JMU Faculty Handbook for Short-Term International Programs

Forms and Deadlines

Deadlines, Reminders, and Advice

Faculty Handbook

1. Introduction

The Office of International Programs (oIP) serves as a resource to JMU faculty who are interested in developing Short-Term International Programs. The office is charged with oversight over all JMU and non-JMU study abroad programs as well as facilitating non-credit projects involving students travelling abroad on behalf of the University. In order to assist faculty in planning and organizing an effective short-term study abroad program--one that you and your students will find academically and personally enriching--the oIP has compiled this handbook. While the handbook, at first, may seem overwhelming, we ask that you view it as a resource document created to provide policies, procedures, and guidelines to assist you.

Taking into consideration the time and expense involved in planning a study abroad program, and most importantly, the need to ensure the safety of the students and to maintain the highest level of academic quality, we have adopted specific guidelines for short-term programs. These materials, when completed by the program director, assist the oIP in developing program descriptions, applications, and various other promotional materials as well as help to ensure a well-run program.

This handbook is a compilation of ideas from oIP staff members, faculty and administrators, cocuments from national and international conferences, universities and websites, and applicable University policies. In addition to the contents of this document and oIP staff, experts on study abroad exist in units and departments across campus. If you are new to leading an international study program, the one most important step is to seek out people who have led programs several times before. They are invaluable resources to the internationalization of JMU. The oIP staff can refer to you these faculty and staff experts as well as share our own knowledge.

2. Course Proposal Guidelines

The purpose of these guidelines is to provide information to JMU faculty who wish to create and direct Short-Term International Programs for both JMU and non-JMU students. These guidelines will assist department heads, college deans, and the oIP staff in evaluating proposals for short-term study abroad. All proposals should be discussed and modified as needed by the prospective Program Director (PD) and oIP staff.

This section provides information for faculty who are submitting a study abroad proposal for the first time and for faculty who have offered programs in the past or on an annual basis. Faculty who have questions regarding the procedure are encouraged to contact Jackie Ciccone, Director of Program Operations (DPO), 568-7004, cicconjb@jmu.edu.

Recommended Procedures
When a program proposal is in the exploration or formulation stage, the faculty member(s) should meet with Dr. Lee Sternberger, Executive Director of oIP and Assistant Vice President for Academic Affairs, to discuss the program concept. Such discussions allow the oIP to consider the various types of administrative arrangements that will be necessary to implement the program. It will also permit the oIP to appraise the relevance of the program in comparison to others under consideration. The discussion may also reveal possibilities of working with JMU faculty as well as other American or overseas universities. Follow-up discussions with Felix Wang, Director of Study Abroad and Jackie Ciccone, Director of Program Operations, are recommended to clarify details prior to marketing to students.

This course should have preliminary approval from the department chair, as the program will relate to the department's total course offerings. Moreover, the appropriate instructional department must be willing to assign its faculty member(s) to the program; a confirmation from the department chair is strongly recommended. It is up to the PD to inquire about and meet department, college, and committee approval procedures and timelines in order to secure course approval prior to admitting students in November.

• Special note for programs with COB courses: Please refer to the procedures and policies about promoting business courses prior to approval contained in the COB Policy on on Off-campus Course Offerings
• Special note for programs with COE courses: Please consult with the COE Dean for procedures and policies for developing programs.

Subsequent steps in the review process involve travel planning, feasibility and logistics, as well as a general academic overview. It is essential to consider the history of cooperating institutions (if applicable), the course objective and program overview, instruction methods, program audience, academic expectations, pre-departure requirements, housing and meals, transportation, tentative daily schedule, site demographics and cultural highlights, etc. A proposal might be academically sound, but impossible to plan within the current university travel and lodging cost guidelines.  Alternately a proposal might be affordable, but not academically sound.

The faculty member's department chair and dean or C&I review committee are the appropriate review bodies for academic quality and credit. In some cases, the C&I review must be completed before further action, such as promotion to students, is taken. The DPO and related oIP staff are the appropriate group to review program feasibility.

After the initial discussions and the subsequent development of necessary supporting data, the actual course proposal must be completed by the prospective PD. The academic course description and logistical worksheet should include information regarding course content, requirements, evaluation information, itinerary and housing information, and health and visa requirements. The DPO will assist with this process to assure that all required information is compiled in the proposal. See next section for a list of questions and issues to consider as the proposal and fact sheet are developed.

Criteria for Formulating Course Proposals

• The course should be clearly related to departmental and student academic interests and goals, providing either a pertinent international expansion of these, or a supplementation of campus programs so that the Short-Term Program helps to strengthen JMU academic programs overall.
• Whether intended for undergraduate or graduate credit, the academic validity of the short-term study abroad program requires that it be formulated with serious reference to students studying abroad for academic credit rather than individuals merely interested in overseas touring on a non-credit or audit basis. Non-traditional students can certainly be included but should not be the core of participants or the focus of the program.
• The proposed course should be clearly related to the specialized professional interests of the faculty member(s) concerned. Instructors of graduate courses must either be a member of the JMU graduate faculty from the offering department or be approved to teach at the graduate level. JMU Short-Term International Programs should, whenever possible, be led by active regular faculty members. JMU faculty members who have retired should not be selected to serve as PDs of short-term programs after their official retirement date.

The PD is responsible for routing the course proposal in order to obtain all required signatures indicating that the course has the appropriate approval. These signatures include:  the departmental chair; the dean of the college; the dean of General Education Program for GENED credit; and the dean of the College of Graduate and Professional Programs when graduate credit is to be offered. Cross-listed courses should be submitted to all corresponding department chairs. Separate courses offered require separate forms and appropriate signatures.  The oIP cannot guarantee the successful planning or implementation of proposals submitted after the posted deadlines.

Following receipt of the proposal package, the oIP will work with the designated faculty member(s) regarding the actual organization and administration of the program. During the planning stages, the oIP will:

• work with the faculty member to develop an academically sound study abroad experience;
• confirm that the proposed courses have departmental and college approvals;
• work with the faculty member to develop a program budget;
• assess issues of safety and liability;
• develop promotional materials;
• assist in marketing the program both on and off the JMU campus;
• assist in screening students, with active participation of the faculty member(s) and the department;
• process the necessary application and legal forms;
• coordinate student registrations in courses which are an authorized part of the study abroad program; and
• maintain files of all required financial data for University and state auditing of the program's account after the program's completion.

Contact Time
The University’s standard contact time for credit courses applies to study abroad courses.  Contact time for instruction, e.g. lecture, seminar, presentation, group discussion, attendance at a required program-or course-related event, field/lab period, etc. is 750 minutes per credit hour, or 37.5 hours for a 3-credit course.  Pre-departure orientation meetings, lectures, etc. held in the spring semester may be included in the entire “course” contact time and, depending on the length of the actual study abroad program, should be announced as REQUIRED for all participants.  Students admitted in the program are expected to attend all group orientation meetings.

Grade Reports
Faculty members must submit the grades for participating students on official University grade reports. The oIP requests a copy of the final grades submitted as part of the official program records. The PD will be responsible for submitting grade changes to students receiving an incomplete "I" grade on the official grade report.

Course Evaluations
The oIP will collect program evaluations from student participants upon their return to campus. On-site during and at the end of the program, the PD should administer standard departmental course evaluations; modifications are optional and should be approved by the department chair.

