Administrative Policies and Procedures

University of Louisville
Division of Student Affairs
International Service Learning Program

(Revised June 24, 2013)

1.0 Introduction

The International Service Learning Program (ISLP) is an interdisciplinary activity between several academic colleges, departments, and university units with the intention of providing structured international educational opportunities for students. The foundation of the ISLP is cultural insight, personal balance, ambassadorship, respect, and personal and group reflection.

ISLP is generally built around student breaks in the academic calendar during the spring, summer, and winter periods. Administered by the Division of Student Affairs, the program includes several senior faculty, university staff, students, and a program advisory group as part of the governance structure.

2.0 Overview of ISLP

The University of Louisville International Service Learning Program provides experiential education in which students engage in activities that address human and community needs together with structured opportunities intentionally designed to promote student learning and development. This interdisciplinary program contributes to campus internationalization by infusing the classroom with various cultures to prepare students to be more receptive to global and comparative perspectives.

Learning Objectives for Students

1. Integration of academic course content with practical experience in a structured manner will increase students’ critical thinking, problem solving, and communication skills.
2. Through realistic self-appraisal and reflection, students will demonstrate personal growth through clarification of values and enhanced self-esteem.
3. Students will develop an increased sense of social responsibility and appreciation for diversity through an understanding of the social, political, religious, and cultural constructs of the host community.
4. Students will learn how their intended career choices may be viewed or practiced in different cultural contexts.
5. Students will learn the importance of teamwork, balance, and relationships to achieve satisfying and productive lifestyles.

3.0 Types of Faculty Participation

Faculty will have the option of participation in one of two different types of programs, Faculty Scholar Program and Program Faculty.

Faculty Scholar

This program is designed for individuals who would like to develop skills in the areas of international program management, course development or wishes to conduct research within the project. Faculty participating in this program for research purposes only will be responsible for securing their own funds to develop the specific program within ISLP. Faculty Scholars preparing for roles as Program Faculty will travel with the program, pending available resources.

Program Faculty

Program faculty is any faculty member who will be involved directly in the program in a particular discipline and who will be responsible for developing a curriculum, team teaching the curriculum, traveling with students, assisting with logistics, and participating in all other functions of the program as determined by the Program Advisory Group (PAG) and the Vice President for Student Affairs. Program faculty are ideally tenured/tenure-track and expected to have a course of record that is available to program participants and to work as an interdisciplinary team in the management of the program. Generally logistical participation as Program Faculty is funded within the ISLP.

Administrators

Administrators assist with the orientation workshops and program logistics. Administrators are expected to arrange scholarly activity in the host country in support of future program activity.

4.0 Selection Process

Site Selection

1. The site of the program will generally be determined at least one-year in advance of departure.
2. Listed below are essential criteria for site selection.
1. Assurance of the personal safety of students and faculty.
2. Support of government and non-government agencies within the country.
3. Potential for meaningful service learning projects.
4. Potential for interdisciplinary study.
5. Ability to secure the services of a Program Coordinator from or within the host country.

Student Selection

1. Criteria for student selection
1. Commitment to an international service learning program experience.
2. Ability to work well in groups.
3. A willingness to learn about other countries and people.
4. A willingness to work diligently in all interdisciplinary project endeavors and to take a course in one of the disciplines.
5. Student standing, GPA, and credit hours earned.
6. Demonstrated adherence to the Student Code of Conduct.
7. Campus involvement.

Application Process

1. The Program Advisory Group will advise the Vice President for Student Affairs on the preferred application schedule. Extensions and other expectations to the application schedule will be at the discretion of the Vice President for Student Affairs.
2. The student selection process will include the submission of an application that will include information regarding demographics, curricular/extra-curricular information and essay.
3. Program faculty, in consultation with the Program Advisory Group and Vice President for Student Affairs, will make the determination of how many students from each discipline will be selected.

Faculty Selection

Two distinct types of faculty positions are available: Program Faculty and Faculty Scholars. The Program Advisory Group will make recommendation to the Vice President for Student Affairs on faculty selections. The Vice President for Student Affairs will make the final decision.

