginning of the semester or before the term begins as a separate orientation from the general SAO Pre-Departure Orientation. 

The Individual Program Orientation should cover the following: 

• Syllabus and other information (distributed documents) 
• Pre‐program assignments (distributed documents) 
• Expectations for travel, academics, behavior and cultural differences 

• Any other pertinent information, including: 

• academic policies 
• class attendance 
• placement exams 
• homework assignments 

• available facilities (i.e., computer labs, libraries, laundry, Wi-Fi) 
• required text books, grading systems 
• procedures for registration 
• credit transfer to the home campus 
• Social/behavioral customs and local laws 

• ADA accommodations 

As mentioned in the timeline in Phase Two, you will meet with the Director of Study Abroad and possibly the Study Abroad Office Coordinator 2 weeks before your program’s departure date, to review the following: 

• A copy of the emergency response plan for Study Abroad/Away (listed in Phase Six); 
• A copy of the Incident Report & Issues Form; 

• Copies of blank receipt forms; 
• Copies of medical forms and student emergency contact numbers; 
• Emergency contact cards (and individual student Acceptance Letters, abroad only) to be distributed upon leaving Augusta, GA; 
• Emergency numbers to call if you need to reach the Study Abroad Office immediately; 
• Receipt tracking and other financial information for reimbursement; 

• *Please remember to take your information from your orientation folder.

To view current United States Department of State Travel Advisories, visit their website at: https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html 

In general, travel to countries under a U.S. Department of State Travel Advisory Level 3 or 4, or a Centers for Disease Control and Prevention Level 3, is not allowed for Undergraduate Students on Augusta University Programs.  

However, exemptions to the policy may be granted for travel to Level 3 Travel Advisory countries and areas for graduate students via formal petition. Individual undergraduate students cannot petition for an exemption unless the destination country is at a Travel Advisory Level 3 or 4 due to COVID-19. Further information on the formal petition can be found in the petition packet.         

In certain circumstances, the Study Abroad Office may review Programs and allow travel as follows:  

Travel to Areas with COVID-19 Warnings Only 

Travel may be allowed in special circumstances where the country/area is currently under a U.S. Department of State Travel Advisory Level 3 or 4 due only to COVID-19 or where a country/area is under a CDC COVID-19 Warning Level 3 or 4. In order for travel to be approved in these circumstances, the following procedures must be followed:  

Undergraduate student travel as part of any AU recommended, faculty-led, or facilitated activity may only be approved after a mandatory review process by SAO and the associated ERT and with the approval of the Vice Provost of Instruction, in consultation with the college dean or designee.  

This mandatory review process may include, but is not limited to, submission of the Pre-Travel Risk Assessment describing the risk mitigation plan to the Study Abroad Office, consultation with the On-Call Global Security Specialist, and a meeting with the University Emergency Response Team. 

Travel When a CDC or State Department Warning Level is Elevated to a Level 3 or 4  

In the event that the travel warning for an existing program is elevated to State Department Level 3 or 4 or a CDC Warning Level 3, either before departure or during the program, established study abroad programs will be reviewed according to national trends at peer and aspirational institutions and evaluations or assessments published by discipline-specific professional organizations. On the basis of these considerations, the Emergency Response Team will make a recommendation to the Vice Provost of Instruction as to whether the program should proceed (if the program has not departed) or continue (if the program has departed) as planned. If the Team makes recommendations for further risk mitigation prior to departure or during the remainder of the program which are approved by the Vice Provost of Instruction, the Program Director must demonstrate that all recommendations have been implemented in full. 

Petitions for DOS Level 3 Exemptions 

Exemption from this policy regarding travel to Level 3 Travel Advisory countries or areas requires a formal petition for exemption submitted to the Study Abroad Emergency Response Team at Augusta University no later than 3 months prior to potential departure. Travel to these countries or areas will not be supported without prior approval. The purpose of this formal petition is to ensure that students and program directors are making informed and wise decisions regarding travel to Level 3 Advisory countries or areas.  

Petition for Exemption - Groups 

The paperwork required for this petition is in addition to the other paperwork required by the Study Abroad Office for programs.  The petition process is as follows (see petition packet for full details):  

• Supplemental Waiver and Acknowledgement Form  

• Rational for the necessity and feasibility of programming in the destination country (and region when applicable) given the specific advisory concerns making the location a level 3 or 4 

• Proposed outline of the program’s daily itinerary for this program as it pertains to the specific advisory concerns making the location a level 3 or 4 
• Pre-Travel Risk Assessment done via Qualtrics (SAO > Faculty Website) 

• Meet with your in-country vendor to discuss the security environment, emergency plans, relevant dangers, and other concerns to be addressed in Step #1 
• Send completed Supplementary Waiver and Acknowledgement Form to your college’s Chair/Dean for signature approval 
• Send your completed application materials to the SAO in Allgood Hall E-134 for final approval 

 

Individuals Traveling to Level 3 or 4 Areas 

Students who are traveling to Level 1 and 2 Advisory countries containing areas with Level 3 or 4 Advisories must agree not to travel to those high advisory level areas. Students who want to travel to Level 3 areas must go through the same formal petition process listed above. 

MCG Medical Students 

Any travel to Level 4 Travel Advisory areas must be done strictly on the students’ own time and not in connection with any MCG project or faculty member for credit. Travel to advisory level 3 countries will require an extra step of approval, as mentioned above. 

Program Proposals 

Proposals for programs located in Level 4 Advisory countries or areas will not be approved unless the location is only ranked Level 4 due to COVID-concerns. Faculty/staff who are proposing programs located in Level 3 Advisory countries or areas must include additional explanations within the “Safety and Security” section of the proposal by the annual due date of the 3rd Friday in March. Program directors must address the specific security concerns listed within the Travel Advisory and discuss the additional safety measures necessary to keep our students safe. The proposal must also address why this program cannot take place in a country or area with a lower advisory level. 

