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Massachusetts College of Art and Design

Faculty-Led Travel Course

Handbook

 

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         Communication Design in the Global Village: Poland and Germany, Spring 2015

 

 

 

 

 

 

 


 

C:\Users\epobrien\Downloads\IMG_5428 (1).JPG Table of Contents

 

Introduction

 

Section 1: Course Development

 

1.1 Overview and Division of Responsibilities

1.2 Travel Course Proposal and Approval Process

1.3 Budget Planning

1.4 Travel Course Leadership and Enrollment Policy

1.5 Compensation and Support Services

1.6 Academic Policies

Antwerp to Paris: Crossing the Fashion Spectrum, Fall 2014

Section 2: Travel Planning and Marketing

2.1 Overview and Division of Responsibilities

2.2 Itineraries and Logistics

2.3 Student Financial Responsibilities

2.4 Budget Development

2.5 Marketing and Recruitment

 

Section 3: Student Applications and Post-Acceptance Processes

3.1 Overview and Division of Responsibilities

3.2 Application, Non-Traditional Attendees, and Acceptance

3.3 Scholarships

3.4 Pre-Departure Orientation Sessions

3.5 Health Insurance and Travel Insurance

3.6 Counseling and Wellness / Student Health Concerns

 

Section 4: On-Site Responsibilities and Risk Management

4.1 Overview and Division of Responsibilities

4.2 Budget Management

4.3 Counseling and Wellness / Student Health Concerns

4.4 Risk Management / Emergency Procedures

Section 5: Post- Travel Procedures

5.1 Overview and Division of Responsibilities

5.2 Budget Reporting

5.3 Other Reporting

 

Section 6: Appendices

 

 

Last edited: January 2019


Introduction

 

The MassArt community is fortunate to have a dedicated faculty with a demonstrated interest in international education and off-campus experiences. Thank you for your contribution to that tradition!

 

MassArt’s first faculty-led travel course brought a group of students to Italy in 1972. Since that first course, our destinations have expanded around the globe, to include Western and Eastern Europe, Asia, New Zealand, South Africa, and Latin America. Hundreds of students have had the opportunity to learn about the cultures in these regions and the art created there, first in the classroom in Boston and then in the destination itself. These explorations have enriched their studies at MassArt, as well as their personal journeys as artists and citizens of the world. We are proud that our faculty members are committed to offering MassArt students these life-changing experiences.

 

This Handbook serves as a comprehensive reference for faculty and staff in their own ‘travel course journey,’ which consists of creating, proposing, designing, scheduling, teaching, and traveling. A travel course requires its leadership to take on more responsibility than an on-campus course. With this in mind, the goals of the Handbook are to:

  • Answer general questions for interested faculty and staff about travel courses and course development;
  • Detail the steps for travel course development and the proposal process;
  • Facilitate the structuring of a travel course, and, within that framework, allow for individual travel course leaders to create different and challenging experiences for MassArt students;
  • Explain the different roles and responsibilities of faculty and staff involved in travel courses;
  • Highlight the importance of risk management and health and safety, and propose methods for educating travel course leaders;
  • Outline MassArt policies regarding the travel courses.

 

We are committed to encouraging flexibility within established policies, so that faculty members can use their creativity to develop the best travel course in their field of expertise. We also acknowledge that a Handbook such as this is in constant flux, and we welcome your comments and suggestions for improvement at any time.

 

Thank you again for your interest in the faculty-led travel courses!

 

 

Lyssa Palu-ay Maureen Keefe

Interim Provost Vice President, Student Development

 

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Erica Puccio

Director, International Education Center

 


 

 

 

 

 

 

 

SECTION 1:

COURSE DEVELOPMENT

 

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Phot Credit: Emily Muller. New England to New Zealand, Spring 2015

 


1.1 Overview and Division of Responsibilities: Course Development

 

1.2 Travel Course Proposal and Approval Process

  • Developing Your Ideas
  • Concept Proposal
  • Full Proposal
  • Frequency of Courses Repeating
  • Appeals
  • Announcement of Approved Courses

1.3 Budget

  • Budget Planning

1.4 Travel Course Leadership and Enrollment Policy

  • Leadership Models
  • Second Leaders: Additional Notes
  • Enrollment Policy

1.5 Compensation and Support Services

  • Compensation by Leadership Model
  • Support Services

1.6 Academic Policies

 

Division of Responsibilities

 

MassArt Travel Courses: Division of Responsibilities

COURSE DEVELOPMENT

 

Responsible Party

Travel Course Action Item

Faculty Leader

Co- Lead

International Education Center

Course development

x

 

 

Approvals from department, Dean, Provost

x

 

 

Manage timeline for proposals, committee meetings, approvals, etc.

 

 

x

Plan and run workshop for faculty interested in submitting travel course proposals (“how to”); include previous faculty leaders

 

 

x

Announce call for travel course concept proposals

 

 

x

Concept Proposal: Develop, write, and submit by deadline

x

x

 

Full Proposal: Write up and submit by deadline, including budget in appropriate template

x

x

 

Schedule and participate in meeting to approve travel courses for upcoming academic year; invite faculty who submitted proposals

 

 

x

Meet with Academic Affairs and IEC post-approval; amend course syllabus and budget, if/as advised.

x

x

x

Communicate approved courses to MassArt community

 

 

x


1.2 Travel Course Proposal and Approval Process

 

Developing Your Ideas

 

A MassArt travel course is a credit-bearing, semester-long course with on-campus class meetings that culminate in on-site instruction, typically a trip spanning approximately 2 weeks. Travel courses can be proposed by faculty from any discipline and are open to students of all majors. Class time during the semester prepares the students for travel, providing them with the historical, cultural, and artistic context of their destination. Staff members may partner with faculty as support staff to a travel course, especially if they have experience in the destination.

 

MassArt Faculty members are encouraged to develop ideas for travel courses at any point during the school year or summer. Faculty who have never led a MassArt travel course should consult with the International Education Center (IEC), and are encouraged to speak with department chairs and previous travel course leaders, who are a terrific resource. Faculty who are interested but have never led a travel course are encouraged to pair with an experienced faculty member before running their own travel course. This invaluable, hands-on experience will inform their own curriculum design and logistical planning.

 

Travel courses demand considerations beyond those of on-campus courses. This aspect of course development is addressed below, including the current travel course models . In addition, travel courses pass through two sets of approvals: an academic approval process through the Department Chair (or Provost), Departmental Curriculum Committee, and college-wide Curriculum Committee; and a governance approval process by the Travel Course Review Committee (TCRC). Like all governance committees, the TCRC is comprised of faculty, administrators, and students. Faculty members proposing a course in the current cycle may not sit on the TCRC. The academic and governance approval processes are outlined below.

 

Course Development

 

When developing a travel course, faculty should consider their departmental learning goals and outcomes. In addition, travel courses should address the following:

 

Topic

Considerations

Destination

How is the destination of the travel course integral to the subject being taught? How can the course draw upon the resources of the country/region/city to enhance the student experience and learning?

Academic focus

What is the academic content of the course and how does that tie into the specific destination? What department will sponsor it? Is it available to all majors and to the COF community?

Learning outcomes

With the college’s focus on learning outcomes, faculty should give attention to this from conception so that when the syllabus is written, the learning outcomes and measurements are built in.

On-campus meetings

All travel courses meet several times during the semester prior to and after travel. There are no requirements for the number of class meetings in Boston; it should be planned when developing the course, and should meet departmental requirements.

Estimated dates of travel

Consider the destination and when it makes sense to go there. Are you traveling to India? Maybe avoid planning a spring course with summer travel, as monsoon season ‘hits’ May 25. Are you thinking northern Canada? Perhaps a spring course with summer travel is more logical than a fall course with winter travel.

 

 

Travel Course Models

 

Currently, there are three models of travel courses. Other models have run in the past and new ones may be proposed.

 

Semester

Timing of Travel

Approximate Travel Dates*

Fall

Winter Break

Late December/Early January: 2 weeks

Spring

March Break

Week before and week of break OR week of break and week after break: 2 weeks

Spring

Summer

Late May/Early June: 2 weeks

 

*Students enrolling in a travel course may miss one week of classes due to travel. Students are responsible for communicating with professors of their other classes about these absences, and they are accountable for any work assigned during their absence. As a college-sanctioned event and academic course, missing one week of classes on the Boston campus for the trip associated with a travel course is a legitimate reason for absence.

 

Academic Approval Process

 

As with new on-campus courses, new travel courses can run once with the approval of the Department Chair, whose signature is required on proposal forms. (Department Chairs who are proposing travel courses must obtain approval from the Provost.) A second running demands the approval of the Departmental Curriculum Committee. Subsequently, the course must pass through the college-wide Curriculum Committee. After the course is approved by the Curriculum Committee, like any other MassArt course, it becomes a part of that department’s curricular offerings. However, it will not automatically run each year and is subject to the travel course proposal process.

 

Course numbers names are determined by the faculty. Course numbers (TRVL for all travel courses) are assigned by the Registrar.

