2017

International Program Leader Handbook

Developing and Directing International Programs

UT Dallas International Center

02/01/2017 revision

1

Introduction ................................................................................................. 2

Program Proposal ........................................................................................... 3

Promotion and Recruitment .............................................................................. 5

Program Documents Checklist ............................................................................ 6

Reviewer Function in Comets Abroad ................................................................... 7

Faculty as a Student Mentor .............................................................................. 7

Program Assistant .......................................................................................... 8

Working with Students ..................................................................................... 9

Pre-Departure Orientation ............................................................................... 10

IEF Scholarship ............................................................................................. 11

Student Behavior .......................................................................................... 12

International Risk and Safety ............................................................................... 13

RUO Response to a Crisis/Emergency .................................................................. 15

Emergency Contacts ...................................................................................... 18

Title IX: Sexual Misconduct .............................................................................. 19

CSA and RE Quick Reference Guide ..................................................................... 24

Guest Guidelines .......................................................................................... 26

2

Introduction A note to program leaders

Thank you for your time, energy and commitment to lead and provide a quality study abroad experience to UT Dallas students. This handbook is designed to assist you with the information you will need to develop and implement a successful program abroad.

All program leaders, including those who have previous experience leading programs, should take this handbook to use on site.

We wish you a safe and rewarding experience abroad with your students! The International Center

3

Program Proposal

9-12 months Before Departure To request Academic Approval, submit to EducationAbroad@utdallas.edu: The Program Proposals form Part 1

www.utdallas.edu/ea/files/Customized_Program_Proposal_Form-1.pdf Syllabus (SACS format) that contains:

o Title of course, course registration number(s), level(s) of course o Course Assignments and Objectives (varied for levels) o Course dates on-campus and abroad o Proposed cost to student

Complete the Special Session Course Request Form www.utdallas.edu/registrar/files/Special_Session_Course_Request_Form.pdf o Send with Program Proposal before getting Provost Signature o Education Abroad will get remaining signatures

Dean’s letter (request template from EducationAbroad@utdallas.edu)

After Academic Approval To request Education Abroad Approval, submit to EducationAbroad@utdallas.edu: Marketing Details

Submit trip fact sheet to Education Abroad for marketing

www.utdallas.edu/ea/files/Trip-Fact-Sheet.pdf Travel Details

The Program Proposals form Part 2 should be completed after the Provost/Designee signature is acquired on Proposal form Part 1. www.utdallas.edu/ea/files/Customized-Program-Proposal-Form_2.pdf

Travel details and logistics should include actual information. This is the final step for Education Abroad to approve your proposal. After receipt, Education Abroad will send notification of the program’s approval to Procurement Management.

Four Weeks before Departure To request Institutional Travel Authorization for program participants

Students will submit travel paperwork through the Comets Abroad online portal (http://utdallas-ea.terradotta.com/)

Submit faculty/staff leaders paperwork (http://www.utdallas.edu/rs/forms/)

Submit program documents (see checklist on page 5)

Schedule a Pre-Departure Orientation Session with Education Abroad staff

4

5

Promotion and Recruitment Promotion of your program is essential in recruiting students. Education Abroad can support you in doing this. Some examples are: Brochure in Comets Abroad online portal. Education Abroad will include a brochure for your program in Comets Abroad online portal (Terra Dotta) for all students to browse and apply. Including pictures and detailed information is essential in making the program brochure attractive to students. Education Abroad uses the fact sheet to create a basic brochure, but please send additional information, photos, and anything else you would like to be included in the brochure. Program Highlight. Education Abroad sends a monthly newsletter to approximately 1600 students on the Education Abroad listserv. If you would like your program highlighted, send details of your program to andrea.diaz@utdallas.edu. One example of a program highlight is:

Study Abroad Fair. Education Abroad sponsors one study abroad fair each fall in October. All official UTD study abroad programs are invited to attend, present their materials and speak with students. Information Booth. Many program leaders will set up an informational booth in their building, the Student Union, or on the mall. If you would like to reserve a table to promote your program, Education Abroad can help you with the arrangements. Information Session. If you would like to hold an information session about your program, Education Abroad can reserve the SSB 3.107 classroom and promote the session in the EA Newsletter and Facebook page. Most sessions last approximately one hour, and Education Abroad staff will attend to be available for any application-specific questions.

JSOM Program in Romania Earn 1-3 credit hours in Regional Management Studies by joining this faculty-led program, which will familiarize students with the historical, social, economic, and political background of nations in Eastern Europe. The course meets July through September, and includes a trip to Romania from August 11 to 18. The trip will include tours, industry visits, and other educational and cultural components. Students of all majors, including undergraduate and graduate students, are eligible. For more information and to apply, visit Regional Management Studies: Eastern Europe.

6

Program Documents Checklist

Education Abroad will verify that all of the items on the checklist below are completed. To facilitate a timely travel authorization we encourage Program Leaders to meet requirements four weeks prior to departure. Requirements include submission of travel documents, providing foreign contact information, and offering Pre-Departure Orientation to participants. To see the full checklist, see Appendix 1.

7

Reviewer Function in Comets Abroad Leaders and managers of customized programs are able to view applications to their program(s) and recommend to accept, reject, or waitlist applicants. As the reviewer, you will be determining who is accepted into your program. Be sure to check the student’s profile in Comets Abroad for items such as credit hours completed, GPA, major, etc. If you require other steps for the student to complete before they are accepted, make sure they are completed before marking the student accepted. Instructions for reviewing applications:

1. Visit www.utdallas-ea.terradotta.com and click on the Login/Register link. 2. Login using your NetID and Password 3. Click the House icon and select Reviewer to access your Reviewer Home. 4. View students’ applications for the program that you lead. 5. If a student’s application is Ready for Review, click on their name to begin reviewing their

application. 6. Type any comments you wish to leave for Education Abroad in the Comments section. Select

either Accept, Reject, or Waitlist and check the box Mark as complete. 7. Click the Submit button when finished.

