Guidelines for Developing International Exchange Partnerships
Program Proposal
Location
Tentative Dates
Tentative Itinerary
If program will be for credit, determine appropriate graduate and/or undergraduate course number.
Number of expected participants
Check the U.S. State Department Travel Warnings and Consular Information Sheets for location of intended program. These may be obtained at U.S. State Department website or by calling 202-647-5225. Faculty should not take students to locations under State Department Travel Advisory.
The University of Louisville is a member of three study abroad consortia: the Cooperative Center for Study Abroad (CCSA), Kentucky Institute for International Studies (KIIS), and International Studies Abroad (ISA). The agreements with these organizations state that the University of Louisville will not operate programs that duplicate or compete with its consortia partners. For information on these consortia and their programs, please see the links to each or contact the International Center at 502-852-6602. U of L faculty members are welcome to propose courses and programs to these consortia.
Obtain approval of department head.
Obtain approval of dean.
Contact Accounting regarding the establishment of appropriate accounts.
Program Development
Determine accounting procedures and develop budget.
Location
Dates
Airfare
Accommodations
Land Transportation
Excursions
Contact U of L’s Risk Management Office at 502-852-4652.
Determine whether there are health precautions or health vaccinations needed for location of program. Contact the International Travel Clinic at 502-852-3691. If health risks exist and vaccinations are necessary, prospective participants must be informed in writing.
Determine if the program can accommodate individuals with disabilities.
Develop application form, acceptance, and screening standards.
Develop refund and cancellation policy.
Develop student conduct policy and determine grounds for dismissal. The International Center offers a “Student Conduct Letter” than can be used for this purpose. See Link.
Plan advertising and promotion.
Determine minimum medical insurance standards. Provide insurance information to participants.
Develop evaluation forms.
Submit all completed and signed “Release and Assumption of Risk Forms” to the International Center. These forms are to be completed by every student participating on the program. Release forms are available via the International Center website.
Provide pre-departure orientations.
Submit program details and emergency contacts to International Center.
Copies of medical insurance policies (for students, administrators and faculty) should be submitted to the International Center.
Full, comprehensive automobile insurance should be required of all possible drivers. Again, copies of the automobile insurance policies should be retained by the International Center.
Faculty/administrators on the program should communicate with the International Program Advisor every two weeks while away to let the advisor know how things are going. Of course, the International Center should be informed immediately should problems arise.
Faculty/administrators of the program should register with the U.S. Embassy in the country to which they are traveling prior to their arrival.
All participants in the programs should work with the International Program Advisor to complete the required paperwork for this study abroad experience. Institutional liability is an increasingly important issue for international programs. Current lawsuits in the U.S. involving international programs include those related to sexual harassment, automobile accidents, and illnesses contracted at the program site. It is vital for program administrators to be well-informed of potential hazards, and to disclose possible dangers to their students. For more information on liability issues and international programs, contact the International Center.