Information for Faculty Leading Study Abroad Programs

Designing Your Program
Important Considerations in Assessing Program Location and UM-Sponsored Study Abroad Program Travel Safety Policy
Student Selection
Pre-Departure Considerations and Responsibilities
International Student Identity Card (ISIC)
Former Study Abroad Program Directors
International Programs Contact

Designing Your Program

How to offer academic credit

Study abroad programs may offer academic credit for courses given through university academic departments. If you would like to offer university academic credit, you need to work with your department. International Programs (IP) will be happy to share with you the contact information of faculty members who have offered such credit in the past. You will find it very helpful to talk to them when designing your program.

Recruitment

The program director should take the lead on campus in promoting his/her own program. IP will be happy to include information about the program on IP's website and keep information about the program in IP's resource library. Please prepare a handout about the program to share with IP. For this purpose the handout should include a detailed description of the program, number of credits awarded, itinerary, program costs, and contact information for program director. The program directors are welcome to participate in either of IP's study abroad fairs, which are held annually in February and September. The program director should start the recruitment early: IP advises that the program should be announced one year prior to students' departure to maximize recruitment.

Financial aid

Students can use many forms of financial aid for study abroad. Although work study is not available, tuition waivers, loans and some miscellaneous scholarships may apply. Students can use their aid to cover "reasonable" costs of study abroad, including round-trip air transportation, tuition and fees for the program, living costs, passport and visa fees, health insurance, etc. If students will be earning academic credit directly through The University of Montana's academic departments, the program director must submit a letter to Carol Durnford at The University of Montana's Financial Aid office (243-5510 ,cdurnford@mso.umt.edu) detailing the expenses along with a list of program participants' names and social security numbers. It is very important that the financial aid office knows about the program as early as possible. If academic credit for the program is offered through Continuing Education, the program director should contact Mick Hanson at The University of Montana's Financial Aid office (243-5504,mhanson@mso.umt.edu) to establish if students participating in the program will be eligible for financial aid.

Important considerations in assessing program location and UM-Sponsored Study Abroad Program Travel Safety Policy

Program directors should consult the U.S. Department of State website at http://travel.state.gov pertaining to the safety of the location of the program. On this website you find a list of current Travel Warnings and Public Announcements, which the U.S. Department of State regularly updates. The U.S. Department of State also maintains Consular Information Sheets, Travel Publications, and other safety information about almost every country.

The program director should be aware of The University of Montana's Study Abroad Program Travel Safety Policy. According to the policy, all University of Montana-sponsored study abroad programs involving regularly-enrolled or Continuing Education students are required to have IP's signed acknowledgement before any travel related to the program may be initiated. Also, if the U.S. Department of State has issued a Travel Warning for the country/region of a University of Montana-sponsored study abroad program, The University of Montana may suspend the program. If the U.S. Department of State has issued a travel advisory determining that an unstable condition exists in the country/region of a University of Montana-sponsored study abroad program, but the condition is not severe enough to warrant a U.S. Department of State Travel Warning, the program director is required to consult The University of Montana Legal Counsel and IP to assess the safety of the location and determine if the program shall continue.

The program director should register him/herself and all of the program participants with the nearest U.S. Embassy or Consulate in the host country. For the location and contact information of U.S. Embassy or Consulate in the host country, see the specific information for the country at the U.S. Department of State website.

Student selection

Application Forms

Enclosed is a sample of an application form. If the program director would like to use these forms, they can be printed out from this site. The program director will most likely need to have changes made to the forms. Therefore, the forms are also available in paper or electronic format from IP.

Disciplinary Records

The program director should review applicants' disciplinary records. The disciplinary records indicate if a student has been given a warning or has been placed on disciplinary probation based on a Student Conduct Code violation such as violation of The University of Montana Alcohol or Drug Policy. If there is a concern about the student's maturity or ability to represent The University of Montana abroad, the program director should discuss the situation with the student during the selection process. IP requires that their student applicants have no record of disciplinary probation for violation of The University of Montana's Student Conduct Code within the last six months before applying for the study abroad program. Also, IP informs the students that if they are placed on disciplinary probation between the time of their acceptance into a program and their departure, they will automatically be withdrawn from the program. The program director may wish to establish a similar policy, depending on length, location, and intensity of the program. Students' disciplinary records can be obtained from Ron Brunell, Director of UM's Residence Life office (243-2611/2612,RBrunell@mso.umt.edu), and Charles Couture, Dean of Students, Students Affairs (243-6413, ccouture@mso.umt.edu). A program director who is a University of Montana faculty member may access the student conduct code records, but they may not be disclosed outside The University of Montana.

Interviews and Selection

The program director should interview the applicants as part of the selection process. Enclosed you find a sample interview form.

Here are some criteria to consider when selecting students for your program:

• Overall strength of written application
• GPA (IP usually requires a cumulative GPA of 2.8), strength of statement of purpose and letters of recommendation.
• Strength of interview
• Evidence of student's preparation for interview and enthusiasm for program
• Does the student have appropriate level of language ability required for the program?
• Extent of student's preparation for the exchange (academic, financial)
• How well does the program relate to student's academic objectives and career plans? How much does the student know about the host country ? Is there evidence of the student's financial planning for the program?
• Student's maturity, adaptability, and ability to represent The University of Montana abroad. Is the student mature, independent, self-reliant, resourceful, and determined to integrate fully into a new culture? Will the student represent UM in a manner that will promote its reputation?

IP normally accepts junior-level students to exchange programs, although first-year students with exceptionally strong credentials may be considered for acceptance to study abroad during their sophomore year.