Based upon your review, EA will change the status of the student’s application. If your recommendation is Accept, their application status will be changed to ACCEPTED and they

may begin to complete the post-decision elements of their application (ex. Passport, Airline Itinerary, etc.)

If your recommendation is Reject, their application status will be changed to REJECTED as they are not approved for your program.

If your recommendation is Waitlist, their application status will remain pending, until further notice from you.

Students will be notified via email within 24 hours if their status has changed to ACCEPTED or REJECTED.

Faculty as a Student Mentor

Faculty leaders must often provide more personal attention than is called for in the on-campus classroom. It is likely that some students have never traveled outside of the U.S. and perhaps a few may never have been on an airplane. You are in a position to be the cultural interpreter and analyst, helping students to understand the host culture. Students will turn to you with a variety of questions about the local culture and customs, perhaps asking about restaurant etiquette or how to work the machines at a laundromat. The faculty leader should be supportive of their students at all times, not simply be authority figures. Be aware of your students’ attitudes and watch for any drastic changes in their behavior. Encourage your students to report any problem – physical, emotional, or financial – to you directly. Education Abroad / International Center support 24/7 phone number Emergency Response support Medical forms provided electronically

o Paper copies or pin drive, upon request o Spreadsheet of information (after Fall 2017) o Program Leaders encouraged to review medical record, to be aware of potential health

concerns

8

While Abroad: Conduct on-site orientation within the first two days Meet regularly with the group to help participants process and monitor their experience Document any complaints or incidents involving the participants

Unstructured Time: Unstructured or “free” time is a complex issue for program design. Too much unscheduled time questions the academic integrity regarding the amount of credit granted, and too little free time compromises students’ ability to learn due to exhaustion and information overload. Students need breaks to complete readings and journals; to explore; to rest; and to process. The amount of free time should be built into the program depends on the program model. Faculty may factor in designed or guided free time into the itinerary. For example, students may be required to choose and attend two to three cultural activities during the week, on their own time, and then report back to the group. The faculty leader is encouraged to provide a list of suggested activities or sites for the students to do or explore during their free time. This allows students to build confidence by traveling on their own; doing their own research; and being held accountable for that time.

Program Assistant

It is recommended that you include a program assistant, regardless of the number of participants. Program assistants are a valuable asset to the program leader as the number of program participants increases. The program assistant should be another UT Dallas faculty, staff, or graduate assistant. While an assistant can be of tremendous help to the program leader, additional costs will need to be considered. Contact the director of Education Abroad if you would like to discuss options. The program leader should clearly define the role of the program assistant. The leader and assistant are encouraged to discuss amongst themselves about their roles, interaction with students, such as the use of titles, and the expectations each have for one another and the program

9

Working with Students

Program Registration Student application process - All students applying for a customized program use an online application form on Comets Abroad (online portal powered by Terra Dotta). Students access the online portal with their UTD NetID and password. All students who wish to participate in the program must apply and be accepted to the program. Each department can determine their own approval process. Education Abroad will work with each program contact to verify who has been accepted by the department before Education Abroad will accept them in the online portal. University requirements - Students need to complete required university travel documents, register their trip in International SOS, and attend a Pre-Departure Orientation. Students will not be authorized to travel until all required steps are complete. UT System requires that students traveling on behalf of UT Dallas obtain travel authorization prior to departure.

Non-Program Participants Accompanying Group On occasion, students, faculty or staff in the group may inquire about a spouse, partner, parent, child, or friend accompanying him/her abroad. The International Center strongly encourages group members to participate in the program independently and plan their personal travel outside the program dates. For more information, review the Guest Guidelines section.

Orientations Students need to be oriented on culture, safety, and logistics of the program before departure and upon arrival. The initial pre-departure orientation session should take place after students are notified of their acceptance and at least one month prior to the program start date. To learn how to schedule a pre-departure session with Education Abroad, review the Pre-Departure Orientation section.

Passports and Visas All students must obtain a passport, and some program locations may require a visa. Visa requirements vary depending on the student’s citizenship, their destination, and pass through countries. As a program leader, be prepared to guide students on visa requirements at key points during the pre-departure process. However, obtaining a valid passport and securing the correct visa is the responsibility of the student.

Student Financial Considerations It is imperative that all students are aware of their financial responsibility attached to the program. Consider requiring a signed payment agreement which would lay out the various payment deadlines and program costs. In particular, students who withdraw from a program are often responsible for a portion of the program fee regardless of whether or not the balance has already been paid. Students should prepare well in advance for anticipated expenses abroad, which vary by program and may include meals, transportation, personal travel, and other miscellaneous purchases. To see the two examples of payment agreements, see Appendix 2.

10

Pre-Departure Orientation Pre-Departure Orientations are important tools for preventing and mitigating risks by planning and preparing travelers prior to departure. The International Center offers to partner with you on your pre-departure session. The topics below can be included in the Pre-Departure Orientations for the group.

Scheduling Your Pre-Departure Session

The Pre-Departure Orientation will be a presentation of 1 to 1 ½ hours. Contact Education Abroad (educationabroad@utdallas.edu) with a preferred date/time. Learn how to request a tailored pre-departure Risk and Safety Orientation or Trip Risk Review in the

International Risk and Safety Section in this book.

Pre-departure Materials Required documents and ISOS registration Deadlines

Cultural Orientation and Money Matters

Culture shock, cultural adaptation Climate and appropriate clothing

Language and culture

Food, dress, culturally appropriate behavior

Local issues, such as racism, sexual orientation, gender roles

Electrical appliances, adapters, and/or converters

Currency exchange

Accessing money abroad (ATMs, credit cards, etc.)

Estimated cost of living in host country

Health and Safety Health clearance Immunizations Medications Insurance (International SOS, international

health insurance) Emergency contact information, including

local emergency numbers Traveler Toolkit US State Department guidelines Personal Emergency Action Plan (Emergency

Communications Plan, Evacuation / Sheltering, Emergency Supply Kit) Behavior Expectations

Code of Conduct Responsibilities of Participation

Fees Education Abroad charges two fees to students studying abroad: Application Fee ($75). Non-refundable, charged on/near the first of the month following acceptance of an Education Abroad application. This fee is charged only once per year. If a student applies for a program and does not attend, he/she can apply again in the next two semesters and not be charged an additional fee. Insurance Fee ($20/week). Charged approximately three weeks prior to program. The fee is based on program length, and is charged $20 per week or fraction thereof. This fee covers the cost of the mandatory health insurance required for all UT Dallas students traveling internationally, and cannot be waived. Refundable only if the student does not participate in their program.