1. Criteria for Faculty Selection
1. Commitment to helping students have an international experience with service learning as a main focus along with providing students with academic credit.
2. Willingness to be responsible for students on a 24-hour basis while in a foreign country.
3. Commitment to enhancing students overall college experience.
4. Willingness to help students develop skills to work in a global society.
5. Willingness to develop and offer students experiences that will academic yield academic credit.
6. The ability to secure a letter of permission to participate in the program from one’s dean or department chair.
2. Application Process for Faculty
1. Faculty will have an opportunity to apply for the program yearly, as determined by the PAG. There will be an application process similar to that utilized for students. New faculty applying will be in the Scholars group. Participating faculty in this group will not take students their first year in the program; however, if the service program selected is appropriate for their area of expertise, they may be invited to take students their second year.
2. The Scholars group will need to provide an abstract of what they want to accomplish during the program, whom they will be contacting, and what will be the focus of their visit. This should be of an academic nature.
3. Faculty will need to obtain a written letter of approval from their Dean and/or Department Chair in order to participate. The letter should contain a statement supporting the faculty member's participation in the program and an explanation of how the skill obtained will contribute to the development of the individual and to their unit.

Program Advisory Group

The Program Advisory Group (PAG) advises the Vice President for Student Affairs (VPSA) on program content, discipline, application procedures, students, and logistics. The PAG is appointed by the Vice President for Student Affairs (VPSA) and members generally serve a one-year renewable appointment at the sole discretion of the VPSA.

5.0 Program Faculty and Scholars Expectations

Program faculty shall teach one of the interdisciplinary courses in the program.

Program Faculty Responsibilities

1. Participate in the recruitment and selection of students.
2. Design and implement a course of study to include a course syllabus.
3. Teach in the orientation workshops. Prepare at least one lecture to be given to the entire group concerning relevant issues to the program.
4. Attend ISL faculty meetings.
5. Assist in any fundraising/development projects.
6. Supervise students during the out of country portion of the program (24 hours).
7. Remain with students in the event travel arrangements are changed during the program.
8. Upon completion of the program, a faculty activity report will be submitted to the Program Advisory Group.

Faculty Scholars

Members of this group participate in the program in order to develop skills in international service learning or to conduct research.

Faculty Scholars Responsibilities

1. Attend ISL Scholars faculty meetings.
2. Attend orientation workshops.
3. Write a proposal development plan for the project.
4. Write a report detailing the results of their project upon completion of program.

6.0 Program Discipline and Curriculum

The ISLP is designed around a strong interdisciplinary curriculum, with no single discipline having any greater importance to the program or the country. Students are expected to enroll in one specific course and participate in interdisciplinary work teams while abroad.

Each year the faculty will work with community leaders located in the country to devise a curriculum that best meets the needs of the interdisciplinary nature of the program and the needs of the communities within the country. Underlying the work teams and the curriculum is the importance of working as one team, representing ones profession, university, and country in a positive manner, cultural insight, personal balance, ambassadorship, respect, and personal and group reflection.

ISLP Opportunities

Several opportunities are available for participants in the ISLP located in Belize, Philippines, Botswana, Trinidad & Tobago, and/or Croatia.

1. Meetings with community leaders. – Participants and faculty will discuss the program with the community and the community leaders will describe their community and the different issues, needs, and cultural practices.
2. Dgation Team. – Participants will join the Vice President for Student Affairs or his delegate as part of the official welcome to the communities the delegation is working in accordance with local customs and cultures.
3. Dental Clinic Logistics. – A small number of participants (dental and non-dental) set up and dissemble the dental clinic.
4. Dental Clinic. – Participants will manage and operate a small dental clinic serving a limited number of community members. Participants (dental and nondental) will gain skills in respective dental practices, as well as preventive care, customer service, understanding community and cultural needs, patient intake, triage, administrative operations, and community relations.
5. Community Profiling. – Participants will have the opportunity to travel within the community and profile (interview) residents to gain an understanding of their needs as citizens within that community. The information will be used to modify the project to best meet some of the needs of the community while improving the educational experience of the participants.
6. Guest Teaching in Schools. – Participants will gain an appreciation of the different type of educational systems available to communities, better understand the needs of the educational system, and (as ambassadors and educated citizens of the United States) have an opportunity to instruct/demonstrate some content to students in a particular school.
7. Women’s Classes. -- This session is restricted to female participants only because of cultural considerations. Participants will lead a women’s class that will focus on specific women’s health issues.
8. Health Classes. -- Participants will lead a health class/workshop that will focus on general health issues of the community.

