Introduction
Checklist of Administrative Tasks
On-Campus Resources
Guidelines for Building a Budget
Selecting Students
Travel Arrangements
Health and Safety
Pre-Departure Activities
Program Oversight Abroad
Follow-Up Activities
Forms & Templates

SHORT TERM STUDY ABROAD
Wellesley College is committed to providing its students with a range of opportunities to encounter, to study, and to understand our increasingly globalized world. Wintersession and Summer abroad programs constitute two such opportunities.

Students at Wellesley College are encouraged to consider carefully whether, and how, a short term study abroad program might enhance their undergraduate studies. With appropriate planning, students will be able to select a program that will provide both solid academic study and wide-ranging exposure to a culture different from their own.

There are limited slots in Wellesley-run programs, and admission is competitive. Students seeking to enroll in such programs should have:

• established a solid record of scholarship at Wellesley, including good progress toward graduation requirements;
• educated themselves about the range of study abroad programs available, so as to be able to select programs that clearly fit with their academic and personal interests.

Students enrolling in Wintersession abroad programs will earn either .5 or 1.0 units. Grades earned in these programs will appear on the Wellesley College transcript. Credit for summer programs varies, but students may count a maximum of four units from summer study toward graduation requirements.

CHECKLIST
To help faculty members keep track of the range of administrative tasks involved in running a short term program, the OIS has created a sample calendar of administrative tasks. This can be accessed by clicking here, and can be customized to suit your program's preferred recruiting calendar.

ON-CAMPUS RESOURCES
The faculty director is expected to coordinate all aspects of the international Wintersession course: housing, transportation, the academic program, orientation, supervision, disciplines, emergency planning, safety and security, managing the program budget and being accountable for expenditures on site. He or she may do this directly or may contract with a program provider or other organization to do so. The Office of International Study is available to provide assistance to faculty planning off-campus wintersession programs:

Jennifer Thomas-Starck
Director of International Study
Green Hall 337
X 3532
jthomass@wellesley.edu

In addition, the following offices/individuals may be useful for certain aspects of program planning:

BUILDING A BUDGET FOR YOUR PROGRAM
Faculty will need to construct a fiscally responsible budget for the program, keeping in mind the cost to the student and to the College. The OIS is happy to assist faculty members as they work on their budgets.

All budgets should include the following:

1. Round trip airfare from Boston. Faculty directors should organize a group flight through a travel agency that can invoice the College. Regardless of whether or not the students use the group flight, the cost of all students traveling on the group flight will be included in the program budget. The accompanying faculty member(s) flight should be included in the total budget. Please refer to the travel section for more information.
2. Accommodations on site.
3. Meals.  Three meals per day for the duration of the course should be included in the program budget. When meals are not taken as a group, students should be given a stipend to cover the cost of meals purchased individually. Please refer to the Program Oversight Abroad section for more information.
4. Local Transportation.  This line should include the cost of all on-site transportation costs, including transfers to and from the airport, any bus rental, trains or flights on site, as well as costs for travel between the accommodations and meeting points, if appropriate. This should not include the cost per student of getting to and from Logan airport, nor any personal travel on site. It may include round-trip transportation to the departure airport from the faculty director’s home.
5. Lectures. This line includes the cost of honoraria for any locals who provide lectures to the group on site.
6. Room Rental. Cost of renting a classroom or other meeting space for the group on site.
7. Site Visits. Include local arrangements such as museum entrances, cultural events, tours and guides that are part of the course syllabus. Do not include costs for individual tourism during free time.
8. Supplies/Materials. Include the cost of any required texts or course packets.
9. Tips & Gifts. Estimate the cost of tips to drivers and guides as well as gifts to local hosts and speakers.
10. Director Stipend. Directors will normally receive a stipend of $2,000 for the administration of the course. This amount may be increased to up to $3,500 total for faculty directors who make all logistical arrangements without the assistance of a local organzation or agency. Budgets with a line of more than $2,000 for this item should also include an explanation.
    
11. Administrative Support/Agency Fee. This line would be for costs associated with hiring part time support staff/student workers to set up the program or to pay an agency fee to an organization handling on-site or travel arrangements.
    