11

IEF Scholarship The purpose of the International Education Fund Scholarship is to encourage student participation in study abroad. Scholarships are available every Fall, Spring, and Summer semester.

Eligibility 1. Enrolled in UT Dallas courses involving study abroad or enrolled in a study abroad program that

transfers credit back to UT Dallas for the semester of the scholarship. 2. Enrolled at least part-time with UT Dallas at the time of application. 3. Students must have a 3.0 or higher cumulative GPA from UT Dallas. 4. Students applying for the IEF Scholarship for short-term (customized) programs must have

successfully completed a minimum of 12 (undergraduate) or 9 (graduate) semester credit hours at UT Dallas (residential hours) by program start date.

5. Students from the Executive Division of the Naveen Jindal School of Management are not eligible for the IEF Scholarship.

6. International students intending to pursue international educational programs in their home countries are not eligible for the IEF Scholarship.

7. Students who receive funds from the International Education Fund must comply with all regulations and policies established by the Education Abroad office at UT Dallas. Students must complete necessary paperwork to maintain active student status at UT Dallas while they are away. Upon return, students must complete all credit transfer procedures and submit a reflection about the program.

Application Complete application packet includes:

Scholarship application, available at http://www.utdallas.edu/ea/iefs/ One-page narrative Two letters of reference (submitted by the reference using the online form available at

http://www.utdallas.edu/ea/iefs/)

Students can submit the application in person in the International Center, SSB 3.400, or by email to EducationAbroad@utdallas.edu.

Deadlines

Fall semester: July 15. Spring semester: November 15 Summer semester: April 15

Award Amounts If awarded an IEF Scholarship, the student's award amount depends on length of program and financial need. Awards are disbursed only after all Education Abroad requirements are completed. IEFS Award amounts as of February 2017:

Length of Program No Financial Need Financial Need

Less than 4 weeks $350 $700

4-10 weeks $900 $1400

Semester/over 10 weeks $1400 $2800

Two semesters or more $1700 $3500

12

Student Behavior

Establishing Expectations All UT Dallas students, including students abroad, are bound by the Code of Conduct (http://policy.utdallas.edu/utdsp5003). The code states that students "need to follow all policies and procedures of the University." The program leader may establish additional conduct requirements for the program, or a "Supplemental Code of Conduct". If Program Leaders want to create a supplemental Code of Conduct, it should be approved by the Department Dean and the Dean of Students. These two offices would be who handle adjudication of offenses. All expectations should be clearly communicated to the students in writing. It is very important that each leader articulate his or her expectations during pre-departure activities, in the syllabus, upon arrival in country, and as often as necessary while conducting the program. Reinforce the messages: Study abroad is an academic experience, and academic responsibilities take priority over personal

interests. Students are “cultural ambassadors” and emphasize that their conduct will be seen as

representative of the United States, as well as the state of Texas and UT Dallas. Alcohol misuse and abuse poses a health and safety risk.

Misconduct Resolution Process Many behavior issues can be resolved by communicating directly with the student(s). Whether the behavioral problems are minor or significant, we urge you to make a written record

of all of your observations and discussions with the student. Notifying the International Center (IC) allows us to begin a written record of events and provides

documentation of early warnings, should the behavior persist or worsen. The IC will also coordinate the involvement of UT Dallas authorities, such as the Dean of Students,

as appropriate.

If action by the Dean of Student is in order, complete a Critical Incident Report. http://www.utdallas.edu/deanofstudents/docs/UT-Dallas-Critical-Incident-Report.pdf

UTD travel policy (http://policy.utdallas.edu/utdbp3023) NOTE starting Fall 2017: Discipline Checks will be implemented. If you are interested in this process for the current year, please make an appointment with the director of Education Abroad.

“If an incident of a serious nature occurs during travel and involves inappropriate behavior by a student, the faculty or staff member may immediately end the student's participation in the activity by making a reasonable effort to provide the student access to public transportation for an unaccompanied return to the University at the student's expense.”

13

International Risk and Safety Risk and Safety Pre-Departure Orientation and Trip Review

International SOS (ISOS) team of security experts offers analysis on risks that exist in the region, local expertise and preventative advice. Program leaders and travelers can request either a risk and safety pre-departure orientation (call with an ISOS security expert) or a risk and safety trip review (written feedback). Follow these easy steps to request either the orientation or the trip analysis.

1. Collect the following information on your trip and set it up in a 1 to 2 page document. This is your request.

Dates of Travel

Number of Travelers

Profile of Traveler/s (E.g., first time, experienced, nationality, local national, undergrad, grad, faculty, staff, etc.)

Nature of the Travel (E.g., conference, independent study of local environment, courses at university, etc.)

City and Country

Lodging Details. Name of hotel, location, phone number. If not a hotel, type of lodging (private, university lodging, etc).

Modes of Expected Transportation. Arrival/Departure, from airport or train/bus station to lodging and back, and day to day.

Places to Visit (Include name and address of places to visit during the trip; other meeting locations, side trips being considered).

Local support (E.g., Visiting a local university. Include which university, physical address of the university and contact/s within the university).

Also very important, include any questions or concerns that you have about this travel. This is your opportunity to include specific questions for the ISOS security expert to answer.

2. Submit your request for a Risk and Safety Pre-Departure Orientation or a Trip Review in one of these two ways:

Submit to the International Center. Submit your request 30 days in advance to ICRSO@utdallas.edu, including your trip information. If you request is a Risk and Safety Pre-Departure Orientation, we’ll facilitate the date, time and location logistics of the call for you. If it is a Trip Review, we’ll facilitate the request to ISOS and provide the final written feedback to you.