7.0 Program Funding

Upon selection to the program all students will be billed through their student account the cost of the program.

1. Students have a responsibility to make payment in accordance with program policy.
2. Financial assistance may be available through the University of Louisville Financial Aid Office.
3. The financial responsibility for the cost of the course associated with the program will be the student's responsibility.

Program Fee Refunds

Students may withdrawal from the program no later than Friday of the 4th week of classes during a semester and request a full refund of the adjusted program fee. Students may still be required to complete specific course content or withdrawal from their respective course separately and in accordance with university policy. Prior to departure, students may apply for partial refund by contacting their faculty. No refunds of any kind, for any reason will be provided after departure.

Scholarships

A limited amount of scholarship resources may be available to assist students who require financial assistance. Students should contact their faculty and the financial aid office for additional information.

8.0 Orientation Workshops

The purpose of the orientation workshops is to provide all participants the skills and competencies needed to engage in an inter-disciplinary service-learning program. Participants will better understand their specific roles as service providers to the host country and how best to be a guest in another culture. In addition, participants will become familiar with the host country through the study of its people, cultures, religions, history, political systems, and geography.

Orientation Workshop Attendance

Attendance at the orientation workshops is required for all participants. Any exceptions are at the full discretion of the program faculty and are not recommended.

9.0 Participant Expectations

Participants in ISLP are members of one large delegation that represents the University of Louisville and the United States of America. How individuals behave or react to situations as they arrive will often reflect upon all members of the delegation. For this reason, several participant guidelines are provided for all participants of the program. Although these are limited in number, common courtesies and respect for others should always be displayed.

1. Participants are expected to be prepared for each orientation workshop.
2. Attendance at the orientation workshops is required for all participants. Any exceptions are at the full discretion of the program faculty and are not recommended.
3. Students are expected to complete group and individual assignments on time and with effort and professionalism.
4. Students are expected to try to improve interpersonally and professionally through regular contributions in class discussions, consulting tours, exercises, and written and verbal work.
5. Students are expected to work as an interdisciplinary team that values the unique individual contributions of each person and discipline.
6. Students are expected to be honest and professional in expressing and owning opinions and statements.
7. Students are expected to follow University policies on academic integrity.
8. The food in another country may not be all that you desire or may want. Be courteous. Except for food allergies there will be no food accommodations provided so please adjust your needs and expectations accordingly.
9. Being on time is essential to smooth operations of the program since one individual being tardy can detain the entire group.
10. Individuals are not permitted to leave the hotel compound unless they have the permission of their faculty member and are accompanied by both their “buddy” and a faculty.
11. Alcoholic gift packages may be purchased at the duty free shops at the airport upon the return flight to the United States.
12. Participants are not permitted to operate motor vehicles or golf carts while in another country unless permitted by the Vice President for Student Affairs.
13. Snorkeling and diving are permitted in designated areas and under local/professional supervision only. Ask if you are not sure of the designated areas.
14. It is important to maintain one’s professional distance with the people in the communities. This includes personal commitments and promises, such as inviting individuals to the U.S.
15. Under no circumstances is smoking/dipping permitted in or near any hotel or the worksites, regardless of location. Many structures are constructed of wood and the communities have limited fire fighting resources. As a courtesy, please do not smoke when near others participating in the program.
16. You are strongly advised to keep money and all valuables in a safe place. Always have your passport with you and safely secured at all times.
17. Never surrender your passport – NEVER.
18. As necessary, life vests should be worn at all times while in water craft.
19. Students are expected to travel with their “faculty group” the entire duration of the program. This means no late arrivals or early departures. Expect to arrive home two days late. Tell yourself that now. Often there is no rush and no sense in trying to rush. Stay with your faculty group and eventually all things work out.
20. Please wear appropriate attire to orientation workshops and while in another country. Many areas are very conservative. When in another country it is critical that appropriate attire be worn, including UofL attire, long khaki pants, dresses (in certain countries), polo or crew neck t-shirts, and tennis or hiking (closed toe) shoes. In some locations a shirt and tie will be required. Be professional and good ambassadors.
21. When in another country please wear your UofL name badge where appropriate.
22. Please never forget that you are in another country and this is an educational experience. Accommodations will not be perfect, schedules will be changed, dining will be unique, travel schedules will be modified, and many other possible inconveniences will challenge you. Be positive and respectful. Adapt and enjoy. You are not expected to save the region.
23. Be mindful that you are a guest in the country and that you are an ambassador of the University of Louisville and the United States of America. Always respect and adhere to the local customs of the country and the communities.
24. Faculty are expected to be responsible for their faculty group on a 24-hour basis while in a foreign country.

