Preparing and supporting students
Program leader responsibilities include supporting the cultural adjustment and the health and safety of students while they are abroad. While students are expected to behave responsibly regarding their own health and safety, program leaders are professionally responsible for serving as a resource for students and providing assistance and support in case of an emergency. Many first-time program leaders are surprised at the degree to which students look to hem for support in dealing with a wide variety of issues, including homesickness and the process of cultural adjustment. Providing comprehensive orientations and assisting students in establishing realistic expectations are key to program success.
To be successful, program leaders should:
- Attend the mandatory health, safety and security workshop for program leaders.
- Complete Clery Act campus security authority training.
- Submit a detailed program itinerary with all accommodations and overseas contact information to the office managing your program. All relevant details will be provided to International Programs.
Pre-departure orientation
International Programs strives to prepare all MU students to have a safe and culturally-enriching experience abroad. This is achieved through individual advising sessions as well as general and program-specific pre-departure orientations. Students receive general information regarding cultural adjustment, travel, health and safety through the mandatory Mizzou Abroad Orientation.
Students are provided with guidelines for protecting themselves and their belongings abroad. and information about services through the U.S. Department of State that address issues related to health and safety in the countries where the students will be studying. They are advised to consult the Department of State website for updates and to register all their travel with the Smart Traveler Enrollment Program or equivalent if they are not U.S. citizens. Students receive information about how to stay healthy abroad and how to use their insurance if they become ill or are injured.
Each program is unique and students need to receive program-specific information to be adequately prepared. Below is a list of health and safety topics that should be covered in this orientation:
- How to contact you and International Programs at any time in case of an emergency.
- Health, safety and legal concerns specific to the host city(s) and country(s):
- Specific information about any safety concerns in the program location(s) (e.g., areas to avoid, recommendations for traveling in groups/buddy system, safety of local transportation).
- Instructions about what to do if they become ill abroad, including how to use their mandatory health insurance through GeoBlue.
- GeoBlue policy and benefits information is also available online for families.
- Travel health information will be provided by the Student Health Center for countries with recommended or required immunizations, where malaria is endemic or that have food/water safety concerns.
- Cultural concerns:
- Cultural adjustment and culture shock.
- Etiquette (e.g., the left hand rule).
- Appropriate dress.
- Issues of identity abroad: age, ancestry, color, gender identity, gender expression, disability, national origin, race, religion, sex/gender, sexual orientation, veteran status.
- Packing tips:
- What to take and what not to take, considering immigration and customs restrictions.
- Weather conditions, program activities and appropriate clothing, including the need for special footwear or outerwear.
- Guidelines for bringing prescription and over-the-counter medications (refer question to the Office of International Health, Safety and Security).
- Travel information:
- Flights and other transportation options.
- Passport and visa requirements.
- Finances related to health and safety:
- GeoBlue health insurance and UnitedHealthcare Global emergency evacuation insurance is included in the program cost.
- Arrangements for safely accessing money abroad: card PINs, safer ATM access, credit/debit cards.
On-site responsibilities
Arrival on site
After the last student has arrived or was expected to arrive, contact International Programs with verification that all program participants are safe and accounted for in the host country. You must provide International Programs with your in-country contact information upon arrival (if you haven’t already done this).
On-site orientation
Upon arrival in the host country, conduct an on-site orientation session. Deal with the most immediate and practical aspects of adjustment first. Students need to have a number where they can contact you 24/7 in case of an emergency. Refer to the emergency procedures for additional information.
During the first few days, students are usually engaged in exploration of their new environment. They begin to form views of the host country based on their interactions with locals. Provide ample opportunities for students to compare and discuss their experiences. Tours of the campus and city, organized by you or a trusted provider, will help students gain insights into daily life in the host country.
- Introduction to program staff, key host institution administrators and faculty members.
- Description of the programs of the program staff, administrators and faculty members.
- Program leader and student roles; program policies.
- Schedule regular times to discuss students’ personal and academic concerns.
- Consider scheduling individual meetings with students at the end of the first week on-site, as concerns often surface during this time.
- Cultural adjustment issues.
- The program’s communication and contingency plans.
