Policy Number: I-35
Last Reviewed: September 1, 2021
Responsible Dept.: Vice President of Academic & Workforce Solutions
A signed copy of this policy is available in the President’s Office.
Purpose
Recognizing that the successful student of today must possess a global awareness, Virginia Western Community College is dedicated to providing international experiences for its student body. These experiences may be in the form of tours; field trips; exchange programs for students, faculty, and staff, classes taught abroad, or providing international education through its faculty.
Policy
The President of the college must approve all foreign travel of any nature that is associated with Virginia Western Community College. When involved in college-funded or college-sponsored international travel, faculty members, staff members and students should at all times remember that they represent Virginia Western Community College, the Commonwealth of Virginia, and the United States. The dates for Virginia Western Community College travel abroad should not conflict with other scheduled classes or required faculty workdays, without supervisor permission. Faculty members are responsible for fulfilling their teaching or administrative duties to the college. Staff members are responsible for fulfilling their job responsibilities and communicating with their supervisor about leave time. A Chrome River Pre-Approval Report must be completed and approved by the appropriate supervisor, and all special exception approvals before the trip. All State Travel Policy Guidelines must be followed, especially those related to air travel, lodging allowances, per diem allowances, and currency exchange.
Procedure
Below are guidelines for Approval, Evaluation, Institutional Support, Student Conduct, Health and Safety, and Legal.
Approval:
- Faculty or Staff traveling abroad must meet with the School Dean prior to submitting their international travel proposal to the President to ensure that all paperwork is in order. A minimum of two weeks prior to leaving the college, Faculty or Staff members must submit the following to the School Dean/Division Leader:
- An itinerary, which includes the names and telephone numbers of all hotels or other locations where the faculty/staff member can be contacted.
- Form IT-1 International Travel Faculty/Staff Assumption of the Risk Form signed by the faculty or staff member.
- Faculty traveling with students must also complete a preliminary travel proposal six months in advance and the IT5 form three months in advance to travel with students. A minimum of two weeks prior to leaving the college, Faculty or Staff members must submit the following to the School Dean/Division Leader:
- An itinerary, which includes the names and telephone numbers of all hotels or other locations where the faculty/staff member can be contacted.
- Form IT-1 International Travel Faculty/Staff Assumption of the Risk Form signed by the faculty or staff member releasing personal information.
- An Application Form for travelers in the International Group Travel should be developed by the faculty or staff director and must be completed by all travelers. The following information and materials must be collected and forwarded to the School Dean/Division Leader:
- An itinerary, which includes the names and telephone numbers of all hotels where the group can be reached.
- A complete list of travelers with EMPLIDs, home addresses, and telephone numbers.
- A Form IT-1 (Faculty and Staff) and IT-2 (Student/Participant) International Travel Assumption of the Risk Form signed by each traveler.
- Proof that each traveler has purchased an insurance plan that will provide a minimum of $5,000 medical expense coverage.
- A photocopy of the passport (and visa if necessary) for each traveler.
- A completed Application Form (Form IT-4) for each traveler, providing the names, addresses, and telephone numbers of three family members or friends who can be contacted in case of emergency.
- Trip budget per traveler and for the total project reviewed and approved by the Vice President for Financial and Administrative Services.
- Faculty planning to teach a course outside the United States must coordinate their proposal with their School Dean and notify Human Resources.
- A preliminary course proposal must be submitted at least six months prior to the date of departure.
- Form IT-3 International Education Course Proposal must be completed and submitted to the School Dean at least three months prior to the date of departure.
- The following information must be submitted to the School Dean before the faculty and students depart:
- The faculty member will have submitted IT-3 (Course Proposal).
- All students must complete and sign a Form IT-4 Application to Take an International Travel Course. The minimum age of students should be 18. The following are also needed:
- An itinerary, which includes the names and telephone numbers of all hotels where the group can be contacted and the name and telephone numbers of group leaders.
