Study Abroad Guidelines
All program faculty/trip leaders should implement the following in
their planning of UVM sponsored trips abroad:
advisories both when planning courses
that include travel abroad and prior to traveling abroad. Travel
should never take place to countries on the State Department’s warning
Health Care issues
Mandate that all students carry health
which would apply to payment of claims worldwide and includes
medical evacuation coverage. The UVM sponsored student health plan does
this in combination with the emergency services program through
SOS which is already in place for all students and employees. Full-time
registered for nine or more credits can enroll in UVM’s student health
August or January of any given year by calling UVM’s student insurance
broker, Consolidated Health
Plans (CHP) at www.chpstudent.com.
Or you may call (800) 633-7687, or email
Students should carry an insurance card with them
times. For additional questions, contact
the Center for Health & Wellbeing Insurance Coordinator at
Full time UVM employees
automatically have health
insurance coverage through a combination of UVM’s health plan, workers
compensation and travel accident insurance.
In addition, SOS
International provides medical evacuation,
and emergency services.
to departure. Contact UVM's Student Health Center Travel
regarding recommended immunizations.
UVM contracts with International SOS Assistance
responds in emergency situations to coordinate health care and
services. All UVM employees and students
automatically have this service. SOS
Emergency cards can be obtained through the Department of Risk
(656-3242) or Office of International Education. (656-4296)
· Develop an emergency notification plan, with
contact information and details on how to access emergency funds, as
well as an
emergency evacuation plan.
· All participants shall supply the name and
telephone number of an emergency contact person. A master list shall be
UVM for reference
· Outline procedures for host families in case
a student is injured in their home.
· At least one person, instructor, staff or
student, should be instructed in basic first aid. A first aid kit
· Institute an incident reporting system to
immediately notify UVM Risk Management (656-3242) of any event
significant injury or crime against participants. This keeps Risk
abreast of any potential liability situations. Click here for a sample incident
Conduct a student orientation prior to departure
Faculty/Trip leaders shall be responsible for obtaining information
about and advising students on how to seek help in emergency
situations, including medical care and law enforcement assistance.
Remind students of the aid available from the US Embassy and how to
contact them. The diplomatic corps can be especially helpful since
tending to the needs of US nationals is one of their responsibilities.
Encourage a "buddy system" Advise students that they not
travel alone, especially at night.
Avoid crowds, protest groups and volatile situations
Lock doors, windows of room
Don’t divulge personal information to strangers.
Remind participants to be inconspicuous. Keep a low profile and
don’t draw attention to nationality or wealth
Contact UVM's Police Services (656-3473) regarding training
sessions that may be available to the University community.
Advise students of any planned activities that may pose unusual
risk or require physical exertion.
Discuss code of conduct and expectations
Provide information on counseling and support programs available in
the host country.
Prohibit abuse of alcohol or illegal drugs
Educate students as to cultural differences, including local laws
pertaining to illegal drug and alcohol use.
Discourage students from renting or driving vehicles while in foreign
countries because of complications in settling matters if an accident
were to occur. Should students elect to rent or drive a vehicle for
their personal use, they must clearly understand that the
University will not be responsible for any damage or bodily injury.All
UVM Risk Management driver training and have their
motor vehicle record checked. If
vehicles are chartered with a hired driver, make sure Risk Management
reviews the charter agreement. Vans greater than a 12-passenger are
prohibited. Charter companies must provide proof of insurance. They
the vehicle that is rented for course work for
Early Termination of Trip
Outline trip cancellation and refund policies including who makes the
Outline process and criteria for an individual participant’s
termination from the program. Be clear that related travel costs are
the individual’s responsibility in this case.
Maintain continuous and open communications between campus
administrators here and those abroad
Faculty will maintain e-mail access with participants, when
Encourage students to call home and check in with parents from time
Remind students to register their address and phone number with the
Faculty or supervising staff should check in periodically with
Faculty should keep track of the location of their students when
away from the group overnight.
Faculty should check the Department of State website or check in
with OIE (x64296) for periodic updates on travel advisories, during
Have all participants a sign a memorandum of understanding (MOU)
which clearly outlines what conduct is expected from all participants,
the consequences for non-compliance, and the responsibility assumed for
personal activities. Click here for sample MOU.
In the MOU, clearly advise students of any planned activities that
may pose unusual risk or require physical exertion.
Students who elect not to travel with the group should complete an Alternative
Conduct a Faculty/Staff Orientation Prior to Departure
Develop an itinerary which specifies course activities and
activities that are outside the scope of course work.
Cultural, safety and other issues
Roles of faculty and staff
Duties of on-site faculty and foreign staff
Travel procedures and processes
Reporting incidents, including serious injuries, crimes, medical
Provide periodic updates to UVM campus
Basic first aid procedures
Have UVM Risk Management review all agreements affecting the program,
including touring companies, housing agreements, and charter
transportation. Risk Management will require proof of insurance.
Location and inspection of host country
Conduct inquiry of the health and safety risks of the local
environment of the program, including program sponsored accommodations,
events, excursions and other activities on an ongoing basis and share
information with students and parents
Do not place faculty and students in residences adjacent to US
government offices, like embassies, since official buildings are
potential targets for terrorism.