- How to contact law enforcement and other emergency services, including the local 911 equivalent (refer to the AlertTraveler app).
- Personal safety in the host country (e.g., always being aware of your surroundings, locations to avoid, traveling in groups, etc.).
- Local places to access money safely.
- General introduction to the community and surrounding environment.
- Places to obtain essentials.
- Housing information and policies.
- Overview of local transportation, including safety, how to use it, student rates.
- Tours of the city and campus (if applicable).
- Directions to and contact information for the nearest U.S. Embassy/Consulate or other appropriate consulate for non-U.S. citizens.
- Confirm students have registered all travel during the program with the appropriate local embassy/consulate (e.g., Smart Traveler Enrollment Program).
- Remind them to notify you if they are traveling away from the program site and to register their travel as a side trip in myStudyAbroad.
- Differing cultural norms (e.g., left hand rule, etc.).
- Appropriate dress (e.g., not standing out as Americans, acceptable style of dress as related to location or site visits).
- Common language phrases (e.g., polite greetings, common questions, basic phrases, emergency vocabulary, directions).
- Photography restrictions and respectful use (e.g., museums, sites of religious or military importance).
- Medical and health facilities, what to do in case of an emergency.
- Remind students how to use their GeoBlue health insurance.
- Review procedures for dealing with illness — encourage students to contact you and take appropriate action before calling parents and alarming them unnecessarily.
After the on-site orientation, students should know how to contact:
- Program leader and on-site support staff (24/7)
- International Programs (via MU Police 24/7): +1 573-882-7201
- Law enforcement and other emergency services (local 911 equivalent)
- Emergency room/hospital/doctor and GeoBlue insurance
- Nearest U.S. Embassy/Consulate or other appropriate office for students who are not U.S. citizens
Leading excursions
When an excursion or activity is an official part of an MU study abroad program, a high degree of responsibility is undertaken in terms of demonstrating reasonable care for student health and safety. Students, their families and the MU administration will expect that you have thoroughly investigated the advisability of the activity/excursion and considered the health and safety concerns, including consulting the U.S. Department of State website, trusted colleagues on-site and university experts.
It will be assumed that you have thoroughly vetted everyone involved in organizing the activity/excursion. Activities/excursions should be related to the academic purpose of the program. Remember that some activities, such as participation in professional sports, may be excluded from insurance coverage. The Office of International Health, Safety and Security is happy to serve as consultant regarding a particular activity/excursion before adding it to your program.
At the conclusion of the program
- Shred student information forms, GeoBlue insurance cards and passport copies.
- Submit the appropriate Clery Act details to globalheathsafety@missouri.edu.
- These details are submitted annually by each campus authority even when there is nothing to report.
Standards of conduct
The standards of conduct on the MU campus continue to apply to students studying abroad. Students planning to study or travel in another country agree to inform themselves of and abide by the host country laws and standards of acceptable behavior. Students make both of these commitments when they sign the UM System Assumption of Risk and Release and Program Confirmation and Conditions of Participation forms, which state:
“I understand that each foreign country has its own laws and standards of acceptable conduct, including dress, manners, morals, politics, drug use and behavior. I recognize that behavior that violates those laws or standards could harm the university’s relations with those countries and the institutions therein, as well as my own health and safety. I will become informed of, and will abide by, all such laws and standards for each country to or through which I will travel during the program.”
Students also acknowledge that, due to the unique circumstances of a student abroad program, “procedures for notice, hearing and appeal applicable to student disciplinary proceedings at the university do not apply.” Students agree to return home at their own expense if they are dismissed from the program, and they acknowledge that they will not be entitled to a refund for fees or program costs if dismissed from the program.
MU guidelines regarding academic dishonest, defined as “cheating, plagiarism or sabotage,” apply to the study abroad context. The MU standard of conduct states:
“The Board of Curators realizes that academic honesty is essential for the intellectual life of the university. Faculty members have a special obligation to expect high standards of academic honesty in all student work. Students have a special obligation to adhere to such standards. In all cases of academic dishonesty, the instructor shall make an academic judgment about the student’s grade on that work and in that course. The instructor shall report the alleged academic dishonesty to the primary administrative officer.”