3. Course Proposal Q & A

The list below may be helpful to answer questions/suggestions about the proposed course/program. Questions and issues to consider:

• What is the length of the proposed program?
  Short-Term programs are generally three to seven weeks in length; however, full summer-session-length programs and shorter experiences during the academic year, such as credit-bearing spring and winter break trips, are also encouraged. Programs that are less than three weeks in length on-site will be considered if pre- and post-program classes are held on-campus. Please provide tentative dates.
• What country(ies) will this program involve?
  Residential or single-country programs are recommended, as opposed to programs that suggest "touring" several different countries. Single-country or residential programs will also be less expensive, thus more attractive to students.
• Please provide a draft of the daily itinerary.
  An itinerary should include dates/cities/countries to be visited, daily activities, lectures, site visits and excursions (including modes of transportation, site and/or lecture fees, etc.)
• Will students be expected to pay for additional field trips?
  The itinerary should clearly indicate which excursions and site visits are course-related--these would be for all participants and included in the program costs--and which are optional or at the students' personal expense.
• Will students be allowed to travel on their own on weekends? and if so, how much should they budget for personal travel?
  Please provide examples of the type of independent travel they may choose.
• What contacts abroad can be utilized?
  Faculty members should provide the name, address, phone/fax numbers and e-mail address of any overseas contacts (educational institution, faculty member, travel agent, etc.) who might be able to assist with logistical arrangements and/or scheduling lecturers, museum visits, etc. The oIP, in cooperation with the PD, will contact this person(s) to contract for logistical services.
• How many students will participate in this program?
  Generally the oIP recommends that the group size be limited to 12 to 20 students. Past experience has shown that a group within these size limitations is the most manageable for one faculty member, and also provides a sufficient budget on which the program may be based. Larger numbers can be accommodated in residential programs where travel during the program is minimized, and for programs that involve more than one principal instructor.
• Please provide a description of the program audience.
  Is the program open to undergraduate- and graduate-level students? Must participants be a major or minor in the program area of study? Is the program open to non-traditional students and/or spouses?
• What are the program objectives?
  Please provide a brief description of the program goals and objectives. Will the program provide general education credit? Is it geared toward majors only, or open to all types of students, e.g., non-majors, undergraduates, graduates, students-at-large, non-traditional students, non-JMU students? It is imperative that a program objective be included in the proposal.
• What courses will be taught?
  Will students be required to submit written assignments, meet on a one-on-one basis with the PD, etc? If the course is to carry graduate credit, what are the characteristics of the course and the course requirements that distinguish the course from an undergraduate experience?
• What type of instruction method will be utilized?
  How will the courses be carried out on this program? Will the program include visits to museums, course-related organizations, lectures, papers, journals, etc.? What type of grading process will be utilized for each course?
• How much time will be scheduled for instruction?
  JMU requires 750 minutes of instructional contact time per credit hour, or 2,250 minutes (37.5 hours) for the typical 3-credit course. Instructional contact time may include lecture, classroom discussion, visits and excursions to cultural, historical, and course-related sites, performances, etc.
• What modes of transportation will be used from one site to another?
  Programs that are "on the move" or cover great distances (i.e. from one country to another) will significantly affect the program costs as well as pose a more significant level of risk and oversight on the part of the PD.
  Consider a student reimbursement process for costs associated with local transportation services (i.e. taxis, underground rail, buses) to and from program-related site visits; this encourages independence as well as timeliness on the part of students.
• What is the proposed type of housing for the program?
  Include names, addresses, phone/fax numbers and e-mail address for dorm, family stay, hotels (double or single rooms?) or other housing locations. Note:  Romantic partners will not be permitted to share rooms nor assigned to rooms during study abroad programs.
• Are there any special health requirements for travel in the proposed country(ies)?
  Identify immunization or health considerations that the students should be aware of prior to departure.
• How will on-site procedures for health care (injuries, illness, etc.) be handled?
  It is important for the well-being of the students to provide instructions for obtaining minor and emergency medical treatment. Prior to departure, research and evaluate local health care providers. Can the students go to the host university's health center? Is there a list of private physicians available in each major site of the program? Remind students to carry a list of required instructions and to maintain securely adequate medication for any known medical conditions and to expect to make payment for any services. Students with disabilities should register with the JMU Office of Disability Services (ODS) and confer with the OSD staff to determine eligibility for services and accommodations, if appropriate. An Access Plan outlining accommodations should be submitted to the OIP at least sixty (60) days before the program start date in order to assess and determine the ability of the university to provide a reasonable accommodation.
• What are the visa requirements and application fees for all countries involved?
  Provide a sample form and application criteria obtained from the appropriate consulate, along with a contact's name, address, phone and fax number.
• Are there any local legal requirements such as I.D. cards, registering with local police, etc.?
  Special instructions about obtaining proper forms, identification and registration procedures should be reviewed during program orientation meetings.
• How will the program be evaluated?
  Participants must fill out a course evaluation for each course offered as required by University policy. PDs should make arrangements through their department to have the evaluations administered. The oIP also provides participants with an opportunity to evaluate the program. It should be noted that the oIP evaluation is separate from the departmental evaluation.

4. Developing the Budget and Setting Program Costs

It is crucial to develop a projected budget early and determine the cost of attendance, before announcing the course.  Templates designed in Microsoft Excel include a budget projection which will calculate variances in exchange rates, fixed costs, per person costs, and other factors; an expenditure spreadsheet to record expenses throughout the program; and a closing financial report which should account for all expenses and payments and reflect any final balances forward. PDs are expected to have basic knowledge of MS Excel in order to prepare the budget projection and maintain the financial expense worksheets. Training is available through JMU's IT Center.

Following are guidelines for developing a budget and setting the program costs.

• Decide what the program will cover and what students will provide with their own additional funds. Two key decisions include how many and which meals the program will cover and what admission fees will be covered. Many programs include breakfast and dinner in the students' program costs and advise students to bring money to pay for their own lunches.  The advantage to this procedure is that it can save time in the middle of a busy day. If the program provides lunch, it can take longer to get everyone in and out of one establishment than to let them break up, find lunch on their own, and re-group at a designated time. Keep in mind that students' experience overseas can be diminished if they find they did not bring sufficient funds to cover incidentals or if they do not keep their nutritional needs in mind.
  
• Questions to consider: how much should students plan to spend on each meal over how many days?  Will students be expected to pay hotel/restaurant gratuities? If so, please give a rough estimate of the total cost of food above and beyond meals covered by the program fee.
  
• With regard to admissions costs, the PD may wish to include the cost of sites or events integral to the course in the program costs, and allow students to select and pay for other events themselves. It is best to include in the program cost any function for which attendance is required, for example: supplies costs, including art supplies if applicable, log books, writing materials, laundry, and spending money.  As arrangements are made for excursions and activities, ensure that they are academically focused and not merely tourist outings.
  
• Try to anticipate all possible expenditures in building the budget, i.e. make a detailed list. Some faculty find they can hold costs down by establishing their own in-country contacts who know of more inexpensive facilities than a travel agent does.   Other programs are best served with an external provider such as Intrax, a leader in development and operation of study abroad programs.  A qualified provider can develop a customized program that meets specific learning objectives, managing all or any of the following components:  itinerary development, logistics and on-site coordination, crisis response and liability coverage, and special visits and academic facilities abroad.
  