Pre-Departure Considerations and Responsibilities

Orientation

The program director should offer an orientation for program participants. This orientation can be offered as part of a regular academic class the semester preceding departure, through a series of pre-trip meetings, or through a one-time workshop. The suggested topics include:

• Health care issues abroad (preventive care, HIV/AIDS, vaccinations, prescriptions)
• Health insurance
• Safety
• Program rules and policies, behavioral expectations
• Academic information (registration, credit transfer (if any), fulfilling degree requirements)
• Money matters (how to pay for the program, financial aid)
• Information on the host country and its laws and customs
• Cross-cultural coping and interactive skills
• International communications and emergency contact information (to be shared with parents)
• Getting to know the rest of the group; trust/teambuilding

The program director may also request IP's assistance in conducting the pre-departure orientation workshop. The program director may choose to participate with the students in IP-sponsored pre-departure orientation workshops, held annually in October and April every year, or the program director may invite an IP staff member to conduct a session in his/her own orientation program. In each case, the program director will be responsible for photocopying of the materials for the students. Please contact IP for details.

Student Health Insurance Minimum Requirements

All students participating in University of Montana-sponsored study abroad programs are required to maintain health insurance coverage throughout the entire study abroad period. The University of Montana's minimum coverage requirements are:

• Medical Expense Benefit: $100,000
• Medical Evacuation: $50,000
• Repatriation: $15,000

Students have many affordable options to meet these minimum coverage requirements. Please visit the following link for information on how program directors can comply with the student health insurance minimum requirements: Study Abroad Insurance Information.

Agreements/Forms/Information Given to Students

During pre-departure preparation, students should be provided with forms and information outlined below. Most of the forms can be downloaded from this site. The forms are also available in paper or electronic format from IP. The program director may wish to make changes to the forms.

Agreements/Forms that the Program Director should keep for his/her records:

1. International Programs Release and Agreement
2. Assumption of Risk and Responsibility, Covenant Not to Sue, and Waiver of Claim and Release
   Agreements explain the existence of unavoidable risks in traveling overseas, including injury and possible death, and include a release of The University of Montana for all damages. Please note that these agreements do not provide protection to the university in case of The University of Montana's negligence (e.g. if The University of Montana does not prepare students adequately for the program). The agreements also spell out the behavioral expectations of the students including the fact that they remain subject to The University of Montana Student Conduct Code and host country laws during the program.
3. Responsibilities of Study Abroad Participant
   Outlines the students' responsibilities in the study abroad program.
4. Health Information
   Gives the program director information about students' health needs during the study abroad program so that each student's individual needs and circumstances can be accommodated. Note that the information cannot affect student's admission into the program.
5. Insurance Coverage Form
   This form is a certification by the student that he/she has the required health insurance coverage for the study abroad period.

Forms that the program director should return to IP:

1. Student Information Sheet
   IP keeps records of all University of Montana students participating in University of Montana-sponsored study abroad programs for the purposes of record keeping and in case of emergency.
2. HTH Comprehensive Insurance Policy Enrollment Form (only if students and program director enroll in HTH comprehensive policy)
3. HTH Supplemental Insurance Policy Enrollment Form (only if students and program director enroll in HTH supplemental policy)

Forms/Information for students to keep:

1. CDC Health Advisory for region
   Center for Disease Control and Prevention web site has immunization recommendations and other travel and health information for every region of the world.
2. HTH Policy Information (if student enrolls in HTH group policy): Comprehensive Policy or the Supplemental Policy.
   UM has a group policy with HTH Worldwide Insurance Services. The information includes a general brochure and Certificate of Insurance with detailed policy description.
3. Country Information
   U.S. Department of State Country Information are available for every country and destination. They include such information as: location of the U.S. Embassy or Consulate in the host country, unusual immigration practices, health conditions, minor political disturbances, unusual currency and entry regulations, crime and security information, and drug penalties.
4. U.S Department of State Travel Advisories, if applicable
5. Family Information Sheet
   Before distributing this form to students, the program director should first enter his/her contact information in the U.S. and in the host country, including emergency contacts, and then photocopy the form for students. Students should be reminded to leave a copy of this form with family/friends.
6. "Do You Know?" worksheet
   A sample worksheet for students to use while doing research on their host country (program director may wish to design his/her own).
7. "Things to Know Before You Go!" worksheet
   Information sheet about the U.S., Montana, Missoula, and UM.
8. Cultural Adjustment Curve 
   This sheet explains the process of learning a new culture. It may reduce students' anxiety if they are aware of the process.

International Student Identity Card (ISIC)

Students may want to consider purchasing an International Student Identity Card (ISIC) from Foreign Student and Scholar Services (FSSS), Lommasson Center 219. The ISIC card provides discounts and savings at museums, hotels, etc. Students should be notified well in advance of their departure to purchase the ISIC card because Foreign Student and Scholars Services keeps a limited stock on hand. Students can also purchase the ISIC card online.

Former Study Abroad Program Directors

List of The University of Montana faculty members who are former study abroad program directors and are willing to provide advice:

• Cindy Garthwait, Department of Social Work, 243-2954, cynthia.garthwait@umontana.edu, winter intersession program to Nepal
• Paul Haber, Department of Political Science, 243-4862, paul.haber@mso.umt.edu, summer program to Mexico
• Dennis McCormick, Department of Foreign Languages and Literatures, 243-2976, dennis.mccormick@mso.umt.edu, semester program to Germany and Austria
• Amy Ragsdale, Department of Drama/Dance, 243-2832, amy.ragsdale@umontana.edu, winter intersession program to Bali

International Programs Contact

Marja Unkuri-Chaudhry, Assistant Director for Study Abroad, 243-2296, MarjaC@mso.umt.edu