Policies & Expectations for Program Leaders
Faculty and staff seeking to travel internationally with Â鶹´«Ã½Ó³» students must adhere to the below policies and expectations.
Traveling with Â鶹´«Ã½Ó³» Students
Per the CSU policy, all Â鶹´«Ã½Ó³» faculty or staff wishing to travel with Â鶹´«Ã½Ó³» students must first seek approval from International Affairs. There are two main ways faculty or staff can travel with Â鶹´«Ã½Ó³» students:
Program Leader for Custom Program: Faculty and staff may serve as a Program Leader for an approved Â鶹´«Ã½Ó³» custom program. All custom programs must be proposed through the International Affairs Program Proposal Process which takes place between mid-November to Feb 1 every year.
Academic-related Travel: Faculty and staff may travel with Â鶹´«Ã½Ó³» students for Academic-related Travel that is not credit-bearing, for example travel related to research, fieldwork, conference attendance, or theatrical performances etc. Requests should be submitted via the Â鶹´«Ã½Ó³» Travel Registry no later than 45 days before international travel is set to take place. Submissions are reviewed on a rolling basis.
Program Leader Agreement
Through the official application process listed above, faculty and staff will need to agree to and sign the Program Leader Agreement. This agreement acknowledges all responsibilities and expectations that faculty and staff must commit to when traveling with Â鶹´«Ã½Ó³» students. Click below to review the Program Leader Agreement language for each program type.
Travel Companion Policy
Overview: The health, safety and security of students, faculty, and staff is a central feature of the planning and operation of international programs. The program leader’s chief responsibility lies with the program participants. To ensure this commitment is not compromised, Â鶹´«Ã½Ó³» recommends that program leaders not travel with companions during the program dates.
Normally a travel companion is a member of the program leader’s immediate family/partnership that resides in the same household. Â鶹´«Ã½Ó³» discourages program leaders from bringing friends and extended family members along as travel companions.
In recognition that on occasion a travel companion may accompany a program leader during the program dates, the following policies apply for the program types listed below:
- Program Leaders leading an Â鶹´«Ã½Ó³» approved custom program must first receive permission from International Affairs to include a travel companion, before any arrangements are made.
- Travel companions are not permitted on programs that travel to different locations without a home base.
- Program leaders must participate in all activities listed on the program itinerary. They may not opt-out of cultural tours or events to spend time with a travel companion.
- Travel companions shall not interfere with the program leader’s responsibilities to the program or availability to the students. They must not detract from any student’s academic or cultural experience abroad.
- Travel companions are not program participants; they may not participate in any portion of the activities listed in the itinerary including on-site transportation, course activities, meals, excursions, etc.
- Travel companion contact with students (if any) should be informal and incidental.
- Travel companions may not act in any administrative role or be responsible for program logistics. They may not represent themselves as employees of Â鶹´«Ã½Ó³».
- Per their contract with Â鶹´«Ã½Ó³», in-country study abroad program providers are not permitted to make logistical arrangements for individuals other than program participants and program leaders. It is the responsibility of the program leader or travel companion, not the in-country provider, to make their own logistical arrangements.
- Travel companions must pay for their own travel and related expenses. For example, travel companions must pay for the cost differential between a single and double room.
- Travel companions cannot be minors (under 18 years of age.)
- Program leaders are covered by the Â鶹´«Ã½Ó³» Foreign Travel Insurance plan when traveling abroad on Â鶹´«Ã½Ó³» business and have the option to purchase coverage for their immediate family member. Â鶹´«Ã½Ó³» strongly recommends that all travelers be covered by the same policy to coordinate assistance in the event of an emergency.
*Exemptions to this policy require approval by the Assistant Director of International Safety, Security, and Risk and the SIO, International Affairs.
Travel companions are not permitted on Transborder Programs.
- Faculty and staff traveling internationally with Â鶹´«Ã½Ó³» student must first receive permission from International Affairs to include a travel companion, before any arrangements are made.
- Travel companions shall not interfere with the program leader’s responsibilities to the program or availability to the students. They must not detract from any student’s academic or cultural experience abroad.
- Travel companion contact with students (if any) should be informal and incidental.
- Travel companions may not act in any administrative role or be responsible for program logistics. They may not represent themselves as employees of Â鶹´«Ã½Ó³».
- Travel companions must pay for their own travel and related expenses. For example, travel companions must pay for the cost differential between a single and double room.
- Travel companions cannot be minors (under 18 years of age.)
- Program leaders are covered by the Â鶹´«Ã½Ó³» Foreign Travel Insurance plan when traveling abroad on Â鶹´«Ã½Ó³» business and have the option to purchase coverage for their immediate family member. Â鶹´«Ã½Ó³» strongly recommends that all travelers be covered by the same policy to coordinate assistance in the event of an emergency.
*Exemptions to this policy require approval by the Assistant Director of International Safety, Security, and Risk and the SIO, International Affairs.