• The following is an illustration of items typically included in the budget:
  • land travel (taxi trips, chartered buses, public bus, subway, in-country/regional flights, etc., plus gratuities and tips)
  • accommodations for student participants (hotel, dormitory, or family residence)
  • food (meal stipend, group dinners)
  • administrative charges for telephone, fax, e-mail, etc. (include pre-departure communications)
  • travel and orientation materials (maps, guide books, etc., whose costs add up quickly)
  • admission fees (museums, theatre, concerts, etc.)
  • lecture and guide stipends
  • surprises (for example, a restaurant that automatically delivers bottled water to the entire group when it isn't requested or there is damage to property in a hotel or restaurant)
  • miscellaneous contingencies (photocopies, parking fees, luggage transfers, emergency funds)
  • include taxes (V.A.T., etc.)
    
• The tentative budget projection should include information regarding housing and meals, guest lecture fees; classroom rentals; admission fees; airfare for the PD; transportation to/from the airport; departure taxes; the approximate cost of local transportation if the students have to travel to classes by bus or taxi; field trips; etc.
  
• Study abroad program expenses for faculty meals do not operate on a "meal per diem" basis. Instead, the programs operate on an actual cost basis which cannot exceed the state per diem guidelines. Program directors need to provide actual meal receipts in lieu of taking a meal stipend. For more information about faculty and student meal expenses, please refer to the International Accounting Financial Operating Procedures.
  
• Study abroad fees do not include:
  • domestic round-trip transportation between the student's home and the U.S. port of departure;
  • return transportation from the foreign program location to the foreign port of departure;
  • cost of non-program local transportation at the program location;
  • passports and visa application fees;
  • required photographs;
  • required physical exams, x-rays and other medical tests;
  • required and recommended immunizations;
  • required health and accident insurance;
  • independent travel while abroad;
  • alcoholic beverages;
  • incidental expenses en route and abroad; and
  • expenses for accompanying family members/companions of the PD.


Note: State and University procedures classify the purchase of gifts and flowers as an improper use of public funds. An exception to this may be made with the inclusion of planned gifts on the program's budget attachment and subsequent approval by oIP. Be aware that the PD will be required to reimburse the program for expenditures determined to be inappropriate.

• Calculate the budget for the minimum number of participants. Once all costs are factored in and the budget is determined, there will be a minimum program fee to add to the tuition and fees for each student. The total cost at minimum enrollment may be adjusted with each additional participant, thus lowering the costs for the entire group. Remember to maintain some contingency funds for unexpected costs, unfavorable exchange rates, spontaneous program-related expenses, fees for currency exchange and bank transactions, and/or last-minute withdrawals. A small percentage of the total fees charged to students is appropriated to oIP for administrative expenses. Once the program fees have been posted to the students' accounts, no additional billing will be processed.
  
• The PD should monitor enrollment and projected expenses to settle ultimately on a final program fee that will be billed to the students in April.
  
• All budget projections must be reviewed and approved by the oIP before program costs are advertised. The final budget should balance to zero to receive approval.

5. Program Director and Support Persons

Classification of Program Directors and Assistants
Often the teaching and administration of study abroad programs require additional assistance, either to complement the academic experiences for the students or to perform administrative duties which support the program in general. It can be difficult to identify the role of an assistant due to the unique and varying structures of each program, but most individuals will fall into one of the following categories:

• Program Directors and Co-Directors: this category will include director(s) in charge of the program. Includes direct supervision of students and all projects.
• Instructor/Academic Leader: this category includes individual(s) whose role might teach a course as well as provide academic and administrative support, or an individual(s) who possesses technical abilities without which the program could not function.
• Support Person or Student Assistant: this category includes assistants who perform the record-keeping function or assist with students. This may include a spouse, student, or anyone designated for this support role.

The oIP will determine the formal classification of all program assistants and will make the final approval for employment and compensation.

Special note: The oIP does not assign "faculty members in residence" in short-term programs as it does for semester abroad programs. Program directors who have been assigned as FMIRs should be aware of the significant differences in allowable expenses.

Compensation for Program Directors and Assistants
oIP will collect and process the required documents to generate pay through the JMU Payroll Office. For program directors, payroll is processed in two parts--two or three consecutive disbursements on scheduled University payroll dates during the program and the final disbursement after the program financial report is completed. For program assistants, pay dates will correspond to the dates of service and are usually set for one lump sum disbursement towards the end of or following the program. The amount of compensation for program assistants is established by the OIP. PDs should inquire about the appropriate salary amount before finalizing arrangements with prospective employees.

Payroll for Program Directors and Assistants
The oIP will collect and process the required documents to generate pay through the JMU Payroll Office. For program directors, payroll is processed in three installments--two installments on scheduled University payroll dates during the program and the final installment after the program financial report is completed. For program assistants, pay dates will correspond to the dates of service and are usually set for one lump sum disbursement.

Responsibilities and Expectations of Accompanying Family Members/Companions
The Short-term PD wears many hats: teacher, dean, academic advisor, psychological counselor, financial advisor, tour guide, secretary, even, at times, janitor. The workload for programs abroad is thus much higher than that of teaching a similar course on the JMU campus. For this reason, faculty must carefully weigh the pros and cons of having any family members or other companions accompany them on the trip abroad during the time the program is in session. PDs must remember that their first priority is to be available to the program students in any potential emergency (or perceived emergency) 24 hours a day, 7 days a week, when the program is in session. Non-involved visitors and/or the demands of family responsibilities can be a distraction and an unwelcome source of additional stress for the faculty member, causing conflicts that are to the serious detriment of the program.  Accompanying family members or companions, if not enrolled as full participants in the short-term program or classified by the oIP as a Co-Director, Instructor, Academic Leader, Support Person or Student Assistant, are not considered in any way to be participants in the program or representatives of James Madison University or any institution affiliated with JMU. Accordingly, the following issues must be considered prior to the program.

• Travel Expenses:  It is University policy that faculty directors will not be reimbursed for any travel expenses incurred on behalf of family members/companions. Careful records must be maintained by the faculty director to ensure separation of expenses of any family members/companions from the reimbursable expenses of official travelers. Any additional costs incurred due to non-program travel before or after the program, stopovers, route modifications, or mode of transport made for the convenience of the family members/companions will be borne entirely by the faculty director. Payment and/or reimbursement for additional costs will be deducted according to the cost for a "direct" flight.

• Family Members/Companions’ Preparation for the Trip:  Family members/companions will not be reflected on the program participant list, and therefore will not receive program mailings or be invited to the program orientation meetings.  However, PDs are strongly encouraged to share information with their family members/companions about the country, anticipated activities, and the risks involved. In whatever way possible, family members/companions should investigate the safety issues related to the trip.

• Program Restrictions:  Although family members/companions are not participants in the program, they are expected to abide by the program policies and restrictions that are imposed for safety reasons. Family members/companions should be aware that their personal behavior must not in any way affect the quality of the program or the experience of the participants, and that their involvement in group activities may be prohibited by the oIP if deemed necessary.

• Minor Children:  Children under the age of 18 must be under the supervision of an adult other than the PD. Supervision of minor children is the sole responsibility of the parent(s). At no time should a program participant be asked to care for or supervise a child of the PD.