- A list separate from the application forms which sets forth each students’ name, EMPLID number, home address, telephone number, and names, addresses, and telephone numbers of the parent(s) or guardian(s) or spouse or other person(s) who can be contacted in case of emergency.
- Appropriate Forms IT-1 and IT-2 International Travel Assumption of the Risk Forms signed by all traveling participants and giving the college authority to release information about the participant to the persons who are to be contacted in case of an emergency.
- Written proof that each student is currently covered or has purchased an insurance plan that will provide a minimum of $5,000 medical expense coverage.
- A photocopy of the passport for each student and faculty member.
- A complete breakdown of all costs per student and the total projected costs.
Evaluation:
- The Professional Development Committee will evaluate the IT-5 Travel Proposal.
- If the IT-5 Travel Proposal is recommended for approval, it will be submitted to the Vice President of Academic and Workforce Solutions and to the President for review and approval.
- All courses taught abroad will cover the required learning outcomes for the class that is being taught.
Institutional Support:
- Faculty and Staff members must discuss financial arrangements with their respective School Dean and the Vice-President of Financial and Administrative Services or designee and receive Chrome River pre-approvals before making any travel arrangements. This discussion should include the source of funds (grant, state funds, local funds, foundation, other, etc.) and review of State Travel Policy Guidelines especially those related to air travel, lodging allowances, per diem allowances, and currency exchange.
- When two or more employees travel internationally, it requires additional approvals as outlined in State Travel Policy. Travelers should contact the Shared Services Center in advance of the trip to discuss required approvals and special international requirements to ensure the proper approvals are secured.
- Any expenses incurred by the faculty or staff will not be reimbursed by the college or by student fees.
- Faculty will be given appropriate workload credit consistent with academic policy.
- Upon return to the college, Faculty or Staff must complete a Chrome River Expense Report for reimbursement within 30 days.
- Any travel made not following State Travel Policy Guidelines will not be reimbursed as it is the traveler’s responsibility to discuss and seek approval for these arrangements before traveling.
- All monies collected must be deposited with the Financial Services Office and the same office will pay all expenditures from these monies.
- The faculty or staff member cannot have student fees cover their travel expenses.
Student Conduct:
- Students traveling shall maintain standards of conduct appropriate to membership in the college community. The conduct process while traveling will be the same as on campus. Such responsibilities include the following:
- Each student has the responsibility to demonstrate respect for his or herself as well as faculty, staff, and other students.
- Each student has the responsibility to know, understand, and abide by the regulations and policies of the college.
- Students should at all times remember that they represent Virginia Western Community College, the Commonwealth of Virginia, and the United States.
- Violations of Virginia Western conduct policy are subject to disciplinary action. The conduct policy can be found here: https://www.virginiawestern.edu/about/legal-and-policies/policies/student-affairs/i-21/
- Regardless of the age of the students traveling, the faculty or staff sponsor is responsible for the safety and welfare of each of the members and should always know the status and whereabouts of each member.
Health and Safety:
- Coordinator will monitor Travel Warnings by the United States Department of State.
- Travel will be cancelled if there are travel warnings issued to countries that the faculty, staff, or students will be visiting.
- Coordinator will ensure there is written proof that each student is currently covered or has purchased an insurance plan that will provide a minimum of $5,000 medical expense coverage.
- Coordinator will provide information about the health and safety risks associated with international travel and travel to the specific country to which participants will travel.
Legal:
- Policy for International Travel will be reviewed by agency counsel.
- This policy follows the Virginia Public Higher Education Guidelines for Study Abroad, Virginia Code §23.1-903.1
Forms
- Form IT-1 – International Travel Faculty/Staff Release Form (PDF)
- Form IT-2 – International Travel Student/Participant Release Form (PDF)
- Form IT-3 – International Travel Course Proposal (PDF)
- Form IT-4 – Application to Take an International Travel Course (PDF)
- Form IT-5 – International Group Travel Proposal (PDF)
- Form IT-6 – Checklist for Planning a Trip Abroad (PDF)
