Coordinator Responsibilities
The Coordinator should become familiar with the guidelines and procedures outlined in the University Graduate and Professional Handbook for International Travel and the University Crises Response Plan.
The majority of forms identified below are found in the faculty handbook.
Recruiting Students for Participation in the Program
The coordinator collaborates with deans, directors, and faculty from the various health profession programs to generate student interest for participation in the program.
Ideas to promote participation in the program include:
- Assist faculty in development of student recruitment tools (ex: PPT’s posters)
- Share opportunity for participation with deans and directors of health professions
- Ask faculty colleagues to promote travel programs in their classes
- Present the program idea or an information session at faculty and administrative meetings and events
University Required Forms and Procedures
One month prior to departure, upload the following forms to VAULT under Graduate and International Programs Travelers Information.
___ Copy of itinerary of entire program
___ Copies of all participant required forms and documentation (see participant
forms below)
___ Collaborate with Pacific International Programs Department to register the group with the US consulate.
___ Facilitate opportunity for participants to formally share their experience with
others in collaboration with faculty advisors.
Student Participant Forms and Documentation (Note: also required of participating faculty supervisors)
___ Proof of Insurance Form
___ Traveler Information Page
___ Self-Disclosure Medical/Disability Discussion Page
___ International Travel Contract
___ Exception Form for Travel Warning (if applicable)
___ Checklist
___ copy of passport (and visa if necessary)
___ proof of medical insurance and travel insurance
___ proof of required immunizations
___ copy of flight itinerary
___ signed travel class budget form (students only)
Budgeting Process
Prior to departure:
___ Set up a travel account for the current year with the business office.
___ Submit a Travel Class Roster to the business office
___ Submit a signed Travel Class Sign-Up Form for each student participant
Upon return:
Submit an invoice to the business office to allow for release of funds.
Participant Orientation and In-Country Support
The coordinator helps assure that participants are adequately prepared for the travel experience. Information can be disseminated through a combination of pre-orientation meetings, handouts, and referral to this website.
Pre-departure orientation should include information about the program in general, how to prepare, and what one might expect. Orientation includes but is not limited to: financial ramifications; behavioral expectations; aspects of health and safety; packing and travel tips; language proficiency, country-specific history, politics, economy and cultural nuances, and role in donation gathering and fund-raising.
On-site support includes: reinforcement of behavioral expectations and health and safety precautions; expectations for academic work; and designated time in the itinerary to debrief the cultural experiences and emotional reactions to cultural encounters to allow for student synthesis and adjustment.
Follow-up
___ Obtain a Course and Trip Evaluation Form from each participant
___ Arrange a post-trip celebration gathering for participants
___ Facilitate opportunity for participants to formally share their experience with
others in collaboration with faculty advisors.
Two critical aspects of a travel abroad experience is to (1) assess outcomes and (2) provide opportunity for participants to reflect on one's experience and discover how they can use their new experience to inform their own professional practice and the practice of colleagues.
Collection and analysis of the data obtained from the post-trip evaluation should be discussed and shared with all participants in order to develop recommendations for future travel. Because travelers often experience counter culture-shock and disillusionment upon return to the home country, it is imperative to facilitate opportunity for participants to debrief their experience in a safe environment conducive to sharing. Participants frequently are at a loss as to how best utilize the knowledge and skills that they have experienced through travel. Providing opportunity for formal sharing with others such as oral and poster presentations can assist in this process.
Marketing and Funding
For the Nicaragua travel-abroad program to become self-sustaining over time, it is imperative to cultivate financial support from the University and its stakeholders. The coordinator plays a primary role in the coordination of activities designed to raise awareness and funding for the program.
Activities may include but are not limited to:
- Collaboration with deans, directors, and administration to include funding in the university and department operating budgets
- Organization of annual fund-raising events
- Collaboration with University Advancement to obtain endowments and to apply for grant-funding from government and corporate sponsors.
- Collaboration with health profession faculty and students to send letters of inquiry to regional and national foundations with potential interest
- Collaboration with University Advancement to increase awareness of both the university and larger community about the program through publication news and media releases and that include opportunities to donate for the continued success of the program.