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3.04.002.001 - International and Domestic Travel

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Approved: 9/5/2018
Approved By: President's Staff
Category: 3 - ACADEMIC SERVICES
Section: 04 - INSTRUCTIONAL
Policy: 002 - International Studies and International Students
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International and domestic educational travel opportunities provide students with opportunities to increase awareness, understanding, and appreciation of other cultures, as well as their own, and gain skills in communication with other cultures both internationally and within the United States.  The advantages to students are many and varied, including learning about other cultures, strengthening language skills, and creating lifetime connections with students from other countries.  This experience should also help prepare students for the global aspects of the contemporary business world.

Community College of Beaver County supports and encourages these types of travel opportunities under the following procedural guidelines.

Before offering college-sponsored international and domestic travel opportunities to students, college faculty and staff must have written permission from the Executive Vice President and Provost, and they must comply with applicable procedures pursuant to this travel policy. Students participating in such travel/trips must be enrolled as a student at the Community College of Beaver County or enrolled in the course at the time of the travel/trip.

Faculty and staff participating in such travel/trips must be employees of the Community College of Beaver County.

The leader of the travel/trip must be a faculty or staff member of the Community College of Beaver County.  The leader will be responsible for the participants’ adherence to all of the College’s applicable policies and procedures for international and domestic educational travel opportunities.

Applicable Procedures/Paperwork for Such Travel 

  1. Written permission must be received from the Executive Vice President and Provost before any contractual obligation is incurred and prior to travel being publicized or scheduled. The Executive Vice President and Provost must confirm that faculty and staff participating in such travel are current employees of Community College of Beaver County.

  2. The Executive Vice President and Provost will appoint, in writing, a faculty member to be the trip leader.

  3. The trip leader must confirm that all student participants are enrolled as students of Community College of Beaver County.

  4. Students must have filled out and the trip leader must have on file the Emergency Contact Information; Statement of Responsibility; Release and Authorization; and the Waiver, Release and Indemnification forms for each student participating prior to travel commencing.

  5. Students must pay all related course fees or travel fees prior to the trip commencing.

  6. Students should receive the following information prior to travel commencing: 
    • Purpose of educational opportunity
    • Cost and travel itinerary
    • Student Code of Conduct
    • Disciplinary Rights and Procedures
    • Insurance Information
    • Inoculation/Medical Requirements
    • Passport Requirements
    • Other information pertinent to the trip

Student Disciplinary Rights and Procedures

In all domestic and international travel situations, students are subject to the code of conduct as stated in the Student Policy Handbook or as set down by the Vice President of Student Affairs and Enrollment or the trip leader.  The trip leader will have the full authority to adjudicate disciplinary violations of the rules of conduct.

When feasible, the trip leader should make every effort to informally resolve problems that arise. However, if a formal process is required, the following procedures for adjudicating violations of the rules of conduct should be followed:

  1. The trip leader will notify students of alleged violations in writing.

  2. A meeting will be held between the accused student and the trip leader to determine whether or not the rules of conduct have been violated and, in consultation with the Vice President of Student Affairs and Enrollment, determine sanctions, if applicable.

  3. The student will receive a decision letter stating whether it has been determined that the student violated the rules of conduct and the appropriate sanction, if any.  A copy of the decision letter will be forwarded to the Vice President of Student Affairs and Enrollment for inclusion in the student's disciplinary file.

  4. There is no appeal of discipline occurring in connection with any off­-campus domestic or international travel programs. The trip leader has full authority for imposing sanctions, including sending the student home prior to the completion of the program at the student's expense. The decision of the trip leader is final. 

Insurance

Any student participating in a domestic or international travel program must have travel insurance, as directed by the College, prior to departure.  If departure is delayed or cancelled for any reason, there shall be no refund of any monies. The College will broker to find an adequate, acceptable policy which includes healthcare, liability, and kidnapping.

Alcohol and Drug Use or Abuse

Use of illegal substances is absolutely prohibited.  Anyone caught using illegal substances will be immediately removed from the program and sent home at the student's expense.

Use of alcohol is strictly prohibited during the program participatory time, as outlined by the trip leader.

Limited use of alcohol by those who are of legal drinking age in the destination country will be allowed during "off time” as outlined by the trip leader under the following conditions:

  1. All participants must abide by the laws of the state or country being visited.

  2. All participants must not miss any scheduled event because of the effects of alcohol consumption.

  3. All participants must not become ill due to the effects of alcohol consumption.

  4. All participants must not engage in inappropriate behavior toward other individuals as a result of alcohol consumption.

  5. All participants must not engage in destructive behavior toward property as a result of alcohol consumption.

  6. All participants must not engage in behavior that causes embarrassment to the other members of the group, the in-state or in-country hosts or contacts, or the College as a whole as a result of alcohol consumption.

  7. All participants must not facilitate or encourage or ignore a fellow participant who is abusing alcohol.  Providing alcohol to persons under the legal drinking age is illegal.  Transporting quantities of alcohol to the program site with the intent of sharing the alcohol with other participants is expressly prohibited.

  8. If incarcerated, it is the responsibility of the student to make arrangements for and pay any costs incurred related to incarceration.

The trip leader has full authority for imposing sanctions, including sending the participant home prior to the completion of the program at the participant's expense. The decision of the trip leader is final.

Crime

When discussions of the following situations are taking place, such as telephone conversations or person-to-person conversations, at least two persons should be involved so there is a witness.

Participant is the Victim of a Crime (such as theft, assault, rape, harassment)

  1. Trip leader should contact the appropriate local authorities (police, U.S. embassy, medical personnel) to begin the local action necessary to handle the situation.

  2. Trip leader should contact the Executive Vice President and Provost who will contact the Vice President of Student Affairs and Enrollment. 

  3. If the incident is between two participants, the trip leader will work with the Vice President of Student Affairs and Enrollment at the College to coordinate legal counsel.

  4. If the incident is between a participant and an outside party, action taken will depend on the legal requirements of the state or country where the incident took place, and the wishes of the victim.  If necessary, the trip leader will contact the Vice President of Student Affairs at the College to coordinate legal counsel.


Participant is Accused of Committing a Crime

  1. Trip leader should contact the appropriate local authorities (police, U.S. embassy, medical personnel) to begin the local action necessary to handle the situation.

  2. Trip leader should contact the Executive Vice President and Provost.

  3. If the incident is between a participant and an outside party, action taken will depend on legal requirements of the state or country where the incident took place, and the wishes of the victim.

  4. Legal counsel will be contacted by the Vice President of Student Affairs and Enrollment, if necessary, for appropriate advice on the role of the College in the situation.

  5. If the participant requests, the trip leader will contact the participant's emergency contact.

Ill or Injured Participant

  1. Trip leader should contact the appropriate local authorities (police, U.S. embassy, medical personnel) to begin the local action necessary to handle the situation.

  2. Trip leader should contact the Executive Vice President and Provost -

  3. Trip leader will phone the emergency contacts of the participant(s) involved in the crisis to apprise them of the situation.

  4. Necessary action will be taken by the trip leader:  provision for medical care at the location, emergency evacuation, etc.


Death of a Participant

  1. Trip leader should contact the appropriate local authorities (police, U.S. embassy, medical personnel) to begin the local action necessary to handle the situation.

  2. Trip leader should contact the Vice President of Academic Affairs and Provost who will contact the Vice President for Student Affairs.

  3. Vice President for Student Affairs or Executive Vice President and Provost will phone the emergency contacts of the participant(s) involved in the crisis to apprise them of the situation.