Submit to International SOS. Submit your request 30 days in advance by calling International SOS 24/7 to the UT-dedicated phone number: +1-215-942-8059, or to the general ISOS phone line +1-215-942-8226. Identify yourself as a UT Dallas faculty, staff or student member (Member #11BSGC000037) and request a Risk and Safety Pre-Departure Orientation (call with security expert) or for a Trip Review (written feedback), send your trip information to securitysupport@travelsecurity.com.

14

Student International Travel Insurance Plan General:

All students traveling abroad on university international travel must be enrolled in the UT System travel

insurance plan, and their trip must be registered in International SOS, for the period authorized by the

University.

The UT System travel insurance plan applies to all students on university international travel, including all students:

Participating in UT Dallas sponsored or affiliated study abroad programs Conducting independent research abroad Attending international conferences Traveling abroad as a member of registered or sponsored student organizations Participating in internships organized or sponsored by UT Dallas representatives

The UT System travel insurance plan includes three components http://www.utdallas.edu/rs/insurance/:

The Student International Travel Accident and Sickness (SITAS) insurance policy International SOS (ISOS) emergency and travel assistance. General Liability Insurance (GLI)

Enrollment in this insurance program is mandatory, regardless of any other insurance the students may have, including insurance possibly required by an affiliate study abroad program or a foreign government. All students are strongly encouraged to maintain their U.S. health insurance coverage in case treatment is necessary upon return to the United States.

Procedures:

International Travel Insurance Fee. The insurance fee pays for the insurance program. The fee is $20 per week and will be assessed to the individual student account. A week is considered to be 1 to 7 days. The number of weeks are determined by the official dates of the authorized activity. To calculate the total fee for an activity, use the insurance calculator available at: http://www.utdallas.edu/rs/insurance/

Enrollment in the insurance program occurs through registration of the trip in ISOS (http://www.utdallas.edu/rs/isos/). Students must register their trip in ISOS prior to departure. Students cannot enroll in the program otherwise.

Coverage period. The student will be covered for the period authorized by the University (http://www.utdallas.edu/rs/student-authorization/). There is an additional 2 week personal deviation coverage immediately on each side of the authorized period. This additional coverage will not be charged. The 2 weeks of personal deviation coverage on each side are set and cannot be moved. To determine the total coverage period, use the insurance calculator available at: http://www.utdallas.edu/rs/insurance/

The fee is non-refundable. Appeals due to extraordinary circumstances may be submitted to the international travel insurance appeal committee by e-mailing ICRSO@utdallas.edu.

For International Travel Insurance inquiries e-mail the International Center at ICRSO@utdallas.edu.

15

Employee Benefits While Traveling Abroad Find detailed information at: http://www.utsystem.edu/offices/employee-benefits/benefits-while-you-

travel.

High Risk Regions Travel to destinations deemed high risk (http://www.utdallas.edu/rs/hrr/) require review and

authorization by the International Oversight Committee (IOC) before departure. If a region does not

require IOC authorization, it does not mean there are no risks involved. The University reserves the

right to require IOC review of risk, if deemed appropriate, for regions not considered high risk. It is

strongly recommended to wait for risk authorization before purchasing tickets, obtaining visas, etc.

Group travel: Program leaders need to fill out the Program Risk Assessment form

(http://www.utdallas.edu/ic/forms/). Submit the form to ICRSO@utdallas.edu and attend one of the

monthly IOC meetings (http://www.utdallas.edu/rs/ioc/) to present their program and risk assessment.

Contact ICRSO@utdallas.edu to request being put on the agenda.

RUO Response to a Crisis/Emergency While UT Dallas is firmly committed to providing support during a crisis, the University cannot guarantee or assure the absolute safety of participants or eliminate all risks from the university group travel environment. Nor can we monitor students’ choices and behaviors at all times, or prevent them from engaging in dangerous, unwise, or illegal activity. The University expects all participants to take responsibility for their own safety, security, and well-being by taking informed precautions, making smart decisions, using common sense, being alert and aware of their surroundings at all times, traveling with a buddy, and never putting themselves in compromising positions with the use of drugs or alcohol.

Defining a Crisis/Emergency

In the context of university group travel, a crisis/emergency is defined as any event that harms or jeopardizes the health, safety, or security of UT Dallas students, faculty and/or staff, necessitating immediate involvement and/or action by the University. The term “crisis” may refer to a range of incidents, from those that cause widespread impact on the University (e.g. the death of a student) to less critical incidents (e.g. a common street mugging). Crises/Emergencies can be real or perceived. All cases should be handled with sensitivity and good judgment, reflecting the University’s promise to care for the well-being of all its travelers abroad. Perceived crises/emergencies should not be ignored or deemed less important than real crises/emergencies. The University considers a crisis/emergency (real or perceived) to be any circumstance that poses a genuine risk to, or that has already disturbed, the safety and well-being of program participants. Crises/emergencies include, though are not limited to, the following types of events and incidents:

Routine Emergencies can occur every day and are usually not as severe but are more frequent than a disaster or crisis. These may include:

Minor sickness or injury (cold, flu, sprain, toothache, food poisoning, etc)

Lost passport

16

Minor theft (purse/wallet)

Family emergency back home (family member ill or sick)

Major emergencies are more severe than routine emergencies, but happen less frequently. Major emergencies include:

Student’s behavior is an immediate threat to self and/or others.

Student’s behavior threatens to disrupt authorized activities or damage properties.

The student has allegedly broken a law / been arrested.

The student is exhibiting unhealthy psychological behavior, showing apparent impaired behavior, or not acting like her or himself.

The student has gone missing or is reported kidnapped.

The student has been hospitalized for any reason

The student has been sexually assaulted.

The student has been mugged / assaulted / beaten.

The student has been arrested or is being questioned by the police or other security forces.

The student has sustained significant accident/injury or presents serious physical or emotional illness.

Any legal action (lawsuit, deposition, trial, etc.) involving a student.

The group is in the immediate area affected by natural disaster/civil unrest/act of terrorism.