Representing the University of Louisville and the citizens of the United States of America is the utmost privilege and priority as ambassadors to another country. Participants that fail to meet these expectations may be sent home immediately at the student’s expense.

10.0 Travel Information and Clothing

1. Participants will be provided travel information and clothing expectations throughout the orientations workshops for the specific activity and country.
2. Local customs may prohibit the wearing of certain items by men or women. Adherence to these customs and being the best ambassador are of utmost consideration. Participants that disrespect local customs, if not jailed, may be immediately sent home at their own expense.
3. ISLP travel that involves students is limited to students and university faculty and staff only. Site visits conducted by faculty and staff are generally limited to university faculty and staff only. Faculty and staff traveling on a site visit are permitted, at the discretion of PAG and the Vice President for Student Affairs, to have family members join them during the site visit at their own expense. Any additional costs are strictly at that faculty or staff member’s expense. The arrival of family member(s) in no way should have an impact on the site visit operations.

11.0 Food

Participants with food allergies may be accommodated within reason. No guarantees are implied and may not always be possible. It is the students’ ultimate responsibility to know what they may and may not eat and what affects that may have on them personally. There will be limited medical assistance. Students must advise the faculty of any food allergies they may have prior to completion of the fourth week of the orientation workshop.

Other food preferences will likely not be accommodated. The group is expected to dine as a group and food will be provided to the group. If participants fail to make a meal there may not be another opportunity to dine until the next scheduled meal. Participants are expected to remain respectful of the local cultures and the local cuisine. Participants will not be provided any money for additional meals or snacks. There may be limited opportunities to acquire snacks, depending on the location and the country. Be safe.

12.0 Safety

Students are generally considered participants in a structured university course. As such, common sense should be used at all times. Generally speaking, participants should not eat food from street vendors, frequently wash your hands, limit personal contact with others in the communities, refrain from drinking unbottled water, refrain from touching animals and livestock, and do not travel alone at anytime. If in doubt at any time, ask one of the faculty immediately.

13.0 Forms and Administration

There are various travel documents and completed forms that will need to be submitted to the ISLP Office prior to departure.

