University of Pittsburgh Study Abroad Programs

1. University of PittsburghStudy Abroad Programs Guidelines and Checklist

2. Type of Entity • Is the University collaborating with another entity to plan or coordinate this program? • If so, what type of entity is involved? • A subsidiary or affiliate corporation of the home campus? • Separate American educational institution? • Foreign institution • Tour operator or travel agent • Educational consortium • Trade or professional association • Other

3. Type of Entity • If the University is collaborating with another entity to plan and coordinate the program: • What is the name of the entity? • What is the address of the entity? • What is the website address of the entity? • Who is the contact person with the entity? • Telephone number and e-mail of contact?

4. Background of Entity • Has the faculty coordinator and the Study Abroad Coordinator screened this entity to ensure suitability for the program activities?

5. Background of Entity (cont.) • Has the faculty coordinator and the Study Abroad Coordinator: • Documented the screening process? • Reviewed background checks for on-site faculty? • Contacted references of entity or past participants? • Obtained Proof of Insurance? • Requested information re: accidents or injuries within the last 5 years?

6. Terms of Agreement • If the University has a written agreement with this collaborating entity the following should be included: • Definition of responsibilities of the parties • Definition of the parties’ financial obligations • An indemnification provision in favor the University • Choice-of-law and forum selection clause • Requirement for acceptable insurance coverages

7. Terms of Agreement • Does the agreement comply with the Office of Purchasing contracted services agreement? • If the agreement does not comply, has it been reviewed by the Office of General Counsel? • Who will be signing the Agreement on behalf of the University? • Does that individual have signatory authority to be signing on behalf of the University?

8. Terms of Agreement • Does the agreement establish policies and procedures to : • Include personal and premises safety issues in orientations for faculty/staff and students? • Ensure safety during program activities (i.e., field trips, driving, sports/recreation?) • Promptly respond to injuries, investigate cause of occurrence and take corrective action? • Ensure appropriate incident reporting to the University’s main U.S. campus? • Respond to natural disasters, political unrest and other types of emergencies?

9. Orientation • Have arrangements been made prior to the trip for faculty/staff orientation? • Does the orientation include: • All issues addressed in the student orientation? If not, which were omitted? • Activity, field trip and travel approval processes • Training to spot, investigate and/or handle complains of discrimination or harassment • Specific duties of the position and safety responsibilities • Training to immediately report complaints, injuries, serious incidents and major illnesses to the University’s U.S. campus?

10. Orientation • Does the mandatory student orientation include the following issues? • Required participation forms, including Statement of Responsibility, waivers and health insurance forms, medical treatment authorization form, parental consent forms (if student under 18 years of age) • Description of the institutional policies/procedures that apply overseas

11. Orientation • Mandatory student orientation (continued): • Cost of trip (meals included – extra field trips included – transportation included?) • Review of local customs, cultural differences, religious observations, gestures, mannerisms, dress and other circumstances • Description of institutional resources and support systems (i.e., counseling center) that are or are not replicated overseas • Student insurance, both health and personal property • Passport, visa and immunization requirements

12. Orientation • Mandatory student orientation (continued): • Crime, terrorism, civil unrest and information concerning the venue (including US Department of State consular information sheets) • Review of local disease information for the venue • Approved and restricted program activities • Disaster and emergency action plan • Travel Warnings – what is your plan?

13. Orientation • Mandatory student orientation (continued): • Incident reporting information for accidents, theft, assaults, harassment, problems with faculty, staff, host families or others • Cancellation policies (who decides when to cancel; what criteria; what is University’s liability if a student refuses to leave a venue) • Alcohol and drug use policies • Reminder to be mature and conduct selves in a prudent and lawful manner

14. Facility • Does the collaborating entity own or lease classroom, housing and other facilities? • If leasing, has the lease contract been reviewed by the Office of General Counsel and Property Management? • Is security provided? • Reasonably safe?

15. Insurance • Does the collaborating entity provide the necessary insurance coverage required in the agreement? • Have the details of the coverage been provided to the University’s Office of Risk Management? • If not, has this been discussed with the Office of Risk Management?

16. Insurance • Who is responsible for the medical insurance coverage of the students? • Current insurance confirmed to be applicable overseas • Mandatory coverage purchased by the student • Optional coverage purchased by the student

17. Emergency Protocols • Do the on-site personnel know who to contact on the University’s US campus to report the incident? • Who is the emergency contact • Do the on-site personnel have an emergency contact in the US to call for each participant and faculty member?

18. Provide YourPersonal Information • Name, campus address and telephone number • Will you be accompanying the students on the entire trip? • If not, explain: • Name of alternate coordinator should you be required to return home early?