 

Governance Approval Process

 

Because travel courses demand additional administrative and risk management support from multiple constituencies of the College, a governance approval process was established to determine which courses MassArt is able to support in the upcoming year. This applies to all proposed travel courses, even those that have been approved by the college-wide Curriculum Committee. Therefore, courses that have run in the past are not guaranteed to run each time they are proposed.

 

The process for course approval by the TCRC governance committee is twofold: First leaders submit a short concept proposal , and then a more detailed full proposal is submitted for review.

 

Concept Proposal

 

A call for proposals will go out in early September, due in October. Specific dates will be included in the call for proposals. The Concept Proposal Form (see Appendix A) outlines the requirements. Concept proposals for courses that have already run/been approved by the Curriculum Committee are a formality to alert the TCRC that the faculty member hopes to run the course in the next academic year. Faculty should fill out the basic information requested so the committee knows the course, semester, projected dates of travel, etc. As indicated on the form, the one-page description of travel is not necessary for repeat courses that have been approved by the home department.

 

The process for review of concept proposals is as follows:

 

Concept Proposal Review and Approval Process

1.

Concept proposals are distributed to the TCRC before meeting.

2.

The TCRC meets to discuss and review concept proposals, based on published criteria.

3.

The TCRC makes suggestions, if necessary, for writing the full proposals.

4.

Decision is made on which concept proposals are recommended to move forward to full proposals.

5.

Faculty are alerted of the decision via email and sent the full proposal packet.

 

Full Proposal

 

Once the review committee has approved the concept proposal, the full proposal packet is sent to faculty (see Appendix B). The format will align as much as possible with normal MassArt course proposal formatting, so that faculty are not recreating text or learning outcomes beyond what is regularly required of their departments. Full proposals are due at the end of the calendar year; specific dates will be included in the packet.

 

The TCRC is not charged with approving the academic content of the course, which is done at the departmental level and by the college-wide Curriculum Committee, as described above. However, its role is to approve and recommend the offerings for the next academic year based on additional considerations, which faculty should keep in mind when writing the full proposal (see Appendix B for full list of review criteria):

 

Full Proposal Considerations (see Appendix B for full list)

1.

Departmental/Provost approvals (space for appropriate signatures in packet).

2.

Academic purpose of travel and consistent learning outcomes tie in with destination.

3.

Risk factors/on-site safety and security, including specific documentation of U.S. State Department travel advisory levels, Center for Disease Control alerts, and required or recommended vaccinations. Student Health Services may review destinations and provide advice to faculty.

4.

Plan for logistical details.

5.

Schedule of courses pre/post-travel.

6.

Itinerary for on-site travel.

7.

Budget (template provided in full proposal packet).

8.

Number of courses being proposed: ability to manage administratively and likelihood of filling the number of courses offered.

9.

Academic focus of proposals and distribution of courses across majors

10.

Distribution of travel throughout academic year. (How many fall courses with winter break travel? How many spring courses with spring break travel? How many spring courses with summer travel?)

11.

Courses that are repeated from previous year/new courses: committee will strive to strike a balance, taking into consideration extenuating circumstances addressed below.

12.

Faculty / staff leadership: What is the make-up of the course leadership? Opportunity for new faculty to learn alongside past leaders? Opportunity for MassArt staff to accompany in an administrative role?

 

Full Proposal Review and Approval Process

1.

Completed proposal packets are shared with the TCRC.

2.

The review meeting is set for after the submission deadline, with a goal of no later than February 1. Faculty proposing travel courses are invited to the meeting to do short (3-5 minute) presentations on their course. Important: Attendance does not guarantee approval of a course, and non-attendance is not penalized.

3.

Committee discussion of travel courses and above considerations.

4.

TCRC makes official recommendations to Provost, Vice President of Student Development, and Executive Vice President on courses to approve, with recommended travel course fee. The Director of International Education Center writes a summary proposal.

5.

The Provost, Vice President of Student Development, and Executive Vice President approve the list.

6.

The faculty travel course leaders are apprised of the decision in writing.

 

Frequency of Courses Repeating

 

MassArt encourages our faculty to offer successful travel courses to students on a repeated basis. We also encourage faculty to develop new travel courses to provide students with new and different opportunities. However, due to administrative capabilities and enrollment capacities, MassArt may not be able to offer every course that is proposed in a given cycle. Below is the MassArt policy.

 

Established courses:

  • Courses will run every other year. However, a travel course could run two years (or more) in a row under certain circumstances, and the TCRC will take these circumstances into consideration when reviewing travel course proposals. Faculty should be sure to indicate these circumstances – some examples are given below – in their proposals:
    • The course is embedded in a department’s course offerings;
    • The course fulfills a major requirement;
    • Faculty members are going on sabbatical the following year.

New courses:

  • New courses are encouraged to run two years in a row before following the every-other policy:
    • This allows for establishing relationships with on-site partners;
    • This allows for establishing momentum with student knowledge of the course.

 

Appeals

 

If a faculty member wishes to appeal the decision of the Vice Presidents, they can submit an appeal in writing (via email) to the Provost and Vice President of Student Development.

 

Announcement of Approved Courses

 

The approved courses are announced by a variety of means:

 

Method

Destination/Audience

Memo

Academic Affairs, Department Chairs, and Department Assistants, who are asked to distribute to faculty.

Blast Email

MassArt Community (all students; all faculty; all staff)

Opening Day Announcement

MassArt Community

Announcement to Cabinet, Admin Council

Administrative Council and Cabinet Members

Announcement to SGA

SGA Representatives

New Student Blog

New incoming students

Announcement at Orientation

New students and parents of new students

 

Administrative offices are alerted of the approved courses so they can begin their internal processes:

 

Administrative Office

Information Included in Announcement

  • Registrar
  • Student Financial Assistance
  • Student Billing
  • Academic Affairs
  • Grad Programs (if appropriate)
  • Semester
  • Travel dates
  • Course title
  • Course number
  • Target enrollment
  • Faculty names
  • Course fee

 

Budgets submitted with proposals are sent to the Business Office to keep on file for the next fiscal year’s planning.

 

1.3 Budget

 

Budget Planning

 

Tuition

 

Travel course tuition is included in regular, full-time undergraduate tuition. Graduate students and Professional and Continuing Education Students, who in the current fee structure pay by the credit, will pay tuition for a 3-credit course. COF students will cross-register for the course, and so their registration process is the same for other cross-registration courses.

 

Course Fee

 

All participants are charged a program fee to cover all travel related costs. At the time of writing, travel course fees are determined by estimates of expenses created by the faculty leaders, who follow a specific budget template (see Appendix C) that was developed to ensure the fee is as close as possible to actual costs for each course. These fees are approved during the proposal process. While some destinations may have less expensive flights, their on-site costs may be very high (e.g. London); and others may have minimal on-site costs but flights are more expensive (e.g. India). Faculty must do preliminary research into all costs when building a program budget to determine their fee. Once a fee is set, it is the faculty’s responsibility to stay within budget; if costs in one area increase, costs in other areas must be reduced.

 

Budget Preparation

 

Careful preparation of the travel course budget is an integral part of a successful course. Budget expenses cannot exceed revenue, as all costs associated with travel are funded by the course fee charged to students. It is critical to be mindful of expenses while planning the travel course, and to maximize student experiences within the available budget. It is critical to consider and include the following:

 

Budget Template: Important Considerations

Format

Faculty course leaders will use the template provided by the IEC to formulate an initial operational budget for their course (see Appendix C).

Format

Budget lines with categories for expenses specific to a travel course are included.

Enrollment

All travel course budgets include a minimum of 18 students and 2 leaders. A separate sheet that calculates the budget at 12 students, minimum enrollment for courses with 1 faculty member, is included in the template.

Insurance

All international travel course budgets include travel insurance, which is an estimate until just before departure.

Visas

If your destination requires a visa of any student, the program budget should cover the fee.

Contingency

There is a built-in contingency fee, based on flight costs.

Overhead

There is a built-in administrative overhead fee. This is a per-program, not per person, cost.

Emergency Funds

All travel course budgets include a $1,500 emergency fund.

Meal Allowance

All travel course budgets include a faculty meal allowance of $42 per day, in keeping with the institution’s meal allowance rate; group meals will only include student costs, not faculty.

Estimates

At the proposal stage, amounts will be estimates; leaders should do their best effort to research actual costs, taking into account currency exchange calculations.

Expenses

Expenses cannot exceed income from the total of course fees.

 

Budgets need to work at enrollments of both 18 students and 12 students; therefore, changes may need to be made to the estimates in order to ensure a cost-effective trip.

 

1.4 Travel Course Leadership and Enrollment

 

Leadership Models

 

MassArt requires two leaders to travel with every faculty-led travel course. The make-up of this leadership is at the discretion of the faculty member proposing the course, and can come in different models. For the general responsibilities of course leadership, please see the section on Division of Responsibilities. When designing a travel course and thinking of course teaching and leadership, please consider:

  • How to best educate and serve the students, giving them the most profound experience possible;
  • How to best run the course economically;
  • How to best attend to student needs while traveling: the safety of our students is of utmost importance!

