Program Leader Handbook - International Education and ...

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Appalachian Overseas Education Programs Program Leader Handbook D. OTHER IMPORTANT ADMINISTRATIVE MATTERS 1. Program Billing and Student Payments 28 Students should follow the program’s payment schedule and submit their payments by the installment due dates to OIED until your program has reached its target enrollment number. Once your program has enrolled the required minimum number of applicants that allows your program to be financially viable, please notify us, and OIED will bill your program participants’ student accounts for the program cost. Our office will notify you at that time by email that students should no longer make payments to OIED, but to the Cashier’s Window at the Office of Student Accounts instead. We will send you blank deposit slips and a “billing and payment message” for you to forward to all your students. It is important that your students use those deposit slips to ensure that their payments are applied to the appropriate AOEP program charge and to the right academic term. An added benefit to the students from that point on is that they will be able to use the convenience of payment by credit card at the Cashier’s Window. We highly discourage students from paying online, as the system does not allow online payments to be applied specifically to the program charge and the online system may not be open for the term of the program. If you would like to still admit additional students after you have reached your target enrollment and OIED has already billed the program to that student group, it is important for those new students to still submit their initial deposit payment to OIED by check or cash along with their application. Please notify OIED when you have reached your maximum target number of program participants. Our email billing notification will also ask you at that time to remind students of the importance of not only paying off the program cost and related tuition (if applicable) by the last installment due date, but also of clearing any other pending charges on their student accounts by that same date. Students need to carry a balance of less than $100 on their student accounts to maintain their status as enrolled students at Appalachian. Once your program’s last payment due date has passed, OIED checks each student’ account balance to make sure that any outstanding balance is less than $100. OIED will notify you by email of any student in danger of being dropped from your program because of an outstanding balance. If you have students in that situation, it is critical that you communicate with them the urgency to pay off their balances to avoid being dropped at full cost. The only exception allowing students to carry a balance is if the student account shows a pending financial aid award covering the balance (financial aid is usually disbursed only about 10 days prior to departure). IMPORTANT NOTE about FINANCIAL AID: When financial aid disbursements are credited to the students’ accounts, the awards are not always automatically applied toward the program cost and may instead be refunded to the students who may not realize that they still have an outstanding balance after receiving a refund check. If students are confused as to why they still carry a balance after receiving a refund, please advise them to personally redeposit the refund check to their student account to clear their balance. Please cover this issue at the pre-departure meeting (see the Pre-Departure Orientation section on page 35). 2. Student Withdrawals If a student is expressing an intent to drop out of your program, it is critical that you remind the student of the cancellation policy which states that the initial deposit payment is non-refundable, and that the student remains obligated for any payments that were due prior to or on the day of his/her written cancellation notification. The student is responsible for the amounts owed even if he/she was not up-to-date with the payment schedule. Do not promise the student any refunds beyond the scope of the cancellation policy. Again, please remind the student to notify you and OIED in writing of his/her withdrawal from your program. 3. Students with Conduct Records The Office of Student Conduct recommends that any student who is currently under judicial sanctions or has been previously suspended from Appalachian meet with the Director of Student Conduct, the program leader and OIED. The purpose of the meeting is to discuss the student’s judiciary history as well as review the standards of conduct associated with Appalachian Overseas Education Programs in order to prevent the same behavior from happening again abroad. It is an opportunity for the student to openly share with you and our office any issues or concerns where we can be proactive in helping him/her experience success on your program. Should the need for such an intervention arise, OIED will contact you to arrange a meeting in the weeks preceding your departure. Though a very rare outcome, a student may be denied participation in a program. Revision Date 5/8/13 507_AOEP_LeaderHandbook
Appalachian Overseas Education Programs Program Leader Handbook 4. Program Insurance Plan OIED processes enrollment in the UNC system-mandated HTH Worldwide Insurance Services Plan for all students and faculty participating in Appalachian Overseas Education Programs. The HTH plan provides comprehensive primary medical insurance, medical evacuation insurance, repatriation of remains, an international medical assistance service, and political and security evacuation services. Enrollment in the insurance plan is mandatory for all program participants, associates, and the program leader, regardless of any other personal insurance plans program participants may already have subscribed to. 29 Insurance Process About 4-6 weeks prior to departure, OIED will email you student and faculty insurance rosters for your review prior to processing. It is critical that you review the information for accuracy and completeness. It is especially important that you check the coverage dates as they may have changed from your original program proposal. Once OIED has received your written approval to process the insurance information, we submit the rosters to the insurance company for processing. Once the insurance information is processed by HTH, OIED will email you the insurance cards for all your program participants along with important insurance instructions for you to forward electronically to your group. Important insurance information to forward include the following points: - Participants should register with HTH on-line prior to departure, and share insurance information with their family as students’ parents are eligible for free registration on the HTH Parents website. - The insurance plan does not cover expenses incurred for injuries resulting from the use of alcohol or intoxicants, or any drugs unless prescribed by a physician. - Students who wish to purchase extended coverage for personal travel abroad before and/or after the program official dates need to contact OIED to obtain a “Before/After Insurance” form and must contact the insurance company directly in a timely fashion. Please make sure that students staying abroad beyond the program official travel dates sign an “Assumption of Risk Indemnification Agreement for Extended Stay” form and turn this form to OIED prior to the program’s departure. Additionally, we ask that you print the insurance cards for distribution before departure. Please note that at the time we send you the insurance cards, we also send you an Emergency Contact Information Sheet with information on how to contact us should you need assistance (see Appendix H). For more information about the insurance plan, please see the Health and Safety Information to Research Prior to Departure section on page 32. Insuring Traveling Dependents If a family member is traveling with you or joining your program at some point, you may elect to have that family member covered under the HTH plan as a dependent. In this case, please let OIED know, so that we include their information (first name, last name, date of birth and travel dates) on the faculty roster. Payment covering the insurance cost of dependents is due prior to processing your travel advance. Revision Date 5/8/13 507_AOEP_LeaderHandbook
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