Responding to a Crisis/Emergency

If an emergency should occur during the program, it is important to remember that you are not alone. The University Emergency Response plans involve working closely with offices across campus to coordinate the management of crises affecting participants in university group travel. Assuring the safety and well-being of students, faculty, and staff who are participating in UT Dallas programs off-campus is of the highest importance, and all reasonable actions will be taken to accomplish this. RUOs (Responsible University Officials) traveling with the group should follow these steps if an emergency occurs: Step 1: Secure the safety of program participants

In a crisis, your first responsibility is to preserve the safety and well-being of program participants. Do whatever is necessary to assure this, according to the situation: obtain prompt and appropriate medical attention, police protection or intervention, and/or US embassy involvement if abroad. In a medical emergency, never leave an injured or sick student on his or her own. To request immediate assistance, in the U.S. call 911. Outside of the U.S. call local authorities:

http://travel.state.gov/content/dam/students-abroad/pdfs/911_ABROAD.pdf. Step 2: Account for the group

When applicable, locate and contact all program participants as quickly as possible to ascertain their well-being and to coordinate an immediate response plan. Depending on the situation, the RUO may or

17

may not gather the participants together in a group. Advise participants to inform their parents, guardians, or emergency contacts of their safety and whereabouts as soon as possible. In the case of a traveler's death, or other event impacting an individual traveler, advise program participants to respect the privacy of the affected individual by not speculating on the incident, spreading rumors, or sharing private information with friends or family. Ask them to not share any information with friends or family members until the affected individual’s emergency contact has been notified by an official source (U.S. Embassy, Police, University). This is to protect the family from learning from a tweet or Facebook message of such impactful news. Step 3: Call appropriate emergency assistance providers

When you have done all that you can reasonably do to assure the well-being of participants and to get a sense of the danger: Contact your on-site partner and give them a detailed briefing of the situation so that they may

initiate their emergency response plans. This may be the host school, program provider, or event organizer.

When inside the U.S., contact your insurance provider. When outside the U.S., call International SOS 24/7 to the UT-dedicated phone number: +1-215-

942-8059, or to the general ISOS phone line (+1-215-942-8226). Identify yourself as UT Dallas faculty, staff or student. Use Member ID #11BSGC000037.

Step 4: Contact the UT Dallas Police. Call 24/7 at 1 (972) 883 2222

Call the UT Dallas Police emergency phone number and brief the UT Dallas Police Operator. The UT Dallas Police will engage the University Emergency Response. Depending on the severity of the situation, the response will include making all contacts as appropriate, including the participants’ emergency contacts, UTD offices and authorities, etc. Step 5: Continue to monitor the situation

Take immediate steps to gather more information about the problem and assess the situation utilizing all resources available, such as on-site partners, hospital administration and doctors, local authorities, etc. When outside of the U.S. Consult additionally with International SOS and other US enterprises in the area. If appropriate,

contact the local US embassy or consulate regarding general, non-medical crises and follow whatever procedures they may require. Ask the embassy or consular officer to advise you on a regular basis about the evolution of the emergency and about how you should direct the University’s on-site response.

Step 6: Maintain communication with the assigned University Emergency Contact

In an ongoing crisis, continue to keep the University informed on a regular basis through telephone or email. This is essential, as the University will be working closely with you throughout the emergency to develop a situation-specific response plan, including what, when, and who can communicate with the media, if needed. The assigned University Emergency Contact’s responsibility is to consult with all appropriate UT Dallas offices in the development of that plan. Step 7: Submit Incident Report

It is important that after all emergencies (small or large) the appropriate Incident Report forms are completed and submitted. Discipline Referral Form: https://eforms.utdallas.edu/dos-discipline-referral/ BAIT Referral Form: https://eforms.utdallas.edu/dos-bait-referral/

18

Crime Incident Report Form: http://www.utdallas.edu/police/documents/CrimeIncidentReportForm.pdf

Title IX Incident Report Form: http://www.utdallas.edu/oiec/files/OIEC-Incident-Reporting-Form.pdf send to TitleIXCoordinator@utdallas.edu.

Emergency Contacts In order to obtain effective University assistance in an emergency, it is essential that relevant information regarding the emergency be clearly conveyed. When contacting the resources listed below, it is important that you identify yourself as UT Dallas faculty or staff, give your specific location (city, state, country), provide your name and contact information, and describe the emergency.

To Request Immediate Assistance

In the U.S. call 911. Outside of the U.S. call local authorities:

http://travel.state.gov/content/dam/students-abroad/pdfs/911_ABROAD.pdf

All Travel

UTD Police Emergency Assistance Desk: Call 24/7 at (972) 883 2222

The emergency phone is accessible 24/7. This number is the primary emergency contact at UT Dallas for group leaders, students, and parents in case of an emergency that requires UT Dallas assistance. UTDPD operators are trained to respond to emergencies, and they have the ability to contact senior staff of the university 24/7. Upon receiving an emergency call, UTDPD will contact the Dean of Students, BAIT, the International Center, or other relevant university areas to assist. Reporting unusual student behavior

RUOs can reach out to the following resources at any time to report unusual student behavior. Student Counseling Center: Call during office hours at (972) 883 2575. Call after hours at (972)-

UTD-TALK Referral to BAIT e-form: https://eforms.utdallas.edu/dos-bait-referral/f149112lae Discipline Referral to Dean of Students e-form: https://eforms.utdallas.edu/dos-discipline-

referral/f152104taq UT Dallas Student Counseling Center. Call (972) 883 2575. After Hours Crisis Line: (972)-UTD-TALK

Students and faculty can speak with a counselor about any issue at any time. Faculty may consult with a counselor on how to assist and advise a student experiencing excessive stress, anxiety, or other difficulties.

19

International Travel

To Get Emergency or Travel Assistance call International SOS 24/7 to the UT-dedicated phone number: +1-215-942-8059, or to the general ISOS phone line (+1-215-942-8226). Identify yourself as UT Dallas faculty, staff or student. Use Member ID #11BSGC000037. Individuals can use this service to obtain: Pre-travel advice. ISOS provides information and analysis on risks that exist in different regions,

including advice on appropriate vaccinations, general health precautions and more. By registering your trip, ISOS will provide you with updates and alerts relevant to your destination.