 

Various models for course leadership are possible. Please see the table below for the approved possibilities. These are based upon historical models; others may be considered based on the specific needs of a new travel course.

 

Travel Course Leadership Models

Model

Lead Faculty

Second Lead

Division of Responsibilities

1

Faculty (01)

Faculty (01)

Shared, faculty members determine (minimum enrollment: 18)

2

Faculty (01)

Faculty (03)

Shared, faculty members determine (minimum enrollment: 18)

3

Faculty (03)

Faculty (03)

Shared, faculty members determine (minimum enrollment: 18)

4

Faculty (01)

MassArt staff

Faculty: academic (target enrollment: 16; minimum enrollment: 12)

Staff: administrative/logistical (see below for selection of a staff leader)

5

Faculty (01 or 03)

Outside specialist / Alumni

Shared, lead faculty recommends specialist, and approval is dependent on qualifications (minimum enrollment: 18);

Specialist must be carefully chosen by the faculty of record, whether by association with an on-site travel provider or a trusted personal relationship with the faculty;

Specialist must be approved by Director of IEC;

Specialist has administrative/logistical responsibility; travels with group, may teach on-site; implications on operational budget

 

Academic Affairs provides all faculty leadership (01 and 03) with a contract detailing their responsibilities. Proposals must make clear who the faculty of record is/are so that department chairs can plan semester courses and budgets accordingly.

 

A third leader may be added to courses with 21 students or more. This person would have a purely administrative/support staff role and would not receive compensation, other than course-related expenses paid.

 

The IEC aims to provide workshops on various topics important to travel course leadership, to be determined each semester. Possible topics include: Emergency and Risk Management; Health and Safety; Budgets; Studio Abroad.

 

The IEC may request that faculty leaders complete the Travel Course Report (see section on Post-Travel Reporting, below) for feedback on how the travel courses can be better supported.

 

Second Lead: Additional Notes

 

When designing their courses, faculty members may have a specific second lead in mind, or they may look to the IEC, Provost, Dean or Department Chair for suggestions. The variety of options we have available to travel course leaders gives them flexibility in determining the best model for their particular course. Experienced faculty may choose to invite faculty who have never led a travel course in the past to train them on best practices so that they may gain experience to lead their own trip in the future.

 

Please see the section below on compensation for more information.

 

Travel course lead faculty may opt to select a second lead who is assigned purely administrative responsibilities and no compensation other than travel-related expenses. In this case:

  • The second lead may be a MassArt staff member who is chosen by the faculty lead and approved by the review committee based on his or her experience.
  • The second lead may be a MassArt faculty member who is taking on no teaching responsibilities (either in a learning role, as mentioned above, or simply out of interest to support the course.
  • The second lead may be a MassArt staff member who has submitted a support staff application to the IEC. This may be the case with a new course, when the lead faculty does not have a co-leader in mind, or in the case of a course with high enrollment. Here, the TCRC, working with the lead faculty, will review and approve the co-leader from the pool of applicants. (see Appendix D):
    • No payment is involved, but all course-related travel expenses are covered (see section on Compensation, below);
    • The TCRC reads applications from the pool on file and makes a match;
    • MassArt staff members chosen must have approval from their immediate supervisor as well as the area Vice President.
    • Approval from the travel course faculty leader is required before alerting staff member of decision.

 

In the case of a faculty member who wishes to bring a MassArt alumnus or repeating student as support staff:

  • A CV must be provided;
  • The candidate must demonstrate the ability to take on the responsibility required;
  • Any leader not currently employed by MassArt must have a CORI review through Human Resources.
  • The committee will review and make a decision.

 

Enrollment Policy

 

Ratio of students to faculty:

  • Enrollment and cancellations:
    • The minimum enrollment for courses with two faculty is 18 registered students.
    • The minimum enrollment for courses with one faculty is 12 registered students. (Courses with one faculty cannot be capped at fewer than 16 registered students.)
    • Courses with less than the above enrollment guidelines at the deposit deadline will be cancelled.
    • The deposit deadline for under-enrolled courses in either admissions cycle cannot be extended due to difficulties with administrative timing and in order for course loads to be assigned to faculty in a timely manner.
  • When numbers increase to over 21, a third staff member may be necessary. There is no payment other than expenses covered, and payment of these expenses must fit in the budget in order to bring a 3 rd leader.

 

We understand that there may be considerations that may limit the ability of course leaders to accept the required minimum enrollment. If this is the case, it must be addressed in the original proposal and clearly explained. The review committee will determine if the rationale is acceptable and whether or not an exception can be made. Some examples of possible reasons for lower enrollment (though not guaranteed for approval) include:

  • Limited seating in available modes of transportation;
  • Limited number of seats/studios for on-site student work;
  • Limitations of homestay options.

 

1.5 Compensation and Support Services

 

The MassArt faculty-led travel course compensation policy has been determined by the Vice Presidents of Academic Affairs and Student Development based on the viability of the financial health of the institution, as well as the models used by our peer institutions in the Massachusetts state system, Colleges of the Fenway, and AICAD.

 

Compensation by Leadership Model

 

The table below outlines the approved model for 2014/15 and forward.

 

Travel Course Compensation Models

Leadership Model

Leader Type

Stipend from Academic Affairs?

Stipend from Operational Budget?

Workload Credit

Travel Related Expenses?

Model 1

Lead Faculty

Faculty (01)

No

No

Yes

Yes

Second Lead

Faculty (01)

No

No

Yes

Yes

Model 2

Lead Faculty

Faculty (01)

No

No

Yes

Yes

Second Lead

Faculty (03)*

No

No

Yes*

Yes

Model 3

Lead Faculty

Faculty (03)*

No

No

Yes*

Yes

Second Lead

Faculty (03)*

No

No

Yes*

Yes

Model 4

Lead Faculty

Faculty (01)

No

No

Yes

Yes

Second Lead

MassArt staff**

No

No

N/A

Yes

Model 5

Lead Faculty

Faculty (01)

No

No

Yes

Yes

Second Lead

Outside specialist / Alumni

No

Dependent on role

N/A

Yes

*For 03 faculty, travel courses are counted as part of their contract with the college (which is limited to less than 12 credits per semester); they will be paid through Academic Affairs for teaching the course. 

**MassArt staff members may not be a lead faculty on travel courses.

 

All travel courses are worth 4 workload credits for faculty.   For full-time faculty teaching 4 3-credit courses a semester, a travel course as one of their 4 courses results in 1 excess workload credit that can be added to their earned release accounting and attributed toward a future course release, or in the case of a faculty member carrying an Alternative Professional Responsibility during the same semester they are also teaching a travel course, that Alternative Professional Responsibility would only be worth 2-credits of workload.

 

Support Services

 

The International Education Center provides many support services to faculty travel course leaders. These include:

  • Assistance with promotion of travel courses and participation in information sessions;
  • Management of application database (Studio Abroad) and administration of application process;
  • Informational workshops to answer FAQ’s from faculty on various topics (risk management, Studio Abroad, budget management, etc.);
  • Assistance with securing flights;
  • Processing of payments for on-site reservations prior to travel;
  • Emergency travel insurance for international travel courses, and emergency contacts during travel;
  • Assistance with budget drafting and reporting.

 

Each section of this handbook outlines the responsibilities of the travel course leadership and the International Education Center. These charts serve as a general guideline, and can be flexible based on the needs of specific courses/faculty.

 

1.6 Academic Policies

 

The International Education Center provides administrative and logistical support to travel courses. The Director of the IEC reports both to Student Development, where the Center is physically housed, and to Academic Affairs. However, the academic direction of the travel courses is determined by the faculty leaders, their departments, and ultimately the Dean and Provost. Below are policies specific to travel courses.

 

General Information

  • All MassArt academic policies apply to travel courses.
  • All MassArt travel courses carry 3 credits.
  • Travel course numbers are assigned by the Registrar.

Course Development

  • All faculty who have gone through the proposal process and been approved to run a travel course must work directly with their department chair, department-level curriculum committee, the Dean, and/or the Provost on syllabus development.
  • Learning outcomes are, as with all MassArt courses, an important part of the travel course and will be developed with appropriate colleagues in Academic Affairs, and should be described in the syllabus and link to departmental and/or college-wide learning goals.
  • Syllabi will be developed and submitted to your departmental assistant, with a copy to the International Education Center by the first week of the semester the course is running.

Attendance

  • Attendance policies for travel courses must be described in the course syllabus. The importance of class attendance extends to the positive impact of creating a sense of shared group experience and support prior to, during and after travel. Prior travel course leaders have expressed that the bonding that happens in the pre-travel class meetings is critical to a successful course.
  • Students on travel courses are expected to participate in all classes, site visits, and group activities scheduled for the period of travel.
  • Faculty and staff travel course leaders are likewise required to participate in all classes, site visits, and group activities for the period of travel.
  • It is recommended, but not required, that the staff leader or non-teaching faculty member attend all class meetings before and after the travel portion of the class.