• Fees and Expenses:  Accompanying spouses or other family members of the PD may be enrolled for credit in the program courses as full participants (undergraduate, visiting student, non-degree student, graduate, or special student). Program costs are applicable in these situations. Family members/companions who are not enrolled for credit may only attend classes or excursions on a space-available basis, and with the permission of the instructor and the oIP.  If a spouse is present for only a portion of the program, then enrollment for credit will not be permitted. The PD is required to list names of all non-students accompanying the program and must indicate the relationship to the PD and in what capacity as well as program-related stays before and after the program.  Family members/companions are responsible for paying all fees and expenses incurred overseas according to conditions pre-arranged by the oIP. If a family member/companion attends a class or excursion with the program participants, he/she must pay any fees or expenses involved.

• Program-Related Duties:  Family members/companions will not have any official duties (chaperone, driver, assistant, etc.). Family members/companions are not protected by JMU liability insurance for any actions taken abroad, and are urged to discuss applicable liability protection with an insurance agent to ensure that adequate coverage is in place for his/her overseas activities.

• Medical Insurance:  Family members/companions must have their own medical insurance coverage for the period of the program.

6. Recruiting and Marketing Responsibilities

While the oIP staff members will do their utmost to promote study abroad programs, indisputably, the most effective recruiters are the program director and former student participants! The responsibilities and tasks below should help to maintain clear and consistent progress in promoting the program.

The Program Director is expected to…

• assist oIP in the development of the program description by providing requested information and regular updates throughout the planning process.
• provide specific information regarding the placement of an advertisement if a paid ad is deemed effective.
• announce information about the program in classes and/or convey information to other faculty members so that they may make an announcement in their classes regarding the program.
• counsel students who may be interested in studying abroad.
• maintain a list (name, address, phone number) of interested students, including any who have inquired by phone or in person.
• contact students (particularly non-JMU students) who have called, e-mailed, or otherwise inquired about the program. Check with them periodically to see if they remain interested, and inquire if they require further assistance in order to apply.
• coordinate recruitment/informational meetings and invite students to attend these meetings.

The Office of International Programs assumes the responsbility to …

• prepare one-page flyer for distribution to students
• place advertisements in publications such as the JMU Breeze.
• develop web sites featuring the program descriptions and contact information.publicize recruitment/informational meetings on campus.
• distribute one-page flyers at special promotional events
• field phone calls and walk-in inquiries regarding programs.
• meet with students to counsel them on various program options available, and assist students in finding a study abroad program that will meet their academic needs.
• use peer advising assistance in order to aid in recruitment.
• host an annual study abroad fair in late September to promote all international activities on campus. PDs who have completed the proposal process are invited to host a table and display program-related visuals and material.

7. Financial Procedures

Before the Program Starts
oIP will advise the International Accounting (IA) Office, a branch of the Division of Administration and Finance, about proposed international programs. IA provides financial management advice, analyzes projections for compliance with State and University regulations, and supports international programming by processing deposits and payments by wire transfer. IA and oIP organize general financial procedure management sessions in the fall semester, with smaller group meetings are in the spring semester during which more detailed information about managing funds, on-line banking, travel advances, etc. is announced. PDs are required to attend at least one meeting with IA close to the actual departure date.  Once the program ends, a completed summary financial expenditure report must be completed within two weeks of the conclusion of the program. 

Prior to departure, the PD should notify oIP and IA of the need to initiate deposits or prepay program expenses.   Making pre-payments prior to the start of the program will reduce the volume of paperwork on-site as well as assure actual costs for accommodations, services, etc. in U.S. currency which is advantageous for the budget projection. Prepayments can be made by wire transfer directly to vendor, accounting voucher or credit card purchases. PDs are discouraged from using their JMU MasterCard Travel Card, JMU MasterCard Small Purchase Charge Card, or personal credit card to arrange program prepayments. Expenses made with personal funds for transportation (plane, rail, etc.) cannot be reimbursed until after the traveller returns. The PDs should confirm restrictions for reimbursement in advance of any purchases.

Vendor agreements and contracts, requiring signature by a JMU representative, must be approved and signed by John F. Knight, Assistant Vice President for Administration and Finance.

IA will present and review instructions for the financial report and provide a sample report. PDs are welcome to consult with the oIP and IA staff as needed.

Reimbursements for out-of-pocket expenditures on behalf of the program must be handled stateside and will not be processed until the Summary Financial Report and related documentation have been reviewed by oIP and IA. Exceptions may be considered but are not guaranteed in the event of MasterCard Travel Card or personal credit card charges (with the exception of airfare) for emergency situations.

Each program's final budget is due in the oIP by April 1. The oIP will distribute for appropriate administrators' approval. Changes to the approved budget (if any) should be presented one week prior to program departure. All budgets must be presented in the required format. (See appendix)

Travel Authorization
Early in the spring semester, the oIP will complete and process a travel authorization for each PD. This form is to be approved in advance of ticket purchases and allows for other travel-related funds such as lodging and ground transportation prior to departure for expenses that cannot be pre-paid. As a rule, plane tickets cannot be purchased until 90 days prior to departure.

Managing Funds while Abroad
The IA will assist the PD on decisions to manage program funds while abroad. There are several options:

• VISA ATM/ Bank Debit Card -- The PD may choose to access program funds while abroad via use of a VISA ATM/ Bank Debit Card. IA will open a non-interest-bearing checking account at SunTrust Bank into which the total sum of program funds to be spent abroad will be deposited by direct funds transfer. The program director will access those funds while abroad via use of a VISA CHECK CARD. Use of the CHECK CARD before or after program travel is not allowed. The PD will be required to sign a statement of understanding of bank account terms and intended usage. Bank statements will be mailed directly to IA and copies of statements will be forwarded as they are received for inclusion with the Summary Financial Report. Upon completion of the program, the bank account is to be closed by the PD after all pending charges have been processed against the account. The VISA ATM/Bank Debit card is also to be returned to IA. The bank account is restricted to expenses incurred abroad, and personal transactions are not to be processed through this account. The use of this bank account is restricted for program expenses abroad only. Stateside program purchases and personal transactions are not to be processed through this account. (Goods that can be purchased stateside, such as books, equipment, reference items, and miscellaneous supplies must follow University Procurement Procedures).
• AMEX Traveler's Cheques -- The PD may obtain American Express travelers cheques via a Local Check Request payable to JMU. IA will coordinate these requests with Jackie Ciccone in oIP. The program director will be required to sign an acknowledgement of receipt of program funds. Unexpended travelers cheques must be returned to IA for immediate deposit to the program’s local account. The Travel Authorization Form, with the Foreign Destination portion completed, must be approved before the check request for travelers cheques can be processed. To issue travelers cheques, the UBO requires the traveler to present the “Request for Advance” form and a copy of the approved Travel Authorization.  Allow sufficient time to take care of these details.
• Mastercard Travel Card -- The MasterCard Corporate Travel Card may be utilized while abroad. Based on the timing and duration of the program, the director may charge program expenses on the card. However, sufficient monies must be left stateside to cover planned program expenses that will be handled in such manner. All charges to the card (planned or emergency) will be reflected on the individual’s monthly MC bill. It is the responsibility of the director to pay the MC bill promptly. The University will not pay/reimburse late fees. Therefore, upon conclusion of the program, the director must promptly submit a record of program expenses for reimbursement. Upon approval by Accounts Payable, the reimbursement will be directly deposited to the director’s personal bank account. The director may then pay the MC bill. (The MC Travel Card is good to have in emergency situations).
• Personal Credit Card -- A personal credit card may be used on behalf of the program in emergency situations. To receive reimbursement upon conclusion of the program, the director must promptly submit a record of program expenses with detailed receipts attached. Upon approval by Accounts Payable, the reimbursement will be directly deposited to the director’s personal bank account. The director may then pay their credit card bill.