1. Passport – The program requires that each participant have a valid passport. Participants will be required to submit a photocopy of his/her passport to the ISLP office.
2. Insurance Card – Each participant is required to submit a copy of his/her insurance card to the ISLP office.
3. Faculty or Student Identification Card – Each participant need to obtain an International Faculty or Student Identification Card as appropriate from the International Center and submit a photocopy to the ISLP office.
4. Emergency Contact Form – Each participant will be required to submit a completed emergency contact form that has their emergency numbers on it, i.e. name and numbers of parents, guardians, spouse, or significant other to the ISLP office. (See attached Travel Forms)
5. ISL Release and Emergency Contact Form – Participants will be required to sign a release form that releases the University of Louisville or the International Service Learning Program or any of its affiliates from any liability or harm. Participants are also required to provide emergency contact information i.e. name and numbers of parents, guardians, spouse, or significant other to the ISLP office.
6. Request for Authorization for Out-of-Country Travel – Program faculty, faculty scholars, administrators, and staff must have their supervisor complete a permission to travel form.
7. Release of Information Form – Students must sign a form granting the International Service Learning Program to check with the appropriate office regarding their discipline and academic background at the University of Louisville.
8. Behavior – As ambassadors, students should adhere to the Student Code of Conduct and respect common courtesies and standards of good behavior as a citizen of the United States and a guest in another country.
9. Immunization Forms – Participants will be required to present proof of required immunization for the country of travel. The cost of the immunizations is the responsibility of program faculty, faculty scholars, staff and administrators. The program will cover the cost of required immunizations for students who arrange for immunizations through the ISL office. Participants who do not wish to take the required immunizations must sign a release form. The form states that they will not hold the University, the program, its director, the Vice President for Student Affairs, faculty or any member of the ISLP staff responsible if they contract a disease from not having their immunizations.

   It will be mandatory to have all forms completed and required immunizations by fourth week of the program.

   Upon completion of all required forms and documents, a copy with a travel itinerary, phone numbers in the host country, airline ticket, and a list of participants will be forwarded to the International Center three weeks prior to travel.

14.0 Academic Dishonesty

Academic integrity is at the core of the educational mission of the institution. Students are expected to conduct themselves with honesty and forthrightness in all academic and personal interactions within the University community, United States, and host country.

A student who enrolls at the University must conduct himself/herself in a manner compatible with the university's function as an education institution. Consequently, conduct that offends the core mission of education is strictly prohibited. Academic dishonesty is a general term for actions that are not representative of the student's own work or in keeping with the directives of the faculty member assigning course work. Some of the more common forms (not a comprehensive list) of academic dishonesty are: cheating, plagiarism, collusion, theft of or misuse of any course material or testing material, the submission for credit of any work or materials that are attributable in whole or in part to another person, taking an examination for another person, and any act designed to give unfair advantage to a student or the attempt to commit such acts. Students are strongly encouraged to review the University policies on academic integrity.

15.0 Accommodations

Students having difficulty with any of the materials (including differently-abled students such as documented learning disabilities, vision or hearing impairments, or physical disabilities) must contact the Vice President for Student Affairs immediately, no later than the conclusion of the first orientation session if accommodations are required. Students should also contact the Disabilities Resource Center during business hours to submit appropriate documentation and register for special accommodations. Given the international nature and physical demands of the actual trip to another country, not all abilities may be accommodated.

16.0 Program Accreditation

The International Serviced Learning Program will emphasize equal emphasis on service and learning. Students may obtain a minimum of three academic credits for fulfilling the requirements as stipulated in the syllabi presented by program faculty. Accreditation for participating in the program is the responsibility of the program faculty and his/her department and will be in accordance with the department policies.

Based on departments and university policies and requirements the course may apply to the following:

1. Course may serve as an elective in the areas of humanities, or cross-cultural
2. Course may apply to student's major or minor.
3. Course may meet degree requirements.

Students are advised to check with their academic advisor in their department regarding area to which the course can be applied.

17.0 Student and Program Evaluation

Student Evaluation

Students will be evaluated through their specific academic courses and faculty. Participation in the orientation workshops may indirectly influence the final grade in the respective courses.

Assessment of Program on Student Impact

Effectiveness of the program will be evaluated through the following:

1. The completion of an evaluation form to assess logistics and personal satisfaction with the program.
2. The completion of a survey to assess program's impact on students.
3. Focus group sessions following participation in the program.

Academic Assessment

Academic Evaluation of the program will be conducted through the following as appropriate for the various disciplines:

1. Presentations at training seminars for members of the host country.
2. Effectiveness to work with members of the host country in addressing relevant issues.
3. Completion of reports and portfolios for submission to the program faculty.
4. Completion of daily reflections on experience in the program.
5. Student presentations following the service learning experience.