Pre- and Post-Travel Meeting Requirements

  • It is recommended that syllabi include a clear statement that students must meet all course requirements prior to travel or they will not be permitted to travel with the group at their own cost ( i.e. they will forfeit the entire travel course fee ). Likewise, it is recommended that syllabi include a clear statement that students meet all requirements during and after (if applicable) travel, or they will forfeit the course fee.
  • As with on-campus courses, class meetings are required.
  • Each travel course is different, and therefore MassArt is committed to flexibility with regard to class meetings during the semester prior to/after travel. Examples of different models that have proven successful (not a comprehensive or exhaustive list) in the past are listed in the table below.

 

Sample Class Schedules: Boston Meetings Pre and Post-Travel

Fall semester course with winter break travel

Weekly meetings through the semester with one additional meeting early in the spring semester.

 

Bi-weekly meetings through the semester with an exhibition and final project due upon return.

Spring semester course with spring break travel

Weekly meetings prior to travel, one meeting after travel.

 

4 Meetings prior to travel, 2 meetings after travel.

Spring semester with summer travel

Weekly meetings prior to travel, one meeting at the start of the fall semester.

 

6 Meetings prior to travel, final project due after travel.

 

  • Faculty leaders decide what is necessary for pre- and post-travel class meetings. Expectations in this regard should be made clear in the syllabus and at least by the first week of class.
  • Post travel meetings often take the form of an exhibition, whether for the class or for the public. Students could also be asked to debrief, to reflect, to consider the new lenses with which they view their home culture.
  • Faculty may opt to use online meetings (using, for example, Google+ hangout (virtual chat).

Dates and Length of Travel

  • Travel courses should be on-site for a period of approximately two weeks.
  • Students may miss only one week of classes (Monday – Friday) for travel scheduled around spring break or other times when classes are in session. See above for their responsibilities regarding absences.
  • Fall semester travel course travel dates:
    • Late December/early January.
  • Spring semester travel course dates:
    • Spring Break: Week of break, and one week before or after break;
    • Summer: Late May/early June.

Grading Criteria

  • Grading follows course syllabus.

Submitting Grades:

  • Faculty teaching courses with travel after the end of the semester (all fall courses and spring courses with summer travel) should coordinate with the Registrar at the time in the semester when grades are normally due, and plan to submit grades within 4 weeks after travel.
  • Special cases:
    • Graduating seniors may enroll in a spring travel course with summer travel. Because of the nature of travel after Commencement, these students must meet with the Registrar regarding Commencement and graduation requirements.
    • Faculty should understand that, for students on financial aid who participate in spring courses with summer travel, if the travel course remains incomplete/ungraded through the summer, their aid distribution could be affected. Incomplete/ungraded courses show as “unsatisfactory progress” and could negatively affect these students’ aid packages for the following year. See timing for grade submission above to avoid this situation for these students.


 

 

 

 

 

 

 

SECTION 2:

TRAVEL PLANNING AND MARKETING

 

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Boston to Beijing: Shifting Perspectives, Spring 2015

2.1 Overview and Division of Responsibilities: Travel Planning and Marketing

 

2.2 Itineraries and Logistics

  • Research and Planning
  • Payments

2.3 Student Financial Responsibilities

  • Tuition
  • Course Fee
  • Setting the Course Fee

2.4 Budget Development

  • Finalizing the Budget
  • Cash Payment Requests and Cash
  • Procurement Cards
  • Equipment Purchases

2.5 Marketing and Recruitment

 

Division of Responsibilities

 

MassArt Travel Courses: Division of Responsibilities

TRAVEL PLANNING AND MARKETING

 

Responsible Party

Travel Course Action Item

Faculty Leader

Second Leader

International Education Center

Flight reservations

x

x

x

Travel planning and logistics (flights, hotels, in-country transportation/visits)

x

x

 

Support for faculty with travel planning and payment of all invoices

 

 

x

Update IEC website with course information; update FB and Twitter

 

 

x

Work with COF GEO Center to get course data on Studio Abroad website

 

 

x

Work with faculty to draft course cards

 

 

x

Approve course card content

x

x

x

Order and pay for course cards

 

 

x

Manage Studio Abroad applications and student inquiries

 

 

x

Attendance at travel course planning workshops scheduled by IEC (possible subjects: working with Studio Abroad; Excel budget templates; emergency procedures; best practices for keeping track of expenses)

x

x

x

Plan and run information sessions

x

x

 

Attend information sessions as schedule allows

 

 

x

Create fliers for information sessions

x

x

 

Print, copy and distribute fliers for information sessions; add to MassArt Events Calendar

 

 

x

Create poster for course

x

x

 

Print poster (depending on budgetary restrictions) and distribute

x

 

x

Advise students and be available to students and faculty leaders

x

x

x


2.2 Travel Planning and Logistics

 

Planning for the travel portion of the course is an integral part of the responsibilities of the travel course leaders. With an intimate knowledge of the destination, it is the leaders’ responsibility to spearhead this planning, with support and assistance from the International Education Center staff. No purchases will be made that are not included in the approved program budget.

 

Research and Planning

 

The faculty leaders will research flights, hotels, in-country transportation, museum/cultural site admission fees, etc. The IEC will support all of these activities, and assist the faculty in particular with securing flights. All costs will be updated in the travel course budget as quickly as possible, to always have a current calculation of expenses. On-site consultants or travel agents have been used in the past to assist with arrangements as necessary. Payments for these entities must be included in the operational budget of the course. Travel course leaders should keep this in mind should they decide to use on-site support.

 

Payments

 

The International Education Center is able and equipped to make as many payments in advance of travel as possible. Faculty members are encouraged to work with the IEC on payments for items such as: international/national and in-country flights; hotels; bus reservations; admissions fees; lecturers; etc. These can be pre-paid by credit card, wire transfer or check, once the faculty travel course leader has made reservations. Payment in advance will alleviate on-site expenditures and minimize the cash request.

 

All pre-travel payments must be an approved part of the operational budget and should be carried out by the International Education Center (not paid for by personal credit card of the faculty travel course leader). Faculty leaders who possess active MassArt Procurement cards may not make payments for travel courses before communicating with the IEC. In certain circumstances, the IEC can request increased single and monthly purchase limits to allow for approved pre-payment of expenses.

 

Ideally, all travel will be booked through the state-approved travel agent. The IEC can facilitate this communication and transaction. Travel dates and departure times must be approved by the IEC; students cannot miss more than one week of classes.

 

On-site payments are covered in a separate section.

 

2.3 Student Financial Responsibilities

 

Tuition

 

Undergraduate Students: The academic portion of MassArt travel courses is included in full-time undergraduate tuition.

 

Graduate Students: MassArt graduate students are eligible to apply for travel courses. At the time of writing this handbook, in order to take the course for credit, graduate students must pay for 3-credits of tuition, plus the course fee. Graduate students may opt to take the course for no-credit, in which case they only pay the course fee. Graduate students are eligible for the travel course scholarships offered by MassArt (if taking the course for credit).

 

Colleges of the Fenway Cross-Registration: Colleges of the Fenway (COF) students are eligible to apply for travel courses. If accepted, they follow usual cross-registration process. These students are not eligible for travel course scholarships.

 

Course Fee

 

A fee is charged to each student participant in order to cover the cost of the travel portion of the course. Faculty and staff work to keep travel expenses as low as possible. The fee covers different expenses based on the course:

 

All course fees cover the following:

Group flights to and from Boston, Logan Airport

Travel agency fee and airfare contingency (to account for potential increase from proposal research to actual booking of tickets)

Accommodations (minimum double occupancy)

On-site transportation

All entry fees to museums, cultural sites, etc. that are a required part of the travel course curriculum

Travel insurance (international travel courses)

Visas (if needed for any student on a course, the budget will include the visa fee)

Depending on the travel course, faculty may add the following to the budget:

Some group meals

Gratuities for guides and hotel staff

Materials

Fees do not cover:

Independent flight arrangements (discouraged by the College, allowed with special permission in extenuating circumstances)

Travel cancellation insurance

Individual meals and food

Tips

Personal purchases

Activities that are not a required part of the course

Travel expenses incurred outside the group travel dates

 

Fees also cover operational costs detailed in the section on budget which may be specific to each travel course, such as on-site translators, materials, etc.

 

Setting the Course Fee

 

At the time of writing, travel course fees are determined by the faculty leaders, who follow a specific budget template. These fees are approved during the proposal process. Once a fee is set, it is the faculty’s responsibility to stay within budget; if costs in one area increase, costs in other areas must be reduced. Limited scholarships are available to students who apply for a scholarship through the online application and who demonstrate need (see section on Scholarships for process).

 

 

 

 

 

2.4 Budget Development

 

Finalizing the Budget

 

Throughout the semester and as enrollment is finalized, faculty will update their budgets and keep the IEC informed of any changes. Please note:

  • The budget is in U.S. dollars, but has functionality to work in both the local currency and USD.
  • Course leaders will work with IEC staff to determine how much can be prepaid by credit card, check or wire transfer, and how much needs to be paid on-site by cash or credit card. Every effort will be made to pre-pay as much as possible, with assistance from the IEC.