Travel and Emergency assistance. ISOS provides 24/7 advice through the assistance centers, on-the-ground support if required and help with common issues like theft, lost passports, and disrupted travel. ISOS can also assist you with expert advice from a doctor, a referral to the best medical providers in the area, prescription arrangement, translation services or logistical support.

Emergency Response and Evacuation. In case of natural disaster, civil unrest, or conflict, ISOS can coordinate emergency response on the ground or country evacuation.

Evacuation and Repatriation. If necessary, ISOS can arrange ‘bed to bed’ evacuation, repatriation, and coordinate travel arrangements for your family.

ISOS is not medical insurance. Students will be enrolled in the UT System Academic HealthPlan for their study abroad program. Faculty and staff are encouraged to inquire with their UT Dallas benefits representative.

International Risk and Insurance Analyst: Call 24/7 at 1(214) 906 7640

This emergency phone is accessible 24/7 and is answered by the International Risk and Insurance Analyst (IRSA). The IRSA is UT Dallas's liaison with International SOS (ISOS), UT System International Travel Insurance Plan for students traveling abroad, the UT Dallas International Oversight Committee, and the UT System Office of Risk Management. Contact the IRSA as early as possible if any of the following conditions exist: if the situation requires ISOS intervention, if a case number has been created with ISOS, if there may be a need for ISOS intervention, or if the case may be newsworthy or involve the media.

Title IX: Sexual Misconduct

Rights, Responsibilities, and Resources for RUOs Abroad The University’s Prohibited Discrimination and Sexual Harassment Sexual Misconduct Policy (hereinafter the “Sexual Misconduct Policy”; (https://policy.utdallas.edu/utdbp3102) applies to all University administrators, faculty, staff, students, and third parties within the University's control, regardless of where conduct occurs, including while studying abroad as part of an Education Abroad program. Accordingly:

Anyone who experiences sexual harassment, gender-based harassment, or sexual violence,

including sexual assault, stalking, domestic violence, dating violence, or any other form of sexual misconduct while participating in a UTD program has the right to make a report to any of the UTD employees present or to the UTD Title IX Coordinator (TitleIXCoordinator@utdallas.edu).

20

Complaints will be investigated in a prompt, impartial, and thorough manner to the greatest extent possible while abroad, and the investigation may continue upon return to the United States.

Interim measures will be taken when appropriate, including “no contact” orders, changes in living arrangements or work or study placements, or any other measures necessary: for the safety and well-being of the complainant, to maintain an environment free from harassment, discrimination or retaliation, and to protect the safety and well-being of community members. In some cases, it may be necessary to remove an individual or individuals from the program. Such a determination will be made on a case-by-case assessment of the allegations, available evidence, and potential threat posed to the safety and wellbeing of the alleged victim and others in the community.

Employees and students maintain the same rights under University policies regardless of where misconduct is alleged to have occurred, including, but not limited to, the right to assistance from an advisor and the right to a fair and impartial investigation and disciplinary process.

As the accessibility of resources and applicable local laws and policies vary abroad, the University will work closely with a victim to create a safe environment and seek assistance as appropriate from local law enforcement and/or other agencies.

Employees who travel abroad with students have mandatory reporting obligations under the Sexual Misconduct Policy (See Section 3.2 of the policy) as well as the Clery Act. For your convenience as both a Responsible Employee (RE) and a Campus Security Authority (CSA), find a CSA and RE quick reference guide for responsibilities and reporting at the end of this document.

Guidelines for the Responsible Employee (Title IX) What do I do if I become aware of an incident of sexual misconduct? You are obligated to report it to the Title IX Coordinator or Deputy Coordinator as soon as possible. Never promise to keep the information confidential. You may explain to the student or employee that while you will take every step to protect his or her privacy, you are required by law to pass on reports of sexual misconduct to the Title IX Coordinator. The Title IX Coordinator’s office will ensure that the information will only be shared with others to the extent needed to comply with University policy and applicable law. What if a student or employee is hesitant to discuss an incident due to concerns about privacy? The University has great respect for the privacy of the parties in a complaint. Under federal law, however, Responsible Employees who receive a report of sexual misconduct must share that information with the Title IX Coordinator or a Deputy Coordinator. Those individuals may need to act to maintain other students’ safety and must determine whether to investigate further under Title IX, regardless of the complainant’s request for confidentiality. Who can an individual talk to in strict confidence, without the obligation to report? Individuals who want to discuss an incident in strict confidence may use the resources such as physical and mental health care professionals and pastoral counselors, who are prohibited by confidentiality laws from reporting any information about an incident to anyone, in any way that identifies the victim, without the victim’s permission. Thus, students and employees may discuss an incident with those individuals without concern that the incident will be reported to the Title IX Coordinator. Am I required to call the police? Title IX does not require reports to any authority other than the University’s Title IX coordinator or designee. However, the traveler who has experienced sexual misconduct may choose to make a report to the local police where the sexual misconduct occurred. It is important to be aware that cultural and social attitudes to rape and sexual assault victims vary

21

greatly in different countries. Check the section for Assistance Resources for Victims of Crime and Sexual Misconduct While Overseas. What happens after I make a report to the Title IX Coordinator? The complainant will be contacted and informed of his or her rights and of available resources. Additionally, immediate and interim measures may be taken to assure the safety and well-being of the complainant, to maintain an environment free from harassment, discrimination or retaliation, and to protect the safety and well-being of others. An investigation of the incident is the responsibility of the Title IX Coordinator or appropriate designee. How do I report an incident of gender-based misconduct? Fill out the Title IX Incident Report Form: http://www.utdallas.edu/oiec/files/OIEC-Incident-Reporting-Form.pdf and send it to TitleIXCoordinator@utdallas.edu. For further information, you may contact the UT Dallas Title IX Coordinator at TitleIXCoordinator@utdallas.edu or 972-883-2218.

