Faculty-Led Trips Abroad

Proposal Guidelines for Approval of Trip
3 Months Prior to Departure

• Approval for the trip in writing from the appropriate academic department if credit is involved or approval for the trip in writing from the Director of Athletics if athletic competition or sports studies activities are involved

• Summary of trip, including itinerary, course descriptions and housing contact information with telephone and fax numbers

• Trip leaders must have a cell phone that will work internationally or some other effective method of communication in emergencies, such as a satellite phone. Please provide us with the leader(s) cell or other phone number(s).

• Description of the budget and program fees charged to students

• Generally known risks in the destination

• Names and qualifications of Whitman and non-Whitman staff for the trip

• Information about the vendors for trip such as tour operators and bus companies

Required Pre-Departure Documents
1 Month Prior to Departure

• Dean of Students Clearance Form This form should be used to send the names of the participants to the Dean of Students Office to make sure that participants have no history of discipline or other nonacademic problems that the trip leader would want to know about. A copy of this form should be included with the other documents sent to the Study Abroad Office. We recommend trip leaders obtain Dean of Students Clearance before accepting students as a participant on a trip and before purchasing airline tickets.

• Health Statement and Liability Waiver along with the CDC immunization recommendations and U.S. State Department Travel Advisories for countries to be visited

• Proof of Medical Insurance Form (demonstrates student is covered while abroad)

• ISIC Application (benefits include medical evacuation insurance)

Required Pre-Departure and In-Country Procedures

• Prior to departure register all group participants on-line at the U.S. Embassy in the countries that you will be in so that U.S. officials can contact and assist the group in the event of an emergency.

• Immediately upon arrival overseas provide participants with local emergency contact information, such as how to reach the faculty director after hours and where to go for medical attention.

Recommended Predeparture Information for Students

To help the students have realistic expectations for their foreign experience, Whitman faculty/staff taking students abroad should provide students with appropriate pre-departure information. Guidelines for pre-departure information are described below. While it is the faculty/staff leader's responsibility to organize the pre-departure information, the Study Abroad Office can provide suggestions for sources of information.

• Description of course/activity including details about credit, prerequisites and academic expectations

• Description of physical abilities necessary for activity (e.g. strenuous hiking)

• Calendar and itinerary

• Program cost, availability of financial aid and billing procedures

• Information on how to obtain a passport and visa if required

• Description of housing and living conditions

• Banking and money matters (ATM, Travelers Checks, etc.)

• Description of local conditions including access to medical facilities, road safety, health risks, crime, attitudes toward Americans

• Cultural norms and taboos

• Appropriate clothing, luggage and other items to bring

• Emergency contact information for families such as e-mail address, fax and telephone numbers

Recommended Predeparture Information for Parents