 

Cash Payment Requests and Cash

 

While it is clear that some destinations require more cash transactions than others, faculty will give their best effort to bring as small an amount of cash with them on their travel course as possible; it is not advisable for travel course leaders to travel with large amounts of cash which, if stolen, cannot be recouped by the college.

 

Therefore, procurement card holders will utilize in-country ATM’s to access cash. They will work with the Director of the IEC to determine an accurate balance of cash advance requested prior to travel – to cover cash payment needs through the first days of the trip – and cash withdrawals on-site.

 

  • Once the budget is finalized, the IEC will submit a payment request for the cash needed for the travel course. Once the check is available, the travel course leader will be alerted and is responsible for picking it up from the Business Office.
  • All cash advances must be submitted at least 3-4 weeks before departure to allow the Business Office adequate time to process the request.
  • Faculty are issued checks in U.S. dollars. It is at their discretion how to handle exchanging this money, if applicable. (Exchange all ahead of travel? Deposit in own account and withdraw on-site? Keep as USD and exchange on-site as necessary?)
  • Any cash the travel course leader is advanced should be constantly held in safekeeping.
  • All cash expenses need receipts; gratuity amounts should be noted on receipts (e.g. for meals) so that the total spent is accurately represented.
  • Exchange rates for cash payments can be calculated upon return. Be sure to get a record/receipt of any fees for exchanging USD to local currency in addition to the exchange rate.
  • Faculty members are expected to follow all MassArt policies related to travel and allowable expenses.

 

Procurement Cards

 

One travel course leader will be issued a MassArt procurement card; this needs to be ordered at least one month prior to departure.

 

  • As many on-site expenses as possible should be charged to the procurement card, rather than paid in cash. This will minimize the amount of cash carried with the travel course leadership.
  • Procurement cards may be activated prior to travel so faculty can make approved minor, minimal purchases (e.g. first aid kit) or place reservations that will require the same card for payment on-site.
  • All procurement card expenses need receipts (the itemized receipt is just as, if not more, important than the credit card receipt.
  • All receipts for procurement card charges should be kept together (and separate from cash receipts), and clearly labeled as to what budget category the expense should be attributed to.
  • The exact exchange rate for procurement card charges will be on the next statement delivered to the cardholder, or is occasionally listed directly on the receipt.
  • It is recommended that procurement card holders activate PIN numbers for on-site cash withdrawals at least 3 days prior to departure to ensure activation. Call the number on the back of the card.
  • Faculty cardholders are expected to follow all policies regarding procurement card purchases.

 

Equipment Purchases

 

Some courses may require significant supply or equipment purchases prior to departure, such as where these items are necessary to complete projects during travel. In these cases, prior approval is required and the following procedures will be followed:

 

  • All supply and equipment purchases will be listed out by item and cost, and submitted to the IEC.
  • The IEC will obtain approval from the appropriate Vice Presidents for the equipment purchases.
  • The IEC will forward the list to Purchasing, which will determine which items should be purchased through that office, and which can be purchased directly by the faculty. Only approved purchases from the original equipment list may be made. Any changes or additions need to be approved by the IEC/Vice Presidents.
  • Equipment purchased for a travel course is considered a college-wide resource. It will be returned to MassArt after the trip, and will be held in the appropriate office at MassArt, to be determined by Academic Affairs, for community use. A master list of equipment purchased for MassArt travel courses will be developed, and future travel course faculty can use the equipment for future travel courses.

 

2.5 Marketing and Recruitment

 

There are many ways to promote and recruit for the travel courses. This section lists the various ways faculty leaders and the IEC cooperate to promote the courses. Other methods to reach students are welcome as well.

 

Print

Travel Course Poster

  • The IEC will print a poster promoting all travel courses for the upcoming/current academic year and post around campus;
  • The general poster will be used at any and all tables or events promoting off-campus travel.

Course Cards

  • The IEC produces course cards that serve as promotional material;
  • The IEC will use text from the full proposals (as specified in the proposal itself) as a basis for the course card;
  • The faculty leaders will review the course card draft, the IEC will make necessary edits, and faculty will approve a final draft;
  • The IEC will print course cards and deliver a set to the faculty;
  • Course cards will be used at tables or events promoting off-campus travel;
  • The course cards are also uploaded onto Studio Abroad.
  • The IEC distributes a packet of course cards to all departments.

Information Session Fliers

  • Faculty leaders will create a flier (8.5x11 or 8.5x14) promoting the information sessions (color pictures encouraged – the flashier the better!);
  • The IEC will print, copy and post fliers and forward electronic versions to the Marketing and Communications department.

 

Web Presence and Social Media

Website

  • The IEC maintains a website with updated information on current travel courses and links to applications.

Social Media

  • The IEC maintains social media accounts, and will post all relevant fliers, photos, news, deadlines etc. about the travel courses.
  • The IEC will share relevant information with Marketing and Communications for use on appropriate MassArt social media accounts.

Studio Abroad Inquiries

  • Students can submit inquiries about specific courses through Studio Abroad;
  • These inquiries come to the IEC;
  • For course specific questions, emails will be forwarded to the faculty leader;
  • For general travel course process questions, the IEC will respond.

 

Targeted to Current Students

Course Specific Information Session

  • The IEC will work with faculty leaders to publicize information sessions for individual courses;
  • Faculty leaders will choose the time and location and reserve the room;
  • Faculty leaders will create a flier (8.5x11 or 8.5x14) promoting the information sessions (color pictures encouraged – the flashier the better!);
  • The IEC will print, copy and post fliers;
  • The IEC will upload the session and the flier to the MassArt Events Calendar and forward to Marketing and Communications;
  • Faculty leaders will run the information session to give specific information on the academic content of the course and the travel experience;
  • When possible, IEC staff will attend the information session to supply information on the application process, deadlines, fees, and scholarships;
  • A list of names and email addresses of students in attendance should be collected and shared between the faculty leaders and the IEC.

General Study Abroad Information Sessions

  • The IEC runs information sessions about study abroad opportunities for MassArt students. Travel Courses are always discussed at these sessions.

Class visits

  • When appropriate, the IEC or the faculty leader can ask for a class visit to promote travel courses;
  • To reach students early in their academic career, the IEC will contact faculty with large groups of Foundation students (both in and out of SDFN) as well as Sophomore Studios to briefly speak at the beginning or end of a class.

Housing/Residence Life Programming

  • RA’s are required to have programming for their floors. IEC staff or course leaders can participate in any programming promoting travel courses or study abroad.

Study Abroad Fairs

  • The IEC may hold a study abroad fair, in the fall and/or spring, to promote off-campus opportunities, including our own faculty-led travel courses;
  • Faculty leaders are invited to attend the fairs to promote their own courses;
  • Faculty leaders are encouraged to invite articulate former student participants to attend the fair to promote the course to other students.

Information Tables

  • Faculty travel course leaders and/or the IEC can reserve a table in the Kennedy Cafeteria or other on-campus location to promote upcoming travel courses.

Word of Mouth

  • Faculty leaders recruiting specific students who they think will be a positive member of their course is a strong recruitment tool;
  • Former travel course participants are also a strong tool, as word of mouth from peers is one of the best forms of promotion.

Student Shows

  • Faculty leaders have organized student shows on campus or at local venues post-travel. The IEC can help publicize these;
  • Faculty leaders have also expressed interest in looking into the Student Life Gallery hosting an travel course show with the outcome of the work done from the academic year.

 

Targeted to Prospective/New Students and Parents

Prospective and Accepted

Student Days

  • The IEC will promote the travel courses on Student Development panels on prospective and accepted student days.

Student and Parent Orientations

  • The IEC will promote the travel course experience at any and all new and transfer student orientations, and at family orientation.

New Student Blog

  • The IEC posts a blog entry on the new student blog run by Transition and Leadership.

 

Targeted to Faculty

Department meetings

  • The IEC and/or faculty can present to Chairs and at department meetings to inform them of upcoming opportunities for their students.

 


 

 

 

 

 

 

 

 

SECTION 3:

Student Applications and

Acceptance Processes

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East Meets West: A Cultural Crossroads: Turkey, Spring 2014


3.1 Overview and Division of Responsibilities: Student Applications and Acceptance Processes

 

3.2 Application and Acceptance

  • Application Process
  • Faculty Access to Studio Abroad
  • Non-Traditional Applicants and Attendees
  • Acceptances

3.3 Scholarships

  • Criteria for Eligibility
  • Scholarship Application Process
  • Scholarship Award Process

3.4 Pre-Departure Orientation Sessions

  • Pre-Departure Orientation Scheduling
  • Content

3.5 Health Insurance and Travel Insurance

  • Health Insurance
  • Travel Insurance
  • Emergency Contacts

3.6 Counseling and Wellness / Student Health Concerns

  • Admissions and Pre-Travel Information

 

Division of Responsibilities

 

MassArt Travel Courses: Division of Responsibilities

STUDENT APPLICATIONS AND POST-ACCEPTANCE PROCESSES

 

Responsible Party

Travel Course Action Item

Faculty Leader

Second Leader

International Education Center

Read applications and make acceptance decisions

x

x

 

Get FAFSA information from Financial Aid on scholarship applications

 

 

x

Make scholarship decisions

 

 

x

Manage Studio Abroad acceptances

 

 

x

Manage student deposits and online form submissions

 

 

x

Travel planning and logistics (flights, hotels, in-country transportation/visits)

x

x

 

Support for faculty with travel planning and payment of all invoices

 

 

x

Organize and run pre-departure session

x

x

x

Meet with IEC prior to departure to discuss expenses, payments, and emergency procedures; read emergency documentation

x

x

x

 


3.2 Application and Acceptance

 

The College of the Fenway (COF) Global Education Opportunities (GEO) Center provides centralized location for online applications. The database that COF has purchased is called Studio Abroad, and while it is administered by the GEO Center staff, COF institutions have input into the design and content of the database, and it is under constant review and updating. The application process is the same for all travel courses within the Studio Abroad database; however, the IEC and the GEO Center can work with individual faculty leaders to try to accommodate specific needs for certain courses. Faculty make admissions decisions; the IEC and the GEO Center facilitate the application process, and coordinate all post-acceptance online form requirements.