Guidelines for the Campus Security Authority (Clery Act) What do I do if I receive a report of a crime? Under the Clery Act, a crime is "reported" when it is brought to the attention of a CSA. You must report immediately allegations of crime (attempted or completed), made in good faith. Crimes that should be reported are: murder, manslaughter, sex offenses, robbery, aggravated assault, burglary, motor vehicle theft, arson, hate crimes, domestic violence, stalking, dating violence, sexual assault and all liquor, drug or weapons law violations resulting in an arrest. What if a student or employee is hesitant to discuss an incident due to concerns about privacy? The University has great respect for the privacy of the parties in a complaint. Crime reporting for Clery Act purposes in general only requires to report non-personally identifiable details. However, CSAs who receive a report of sexual misconduct must share that information with the Title IX Coordinator or a Deputy Coordinator. Those individuals may need to act to maintain other students’ safety and must determine whether to investigate further under Title IX, regardless of the complainant’s request for confidentiality (see Title IX. Sexual Misconduct). Do I need to determine if a crime is Clery-reportable before reporting? You are not required to evaluate whether a crime is Clery-reportable or not. You are only required to report the incident and pertinent facts as soon as possible. The incident will be evaluated by the Clery Coordinator, and others, as appropriate, to ascertain whether the incident is Clery-reportable and whether a Crime Alert should be issued. Do I need to investigate to make sure a crime actually occurred? You are not required to investigate if a crime actually occurred. You only are required to report the incident. An incident is reportable when it’s brought to your attention. What key facts must I gather to assist Clery compliance? WHAT happened (the type of crime or a description of the incident). WHERE it happened (necessary to determine if the crime falls into a Clery geographic area, this

may include off-campus locations). WHEN it happened (helps prevent duplicates in the case of multiple reports from different

sources).

How do I report a crime? Crimes in progress or an incident requiring immediate police response. Contact the local

authorities: In the U.S. call 911. On-campus you may call 972 883 2222. Outside the U.S. call local authorities. http://travel.state.gov/content/dam/students-abroad/pdfs/911_ABROAD.pdf

22

Attempted or completed incidents. Fill out the CSA Report Form: http://www.utdallas.edu/police/documents/CrimeIncidentReportForm.pdf. For further information, you may contact the UT Dallas Police at 972-883-2222.

Clery Act Reporting While Abroad: Tips for RUOs Even though you are away from campus, you are obligated to report Clery crimes that occur in: Any space that the University “controls” through a formal agreement for use, such as a lease or

rental agreement… That is used to support the University’s mission and… Frequently used by students (not administrative offices)

This includes academic or work spaces if UT Dallas has an agreement to “control” the space, and includes hotels/hostels/other living quarters if used on a regular basis or a trip of longer duration.

Reportable (regardless of whether a student is a victim or involved in the crime):

Student’s rooms. Entrance and egress, lobby, elevator, escalator, stairwell, hallways outside student’s rooms. Public areas (breakfast, pool, gym)

Not reportable (again, regardless of whether a student is affected or involved):

Crimes that occur in non-student private rooms Crimes that occur on floors not inhabited by students Crimes that occur in non-accessible places (VIP lounge) Crimes that occur at a time when the University did not have “control” (i.e., before or after the

term covered by a rental agreement)

Note: Host family homes are generally not covered unless you are given significant control over some portion of the home (a separate entrance). CSA Reporting Form and definitions of crimes: http://www.utdallas.edu/police/documents/CrimeIncidentReportForm.pdf

Assistance Resources for Victims of Crime and Sexual Misconduct While Overseas

While outside the U.S., it may be difficult to access resources that are otherwise always available to UTD students and employees (http://www.utdallas.edu/oiec/title-ix/resources). The following are resources that may be helpful for anyone who experiences sexual misconduct, including sexual violence, while abroad:

International SOS (ISOS)

http://www.utdallas.edu/rs/isos/ International SOS (ISOS) is UT System’s travel and emergency assistance provider for all UT System institutions. ISOS offers on-the-ground support, local expertise, preventative advice, and emergency assistance.

23

For travel or emergency assistance, call ISOS 24/7 to 1.215.942.8478 or the nearest center available: Sydney: 61.2.9372.2468, Singapore: 65.6338.7800, London: 44.0.20.8762.8008. Call collect where available. Identify yourself as a UT Dallas faculty, staff or student. Download the Assistance App. The Assistance App is a free mobile application with many useful features. You can download it from app.internationalsos.com. It will provide you with one-click dial to the closest International SOS assistance center for whenever you need medical, security help, or advice related to your travels.

U.S. Dept. of State: Help for U.S. Citizen Victims of Crimes Overseas

https://travel.state.gov/content/passports/en/emergencies/victims.html Includes resources and information for victims of crimes Links to information and U.S. contacts in specific countries and regions Lists contact information for various international victims assistance programs

Office for Victims of Crime: Resource Guide for Serving U.S. Citizens Victimized Abroad

http://www.ovc.gov/publications/infores/ServingVictimsAbroad Information regarding victim services, working with law enforcement in other countries, victim compensation programs, and more

Sexual Assault Support and Help for Americans Abroad (SASHAA) - a program of the Americans Overseas Domestic Violence Crisis Center

https://sashaa.org/ Website includes information and resources as well as live chat

availability

International Hotline: Find your local AT&T access code here: https://www.att.com/esupport/traveler/accessCodeModal.jsp.

