Short-Term Study Abroad Tips and Techniques

1. Short-Term Study AbroadTips and Techniques Dr. Kim Gaither Culver-Stockton College Canton, Missouri

2. Well…What Do I Know? I worked at a consulting firm so I traveled weekly for about 10 years including trips to Mexico, Central America, Jamaica, Panama and China I have planned three study abroad trips: China, Europe and Costa Rica I’ve had the opportunity to learn by making several mistakes

3. Step 1: Getting Your Mind Right Study Abroad is not a tourist event – it takes a lot of preparation and planning – you do not make enough money to take this on, but it can be rewarding Aim for true experiential learning: intention, preparedness and planning, authenticity, reflection, orientation and training, monitoring and continuous improvement, assessment and evaluation, and acknowledgement Design to take full advantage of the experience: appreciating a new culture, good group dynamics, intellectual growth, and individual responsibility

4. Decide Where To Go Where would students be interested in going? Do you have special knowledge or a connection to a specific part of the world? Is it safe? Is it reasonable to travel to your location in the time you have available?

5. Design Your Travel Study Set the date and get approvals as needed Decide expeditor or self-booked or mixed Set a preliminary budget

6. Recruit and Market • Shamelessly use every outlet on campus • Campus TV, Radio, Newspaper • Table toppers in dining halls • Posters-get Graphics Arts assistance • Bulletin boards • Window paintings – see posters above • Club or organizational meetings • Hold informational meetings

7. Determine Itinerary • Make final decisions on all aspects • Dates • Day-by-day itinerary • Costs • Fill evenings • Entertainment • Reflections • Allow structured down time

8. Cost Considerations • Expeditor • Meals included / not included • Transportation to airport of departure • Tips – may vary by destination • Self-Structured (all of the above plus…) • All transportation (to/from airport, air flights, daily during travel study) • Guides / interpreters • Insurance • Hotels • Entrance fees • Travel costs of faculty member • Recommendation for student cash needs • Break it down

9. Deadlines for Student Payments • Set a non-refundable down payment ($100-$300) about 6 – 9 months ahead of the travel • Collect a 2nd payment in the semester before • Fee on tuition • Another $300 - $500 • Final payments collected by start of semester • Set a refund schedule • Work with financial aid

10. Collect Data • Biographical Information • Health Statement including insurance • Includes a release for faculty member to seek treatment • Travel Release • Insurance forms • Endorsement by Dean of Students • Faculty Recommendations • Travel Contract • Copy of Passport / Visa • Cell phone numbers • Roommate preferences (2-3-4)

11. Prepare the Students Academically • One-hour prep class versus mandatory meetings • Cultural review • Language review • Itinerary stops • group work • Have students determine their learning objectives

12. Prepare the Students Practically • Explain and review where you will go, what you will see, and what to expect • Special attention to airport processes • Teach them how to pack – review packing limits and airport requirements • Remind them to weigh their packed suitcases • Encourage sharing of items with roommates • Advise students to take walks for physical preparation – pack comfortable shoes

13. Prepare the Students Practically Review the documents needed and how to keep them safe Have students notify their credit/debit card companies Cover money exchanging Cover electrical currency devices (120/220 v) Discuss clothing requirements – emphasize reusing clothing Remind them to not bring jewelry or keepsakes Discuss safety – many, many times

14. Weeks Before Departure • E-mail frequently with your host guides • Check on best places for money exchange • Double check with your airport transportation • Give them maps, campuses can be tricky • Copy all important information and leave with campus liaison • Secure at least one international cell phone

15. Paperwork to Pack Copies of all passports and birth certificates Copies of spreadsheets with critical information Copies of heath information and biographical information Credit card numbers and telephone numbers to call in case of loss Copies of airline tickets and drivers’ licenses

16. Medical Kit Motion sickness medicine Tylenol, Advil, etc. Decongestants Copies of any prescriptions Band-aids Sunscreen Nail kit Anti-diarrhea medicine

17. Day Prior to Departure Final mandatory meeting to review required times Discuss appropriate travel wear Distribute colored ribbons for bags Verify students have weighed each bag Make students show you passports/visas

18. Final Thoughts • Locate and write down all information for the closes U.S. Embassy for each part of the travel • Locate hospitals or clinics in area you are traveling • Local guides can help • Remind students at least once time per day: • No, it’s not like home, but that’s okay • No, you don’t like everybody on the trip, but that’s okay • Be early for everything

19. Travel Insurance Providers To get multiple quotes in one stop, go to Square Mouth http://www.squaremouth.com/20344 STA http://www.statravel.com/travel‐insurance.htm Travel Insured International http://www.travelinsured.com/plan Seven Corners http://www.insubuy.com/trip‐cancellation‐insurance/ Travel Guard http://www.travelguard.com/ Insure My Trip http://www.insuremytrip.com/index.html?linkId=FR924597

20. Tracking Documents

21. Tracking Documents

22. Travel Contract

23. Online Forms