 

Application Process

 

All students must apply online through Studio Abroad here: http://cof.studioabroad.com/ .

 

Travel courses are open to:

All majors

All undergraduate levels (freshmen through seniors)

Graduate students

Professional and Continuing Education students

COF students

The application requirements are:

A student profile, which gives us personal information about the student (name, contact information, school, major, GPA)

Two references (name and contact information)

A statement of purpose

Agreement to MassArt travel course policies

Optional interview: Some travel course leaders prefer to conduct an interview with all applicants prior to making admissions decisions; faculty members coordinate this process directly with students

The scholarship application requirements are:

Checking a box in the online application indicates interest in the application and gives permission to the IEC to access student financial information through the Office of Student Financial Assistance

Scholarship applications are due at the same time as the course application (see section on scholarships for more information)

 

Faculty Access to Studio Abroad

 

  • All faculty travel course leaders are given access to Studio Abroad to review student files.
  • The IEC or GEO Center can run a workshop or session on this process, or can demonstrate to faculty individually.
  • Studio Abroad is our friend! While travel courses ran for many years without an online application, this is our current mode of application, student tracking, and passport/emergency information gathering. It is a valuable tool that we continually refine to meet our needs.
  • Individual travel course leaders may work with IEC staff to determine the best way for Studio Abroad to work for them as a team, but all travel course leaders and IEC staff should become familiar with the database and how it works.

 

Non-Traditional Applicants and Attendees

 

Situations have arisen when non-traditional applicants have wanted to attend the travel portion only of a travel course. Below is the policy on those participants. Should a new non-traditional type of applicant arise, the decision will be made by the Director of the International Education Center and the Vice Presidents of Academic Affairs and Student Development as to the appropriateness of that person participating in the course/travel, keeping the safety of student participants in mind.

 

Non-traditional attendees must follow these guidelines:

  • The travel course leader is willing to invite them and approves their participation;
  • The IEC approves the participant;
  • The participant pays the course fee, which includes travel insurance (international courses), and any and all personal costs he or she may incur;
  • If wishing to take the course for academic credit, the participant pays for 3-credits of tuition along with the course fee;
  • The participant applies online through Studio Abroad and signs off on all waivers and releases of liability;
  • If totally unaffiliated with the college, the participant agrees to a CORI background check.

 

The following groups are welcome to attend the travel portion of the course, if approved by the travel course leadership:

  • Alumni;
  • Professional and Continuing Education students;
  • Faculty or staff leader spouses;
  • Trustees;
  • MassArt staff (with no official role in course).

 

The following group(s) are welcome to attend the travel portion of the course, if approved by the travel course leadership and by the Director of the International Education Center and the Vice Presidents of Academic Affairs and Student Development:

  • Unaffiliated adults.

 

The following groups are not allowed to participate in the travel courses, nor to travel alongside the group:

  • Faculty leader children or support staff children.

 

Acceptances

 

Following the Enrollment Policy (Section 1:4 above), faculty leaders make admissions decisions for their own courses. While MassArt Travel Courses are open to COF and Pro-Arts consortia students, as well as students from outside institutions, MassArt Undergraduate, Graduate and Professional and Continuing Education students receive first priority . However, depending on the applicant pool, faculty are given the discretion to accept non-MassArt students over MassArt students when forming their classes, if those students have exceptional applications and if this decision positively affects the dynamic of the group.

 

The following chart details the steps taken once the faculty send their acceptance list to the IEC:

 

Acceptance Process

1.

The faculty leaders give the IEC staff a list of applicants with decisions (typically either accept or waitlist, the latter in ranked order).

2.

The IEC will send out acceptance/waitlist/rejection emails to students (see Appendix E for sample letters).

3.

IEC staff will update all students’ status in Studio Abroad. The IEC prefers to make this change in the database instead of the faculty for the following reasons:

  • Before acceptances are sent out, the IEC confirms that all students are in good disciplinary standing, a condition of acceptance and participation in travel courses.
  • With the large volume of emails the IEC receives, our staff wishes to avoid individual questions about when students will hear about their acceptances. Our emails are sent at the same time for all courses, for both acceptances and scholarships.
  • The IEC has specific information that goes out in acceptance emails, and wants all students to receive this at the same time for all upcoming travel courses.
  • When the status of an applicant is changed in Studio Abroad, the database automatically generates an email and sends it to the student. This email does not contain course-specific information, nor important details on next steps.

4.

The IEC will communicate with the students about deposits, billing, post-acceptance online forms (passport information, liability waivers, health, emergency contacts).

5.

The IEC will communicate with the appropriate offices on campus to get the students registered and billed. Students will be registered for courses by the Registrar’s Office, and if necessary contacted to address conflicts that may have occurred with their schedules due to the travel course meeting times.

6.

Questions about the academic content of the course will be forwarded to and fielded by the faculty members.

7.

At this point, faculty members are encouraged to begin communicating with their student group via email. If appropriate, the IEC ( international@massart.edu ) can be copied, especially if the content of the communication includes information about reminders to submit deposits, passports, visas, or travel. Faculty can monitor who has committed to the course (deposit submitted) by checking Studio Abroad.

 

Deposits

 

Requesting a deposit is the chosen method for students to commit their participation in the travel course. The College requires a nonrefundable deposit of $750 per student. Students can pay by check (made out to the college and delivered to Student Development) or electronically, per instructions in the acceptance email and forwarding the electronic receipt to the International Education email address.

 

Deposits are due 2 weeks after acceptances are sent to students. See above Enrollment Policy (Section 1:4 above) on circumstances in which it is possible to extend the deposit deadline.

 

Deposit Waivers

 

Some students indicate that they have trouble paying the $750 deposit. In this case, the IEC can consider deposit waivers. There is a specific process for deposit waivers, not all students who request one will be granted one, and it is not encouraged to widely promote this option. In some cases, financial aid may cover student deposits, but again the students need to go through the waiver process and this is not guaranteed.

 

3.3 Scholarships

 

Through generous funding, MassArt is able to provide scholarships for MassArt students participating in international travel courses who demonstrate financial need. This is a generous but limited pool of funds, and generally the awards cover half the cost of the program fee.

 

Criteria for Scholarship Eligibility

 

  • Students must be enrolled full-time in a MassArt degree program and in an international travel course.
  • Students must have a current FAFSA form on file in the MassArt Office of Student Financial Assistance.
    • If students do not have one, they can check with Financial Aid to see if they are eligible to receive a FAFSA;
    • If they are not eligible or do not file, they cannot be considered for a scholarship;
    • If students typically are eligible for a scholarship but miss a MassArt Office of Student Financial Assistance deadline, their need will not be taken into consideration because scholarships can only be awarded based on current data.
  • Students who have received travel course scholarships in the past may not be re-awarded. However, those students can reapply for a scholarship.
  • Staff enrolled in degree or certificate programs are not eligible for scholarships.

 

Scholarship Application Process

 

  1. Students must confirm that they meet the criteria listed above.
  2. In Studio Abroad, students sign an agreement (by clicking a box) via a digital signature, giving permission to Mass Art’s Travel Course administrators to review their financial records. There is no additional part to the application (e.g. essay or references), as the awards are purely need-based.

 

Scholarship Award Process

 

Once the faculty leaders submit their list of accepted students to the IEC, the pool of scholarship applicants can be determined. At this point:

  • IEC staff  does a search for students on all courses who applied for the scholarship and creates one spreadsheet list;
  • IEC staff sends this list to the Office of Student Financial Assistance (OSFA) with the amount of scholarship funding available for the upcoming semester (the amount is communicated to the IEC by Institutional Advancement, and the IEC calculates how to distribute the funds based on the number of courses offered each semester);
  • OSFA will rank the students in order of need, taking into account not only the FAFSA score, but balancing overall need with tuition level and other scholarships the students are currently receiving, along with Estimated Family Contribution. This information will be documented in a spreadsheet for the IEC, so that it is clear the list is based on need. OSFA will also pull out of the ranking students who may have applied for the scholarship but do not meet the eligibility requirements and note why they were removed (e.g. no FAFSA on file);
  • IEC reviews the list, and awards the scholarships in order of need;
  • IEC makes every effort to email students who have received scholarships and those who did not in the same email as their admission decision;
  • Should a student who received a scholarship decline attendance to the course he/she was accepted to, that scholarship will be awarded to the next neediest student on the list of all travel course participants for that semester. This means that the scholarship may not necessarily be awarded to another student in the same course;
  • Faculty travel course leaders may be informed which students were awarded scholarships after the students have been notified.

