Program Leader Handbook - International Education and ...

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Appalachian Overseas Education Programs Program Leader Handbook
IV. PRE-DEPARTURE PLANNING……………………………………………………………………………………. 22
A. PRE-DEPARTURE LOGISTICAL ARRANGEMENTS…………………………………………………… 22
1. Location and Inspection of the Host Country……………………………………………………….. 22
2. Payments to Vendors………………………………………………………………………………… 22
3. Contracts with Vendors or Program Support Personnel…………………………………………….. 22
4. Accompanying Program Associates…………………………………………………………………. 22
5. Contracts with / Payments to Students………………………………………………………………. 23
B. PRE-DEPARTURE FINANCES…………………………………………………………………………….. 23
1. Pre-Payments to Vendors by Invoice………………………………………………………………… 23
2. Pre-Departure Budget Meeting with OIED………………………………………………………….. 24
3. Payments for Independent Personal Services………………………………………………………… 24
4. Payments for Teaching Services by Non-Appalachian Personnel…………………………………… 25
5. Payments from Program Associates………………………………………………………………….. 25
6. Release of Travel Advance…………………………………………………………………………… 26
C. PREVENTING STUDENT COURSE REGISTRATION ISSUES…………………………………………. 27
1. Program Course(s) Not “Built” with the Registrar’s Office…………………………………………. 27
2. Holds on Student Accounts………………………………………………………………………….. 27
3. Independent Study Paperwork……………………………………………………………………….. 27
4. Overload Permissions………………………………………………………………………………... 27
D. OTHER IMPORTANT ADMINISTRATIVE MATTERS………………………………………………….. 28
1. Program Billing and Student Payments……………………………………………………………… 28
2. Student Withdrawals…………………………………………………………………………………. 28
3. Students with Conduct Records……………………………………………………………………… 28
4. Program Insurance Plan………………………………………………………………………………. 29
E. PRE-DEPARTURE HEALTH AND SAFETY ARRANGEMENTS………………………………………… 30
1. Monitoring the Risks of the Destination(s)…………………………………………………………… 30
2. Program Registration with the U.S. Consulate or Embassy………………………………………….. 31
3. Logistical Information to Gather Prior to Departure…………………………………………………. 31
4. Emergency Contact Cards……………………………………………………………………………. 31
5. Health and Safety Information to Research Prior to Departure……………………………………… 32
5.1. HTH Worldwide Medical Plan………………………………………………………………….. 32
5.2. Health Issues and Medical Requirements Specific to Program Site(s)………………………….. 32
5.3. Student Personal Health Issues…………………………………………………………………… 32
6. Driving Overseas……………………………………………………………………………………… 33
6.1. Program Leader Driving…………………………………………………………………………. 33
6.2. Student Driving………………………………………………………………………………….. 34
6.3. Overnight Road Travel…………………………………………………………………………… 34
7. Passports and Visas…………………………………………………………………………………… 34
8. Information and Documentation to Forward to OIED Prior to Departure…………………………… 34
9. First Aid Kit…………………………………………………………………………………………. 34
Revision Date 5/8/13
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