It is obviously not feasible to require all residents of another country who are not affiliated with the study abroad program to follow university policies. However, all employees of MU, including the program leader, program assistant(s) or any service providers/vendors hired by the program, are subject to MU policies that prohibit discrimination, including discrimination on the basis of sex.
All MU employees (with a few exceptions) are mandatory reporters whenever they learn of a Title IX violation or other discrimination against a student, employee, volunteer or visitor of the university. Contact the Office of Institutional Equity to file a report.
MU policy does not prohibit students who are of legal age to drink alcohol in the host country from doing so. However, alcohol misuse or abuse may result in dismissal from a study abroad program. University funds must never be used to purchase alcohol for students. It is expected that you will provide students with suggestions for activities or entertainment that do not involved alcohol.
Use of illegal drugs — defined as drugs that are illegal in the state of Missouri or in the host country — will result in the student being dismissed from the study abroad program. Regardless of local laws, marijuana is prohibited on MU study abroad programs. Given the complexity of this issue, call the International Programs emergency phone immediately if a participate is found in possession of illegal drugs.
Discipline of a student
If a student:
- Has pushed or hit someone.
- Has violated the cultural norms of the host country.
- Is believed to have plagiarized or cheated on coursework.
- Has not attended or participated in class or group activities.
- Is disruptive because of alcohol or drug use.
As the program leader, you should:
- Talk to the participant.
- Gather information on the actual behavior exhibited and the history of the problem.
- Begin filling out an incident log, which you will update as the situation develops.
- Assess the extend of the issue (e.g., minor first-time offense, repeated offense, serious issue).
- Determine the level of reprimand and follow the necessary steps:
- Arrange to meet with the student as soon as possible.
- Explain the problematic behavior to the student. Give the student the opportunity to share their perspective.
- Discuss your expectations for future behavior and agree on a plan of action with the student.
- Explain the procedure for discipline if the offense is repeated or another offense is committed (i.e., written warning, termination from program).
- Document the meeting and complete a student conduct violation verbal warning form.
- Keep the original, give a copy to the student and send a copy to International Programs.
If the student’s behavior remains an impediment to the educational process or becomes a threat to safety, call the International Programs emergency number. They will work with university stakeholders to determine what other measures are necessary.
If the student repeats the offense or commits a more serious one, proceed to written warning or termination from program.
- Arrange to meet with the student as soon as possible.
- Make an keep copies of any documents associated with the incident (e.g., medical reports, police reports, complaints).
- Explain the problematic behavior to the student. Give the student the opportunity to share their perspective.
- Discuss your expectations for future behavior and agree on a plan of action with the student.
- Explain the procedure for discipline if the offense is repeated or another offense is committed (i.e., termination from program).
- Document the meeting and complete a student conduct violation written warning form.
- Keep the original, give a copy to the student and send a copy to International Programs.
If the student’s behavior remains an impediment to the educational process or becomes a threat to safety, call the International Programs emergency number. They will work with university stakeholders to determine what other measures are necessary.
If the student repeats the offense or commits a more serious one, proceed to termination from program.
- Arrange to meet with the student as soon as possible.
- Call the International Programs emergency number. Consult with the staff member on-call regarding the situation and discuss the planned course of action.
- Make an keep copies of any documents associated with the incident (e.g., medical reports, police reports, complaints).
- Explain the problematic behavior to the student. Give the student the opportunity to share their perspective.
- Discuss the actions that led up to the termination or explain why the situation’s severity merits immediate termination.
- Explain the procedure for leaving the program:
- The student must remove themselves from all program premises within 48 hours and return to the United States.
- Help the student make arrangements to leave the program. A terminated student must not be left stranded. Make sure the student has a reasonably safe place to stay and make note of all contact information. Remain in touch with the student until they have returned home.
- Document the meeting and complete a student conduct violation notification of termination form.
- Keep the original, give a copy to the student and send a copy to International Programs.
If the student’s behavior remains an impediment to the educational process or becomes a threat to safety, call the International Programs emergency number. They will work with university stakeholders to determine what other measures are necessary.