Purchasing Equipment, Supplies, and Services
All planned equipment purchases on behalf of JMU must be listed on the program budget for prior approval. Equipment purchased for programs are considered University property and will be decaled by Fixed Asset Accounting.  All decaled equipment will be included in the director's departmental inventory, which is updated annually.  Equipment transfers and disposals are coordinated through Plant Fund Accounting only.  Equipment may not be disposed of, given away, or bartered in lieu of services by PDs. Jointly oIP and IA will assist the PD to ensure that all expenditures comply with State and University procedures, and that disbursements are necessary, reasonable, and directly related to the goals and mission of the University.

The OIP will also coordinate purchasing supplies, textbooks, and other budgeted materials. PDs are strongly discouraged from making out-of-pocket purchases and requesting reimbursement.

Food and beverages are available from on-campus vendors and the OIP can facilitate billing these expenses directly to the study abroad program's university budget. PDs may request reimbursement for food and beverages purchased off-campus; a signed travel expense reimbursement voucher, an approved business meal certification form, a list of attendees, and original itemized receipts (not a credit card slip) must be attached.

It is recommended that PDs check with the OIP in advance of making purchases.

8. Travel Arrangements

Travel Arrangements for Faculty Directors and Instructors
After a minimum number of participants have enrolled by paying their deposit and submitting their statement of intent form, the PD will discuss with the oIP his/her travel arrangements in connection with the program. PDs will be responsible for making reservations for airline tickets only to destinations relevant to the specific program they are directing. International travel requires approval from the University President on a completed Travel Authorization Form prior to the purchase of airfare. The ticket prices should be approved by the oIP prior to ticketing.  Local travel agents accept JMU Small Purchase MasterCard Credit Cards. Payment for air travel cannot be made prior to 90 days before departure. Tickets purchased with personal credit card or other funds cannot be reimbursed until the trip is completed.

It is strongly recommended that the PD travel and arrive at least 48 hours in advance of the program starting date to prepare for the student arrival date. Not only does this afford the opportunity for the PD to settle in and prepare for the students' arrivals, but benefits the PD in the event of unexpected delays or problems with accommodations on-site. The OIP collects travel information from the students and maintains a list of flight information. Occasionally arrangements are made to meet students upon arrival at the airport. Students should receive printed instructions for meeting the program director and/or locating the hotel or program residence as well as options should they arrive later than planned. PDs should provide estimated costs for land transportation (bus, taxi, tube) to the program meeting place.

Travel Arrangements for Students in the Program
State regulations do not permit James Madison University administrative units or faculty to require students take a "group flight" or to make exclusive travel arrangements with a specific travel agency or airline on behalf of groups of students. JMU does not have contractual agreements with travel agencies for "group travel". Advice on options for travelling to the program location may be presented to the students, allowing them to choose their own means to secure their tickets. Adherence to these regulations is essential and is also important in terms of faculty liability. In the case of contractual agreements with "study abroad providers", JMU will commit to land and "in-country" transportation only; should the study abroad provider offer transcontinental airline options, the students may coordinate the options for scheduling flights and must pay the provider directly. Students are strongly encouraged to purchase trip cancellation insurance that would provide monetary support for non-refundable expenses and service charges imposed by public carriers and travel suppliers, including baggage loss or delay. The OIP requires students submit their travel itineraries which are collected by group and given to the PD prior to his/her departure.

Safe Automobile and Land Transportation
Use of faculty-driven automobiles should be considered very carefully. In addition to risks associated with driving in the U.S., faculty operating cars abroad may be unfamiliar with traffic laws, car operation, road/highway systems, etc. Acquiring valid insurance coverage abroad may also pose a problem. Faculty driving rental vehicles must have a valid driver's license (some countries may require a chauffeur's license for transporting groups), a good driving record and familiarity with the type of vehicle to be driven. Obtain maps and determine routes beforehand and stick to travel plans. Student participants are not permitted to drive vehicles as part of the program transportation. Taxis and/or buses are likely to be a better alternative.

Any group land travel should be arranged with a reputable company. When determining appropriateness of the company, the PD should consider how drivers are selected and trained, as well as the amount of liability insurance available. Drivers are to be instructed not to pick up any additional travelers.

In the event that travel arrangements must be made on-site, please assure that the driver has a valid license and that the vehicle is in good condition and appropriately insured.

9. Cancellation of the Program

The appropriate department and/or college, along with the oIP, reserve the right to cancel the program if any of the following occur:

• the minimum number of students needed for financial feasibility are not enrolled in the program (a minimum of 10 students is recommended)
• events at the study abroad site(s) indicate that the security of students cannot be reasonably protected*
• there is a substantial increase in the cost of travel
• the faculty member does not fulfill his/her responsibilities according to the regulations entailed in this handbook
• the status of the faculty member in the department/college/university changes
• the oIP staff determines that the proposed program is no longer feasible for financial, organizational, or other reasons.

  *James Madison University does not automatically prohibit study abroad programs to countries under a Department of State Travel Warning.  Each Program Director must submit a detailed travel safety plan and exit strategy.  PDs should understand, however, that staying in-country is sometimes safer than exiting.  PDs need to specify why travel to a country under a DOS Travel Warning is still the better choice over a country without such a warning.  Study abroad to a country with a DOS Travel Warning is subject to approval by the Executive Director of the Office of International Programs and in some cases may be denied.

  PDs must closely monitor the situation on the ground in the country in question, staying in regular contact with personnel on site and with the OIP staff. 

  Even if travel is initially approved, if changing circumstances dictate, the OIP and/or senior university administrators may cancel the trip.

Official notification of program cancellation will be made by the oIP. Students will receive refunds for deposits and other monies paid to JMU for the program. JMU is not responsible for securing refunds for airfare or other pre-departure costs incurred by students. Students are encouraged to purchase trip cancellation insurance that would provide benefits for related travel expenditures such as airfare, lost baggage, etc.

10. Student Admission Requirements

Eligibility
Most study abroad programs are open to students of all disciplines. Applicants must satisfy JMU undergraduate or graduate admission and course requirements and complete the entire program. Applicants who do not meet JMU admission requirements are not permitted to participate in Short-Term International Programs.

Currently enrolled students must meet JMU Office of Undergraduate Admissions or Graduate School admission requirements, along with admission and GPA requirements mandated by the college and department sponsoring the program.

Students on academic probation during the semester prior to the program will be considered for admission on a case-by-case basis. Any "service indicators" (formerly referred to as "holds") placed on a student's records by JMU (i.e., the Graduate School, Undergraduate Admission, Bursar's Office, Accounts Receivable, Registration and Records, Health Services, Parking Services, etc.), must be cleared before a student is granted admission to a study abroad program.