Assessment of Service to the Host Community

Assessment of effectiveness of service rendered to the host community will be conducted through the following:

1. Survey to assess satisfaction of members of the host community.
2. Informal meetings with members of the host community.
3. Written and verbal endorsement from host countries on projects completed.
4. Invitation from the host countries to provide additional service to the community.

18.0 Airport Operations

The safety of all participants is critical to the success of the program. Participants are expected to adhere to airport operations while traveling as part of the programs.

Station checks for groups – nobody lost or left behind (buddy plan)

1. Meet your faculty at airport at area adjacent to check-in (do not check in).
2. When faculty group arrives (and team leader approves), get checked in and proceed through security.
3. Clear security and wait in an area after security until all group members have cleared.
4. Proceed to gate and confirm all are in group. Sit together.
5. During boarding, stand as a group until ones seat is called, board the plane. Generally the team leader or logistical coordinator will board early, with the other boarding last. Faculty will board with their respective faculty group – usually early and last (if there are more than one faculty to the group).
6. Upon arrival in the connecting city, depart plane and wait in gate area until your group has all deplaned. Wait with entire delegation.
7. Entire delegation will proceed to next departure gate and board the plane in the same manner as item #5 above.
8. Upon arriving in country, depart the plane and wait near the terminal until your group has all deplaned. Enter customs area as a group.
9. The faculty in your group will go first and last. Once cleared of customs, wait for your group just beyond the customs area and before the baggage area where your faculty will be waiting. When asked your purpose in country reply, “Personal” or “Holiday.” If asked for more information reply, “Student break with the University of Louisville for volunteer mission work.” You should remember the hotel that you will be staying at in country as this will be required on the customs form. The hotel is country specific and will be discussed in orientation sessions.
10. Proceed to baggage area and claim luggage, including program bags. Wait for entire delegation to obtain luggage.
11. Once all luggage is claimed the delegation will proceed to customs/inspection. As a group, proceed to the customs inspection area. The faculty in your group will go first and last. Once cleared of customs, wait for your group just beyond the customs area before going outside (where your faculty is waiting).

Returning to the United States

1. As a delegation, assemble in a designated area and assign program bags for departure.
2. Once the delegation is prepared, enter airport as groups and check-in. Wait for all parties in your group to be checked in.
3. Once all checked in proceed to customs as a group and clear customs. Wait just beyond security for group then proceed to waiting area. Assemble in waiting area beyond security.
4. During boarding, stand as a group until ones seat is called, board the plane. Generally the team leader or logistical coordinator will board early, with the other boarding last. Faculty will board with their respective faculty group – usually early and last (if there are more than one faculty to the group).
5. Upon arrival, depart plane and wait in gate area until your group has all deplaned. Wait with entire delegation.
6. Entire delegation will proceed to customs. Stay with your group as you clear customs.
7. Once clearing customs, wait in area just beyond customs until entire delegation has cleared. Delegation will proceed to baggage.
8. At customs inspection, stay together in group. The faculty in your group will go first and last. Once cleared of customs, wait for your group and entire delegation.
9. Delegation will proceed to gate. Confirm all in group are there.
10. During boarding, stand as a group until ones seat is called, board the plane. Generally the team leader or logistical coordinator will board early, with the other boarding last. Faculty will board with their respective faculty group – usually early and last (if there are more than one faculty to the group).
11. Upon arriving in Louisville – wait in gate area for entire group and proceed to baggage area. Claim luggage, including program bags, and wait for remaining delegation.

If for any reason groups must be separated, follow the directions of the program faculty. Generally the logistical staff member travels first, faculty remain with students, and the VPSA travels last.

19.0 Program Operating Budget

The program budget is set annually based on the program locations, costs within the country, and travel expenses to/from the host country. The most accurate cost information is available on the ISLP website. For a detailed budget for any of the ISLP programs please see the Vice President for Student Affairs.

20.0 Program Administration

The International Service Learning Program is a department within the Division of Student Affairs and is administered by the Vice President for Student Affairs or their delegate.