To every extent possible, the SAO encourages pre‐planning. There needs to be a well thought out contingency plan in place for a variety of emergency situations or when discipline is needed. In some cases, the Study Abroad Office has taken the lead following our Emergency Response Plan. In other instances, the Program Director must step in, especially in time-sensitive situations. We have outlined the distinct roles of the Study Abroad Office and the Program Administrator below: 

Know Before You Go 

As a Program Director, your responsibilities go beyond managing the academic and travel aspects of your program. You must be prepared to handle emergencies and behavior problems as well as administer discipline appropriately. While there are usually few problems on these programs, it is important that you are prepared for situations that may arise. Please familiarize yourself with the information below before you travel. 

All program directors are required to attend a Pre-Travel Risk Management Workshop hosted by the SAO 2-3 months before departure, typically in February for Spring Break programs and in March/April for Summer programs. The session takes approximately 1.5 hours and is best conducted in-person. During the workshop the Emergency Response Plan is covered in great detail, and case studies discussed to explain best practices to common scenarios. Stakeholders on campus are invited as well (Title IX, Dean of Students, Counseling, etc.) 

SAO Roles: 

• State Department Registration (Smart Traveler Enrollment Program) 

• For your safety and peace of mind the Study Abroad Office registers each student group with the Department of State. This registration alerts the local embassy that you are in the country. The registration also shares contact information for the group, such as hotel names and phone numbers as well as group leader contacts. This allows the embassy to send alerts, advisories, and warnings to the SAO as well as each individual participant.  

• Study Abroad/Away Emergency Response Team 

• Comprised of various key stakeholders on campus, they can be called upon 24/7 should a crisis occur on a study abroad/away program. The ERT can be assembled for individual student situations or events that can impact the entire group. 

• Emergency Response Plan 

• Per Board of Regents regulations Study Abroad/Away has formulated an emergency response plan. This plan addresses a framework for responding to emergency situations as they arise on SAO programs.  

• Suspension or Cancellation of a Program 

• In the event of a pandemic, natural disaster, or the issuance of a Department of State warning, a program may be cancelled or suspended. Should circumstances arise where these types of issues must be considered and a decision made about the future of a program, the Study Abroad/Away Emergency Response Team will call an emergency meeting. The committee will collect all information from appropriate sources, as well as directives from the USG, in order to make an informed decision. Options include complete cancellation or suspension until circumstances allow the program to run again. The Study Abroad Office will gather information, such as refund options and expenses incurred to postpone a program, to assist in the decision. Please note that programs can be suspended or cancelled for reasons other than those listed above.  

FERPA and AU Resources 

Also included in this chapter is information about the Family Educational Rights and Privacy Act (FERPA) and resources at AU to which you can refer students or use yourself.  Please be mindful that FERPA applies to Study Abroad/Away too! Students are asked to sign a release at orientation, but if the student does not sign this release, we must abide by FERPA laws. FERPA (regarding the privacy of student records) may conflict with the desire of parents and others to be fully briefed on both student progress and on-site emergencies. 

Students participating in AU programs are given the opportunity to sign a release form which recognizes that program staff will disclose information to their families in the case of a medical emergency.  If the faculty/staff director believes that certain information must be disclosed for a participant’s well-being without his/her consent, they should first contact the Study Abroad Director who will seek the advice of University Counsel. In rare cases when that is not possible, such as serious and urgent medical emergencies, the best guideline is to act in the way which will be of most benefit to the student.  Remember to document all emergencies thoroughly on the Study Abroad Incident Report form and to communicate with the SAO about the situation as soon as possible. 

It is inappropriate to communicate with parents about a particular student’s grades, personal relationships, or cultural adaptation without prior permission from the student. 

Clery Act 

Clery Act applies to all study abroad or away programs because Augusta University is sponsoring the travel. All crime would need to be reported to the SAO for further documentation as program directors are considered Campus Security Authorities. Program Directors can simply complete the Incident Report Form online or submitting a written record and the SAO will determine if the situation was a Clery Act violation or not. Murder, Forcible/Non-Forcible Sex Offenses, Robbery, Aggravated Assault, Burglary, Arson, Hate Crimes, Violence Against Women Act, Arrest, and Disciplinary Offenses can be considered depending on the specific situation. 

Emergency Response Plan (ERP) 

The Emergency Response Plan must be carefully followed. Take time before traveling to become familiar with it even outside of the SAO Risk Management Workshop. 

• Phase 1: Emergency is reported. The SAO will involve members of the Emergency Response Team. 

• Phase 2: Determine whether the emergency is real or perceived. Gather as much information as possible from individuals on site, contact or investigate sources for detailed and accurate information. 
• Phase 3: Take action as warranted and according to any established action plan checklists. 
• Phase 4: Record the chronological sequence of events in writing leading up to, during, and after the crisis. Maintain good records, including incident reports for future reference. 
• Phase 5: Debrief with all involved individuals. Make changes in the emergency protocol where warranted. 

Remember! 

• • Obtain names, times, places and witnesses. 
  • Obtain specific contact information for future reference. 
  • Double check all information. 
  • This should be submitted via the online Issues (Care Report needed) or Issue Reporting form. 

Study abroad/away may involve unique risks to participants and a higher level of responsibility for supervisors. Your faculty/staff folder includes information on who to call at any time day or night. When handling any crisis, DOCUMENT YOUR ACTIONS! 

Within the Emergency Response Plan there are specific step-by-step “checklists” to follow related to a wide variety of crisis situations that can occur during travel.