12. Emergency Fund. Include $25 per student enrolled in the program to be added to the Wintersession Emergency Fund. These funds are pooled for all the wintersession trips and are available to any faculty member who needs access to emergency funds during the trip for program-related costs or for students enrolled in the program.
    
13. Required immunizations. Only immunizations required for entry into the host country should be included in the program budget.

Do NOT include the following in the cost of the program:

1. Passports and Visas. Students must pay these costs directly as they will vary by country of origin.
   
2. Transportation to and from the departure airport.
   
3. Recommended or optional immunizations. Some of these costs are covered by the student’s health insurance policy, and recommendations vary according to her medical background and previous travel.
   
4. Medical insurance.  Students must provide proof of their own medical insurance, and this cost should not be part of the program budget.
   
5. Evacuation and Repatriation Insurance. Wellesley subscribes to a policy through International SOS which covers all Wellesley students and staff who travel abroad on College-related activities. There is not cost to the student or the faculty member for this insurance.

Note: Budget amounts should be listed in US dollars. If the dollar amounts are based on estimates in foreign currency, please indicate the exchange rate used, the source of the rate and the date.

A sample budget template is available by clicking here.

Once the initial budget has been approved, the Office of International Studies can assist faculty members in completing the Controller's Office "Winter Template", which itemizes expenses, indicating whether these expenses need to be paid in advance or on site and in which currency.

Financial Aid
Presently, the college’s policy with regard to Wintersession programs is that students who normally receive financial aid for their studies at Wellesley will receive institutional aid in the same proportion for their Wintersession program. The first $750 of the award will be made in the form of a loan. Any award in excess of $750 will be made in the form of a grant.

All financial aid awards are made by the financial aid office, and program directors are asked to never offer departmental funding to individual students. Students who are concerned about meeting the cost of the program should be referred to Student Financial Services and/or to the Student Aid Society.

Departments with funds that may be applied to a wintersession program are asked to include this in the initial program budget in such a way that it offsets the total cost of the program (and thus the cost to the individual participants).

SELECTING STUDENTS
Faculty members are strongly encouraged to advertise the program as broadly as possible since some qualified students may not currently be enrolled in specific courses. Please provide the Office of International Study with a description of your program along with URLs for more-detailed program descriptions, if available.

Determining Eligibility
While each program director determines the criteria for selecting students for the Wintersession program, preference should be given, whenever possible, to students who have not previously taken part in a Wellesley-sponsored international program. In addition, the following students should be considered ineligible:

• Students who are on any type of leave of absence for the semester prior to or following the Wintersession program. Students on personal, academic, conditional, medical, or financial leave are not considered Wellesley students and cannot register for courses, be billed for courses, or receive financial aid.
  
• Students who have already participated in a Wellesley-sponsored Wintersession program.
  

This policy does not apply to students who intend to study abroad during the following spring semester the on a Wellesley study abroad program that is directly linked to the Wintersession program.

Application Form
A sample application form can be accessed by clicking here. Faculty directors may choose to use the form as is, adapt the form for the particular program or may use a form of their own.

Regardless of the form used, the following information should be requested on the application:

• Student’s full name
• Banner ID number
• Citizenship
• Contact information (mailbox, e-mail, phone)
• Previous international experience or plans for study abroad

You may ask that applications be turned in to you directly, or you may have them submitted to the Office of International Study. The OIS can verify that applications are complete, notify students of missing materials and prepare files for the faculty director’s review.

Interview
Usually, program directors include an interview as part of the selection process. Interviews can be done alone or with another colleague who is familiar with the program and/or in collaboration with a member of the residential life staff or Dean of Students Office. During the interview, faculty are able to better assess a student’s motivation, preparation and fit with the overall group.

Accepting Students
Students should be notified in writing as soon as possible about their acceptance to the program. E-mail notification is fine, but students should be asked to accept their place in writing by signing a confirmation form (click here for a sample). By signing the form students agree to a penalty for withdrawing from the program. This can be accepted in lieu of a cash deposit.

Wait List
It is a good idea to keep several students on a wait list should any of the selected applicants not accept her place.

Notification
Once selections are made (and no later than November 1) a list of selected students with Banner ID numbers should be sent to the Office of International Study by e-mail. The OIS will forward the lists to the relevant on-campus offices and individuals.

