Responsibility for Maintenance: Academic Affairs
I. Policy Statement
Study abroad experiences offer opportunities to
enrich student learning and must be planned, implemented, and assessed to
ensure academic alignment; support orderly program implementation; limit
foreseeable risks; comply with applicable laws, regulations, and policies; and,
foster community-building among participants.
II. Reason for Policy
All programs and courses offered by Onondaga
Community College, including those occurring in foreign countries, are subject
to College oversight. Study abroad carries
inherent risks that must be managed by all involved to ensure effective
delivery, including appropriate response to any emergencies that may occur.
III. Applicability of Policy
All faculty, other college employees involved in
the management, coordination, or oversight of study abroad programs, and
students participating in study abroad opportunities are responsible for
implementation of study abroad programs and activities consistent with this
IV. Related Documents
Onondaga Community College Annual Security Report: http://www.sunyocc.edu/index.aspx?menu=388&id=1567
Title IX Web Site:
Title or Position
& Senior Vice President
- All study abroad
experiences are subject to approval by the College’s Executive Council upon the
recommendation of the Provost & Senior Vice President following curriculum
development and program planning consistent with this policy.
- Except in
extraordinary circumstances approved in advance by the Executive Council (see 5(d) below), study abroad trips will
be facilitated by an approved tour operator.
A list of approved tour operators is maintained by the Division of
Financial Services, Office of Management Services, which is the sole entity
authorized to negotiate final contract language and enter into an agreement
with the selected tour operator on behalf of the College.
- Travel is
prohibited to any destination listed with a Level 3 warning on the U.S. State
Department Travel Advisory List.
- Co-leaders are
required to participate in study abroad co-leader orientation with Wendy Allen,
Director of Academic Services, in advance of preparing their study abroad plan
to review specific policies and procedures applicable to study abroad.
completion of the required orientation and in advance of listing a course as a
study abroad opportunity, prospective faculty leaders are required to plan and
document the following information for review and approval by the Executive
- Provide an itemized list of the specific travel
itinerary and costs, including group departure and return travel plans,
specific accommodations, activities on each day of the trip and related
admission fees, meals, international health insurance fees, tour operator fees,
and any other expenses, including a reasonable estimate for gratuities (if
tipping is expected at the destination site) as cash advances are prohibited. A
detailed budget for meal arrangements must be provided, to include
out-of-pocket estimates for students and any benefits provided to trip leaders
by the travel company or other entities, and costs per meal will not exceed the
College’s approved per diem rates for employees. All travel will occur as a
group. Except in extraordinary
circumstances approved in advance by the College President, neither the
co-leaders nor students will travel separately from the group.
- Identify full-time faculty or administrator co-leaders
who will travel as part of the trip and otherwise act as jointly responsible
for implementation of all trip requirements.
No trips may be co-led by an individual faculty member nor by any person
who is not an employee of Onondaga Community College.
- Identify any other individual(s) proposed to
accompany either trip co-leader (at the co-leader’s sole expense and
responsibility) and/or any other activities in which either co-leader proposes
to engage (e.g., scholarly research, presentations, collaborations) during the
authorized period of the trip. Faculty
and administrators are cautioned that their first priority is the trip and its College
participants. Consequently, the College
discourages and reserves the right to prohibit any proposed activity that may
divert the co-leaders from their responsibilities, including any third-party
work for hire, and will take appropriate action should it become apparent that
a co-leader has engaged in non-aligned activities during a trip without prior
- Co-leaders seeking to lead a trip without the
facilitation of an approved tour operator must provide a written risk
management plan for the trip identifying the content of student orientation
materials and plans for medical, criminal, student conduct, civil disturbance,
and other emergencies that may occur.
This plan is to include appropriate on site resources to address the
situation and the steps that will be followed if an emergency requires the
group to become separated or to evacuate from the destination site.
- Co-leaders are
responsible for conducting a reconciliation of trip expenses within 15 days
after the trip return date so that the College may refund students a pro-rata
share of any excess monies collected in advance of the trip. This reconciliation will be submitted to and
approved by the Office of Academic Affairs prior to submission to Financial
- Co-leaders seeking
reimbursement of additional expenses incurred in addition to those approved in
advance may do so in accordance with Policy
G7 Travel Authorization and Reimbursement, including applicable receipts.
- Consistent with
SUNY guidelines, all incentives, rebates, or other benefits associated with College
travel are the property of the College and not individual faculty co-leaders.
participating in study abroad are required to comply with all College policies,
as well as the following additional requirements:
For students under the age of 18, provide a
permission form signed by the parent or legal guardian.
- Submit in advance to a student conduct review by
the Division of Student Engagement & Learning Support, which will make the
final decision on whether a student’s conduct history should preclude study
- Participate in the SUNY-wide International
Student/Scholar Health Insurance Plan (currently known as GeoBlue).
- Participate in required orientation both prior to
travel and upon arrival at the trip destination.
- Demonstrate proof of valid passport or pending
passport application at time of course registration.
- Travel with and remain with the group at all times.
- Make payment in full by the published deadline to
avoid cancellation of the student’s enrollment in the trip and forfeiture of
any deposits previously made. Students
eligible and approved for financial aid will be deemed to have satisfied the
payment requirement, provided that the available aid is sufficient to cover the
- Study abroad courses are offered subject to the same course registration
and cancellation timelines, policies, and procedures that apply to all other
courses of the College. Should
enrollment in the study abroad course and any associated payments not meet expected
minimums, the course and the trip may be cancelled by the Office of Academic
Affairs. In this situation, all deposits
made by students will be refunded to them.
Faculty Leader - Study Abroad Forms and Procedures
Participant - Study Abroad Forms and Procedures
Approved by OCC Board of Trustees June 19, 2018