Students Enrolling for Undergraduate Credit
Students who are currently enrolled at JMU or those who have previously enrolled at JMU do not need to request an official transcript. Students who want to participate in the program and earn academic credit from JMU who have not previously enrolled at JMU, or who are not currently enrolled at JMU, should ask the Registrar at their home institution to forward an official transcript as soon as possible to the oIP. (Student-issued transcripts are not acceptable, nor are photocopies.) Questions relating to the admission requirements or transcripts should be directed to the oIP.

Students Enrolling for Graduate Credit
Students must either be admitted to a graduate program within the JMU Graduate School or be admitted to the status of a "special student" through JMU's Office of Continuing Education. For students to be admitted to the program for graduate credit, the applicant's official transcript must be on file in the JMU oIP. Students who are currently enrolled at JMU, or who have previously enrolled at JMU, do not need to request an official transcript. (Student-issued transcripts are not acceptable, nor are photocopies.)

Minimum Age Requirement
oIP policies prohibit the participation of individuals under the age of 18. The presence of a minor on a program designed for and geared toward college-level adults presents serious liability issues for both the PD and JMU.

Admissions Criteria
Requirements for admission may include: a minimum level of proficiency in a foreign language, specific course prerequisites, and a minimum GPA in a specified major. The PD should explain any special preferences for admission and coordinate communication with students to keep the admission process clear and consistent. In addition, PDs may wish to interview applicants or impose additional application components such as student essay or interview.

11. Application Process

The Short-term Program Application Form is available on-line from the oIP website. Each applicant should submit a completed Short-Term Program Application which includes all of the additional application materials required by the PD, i.e. letters of recommendation, essays, etc.

oIP operates with one major deadline for short-term applications and a rolling admission until mid-March:

• the short-term program application deadline is November 15. Students who apply by this deadline are usually notified of admission after Thanksgiving (last week of November).
• applicants may be admitted on a rolling basis until the middle of March.
• there is no application fee.
• following the final admission notifications, enrollment is closed.

Students should submit completed applications to the oIP for standard processing, which includes:

• data verification from PeopleSoft
• logging student information to Access database
• eligibility review for academic or disciplinary status

oIP prepares batches of applications with applicant rosters following the November 15 deadline (or periodically through the year as requested by the PD).

Students should be directed to this link for the Student Application Process for forms and instructions.

Admission Decision
PDs will review the application materials and make recommendations for admission. oIP staff prepares and mails official admission notifications to permanent home addresses and local addresses on file. Whenever possible, all notices are mailed at the same time. To avoid errors, oIP does not release decisions verbally. Some students will decline to participate, forfeiting their space. Also, circumstances may force a student to drop out of the program after the admissions period has ended. Therefore, whenever possible, the PD should rank applicants for placement on a waiting list. Students must notify the oIP in writing to forfeit their space. Waiting list students will be notified as spaces become available.

Deposit and Payment Deadlines
Applicants will be advised of the deadline to pay deposits to hold their space--if accepted--in the first application acknowledgement notice. oIP will send an Intent to Participate agreement to admitted students with instructions to make payment of a non-refundable deposit to University Business Office. The oIP requires an original Participation Agreement, signed by the student and stamped "PAID," to be kept on file to confirm acceptance and to serve as the legal contract between JMU and the student. The oIP will update and circulate lists of students who have paid deposits.

University Business Office will place appropriate tuition and program fees on the students' accounts and issue on-line billing following pre-registration and prior to the beginning of the term. Students are advised to make payment according to the regular university schedule or prior to their departure date, whichever comes first.

Faculty should not collect any monies on behalf of the University, nor make loans of program funds to students.

12. Cancellation and Withdrawal

Unfortunate circumstances occasionally force students to cancel enrollment or to withdraw from a program already in session. Losing a student has a significant impact on the budget--many costs are contracted far in advance and prepayments made by wire. Because of these commitments, most payments are unrecoverable to JMU and therefore unavailable for refund to students. Students who enroll sign an Intent to Participate Agreement that binds their commitment to the program. Communication related to cancellation and withdrawals should be directed to the OIP. The OIP manages all decisions related to cancellations and withdrawals. For more on the policy, see this form:

• OIP Cancellation/Withdrawal Policy

Students are strongly encouraged to purchase trip cancellation insurance for which claims may be made for withdrawal from their study abroad program, typically for extenuating circumstances such as illness, injury, or family emergency. For a list of providers, click here.

13. Pre-departure Preparations

Orientation
Several events prepare students for their experience abroad: the mandatory General Orientation Meeting, organized by oIP staff, and program-specific pre-departure orientation meetings, held by PDs. At least two orientation meetings for the participants in the program are recommended. These meetings provide a great opportunity to get to know the students in the program, to communicate important information, and to build group rapport. If possible, hold the meetings in an informal setting (some directors have held pre-departure meetings in their homes). Invite former student participants to help answer questions. In addition, remind students about key pre-departure tasks and deadlines, and make sure they are aware of the need to attend to such essential matters as course registration and passport applications.

Topics Typically Covered during the General Orientation Meeting, presented by oIP Staff

Practical Details

• passport and visa information
• packing information
• safety and health information that includes U.S. State Department Consular Information Sheets
• health and safety recommendations, including emergency contacts
• physiological and psychological consequences of jet lag, culture shock, homesickness, changes in diet, lack of exercise, AIDS, etc.
• insurance coverage
• pre-registration instructions
• financial issues

Alcohol and Drug Policy

• alcohol and drug policy abroad
• consequences of alcohol and drug use/abuse

Recommended Topics for Program Orientation Sessions, presented by the Program Director(s)

Expectations

• What is covered in the course?
• Itinerary, including arrival instructions, contact information, official starting and ending dates
• What do the students want to achieve?
• What can they expect from the instructor and how can they contribute to the course?
• What are the students' concerns?
• How will they get along in a group situation?

Cultural Sensitivity

• U.S. role in politics as it relates to the area(s)
• political/economic issues in the country and region
• communication patterns, social structure, religious beliefs and cultural practices
• general characteristics of male/female roles
• the group's issues concerning safety (women out alone, men accompanying women, etc.)
• recommended independent preparation--books, language study, physical training, etc.

Health and Safety

• What are the safety issues in the area where you will study?
• What are the health issues?
• What precautions and advisories can be made to reduce vulnerability for students?

Course Registration
Acceptance into a study abroad program does not mean automatic registration for its courses! Students need to be reminded that they must register for courses abroad through eCampus at the same time and in the same way as if they were studying on campus. Non-JMU students will receive special registration instructions from oIP.

PDs should check class rosters to make sure that students have registered. Students pursuing independent study projects are responsible for clarifying all course arrangements before departure. Independent study projects typically are not taken in lieu of a regular course offered in the program.

14. Health and Safety Issues

No faculty member leading a program is expected to be an expert on all of the various health and safety issues which may occur during the course of a program. At the same time, students (and their parents) will expect that students are:

• participating in a venture that is relatively free of predictable harm
• kept informed of reasonable precautions, both prior to departure and during the program
• have access to the necessary support and guidance should an unexpected medical condition or potentially threatening situation arise.

Travel, housing, and other arrangements should be made with the first of these in mind, that is, relatively free from predictable or foreseeable harm. Thus, each PD must be satisified with regard to the relative security of the various portions of the trip.