Dial your AT&T access code and, at the prompt, enter 866-USWOMEN (879-6636)

The University will assist you with locating resources regardless of the willingness of the affected traveler to make a full report or cooperate in an investigation

24

CSA and RE Quick Reference Guide

Types of Incidents and Reports Required

Requires a CSA Report Only

Requires Both CSA and Title IX Reports

Requires a Title IX Report Only

Homicide Dating Violence Sexual Harassment

Aggravated Assault Domestic Violence Discrimination on the basis of sex/gender, gender identity, gender expression, sexual orientation, or pregnancy

Burglary Stalking Sexual exploitation (Note: though not reported under Clery, may constitute a crime depending on the circumstances)

Robbery Sexual Assault (forcible or non-forcible)

Any form of sexual misconduct not otherwise listed

Hate Crime (any crime listed here, as well as any incident of larceny, theft, simple assault, intimidation or destruction/damage/vandalism of property) if the crime was motivated by bias (race, ethnicity, disability, national origin, religion)

Hate Crime (any crime listed here, as well as any incident of larceny, theft, simple assault, intimidation or destruction/damage/vandalism of property) if the crime was motivated by bias (gender, gender identity, sexual orientation)

Retaliation for reporting or participating in an investigation

Motor Vehicle Theft

Arson

Arrest or Referral for Liquor Law Violation

Arrest or Referral for Drug Law Violation

Arrest or Referral for Weapons Law Violation

25

Responsibilities

CSA RE CSA Obligation to Report:

Based on geography o On campus – residence hall o Off campus – not residence hall o Public property adjacent to campus o Non-campus property in University-

owned or leased space o Other – if in doubt, make a report or

seek clarification from UTD Police

RE Obligation to Report:

Whenever you become aware that sexual misconduct may have occurred

Based on parties and circumstances – not on geography

Applies to all administrators, faculty, staff, students, and third parties within the University's control, including visitors and applicants for employment.

Applies to conduct regardless of where it occurs, including off University property, if it potentially affects the complainant's education or employment with the University.

If in doubt, make a report or seek clarification from Title IX Coordinator or Deputy Coordinator

CSA Reporting Form and definitions of crimes: http://www.utdallas.edu/police/documents/CrimeIncidentReportForm.pdf

Title IX Incident Report Form: https://www.utdallas.edu/oiec/files/OIEC-Incident-Reporting-Form.pdf Definitions: https://www.utdallas.edu/oiec/title-ix/definitions/ UTD Policy: https://policy.utdallas.edu/utdbp3102

Confidential Reporting: If the victim would like to remain anonymous, you may withhold identifying information from the CSA report, but must provide all other required information.

Confidential Reporting: All information must be shared, including the name of the victim. Advise the victim and/or individual sharing information that:

You are obligated to provide all relevant information to the Title IX Coordinator or designee

He or she will be contacted and offered resources and information about their rights under University policy and the law

Information received by the Title IX Coordinator is not shared except on a need-to-know basis when there is an investigation

The victim/reporter can share information with confidential resources such as counselors, healthcare professionals, clergy, and off-campus resources without the information being reported to the Title IX Coordinator. See FAQ regarding Mandatory Reporters: http://www.utdallas.edu/oiec/title-ix/faq/

Questions? Contact: Chief Larry Zacharias (972) 883-2232 larry.zacharias@utdallas.edu

Questions? Contact: James Dockery (972) 883-2218 james.dockery@utdallas.edu

26

Sgt. Misty Boyd (972) 883-4943 misty.boyd@utdallas.edu

Brandy Davis (972) 883-5202 brandy.davis@utdallas.edu

Guest Guidelines

The following best practices apply to all individuals accompanying participants of UT Dallas programs. While UT Dallas does not restrict program participants from bringing guests on study abroad programs, it is not a practice that is encouraged. UT Dallas reserves the right to impose limits and/or conditions on the roles, activities, and presence of guests. Such limits or conditions derive from concerns related to health, safety, or security as determined by UT Dallas. In some cases, guests may not be permitted to join the program for some or all activities. Definition of Guest

A guest is not a UT Dallas current student or employee. A guest is a person accompanying a participant of the group with authorization from the faculty leader, or from the next person in hierarchy if the individual is a faculty leader guest. Forms guests must fill out prior to departure

Individuals under age 18:

Minor Medical Information and Release form. B4-B with the signature of the Guardian/Parent Minor Release and Indemnification form. B4 with the signature of the Guardian/Parent

Individuals 18 years and older: Adult Medical Information Release form. B4-C with the signature of the traveler Adult Release and Indemnification form. B4-A with the signature of the traveler

Roles of guests

Guests are not considered in any way to be resident directors, program staff, or official representatives of UT Dallas. Therefore, they should take no role in leading the group or making decisions regarding the program or program participants. Minor children

It is recommended that guests under the age of 18 be accompanied by another supervising adult. Adult childcare professionals are also considered guests. Program participants, including group leaders, should not provide childcare for guests during the program. Expenses

In no way should guests benefit from services paid for by student fees. This information must be made transparent so there is no misunderstanding that student program fees are subsidizing non-participants in any way. Examples:

27

Guests may participate in program excursions and field trips, provided such participation does not increase the cost of the excursion. Program excursions are planned to accommodate all students plus the participating leader(s). If participating in excursions, guests must pay all per-person expenses separately (i.e., entrances to parks or museums, theatre tickets, transportation, meals, etc.).

If the group travels on charter transportation, the guest should pay the pro rata share for the portion of the charter used.

In no case is program money to be used to fund guest participation in special events. If the cost for the guest is included on a group receipt, it must be deducted before the receipt is submitted for reimbursement.

Insurance

Guests are responsible for their own medical and liability insurance coverage. It is recommended that guests get insurance to cover their needs. UT Dallas cannot recommend or verify the insurance is appropriate; guests will need to ensure it is appropriate for their needs. Safety

Guests are responsible for their own safety. It is the responsibility of all guests to familiarize themselves with the health, safety, and cultural considerations of the program destination. UT Dallas is not responsible for the injury, illness, loss, or death of a guest on a UT Dallas program. Guests are expected to abide by all program policies and any additional restrictions that are imposed for safety reasons. Emergency Assistance

Travel outside of the U.S. Guests are not covered by the International SOS emergency assistance scholastic program.

Individual ISOS memberships are available for purchase via the ISOS website. Guests using membership # 11BSGC000037 will receive a 20% discount.

Guests who are U.S. citizens are encouraged to register with the STEP program. Non-U.S. citizens are encouraged to report with their home country embassy at their destination.

28

Appendix 1

29

30

Appendix 2

31