 

Other Sources of Scholarships

 

With the knowledge that the scholarships MassArt offers will not reach every needy student, faculty can refer their students to the following website for guidance and ideas on scholarships for study abroad: http://www.colleges-fenway.org/global/scholarship/ . Students should plan ahead, and should be encouraged to think of creative ways to fund their travel course.

 

3.4 Pre-Departure Orientation Sessions

 

Preparing students for off-campus experiences is a critical part of the travel course process. While travel course leaders can provide historical, cultural, and social information important for students to learn prior to travel, the International Education Center can provide additional information that is more general in nature to travel and, more importantly, can support and reinforce what the faculty leaders have already advised the students.

 

Pre-Departure Orientation Scheduling

 

All faculty must schedule a pre-departure orientation session with IEC staff. This meeting is in addition to any preparation the faculty leaders do that is specific to the destination.

-           The session takes about 30 minutes, more if students have questions.

-           The session can take place during a regular class meeting of the course, if faculty want to use the time for that purpose, or can be another time when all students are available .

 

Content

 

During the pre-departure session, IEC staff will cover the following topics:

 

Pre-Departure Orientation Topics

MassArt policies and how students are beholden to them on a MassArt sponsored trip

Alcohol and drug use, including legal ramifications

Health and safety, including food allergies

Diversity issues

Travel insurance

Passports/immigration and travel logistics, including packing tips (what to put in your carry on, prescription medication, etc.)

Money/banking

Phone/internet

Culture shock

Cultural competencies and personal growth

Reinforce any topics the faculty leaders would like the IEC to emphasize to the students

 

College of the Fenway Pre-Departure Orientation

 

Students are invited to attend the COF-wide pre-departure orientation run by the GEO Center. Attendance is optional. Content and structure have been improved and revised based on student and faculty feedback.

 

3.5 Health Insurance and Travel Insurance

 

The health, safety, and well-being of our students are of utmost importance to MassArt. Therefore, we have strict requirements regarding health and travel insurance.

 

Health Insurance

 

All students are required to submit proof of adequate health insurance that will cover them while on a travel course. This information is collected in Studio Abroad after acceptance to the course.

 

Travel Insurance

 

As part of the course fee, the college will purchase and provide emergency travel insurance for all of the participants on international trips, including faculty and staff leaders. The purpose of this additional international insurance is to cover items such as:

 

  • Facilitating hospital admissions for emergency care;
  • Arranging emergency evacuation services;
  • Arranging transportation, escorts, accommodations and visas for medical treatment;
  • Making contingency plans to leave a medically underserved area;
  • Communicating with family members and your organization during a crisis;
  • Arranging repatriation of mortal remains;
  • Coordinating emergency cash transfers;
  • Coordinating passport replacement.

 

Students and faculty are given access to information, including online and via an app, on this insurance, and can review a website, where – before and during travel – they are able to see specifically what is included in this insurance. (See Appendix F for an informational sheet on this coverage.)

 

Emergency Contacts

 

Students must submit at least two emergency contacts through Studio Abroad after acceptance. These contacts are kept in a confidential file by various staff members on-campus during the travel portion of the course (including Public Safety, Student Development, and Academic Affairs), and is also kept throughout travel by the course leadership.

 

3.6 Counseling and Wellness / Student Health Concerns

 

As mentioned in the previous section on Health and Travel Insurance, the well-being of MassArt students is a priority. Health concerns are not part of the application process; however, post acceptance, the College collects certain information as we seek to support students in the best way possible.

 

Admissions and Pre-Travel Information

 

Health Coverage/Prescriptions/Pre-Travel Doctor Visits

  • All students are encouraged to make an appointment with MassArt’s Student Health Services or their own doctor after acceptance to a travel course.
  • Students are instructed to discuss their travel destination and possible required or recommended vaccinations.
  • Student Health Services may review all Health Questionnaires submitted to Studio Abroad in order to best advise students with medical conditions.
  • Students are advised to bring prescription medications in their original packaging, and to ensure that they have a sufficient amount for the entire trip.

Disability and Mental Health

  • Physical disabilities or mental health issues are not a consideration for admissions decisions in MassArt travel courses.
  • In the course description, faculty travel course leaders are encouraged to be specific about the limitations of the travel course destination country and expectations for students on-site (required navigation on rugged terrain, availability of vegetarian options in restaurants, etc.).

Health Forms/Disclosures

  • All students are required to fill out post-acceptance online health forms by a certain date, depending on the semester (fall or spring). Faculty have access to this information in Studio Abroad, and are encouraged to check it on a regular basis after acceptances have been sent. The IEC will also check and monitor this information.
  • All accepted students names are shared with Counseling and Wellness.
  • Student confidentiality is strongly upheld by MassArt offices.
  • If Counseling and Wellness feels that a student could benefit from additional counseling regarding travel, staff from that office may reach out to the student directly to discuss the implications of travel on their health.
  • Faculty travel course leaders are encouraged to set clear expectations about the conditions of the destination and of the specifics of that particular travel course so that students can make informed decisions about their participation in the course.

 


 

 

 

 

 

 

 

SECTION 4:

On-Site Administrative Responsibilities

and

Risk Management

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Renaissance Splendor: Art and Architecture of Venice and the Veneto: Italy, Spring 2016


4.1 Overview and Division of Responsibilities: On-Site Administrative Responsibilities and Risk Management

 

4.2 Budget Management

  • On-Site Procedures: Record Keeping

4.3 Counseling and Wellness / Student Health Concerns

  • General Responsibilities and Clery Act/Title IX Responsibilities
  • Student Specific Health Concerns

4.4 Risk Management / Emergency Procedures

  • Travel Registry
  • Risk Management
  • Emergency Procedures

 

Division of Responsibilities

 

MassArt Travel Courses: Division of Responsibilities

ON-SITE ADMINISTRATIVE RESPONSIBILITIES AND RISK MANAGEMENT

 

Responsible Party

Travel Course Action Item

Faculty Leader

Second Leader

International Education Center

Keep track of all expenses; keep all receipts; stay within budget

x

x

 

Review all student health and emergency contact forms

x

x

x

Participate in Title IX training

x

 

 

Participate in Campus Security Authority training for the Clery Act

x

 

 

Monitor travel advisories and determine the safety of travel to destination countries

x

 

x

Register with the MassArt Travel Registry

x

 

 

Travel with class and supervise students during travel required for course

x

x

 

Provide risk and crisis management support (pre-departure and during travel)

x

x

x

 


4.2 Budget Management

 

On-Site Procedures: Recordkeeping

 

Please keep the following guidelines in mind when paying for any and all expenses while traveling with the group:

 

On-Site Record Keeping

All transactions must have an accompanying receipt. Receipts should clearly state the expense or a translation should be provided (writing directly on the receipt is acceptable, even preferred, as long as it does not cover relevant information).

All transactions must be accounted for.

All transactions should be recorded in a daily log; the IEC has a sample log that leaders are welcome to use, but they may also come up with their own way to best keep track of expenses and receipts.

All expenses should fall into one of the categories in the budget on file for the course and fall within MassArt travel expense policies. No gifts, alcohol or personal expenses are allowed.

All receipts should have the date of the transaction and the full amount (tips for meals should be noted directly on the receipt for those meals).

Any exchange of USD to foreign currency should show not only the exchange rate, but any fees attached to the transaction.

Please do not use highlighter on register receipts; the ink will fade! You may circle or underline helpful information such as the date of the transaction in ballpoint pen, and the purpose of the purchase can be written directly on the receipt.

 

**It is the recommendation of previous travel course faculty and staff that, for optimal record-keeping, the above information is recorded and updated daily .**

 

All faculty will meet with IEC staff prior to departure to discuss specific program budget information, and to review policies and procedures.

 

4.3 Counseling and Wellness / Student Health Concerns

 

General Responsibilities and Clery Act/Title IX Responsibilities

 

As indicated in the MassArt Equal Opportunity, Diversity and Affirmative Action plan, Responsible Employees include Faculty/Staff Leading or Chaperoning Travel or Overnight Trips; therefore, faculty travel course leaders serve as Responsible Employees for the duration of the travel portion of the course. In addition, travel course leaders meet the criteria to qualify as Campus Security Authorities (CSA) under the Clery Act, which requires all colleges and universities that participate in federal financial aid programs to keep and disclose information about crime on and near their respective campuses . As such, Faculty and Staff Travel Leaders and/or Chaperones will share information with University officials and employees who need to know it in order to implement University policies and procedures. Travel course leaders must participate in a Title IX training prior to departure to understand their responsibilities in this regard. The IEC will make every effort to schedule such a training specifically for travel course leaders, and otherwise, it is the responsibility of those leaders to attend a regularly scheduled MassArt training prior to departure. In addition, travel course leaders will be invited to participate in CSA training by MassArt’s Public Safety. This is typically an online training module that can be completed individually.

