Roles and Responsibilities

SIGNATURE DOCUMENT

In proposing this Faculty Led program, I understand:   

• All UP professors abroad share in the responsibilities outlined below,    
• That I will be expected to support the students and other faculty, and    
• I agree to the following responsibilities as a Faculty Program Leader:   

Pre-departure:    

• Create course description to be used by Study Abroad Office in the application portal    
• Welcome feedback provided by CISGO and update course syllabus, including academics, learning outcomes, teaching methods, and any speakers/activities to be offered to reflect input and guidance from CISGO and the Study Abroad Office   
• Work with the Study Abroad office to finalize a program budget and final program fee    
• Have syllabus reviewed and approved by my Program Dean   
• Work with the Study Abroad Office to develop marketing content, including the online program and application page on the software ViaTRM, though I will be primarily responsible for student recruitment and advising   
• Lead in the facilitation of at least one student-facing information session/recruitment event   
• Work with the Study Abroad Office in selecting the students from the applicant pool   
• Facilitate Pre-Departure Orientation, which often consists of multiple student meetings, including a pre-departure session w/ the support of Study Abroad Office staff   
• Update travel itinerary to reflect input and guidance from CISGO and the Study Abroad Office   
• Complete any required UP trainings (e.g. Safe Driving) prior to departure.   
• Confirm submission of all participant information to UP Campus Safety two weeks prior to departure   

• Complete all required elements by the stated deadlines.   
• Be familiar with and agree to abide by rules regarding faculty bringing dependents on programs (see Handbook).   

On-Site:   

• Provide (and/or attend the provider’s) initial on-site orientation to introduce the students to the host site and culture (may be in conjunction with on-site program organizer)   
• Contact the Study Abroad Office within 24 hours after arrival to confirm all participants are safe and accounted for   
• Respond to UP Study Abroad Office communications in a timely manner.  
• Notify the Study Abroad Office immediately if any student leaves the program    
• Never loan students program or personal funds unless it is an extreme emergency. Faculty Directors will not be reimbursed by the University for loaning money to participants unless authorized in advance by the Study Abroad Office.   
• Be responsible for the academic integrity of the course and coordinating class activities   
• Hold regular office hours (be available for students) and provide ongoing assessment of students’ academic work   
• Accompany students participating in all scheduled activities for the entire program.   
• Cooperate with other on-site faculty members or staff regarding the program objectives   
• Act as liaison between the students and any individuals or entities providing services to the program   
• Ensure the onsite cooperating institution/organization is delivering services according to the contract (a copy is provided to the Faculty Director by Study Abroad Office prior to departure). If problems arise, the Faculty Director should alert the Study Abroad Office immediately so any discrepancies can be resolved in a timely manner.   
• Enforce the policy that non-program participants (including family members) are not allowed to accompany the participants on program-sponsored excursions or activities unless previously discussed with Study Abroad Office staff   
• Communicate academic and disciplinary roles clearly to the students   
• Respond to any emergency situations or serious incidents which may arise (e.g. illness, accident, crime involving participants(s), severe behavioral issues, natural disaster, political uprising) and notify the Study Abroad Office as soon as possible by email or phone (following protocols as outlined in the Crisis Management Handbook).  This includes coordinating weekend “on-call” duties with local support staff and/or other faculty members on program.   
• Resolve, in consultation with local support staff and the Office of Studies Abroad, student intergroup conflicts, housing concerns, or intercultural misunderstandings.   
• Serve to foster an inclusive group dynamic for a diverse array of students on the program.   

• Model good behavior and enforce UP’s Life on the Bluff student handbook. This is especially important in regards to alcohol. UP does not provide alcohol on any official excursions or program-related events abroad, and faculty members should not purchase alcohol for students in any situation. Students may drink per the local laws, but they are ultimately responsible for any misconduct that is related to their own consumption. Consuming illegal drugs is strictly prohibited.   
• Report any sexual harassment complaints in accordance with Title IX regulations and university policy.   
• Report any crimes in accordance with the Clery Act (in their capacity as permanent designated Campus Security Authorities) and university policy.   
• If a sexual harassment, crime, or other health and safety incident should occur, faculty must complete a UP Study Abroad Incident Report form (see Crisis Management Handbook)   
• Itemize usage of any fund advances and other necessary expenses and collect receipts which will be submitted for reconciliation upon return.   

Upon Return   

• Post final grades for academic work completed.   
• Reconcile all travel expenses; accept responsibility for any personal expenses accrued onsite and repay these to the appropriate parties in a timely manner.    
• Write course summary report for Study Abroad Office and academic department – meet with the Study Abroad Director to debrief about the program within 14 days of returning to campus.   
• Complete and submit all required agreements pertaining to the role of Faculty Program Leader.   
• Sharing images and video content related to the program are encouraged for future promotion and marketing purposes.   

I understand that my failure to fulfill the expectations outlined above may jeopardize my ability to offer future UP Study Abroad Programs.