Traveling with Dependents

SIGNATURE DOCUMENT

The faculty on a study abroad program wear many hats: professor, chaperone, academic advisor, Counselor, nurse/ doctor, money manager, tour guide and even, at times, parent. The workload for study abroad leaders is thus much different, and often more demanding, than that of teaching a similar course on the UP campus. For this reason, faculty are strongly discouraged from inviting family members to accompany you during the time the program is in session. A viable alternative is to have them join you at the conclusion of the program when you can spend time together free of your responsibilities to the group. Faculty must remember that their priority is to be available to the students in any potential emergency (or perceived emergency) 24 hours a day, 7 days a week for the duration of the program. Non-involved visitors and/or the demands of family responsibilities can be a distraction and an unwelcome source of additional stress for the faculty member, causing conflicts that can be to the serious detriment of the program.   

Faculty intending to have accompanying persons at the program for even a portion must inform the Study Abroad Office during the development phase. All parties (faculty and guest) are required to sign and submit the Accompanying Family Member/Companion Agreement Form to be returned to the Study Abroad Office at least 60-days prior to departure and must agree to adhere to the relevant policies outlined in the Faculty Handbook.   

Accompanying family members or companions are not considered in any way to be affiliated with the program or representatives of University of Portland. Accordingly, the following issues must be considered prior to the program.   

MINOR CHILDREN   

Children under the age of 18 must be under the supervision of an adult other than the faculty for the duration of their time at the program site. Supervision of minor children is the sole responsibility of the parent(s). At no time should a program participant be asked to care for or supervise the child of a faculty member. Program providers on site are not responsible for making arrangements for child care.  

FAMILY MEMBERS/COMPANIONS’ PREPARATIONS   

Family members/companions will not be reflected on the program participant list, and therefore will not receive program communications or be invited to the program orientations or meetings. Faculty are encouraged to share information with their family members/companions about the country, anticipated activities, and the risks involved. In whatever way possible, family members/companions should investigate the safety issues related to the experience.    

PROGRAM RESTRICTIONS   

Although family members/companions are not participants in the program, they are expected to abide by the program policies and restrictions that are imposed for safety and liability reasons. Family members/companions should be aware that their personal behavior must not in any way affect the quality of the program or the experience of the participants, and that their involvement in group activities may be prohibited by the Study Abroad Office or on-site provider if deemed necessary.   

FEES AND EXPENSES   

Family members/companions are responsible for paying all fees and expenses incurred according to conditions pre- arranged by the Study Abroad Office. If a family member/companion attends a class or excursion with the program participants, he/she must pay any fees or expenses involved. Family members/companions may only attend classes or excursions on a space-available basis, and with the permission of the instructor, local coordinating agency/organization, and the Study Abroad Office.   

TRAVEL EXPENSES   

It is the policy of the University of Portland that faculty will not be reimbursed for any travel expenses incurred on behalf of family members/companions. Careful records must be maintained by the Faculty Director to ensure separation of expenses of any family members/companions from the reimbursable expenses of official travelers. Any additional costs incurred due to stopovers, route modifications, or mode of transport made for the convenience of the family members/companions will be borne entirely by the faculty.   

PROGRAM-RELATED DUTIES   

Family members/companions may not have any official duties (chaperone, driver, assistant, etc.). Family members/companions are not protected by University of Portland liability insurance for any actions taken abroad and are urged to discuss applicable liability protection with an insurance agent to ensure that adequate coverage is in place for his/her activities.   

MEDICAL INSURANCE   

Family members/companions must have their own medical insurance coverage for the period of the program.