Both the PD and the student participants should remain informed of current conditions of their destination areas and safety and reliability of the travel services they will be using. In addition, the PD must be prepared to serve as a resource to students who express concerns about their safety or security or seek the assistance of qualified experts for medical care or counselling. JMU's Health Services and Counseling Center staff can provide support in the form of advice, reference materials, and crisis intervention.

Students cannot always be protected from threats such as illness, injury, theft or criminal activity. The rule to follow is: be prepared for the unexpected. PDs should formulate an Emergency Response Protocol, that is, a plan as to how to respond to a medical or security problem. In addition to factors specific to the students' needs and travel advisories specific to the program area, PDs should consider widely accepted guidelines for safe study abroad administration. See the Appendix for NAFSA Guidelines for Responsible Study Abroad.

Although JMU works hard to ensure the safety of all individuals within its community, students and employees themselves must take responsibility for their own personal safety and that of their personal belongings. Simple, common sense precautions are the most effective means of maintaining personal security.

Further information about campus safety can be obtained from the Director of Public Safety at (540) 568-6913 in the U.S., as well as the Public Safety web site: www.jmu.edu/pubsafety/index.shtml. For more immediate and localized matters, the PD should consult local authorities such as the U.S. Embassy, security personnel at host location, and local law enforcement agents.

15. Insurance and Medical Treatment

Insurance Coverage
Students participating in a study abroad program are strongly urged to have hospitalization and medical insurance that is valid outside the United States. It is the student's responsibility to verify his/her coverage and to accept any financial risk that may occur while abroad. Proof of coverage may be required particularly when proof of health insurance is required for students to obtain visas permitting them to enter the country and participate in the program. The oIP maintains a list of companies that provide term insurance for students and travelers.

International Student Identification Card
The International Student Identification Card (ISIC) covers basic health and accident insurance coverage, as well as medical evacuation and repatriation of remains, but it covers only a small portion of expenses for major accidents or illness. It should be viewed as supplemental and not primary insurance coverage. Comparable coverage for faculty members is included with the ITIC card for teachers.

Medical Expenses
Students are advised to secure access to enough money, through a credit card for example, to be able to pay for any medical services they might need. In the event of a medical emergency, the PD is advised that any decision made to pay personally for medical services on a student's behalf is a personal judgment. JMU will not reimburse the PD in case the student decides not to do so. This policy is not to indicate less of an interest in the welfare of the student, but meant rather to eliminate any misconception that every student participant is fully covered by insurance for his/her medical care and that you, as PD, can expect to be reimbursed at some point. This is a financial and liability matter, not an indication that a faculty member should hesitate in helping students get medical care, from accompanying them to a doctor, clinic or hospital, etc. It is the responsibility of the PD to make inquiries regarding available medical and professional services near the program site, to provide information to participants, and to help participants obtain the services they may need during the program.

Prescription Medications
If a student takes regular medication, he or she should take a supply sufficient to cover the time abroad. Students need to be aware that the brand name,chemical make-up, and potency of a drug can vary from country to country and that many drugs marketed under names known in the U.S. may be unknown in some locations overseas. Optical prescriptions should be taken abroad as well.

In case a student must refill a prescription while abroad, he or she should make sure the physician includes the chemical composition in the prescription to ensure that the correct medication can be dispensed by an overseas pharmacy. Mailing medications internationally--even prescriptions to students or to faculty--is extremely difficult, due to customs regulations and postal delays. Please don't chance it, as there is a significant possibility the medication may never reach the intended recipient, and the package addressee could be subject to punishment by civil authorities.

Immunizations
Please inform (and remind) your students about necessary immunizations; they should be informed and reminded of requirements. Many students put off pursuing their immunization concerns or other health related matters until it is too late. Students who delay starting the immunization process may be unable to receive proper treatment or participate in the program. In some cases, immunizing must be undertaken over several weeks. The PD should suggest that students contact the JMU Health Center, the local Health Department, or their family physician shortly after admission into the program. For more information about requirements, check these web sites:

• Center for Disease Control
• World Health Organization

16.  Preparing for and Responding to Crises and Emergencies

As PD with the responsibility of leading a JMU study abroad program, you many need to handle an emergency involving one or more of the students in the group. Students can and do become ill, suffer accidents, are the victims of muggings and assaults, find themselves caught up in potentially violent political situations, fail to return on time to programs at the end of long weekends, etc.  While it is impossible to plan for all contingencies involving our students abroad, it is essential to follow procedures that facilitate a responsible and levelheaded method of handling emergencies when they do arise. The PD and oIP staff must work in tandem in order to provide, in a consistent and predictable way, for the safety and well being of JMU students abroad. We also need to take reasonable and prudent measures to limit the University's legal liabilities.

JMU has, therefore, developed a series of specific procedures designed to safeguard the welfare of program participants, and to protect the University's interests. The oIP is responsible for coordinating the University's management of emergencies affecting participants in JMU study abroad programs. The oIP will distribute a guide called JMU Emergency Procedures for Study Abroad Programs to all PDs prior to the start of the summer term. The PD will be expected to follow the procedures outlined in this guide and to be sure to inform the students about these procedures during their on-site orientations. Be sure to verify the phone numbers and e-mail addresses prior to departure. Observing the established procedures outlined will help ensure that our students participate in and learn from a unique educational experience abroad in a safe environment.

17. Post-Program Financial Responsibilities

Financial Report
At the conclusion of the program, the PD should submit the summary financial report to oIP within two weeks of the conclusion of the program. The PD is required to submit the report and supporting documentation--cash receipts, itemized vendor and meal receipts, currency exchange receipts, debit/credit card receipts and supporting detail, cash book/expenditure logs, spreadsheets, program itinerary, and bank statements to oIP in a completed format. These records must be legible and kept in sufficient detail to satisfy both University and State auditing requirements.

The PD should promptly return any surplus program monies to IA for immediate deposit into the appropriate program's Local Account. In addition, any funds due to the program should be processed as a deposit into the JMU local program account; contact the DPO for information and assistance on that process.

To reduce the likelihood of late or rushed reports, the salary payment to PDs will be processed in two installments. Two-thirds of the PD's salary will be disbursed during the program; the final payment will be released by IA upon satisfactory completion of financial responsibilities. Such responsibilities include the timely and accurate submission of the Summary Financial Report as well the settlement of all financial obligations abroad.

Once the program has ended and all expenditures have been reviewed and all open invoices and reimbursements processed, remaining (surplus) funds will be reported to the oIP. Small surplus balances may be carried forward for future terms.

18. Important Policies and Procedures

Policies for Faculty
PDs should become familiar with the JMU Manual of Policies and Procedures, the Financial Procedures Manual, the JMU Student Handbook, and the oIP Study Abroad Handbook, located on the JMU web site. Several policies apply directly to JMU's short-term programs:

From the Manual of Policies and Procedures

University Policy 1107: Intellectual Property
This policy is designed to establish ownership criteria for intellectual property developed by members of the JMU community, protect the equities of the creator as well as the University, and define the responsibilities, rights and privileges of those involved.

University Policy 1502: University Publications
This policy provides for the establishment of the JMU Identity System which was createdto ensure that all official University communications preserve and promote a consistent image of the University. This policy requires that all University publications be approved by the JMU Identity Leadership Team (part of the Division of University Advancement) and by the division in which the publication originated.