TRAVEL ARRANGEMENTS
Faculty directors are responsible for making reservations for a group flight departing from Boston. For information Wellesley College's preferred vendors, click here. The agencies indicated can reserve flights and bill Wellesley directly. Students should be strongly encouraged to travel with the group. Where that is not possible, the student will still be billed for the cost of travel, but the cost of the airline ticket can be refunded to the student through the program budget (so long as the student notifies the director in time to make the change to the group reservation).

Land Arrangements
Should your itinerary require that you hire coaches, vans, boats or other means of transportation, it is essential that you ask to see the provider’s Certificate of Insurance.

Documentation
All students will need to obtain a passport for travel outside of the U.S. Passports should be valid for at least six months beyond the program end date. Please make sure that all students check their passport’s expiration date. If a student needs to renew or obtain a passport, she can apply in person at the Wellesley Square post office or at Wellesley Town Hall. She can print out the application in advance at http://www.travel.state.gov and will need to provide two passport photos, which are available at CVS for $7.99 or at the post office for $15.

In addition, depending on where your program is located and the nationality/visa status of your students, it may be necessary for some or all of your students to obtain a visa. Please check the visa requirements for U.S. citizens and refer any non-US citizens to Sylvia Hiestand, International Student Advisor.

Wellesley’s Safety Policy for International Programs
Wintersession programs should not ordinarily take place in a country when a U.S. State Department travel warning is in effect. In cases when a travel warning is issued after the course has been approved, the program will be reviewed by the International Safety Committee. Should the program be cancelled for safety reasons, students will be eligible for a full refund.

Monitoring Conditions in the Host Country/Region
The program director is expected to monitor current events and conditions in the host region and in any countries/regions through which the program travels. Students and their parents should be advised about safety concerns on site and should also review basic travel precautions with the group. The College subscribes to a comprehensive travel assistance program through International SOS, which provides access to regularly updated information on safety issues around the world. Faculty directors are encouraged to use this resource and to direct students and their parents to do the same.

Health Issues in the Host Country/Region
The program director should contact Health Services (see contact info for the travel nurse in the On Campus Resources section) to discuss health concerns relating to travel to the host country. In addition, a health services representative should be invited to participate in your group’s first pre-departure region in order to explain any recommended vaccines and outline which services are available on campus. International SOS is also a valuable resource for information relating to health issues.

First Aid Training & Supplies
Depending on your destination, you may be advised to complete a First Aid Training course. Check with the Office of International Study if you are interested in locating such a course. In any case, you should plan to take a first aid kit with you. See appendix for a list of recommended items.

Medical Insurance
All students should submit proof of comprehensive medical insurance that will cover them abroad for the duration of the program. College insurance (through Koster) will cover them abroad, but they will need to pay for services in advance and submit a claim form (with appropriate documentation) afterwards. Students who do not subscribe to college insurance should verify their coverage and the process for using their insurance abroad. All students should give you a photocopy of their insurance card for your records. Students with college insurance can request a card directly from Koster following the instructions on the Health Services web site.

Emergency Evacuation/Repatriation and Medical Assistance
All Wellesley travelers are covered by the College’s insurance policy with International SOS. The benefits of this policy are outlined on the SOS website. SOS will organize for emergency medical or security evacuation and can provide emergency medical assistance, including referrals to English-speaking physicians, approved medical facilities, MediVac services and pre-payment of medical, legal or other emergency expenses. You will need to request SOS cards from the Office of International Study. Please make yourself familiar with the types of services available and remind your students to keep the card with them at all times. International SOS can also provide you with a list of approved medical providers and hospitals, and faculty members are encouraged to gather this information in advance of the trip.

Waivers of Liability
Upon admission to the program, students and their parents are required to complete and sign the college’s “Assumption of Risk” form. You will need to edit this to include your program's information. No student should be formally enrolled in the program until this form has been received by the program director. A copy of each student’s waiver form should be sent to the Office of International Studies by December 1.

Registration with the Local U.S. Embassy or Consulate
Prior to departure, program directors should register their group with the U.S. Embassy so that in case of emergency, the Embassy will know how to locate the Wellesley students. This can be done on-line at https://travelregistration.state.gov/ibrs/.

