Short-TermStudyAwayProgramResponsibilities
Program Director’sResponsibilities
Develop Program
•ReviewStudyAwayProgramspoliciesforfacultyat
•ContactDirector,StudyAwayPrograms,todiscuss initialideasforprogram
•Developtheitinerary,proposal,andbudget. Request approval from Director, Study Away Programs
•After receiving Study Away approval from Study Away Director, submitproposal andbudgettodeanand departmentheadforapproval.Ifthose two administrators approve the program,pleaserequestthatdeananddepartmentheadsendanemailofapprovaltotheDirector,Study AwayPrograms
•Receive appointment letter from the Director, Study Away Programs
After Program Approval
•Study Away will provide you with your program application link
•Attend a Digitally Managing Your Program Orientation
•Students will apply on-line
•Accepteligibleparticipantson-line, Study Away will provide you online access to review applications
5-7months priortotravel
•Recruit participants
Nolaterthanonebusinessdayafterapplicationdeadline
•Final acceptance of students, Study Away notifiesstudentsofacceptance,waitlist,orrejected status
•Accepted students submit passport photocopy to Study Away.Program director submits his/her copy of passport to Study Away
Afterstudentsare admitted
•Notify studentsofvaccinationrequirementsforthe countryoftravel,basedontheCenter forDiseaseControl’s (CDC’s) recommendationson itswebsite
Anytimepriortotravel
•Coordinateorientationmeetings
•If a student notifies you about his/her intention to withdraw from the program, communicate to the student that allwithdrawalsmustsubmitted via the Study Away withdrawal form. The form is located on the program brochure policies and the student’s application. Students may also request the form by contacting Study Away at . The date of withdrawal is based on the date the student submits the completed for to Study Away Programs, PSU 209.
1-6months prior totravel
•Sign the Single Event Travel (SET) card application and schedule an orientation with the Procurement Office. If payments cannot be made with a SET card, submit invoices to, and work with, the Study Away Accounting Specialist to request a requisition for check payment or wire transfer for expenses directly related to the program.
•Withdraw cash, if necessary, using SET card protocol.
•Review participantsonline healthforms.
•If you have not already completed the Campus Security Authority Training, the Office of Safety and Transportation will notify you about completing this training
2monthspriortotravel:
•CompletemandatoryProgramDirector pre-departureorientationwith StudyAway, which includes the Legal Counsel orientation
•Sign Foreign Travel Authorization Form if traveling internationally
•Program fee must be paidor participant must provide proof of financial aid to Study Away Programs to cover the program fee charges according to the payment deadline established by Study Away Programs. Students who have not paid the program fee will be dropped from course(s) and withdrawn from the program. Additionally, their airfare will be canceled. This will impact the program director’s salary as the compensation formula is based on the number of tuition-paying students.
48 hours-5business dayspriortotravel:
•Ensure that all participants have completed all required sections of their online application, including pre-departure orientation readings.
AtProgram Site:
•In-countrylogisticalarrangements including, butnot limitedto, coordinationof lodging,transportationandexcursion, andculturalactivities
•Financialadministration, including administrationoftheprogramwithinthebudgetasapproved byStudyAwayPrograms
•Student Affairs matters:theProgram Directorhastheauthoritytoenforce therulesandregulationsgoverningstudentconductduringtheprogram. Studentsareurgedtorespectthelawsand customsoftheforeigncountry(s)where theyarestudying.If thereis amajor infractionof some kind,theProgramDirectormayhavetoconsideraskinga studentto withdrawfromtheprogram.Whenconsideringdismissalof astudentfroma program,thedirectorshouldfirstseekadvicefromtheDirector,StudyAwayProgramswhowill consultwithGeneral Counseland the Dean of Students.This isobviouslyaseriousstepanditshould betakenonlyasa lastresort.Onrare occasions,however,theremay beasituationthatleaves adirectornochoicebuttotakeemergencyactionintheinterestsofallstudents,theprogramandMissouriState.
•Notify StudyAwayProgramsof anyseriousproblemswith students, finances, politicalunrest, oranyotherarea.Also, ifthe Program Director becomesawareofanyeventthat couldpotentiallybecomenewsworthyatMissouri State,pleaselet StudyAwayProgramsknowsothatStudyAwayProgramstaffcanbe preparedtorespond toinquiriesfromparents,localmedia, anduniversityadministrators.
•Submit incident reports with the online Maxient report form todocumentany crime,medicalemergency,violence,harassment, complaints, or health concerns.
AtProgramConclusion:
•Returnremainingtraveladvancefunds to theBursar’soffice withintwo weeksoftheprogramconclusion.
•Submittravelexpensereportto AccountingSpecialistwithintwo weeksoftheprogramconclusion.
•CompletefinalStudyAwayreportand submit it, along with any Incident Report Forms,it to theDirectorof StudyAwayPrograms within30days ofprogramconclusion.
•Submitgradesfor students.
Study AwayPrograms’StaffResponsibilities:
PriortoProgram
•Create online application and provide program director with program link
•Provide Digitally Managing your Study Away Program Orientation sessions
•Develop programflyerandrequestProgramDirector’sreviewandapproval
•Sendthe finalversionof theflyer toProgramDirector
•Provide 10color copiesoftheflyer to the Program Director.
•Publish programflyerandapplicationonMSUwebsite,promote programduring StudyAwayrecruitmentevents(mayincluderecruitmentfairs,in-classpresentations, ad features,etc.)