University Policy 4401: University Supported Travel
This University policy encourages travelers to exercise prudent judgment when arranging travel and making payments. Travel expense accounts are open to the public and must sustain the test of public review. JMU will reimburse individuals traveling on official University business for reasonable and necessary travel expenses. Expenses must meet the test for "reasonableness" and comply with State and University policies and procedures. Special requirements for international travel include the preparation of a trip proposal justifying the travel and outlining related costs; the approved proposal will accompany the travel authorization.

University Policy 4502: Collection of Debts Owed by Employees to the University
This policy of the University is to collect all debts owed to it by its employees. Settlement of all travel advances must be made as soon as possible after travel has been completed. Travelers must always repay advances not more than 30 days after the program completion date. If not paid within 30 days, the University may withhold the delinquent travel loan from the employee's payroll check.

University Policy 2112: The Family Educational Rights & Privacy Act
The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law concerning the confidentiality of student education records and the fact that students must be notified of their rights under the legislation. University offices maintaining education records must keep a record of all parties requesting or obtaining access to the contents of student records (except in case of requests by students for access to their own record, by school officials, by parties with specific written consent of the student; or by parties requesting directory information). This record of requests must identify the legitimate interest the person(s) had in seeking or obtaining information contained in a record and may be available for inspection by the student identified by the record.

University Policy 1301: Nepotism
This policy defines the University's policies on the employment and supervisory assignments of members of an employee's family. An individual may not be employed in any position as the immediate supervisor or reviewer of a member of his/her family.

University Policy 1302: Equal Opportunity & Affirmative Action
JMU does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation or disability (in compliance with the Americans With Disabilities Act) with respect to employment or admissions, or in connection with its programs or activities.

From the Financial Procedures Manual

Financial Policy 4215: Travel
This section explains travel requirements and regulations for employees traveling on official business of the University.

Financial Policy 4205: Expenditures
All expenditures from University funds must be necessary, reasonable, and directly related to the goals and mission of the University and comply with the Virginia Public Procurement Act and procedures established by the Office of Procurement Services. All persons authorizing expenditures should be mindful that such expenditures might be subjected to scrutiny by State authorities, sponsors, auditors, and other interested parties.

Financial Policy 7005: Procurement
This policy provides requirements and regulations for all procurements for goods and services made for JMU by faculty, staff, and administrators whatever the source of funds are coordinated through the Office of Procurement.

Policies for Students
Students participating in JMU's international programs are bound by all tenets of the Office of Judicial Affairs. They are subject to all regulations in place on the JMU campus that pertain to every student enrolled in University-sponsored educational programs. Students should be reminded of the JMU Honor Code and other policies in the JMU Student Handbook.

From the JMU Student Handbook

Policy J38-103 on alcohol and drugs
Virginia's Alcohol Beverage Control Act contains a variety of laws governing the possession, use and consumption of alcoholic beverages. The act applies to the students and employees of this institution. Laws regarding alcohol and drug use are substantially different in other countries. If any student is observed in an intoxicated state and if that student's actions are deemed excessive, disruptive, or abusive by the PD or other program representatives in authority, the student is subject to disciplinary actions which may include suspension from the program and return to the U.S. with pro-rated refund of tuition, room, and board and program supplemental fee. As with all honor or judicial cases, the student has the right of appeal. The ED will serve as the appellate officer in all such cases.

From the oIP Study Abroad Handbook

Honor Code
All students participating in JMU’s semester abroad programs are bound to abide the JMU Honor and Judicial Systems. The JMU Honor Code and Judicial System are in effect and apply not only to academic, but also social behavior.

Alcohol
JMU prohibits the illegal or otherwise irresponsible use of alcohol by students.  It is the responsibility of every student to know the risks associated with alcohol use and abuse.  This responsibility obligates students to know relevant University policies and federal, state, and local laws and to conduct themselves in accordance with these policies and laws.  JMU students traveling abroad may be studying in countries where the legal age for alcohol consumption and/or rules regarding the consumption of alcohol are different than in the United States.  Thus, while overseas, it is the responsibility of the student to know the relevant country and local laws concerning the possession, use, and abuse of alcohol.  If students who are of legal age choose to consume alcohol while abroad, they are expected to drink and behave responsibly.  The illegal or excessive consumption of alcohol or misconduct due to alcohol consumption will not be tolerated and will result in disciplinary action, including dismissal from the program and follow-up through the JMU judicial system. 

Many physical and psychological health risks are associated with the abuse of alcohol and other substances, including the following:

• difficulty with attention and learning
• physical and psychological dependence
• damage to the brain, liver and heart
• unwanted sexual activity
• accidents due to impaired judgment and coordination

Drugs
Illegal drug use in any form is not tolerated.  JMU students traveling abroad may be studying in countries where drugs that may be legally possessed and used in the United States are prohibited by law.  Thus, while overseas, it is the responsibility of the student to know the relevant country and local laws concerning the possession and use of drugs.  Most foreign criminal systems are considerably less accommodating than those within the United States; student possession or use of illegal drugs may be punishable by fine, imprisonment, and/or deportation.  Study abroad participants found using or possessing illegal drugs in any form are subject to immediate dismissal from the program and follow-up action through the JMU judicial system. 

Sexual Harassment
As on the JMU home campus, faculty and students are reminded to be cautious regarding behavior that refers to a person’s gender, race, religion, age, disability, sexual preference or national origin.  Harassment is defined as “offensive verbal or physical conduct, which creates an intimidating, hostile, or offensive study environment.”  Harassment may include such actions as unwelcome verbal kidding, physical contact, demands or subtle pressure for sexual favors accompanied by implied or overt promises of preferential treatment or threat to one’s grade. FMIR’s and Resident Directors are responsible for assuring that such behavior does not occur between students and foreign faculty, themselves, or within the student group.  Students and program directors may contact the Office of Equal Opportunity (540-568-6991) and/or the ED (540-568-6419) if they have any questions or concerns regarding sexual harassment.

Dismissal from Study Abroad Programs
In the event that students are dismissed from a study abroad program, students must vacate all University facilities upon dismissal, including residence halls, apartments, hotels, hostels, home-stays, classrooms, offices, and any other premises used or operated by JMU. 

If dismissed from a study abroad program, students will receive a “W” in all courses. 

Students will forfeit all remaining program fees, tuition, room and board, and any other fees associated with the study abroad program. 

Student behavior that results in dismissal from a study abroad program will be referred to the JMU judicial system.

Eligibility for Disability Services
Services and accommodations related to disabilities accommodations for disabilities must be authorized by the Office of Disability Services (ODS) before departure. Providing current documentation to ODS that establishes a disability is the responsibility of the student.  Requests for reasonable accommodations should be received by ODS at least sixty days (60) before the program commencement date in order to assess and determine the ability of the university to provide a reasonable accommodation.  While every effort will be made to provide accommodations after the program commencement date, students should understand that late requests may be more difficult or impossible to provide in a timely manner. For additional information, contact the Office of Disability Services at: 540-568-6705 or visit them in Wilson Hall, Room 107.

Appendices

Appendices

• Planning Calendar
• Academic Description
• Promotional Data Request Form
• Budget Projection
• Student Application
• Student Participation Agreement (in revision)
• NAFSA Guidelines for Responsible Study Abroad
• International Accounting Services Procedures (available upon request)