 

Travel course leaders must be attentive to issues pertaining to the well-being of MassArt students on travel courses, outside of curricular issues. Therefore, they must:

  • Hold students accountable to MassArt policies;
  • Assist students in a health emergency to the best of their ability by helping them find appropriate medical care;
  • Assist the student with minor health care concerns and remain with the student if/while in crisis;
  • Communicate with Boston staff who are listed in the Emergency Handbook about the concern or throughout the crisis; and
  • Record any health incidents in an incident report immediately after the incident. This must be well-documented at the time of the events, not after.
  • Incident reports are provided to faculty prior to departure and must be submitted to the IEC within 2 weeks after return to MassArt. Failure to submit a report will jeopardize a faculty/staff member’s ability to lead a travel course in the future.

 

General Student Health Concerns

 

Alcohol consumption is often a concern on travel courses. Students are beholden to the Alcohol Policy and Illegal Use of Substance Policy in the MassArt Community Standards. Students also sign a policy in the Studio Abroad online forms that is specific to travel courses.

 

It is the students’ responsibility to inform the travel course leadership of any health issue that may impact travel.

 

Student Specific Health Concerns

 

Students who disclose dietary restrictions are responsible for their own food safety while on MassArt travel courses. Travel course leaders can assist them by advising them prior to travel about options in the destination, providing translations for allergens, and also in finding appropriate food for consumption.

 

Students who disclose other health issues are identified by MassArt’s Counseling and Wellness office, and advised discreetly about the pressures of off-campus travel and study.

 

4.4 Risk Management/Emergency Procedures

 

One of the reasons for requiring two leaders per course is so that, in the event of an emergency, the main faculty member has another responsible adult to rely on and who can provide assistance. Research should be completed by the trip leaders ahead of travel regarding the risks involved in travel to their destination; the International Education Center can help with this as requested.

 

Faculty travel course leaders serve as Responsible Employees under Title IX regulations for the duration of the travel portion of the course. Therefore, they must participate in a Title IX training prior to departure to understand their responsibilities in this regard (see Section 4:3 above).

 

Travel Registry

 

All travel course leaders should register with the MassArt Travel Registry. The purpose of the registry is so that the emergency team in Boston can, with one click, retrieve all information for faculty, staff and students abroad in any given location. This is a critical piece of MassArt’s emergency protocol and enables the college to provide crisis management as necessary for any and all members of the MassArt community on college-sponsored business overseas.

 

Risk Management

 

By committing to leading the travel course, travel course leaders (both faculty and staff) have agreed to take responsibility for the students within the group, including in cases of political upheaval, natural disasters, or other such occurrence during the travel portion.

  • Different countries have varying levels of risk involved to U.S. citizens, but all travel has inherent risks; students and faculty need to realize this risk and be respectful of it.
  • The IEC aims to run workshops on risk management to work through some of the more common events and how to handle them; we want to equip travel course leaders with the confidence that comes with information.

 

The International Education Center monitors global travel advisories on a daily basis. If political crises, natural disasters or other events occur prior to departure or during a travel course, the IEC staff will work with faculty travel course leaders and other MassArt administrators to determine the safety of student travel. These decisions may, of necessity, be made up to departure or even during a trip already on-site, and always keep the safety of our students at the forefront.

 

Emergency Procedures and Disciplinary Issues

 

Travel course leaders (both faculty and staff) should thoroughly read the Emergency Handbook (attached in Appendix G) prior to travel; questions can be directed to the International Education Center. Emergencies include individual student issues as well as larger country-wide crises. The specific process for what to do in case of an emergency is in the Emergency Handbook. Generally:

  • Faculty should discuss emergency procedures with students, and develop an emergency meeting place;
  • Students are also responsible for their own safety, and as such are required to follow MassArt policies while participating in a MassArt travel course, even if they have free time apart from the group;
  • Course leaders may decide that students who are in violation of these policies need to be disciplined or sent home, in particular if the student is at risk of harm to him/herself or others. This must be well-documented at the time of the events, not after. The IEC must be alerted during or immediately after the event.
  • Incident reports are provided to faculty prior to departure and must be submitted to the IEC within 2 weeks after return to MassArt. Failure to submit a report will jeopardize a faculty/staff member’s ability to lead a travel course in the future.


 

 

 

 

 

 

 

SECTION 5:

Post-Travel Procedures

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Art and Culture of Cuba, Fall 2014


5.1 Overview and Division of Responsibilities: Post-Travel Procedures

 

5.2 Budget Reporting

  • Post Travel Budget Responsibilities
  • Finalizing Expenses and Expense Reports

5.3 Other Reporting

  • Travel Course Reports

 

Division of Responsibilities

 

MassArt Travel Courses: Division of Responsibilities

POST-TRAVEL PROCEDURES

 

Responsible Party

Travel Course Action Item

Faculty Leader

Second Leader

International Education Center

Reconciliation of expenses; meeting with IEC within 2 weeks of return to submit completed expense report

x

x

x

Submit Travel Course Report to IEC

x

x

 

Submit any incident reports to IEC for review and follow up, if necessary

x

x

x

Submit grades

x

 

 

 


5.2 Budget Reporting

 

Post-Travel Budget Responsibilities

 

Upon return from the travel course, the IEC works with the travel course leaders to submit a final report to the Business Office. While the IEC submits the final report, it is the responsibility of the travel course leaders to submit all receipts in an organized fashion to the IEC and to email the expense log, following the guidelines below.

 

Finalizing Expenses and Budget Reports

 

Expense reports are due two weeks after the trip returns. This is particularly important for spring courses with summer travel, as the reporting needs to be completed before the end of the current fiscal year (June 30). The IEC will set up a meeting with travel course leaders to review the expense report; leaders should bring to the meeting:

  • Completed travel log (format up to the leader, sent via email and preferably in Excel);
  • Original receipts organized by date and cash receipts should be separated from procurement card receipts;
  • Final expense log spreadsheet (hard copy as well as emailed to IEC)
  • Cash receipts should be taped/stapled, in order by date, to 8.5 x 11 paper, separately from p-card receipts;
  • Procurement card receipts should be taped/stapled, in order by date, to 8.5 x 11 paper, separately from cash receipts.

 

At the meeting, the travel course leader and IEC staff member will review the expense report; any outstanding or unusual items will be discussed.

  • Extra cash will be returned at this time, and the MassArt procurement card will be returned.
  • The Director of the IEC will review and submit the final expense report to the Business Office.
  • If the travel course leader needs reimbursement, a separate payment request will be filled out once the Business Office has confirmed the amount.
  • If the travel course leader needs to reimburse the college, he/she will do that as soon as the Business Office confirms the amount.
  • Leaders who have procurement cards will submit their signed statements and receipts to the IEC at the time of the expense reports:
    • Depending on the dates of travel, statements may be in the faculty cardholder’s possession when the expense report is due. In this case, they should be included in the report. Receipts, which were kept separate from the cash receipts and taped to 8.5 x 11 paper as indicated above, will be attached to the statement.
    • Depending on the dates of travel, statements with purchases during travel may not be delivered to faculty cardholders until after the report is due. If this is the case, the statement should be delivered once available. Faculty can decide to keep the receipts for these purchases in their possession, or deliver them to the IEC for safekeeping until the statement arrives.
  • The IEC will confirm the correct budget codes for p-card charges (not a travel course leader responsibility).

 

 

 

5.3 Other Reporting

 

Travel course responsibilities do not end when the plane lands back in Boston! Faculty travel course leaders must close up the course by working with the International Education Center on final reporting. Grades must be submitted to Academic Affairs following normal procedures.

 

Travel Course Reports

 

All faculty must meet with the IEC within 2 weeks of return to complete expense reports (see Budget section above).

 

In addition, the IEC may request that faculty complete a brief Travel Course Report:

  • This is a brief summary of how the trip went.
  • The report will enable faculty to give written feedback to the IEC about how the trip ran and to suggest ways to improve and streamline our procedures for the future.
  • At this time, incident reports can be submitted to the IEC, and any necessary follow up will be made.

 

 

 

 

 

 


 

 

 

 

 

SECTION 6:

Appendices

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Photo credit: Samantha Loos. India Now: Exploring Sustainable Handcrafts, Fall 2015

 

 

Appendix A: Concept Proposal Form

Appendix B: Full Proposal Form

Appendix C: Full Proposal Guidelines

Appendix D: Budget Planning Template

Appendix E: Travel Course Support Staff Application

Appendix F: Sample Acceptance/Waitlist Letters

Appendix G: HTH Information Sheet

Appendix H: Emergency Handbook

Appendix I: Timelines: Fall Course with Winter Break Travel; Spring Course with Spring Break Travel; Spring Course with Summer Travel

Appendix J: Forum on Education Abroad: Standards for Short Term Study

 


 

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A Studio in Mexico: Puebla and Cholula