Emergency Contact Information
Students and their parents should be given all relevant emergency contact information in advance of travel. Both students and their parents should know how to reach the program director on a 24-hour basis. (Please make sure you have a cell phone that will work in your host country. Your carrier should be able to rent you one if yours does not.) You should also know how to reach your students’ emergency contacts. Please have all students complete an emergency contact information sheet (click here for a sample), and keep this information with you while you are traveling.

PRE-DEPARTURE ACTIVITIES

Student Meetings
Program directors will want to meet with their students as a group at least a couple of times during the semester preceding the trip. At these meetings, faculty members should outline the academic expectations, provide a syllabus and any recommended reading. He or she should also discuss administrative details (registration, paperwork) and provide as much information about travel and accommodations as possible.

Registration
Once you have selected your students, they will need to register themselves for the program through Banner during the regular wintersession or summer registration period. Those students who do not register themselves will not be billed for the program, and funds from those students will not be available to you to spend on the program. In addition, students who do not register on time risk not receiving financial aid in time to avoid late fees. Please make sure that your students know that they need to register and verify that they have done so.

Withdrawals
Students who withdraw from the program will be liable for the withdrawal fee as indicated on their Confirmation Form (usually $200). In addition, they will be expected to pay for any unrecoverable costs related to their participation. In some cases, it is possible to replace a student with another student from the waiting list, but the $200 withdrawal fee will still normally apply.

Packing
Directors should be clear with students about what they will need to take. Keep in mind luggage limits for flights and busses, for example, and provide direction about what types of clothes will be needed (casual/dressy, weather, comfort, etc.). Let students know if they need to arrive with local currency and how they should bring any spending money. You may wish to edit the packing information we distribute for semester/year-long study abroad to suit your trip. A word version of this document is available here.

Program directors should be sure to pack the following items:

• Copies of Student Passports
• Emergency Contact Info
• Insurance Info
• First Aid Kit (click here for a suggested list of items)
• A cell phone that will work in the host country
  

PROGRAM OVERSIGHT ABROAD
For many directors, the anticipationof supervising the students on site is the most stressful. Planning ahead is the best way to avoid problems on site. Some items you should consider and discuss with your students prior to departure include:

Emergency Plan
You'll need to let students know what to do if they become separated from the group, how to call for assistance in the host culture and what to do should you not arrive at the designated meeting point. There should always be a second adult who can be contacted if you are not available.

Should there be an emergency on site, it is important that you notify the Office of International Study as soon as possible. The OIS can authorize services through International SOS and also communicate with other offices on campus as needed. Chances are that the parents will call here before they call abroad for more information. Click here to access Wellesley's Emergency Protocol for Study Abroad.

Rules about Alcohol & Drugs
Students will be subject to local laws about alcohol and drug use. The program should not purchase alcohol (or drugs) for students, under any circumstances, and students should be warned that any illegal activity is grounds for expulsion from the program. Directors should be clear in their expectations about how much legal alcohol consumption, if any, is acceptable. Students should also be briefed on how the local culture tolerates or does not tolerate drunken behavior and what the consequences might be.

Rules about tardiness and absence
Because there are real consequences when students are late on a program that travels, directors may wish to establish penalties for tardiness and communicate these to the students in advance. Students should not expect that busses or taxis will wait for them.

What happens if a student becomes ill?
It is important that program directors plan in advance to know how they will deal with students who become ill on the trip. They will need to know where the student can be treated (check with International SOS for providers who accept their insurance card, for instance) and also who will stay with the student if the group is traveling on.

FOLLOW-UP ACTIVITIES

Program Evaluation
Whether or not you intend to lead the trip again, it is a good idea to have students complete an evaluation of the program. Faculty members may wish to design their own, or they can refer students to a generic version at http://www.wellesley.edu/OIS/Forms/evaluation.html.

Program Report
Program directors are also asked to prepare a brief report with highlights of the program, and information on what went well and what did not. Any recommendations for future renditions of the program would be useful to others who may run the program after you.

Expense Report
At the end of the program, the program director should prepare a final expense report for the Controller's Office. Blank forms are available here.

SAMPLE FORMS AND TEMPLATES