•Offer aStudyAwayFairtoassistProgramDirectors with promotingprogramoncampus. Proposals submitted by the July priority deadline guarantee the program director table space at the Study Away Fair in the fall.
•Enrollstudents inmandatoryMSU-approvedinternationalhealthinsurance(medicalcoverage,politicalandnatural disasterevacuationcoverage, andrepatriationcoverage).
•Prepare and route the Single Event Travel (SET) card application.
•Bill accepted student applicants.
•BuildcourseinkeepingwithBannerguidelines
•Registerstudentsin course(s)
•Register ProgramDirectorandprogramparticipantswiththe U.S.StateDepartment STEP program.
•Uponreceipt ofastudentwithdrawalletter,confirmwithdrawalwithstudentandProgramDirector.Removestudent fromactivelistandclass, credittuition,andreviewexpenses todetermine refund(ifany)accordingtorefundpolicy.
•Assist withpayment oftravel/tour arrangements if SET card is not accepted.
•Confirmcompletion of all online application materials, includingstudent healthforms. If a student has a significant health issue, communicate with the student about the necessity of the completion of the Medical History and Health Clearance form.
•Prepare Travel Advanceand/orForeignAuthorizationForm onbehalf ofthe Program Director
During Program:
•Serveasthe primaryMSUcontactifanyemergenciesoccur.Please contactthe Director, StudyAwayProgramswithanyemergencysituations.
•Respond toon-site programinquiresthat requirestate-side assistance.
AtProgramConclusion:
•Review travelexpensereportand receipts. SubmittoFinancialServices.
•Reviewshort-termprogramreport.
•CreatePAF forProgramDirector’s compensationafterallprogramrequirements aremet.ProgramDirectorswillbecompensatedaccording totheformulapostedontheStudyAwaywebsite.
•Reconcileprogrambudgetaccountandrefundany fundoverages backto students or guests according toUniversityandStudyAwayrefundpolicies
•Remove Program Director from student health form access
Othermatters:
MedicalInsurance
StudyAway Programs insuresyouthroughGeoBlue Insurance. You will receive a GeoBlue card by e-mailapproximatelyoneweekbeforedeparture.MissouriState UniversityalsopurchasesCIGNAinsurance for all faculty and staff.Youwillreceive aCIGNAcardandinformationatthe pre-departureorientation.StudyAwaystronglyrecommends thatyou useGeoBluemedicalprovidersbasedonthecomprehensive coverageandcompetitivecost.IfCIGNApaysforanymedicalexpenses, you areresponsibleforrepayingthosefunds to CIGNAasthis policydoes notpayformedicalexpenses.An explanationofeachpolicy willbe sharedatthepre-departureorientation.
GeoBluewill sendane-mailto youandyourstudents so thatallinsuredpersons maydownloadthesmartphoneapp, downloadadditional insurancecards,andaccessa varietyof webtoolsfromtheGeoBluesite.Please alertyourstudents tolookforthis e-mail, which may be automaticallyforwardedtoaspamfolderratherthananinbox.
Studentsparticipatinginaninternational-siteshort-termprogramalso receive GeoBlueinsurancewhichincludes medicalcoverage,politicalandnaturaldisasterevacuation,andrepatriationofremains.Animportantoverviewofthisinsurance follows here:
GeoBlueinsurance ismandatoryforallstudents,faculty, familymembers, andguestswho participateonStudyAwayprogramsoutsidethecontinentalUnitedStates.Althoughfacultymembers alreadyhaveUniversitycoverage, thatcoverage does notincludepoliticalandnaturaldisasterevacuation.GeoBlueinsurance payscostsupfront (toanapprovedGeoBlueprovider),rather thanreimburse out-of-pocketcosts(although thisisanoption,ifnecessary).
•If youandthe participanthavetimeto decidewheretogoforservice,GeoBluemedicalprovidersshouldbecontactedfirst.Workingwith aGeoBlueprovider, eliminates anyupfront charges and claimswillbeprocessedandsubmitteddirectly toGeoBluebythe GeoBlue-approvedprovider.GeoBlueinsuredpersons'medical bills willbecovered iftheyusea non-GeoBluedoctor, butthedoctorwilllikelyrequireupfrontpayment.Inorder to obtainreimbursement froma non-GeoBLuedoctor,an insuredpersonmustdownloadamedicalclaimform, complete andsubmitittoGeoBlue.Studentsandfaculty maylocatedoctorsandclaimforms onthe GeoBluewebsite.
•In regardtopoliticalor natural disasterevacuation, StudyAway willworkcloselywithGeoBlueinregardtopreparedness forandultimate evacuation.It isimportantforyoutoknow thatifyouandyourgroupchooseto beevacuatedthroughthe U.S.StateDepartmentinsteadofGeoBlue,each evacueewillreceiveabill fromtheDOSfortheirevacuation.Thebillisnotaconsequence of havinganotherevacuationoption, likeGeoBlue,but rather, is standardprotocol for theState Department.GeoBluewillnotreimburse youoryour students ifanyof youchoose tobeevacuated bytheU.S.State Department.
Youwill receivethis informationagainatyour facultypre-departureorientation.
Program Cancellation:
MissouriStatereservestherighttocancelaprogramatanytimebeforeorafterdeparture.Amongpossiblereasonsforcancellationaretravelwarningsand/oradvisoriesissuedbytheU.S.DepartmentofState, andinsufficient number of participants.
December 2017
December 2017