Click here to load reader

TRAVEL STUDY PROGRAMS Faculty Guide - Berkeley Summer …summer.berkeley.edu/sites/default/files/pdfs/faculty_guide09.pdf · UNIVERSITY OF CALIFORNIA, BERKELEY SUMMER SESSIONS TRAVEL

  • View
    0

  • Download
    0

Embed Size (px)

Text of TRAVEL STUDY PROGRAMS Faculty Guide - Berkeley Summer...

  • UNIVERSITY OF CALIFORNIA, BERKELEY

    SUMMER SESSIONS

    TRAVEL STUDY PROGRAMS

    Faculty Guide

    SUMMER 2009

  • 2

    SUMMER SESSIONS CONTACT INFO

    Director of Summer Sessions Rick Russo

    Work Phone| 510.642.2700

    Cell Phone| 510.316.3485

    Email| [email protected]

    Assistant Director of Programs Darin Menlove

    Work Phone| 510.643.0746

    Cell Phone| 510.303.5021

    Email| [email protected]

    Manager of Programs Tracy Weber

    Work Phone| 510.643.3359

    Cell Phone| 510.326.0792

    Email| [email protected]

    Program Representative Erin Burt

    Work Phone| 510.643.3355

    Email| [email protected]

    Program Representative (Student inquiries) Elana Kranz

    Work Phone| 510.642.9664

    Email| [email protected]

    General Summer Sessions Office Hours | 8:30 a.m. – 5:30 p.m., Monday thru Friday

    1995 University Ave., Suite 117

    Berkeley, CA 94704-7026

    Main Phone| 510.642.5612/5613

    Fax| 510.326.0792

    Email| [email protected]

    Co

    nta

    ct

    Su

    mm

    er

    Se

    ssio

    ns

  • 3

    TABLE OF CONTENTS

    Program Calendar ……………………………………………………………………………….. 4

    General Policies

    Responsibilities of Program Assistant ………………………………………………………….. 6

    Faculty Conduct ………………………………………………………………………………….. 6

    Student Conduct ……………………………………………………………………………...….. 7

    Health, Safety & Emergency

    Physical, Mental & Emotional Health Issues …………………………………………………. 8

    Missing, Victimized or Arrested Student, Not Including Sexual Assault ………………… 9

    Sexual Assault ……………………………………………………………………………………… 9

    Injury of a Student ………………………………………………………………………………… 10

    Death of a Student ………………………………………………………………………….……. 10

    Outbreak of Infectious Disease ………………………………………………………………… 11

    Political Emergencies & Natural Disasters ……………………………………………………. 11

    Sample Emergency Action Plan ………………………………………………………………. 12

    Embassy Information …………………………………………………………………………….. 13

    Travel & Entertainment

    Travel Policy ………………………………………………………………………………………... 15

    Entertainment Policy ……………………………………………………………………………... 17

    Travel Study Card …………………………………………………………………………………. 19

    Travel Insurance …………………………………………………………………………………… 20

    Program Forms

    Payment to Individuals (Memorandum) ……………………………………………………... 21

    Participant Travel Information Form …………………………………………………………… 22

    Incident Log ……………………………………………………………………………………….. 23

    Appendix

    Appendix D from G-28 (Travel)

    Appendix A from BUS-79 (Entertainment)

    Summary of Benefits for Business Traveler

    Summary of Benefits for Student Traveler

    Berkeley Summer Sessions Travel Study Compensation Guidelines (2009)

    Program Proposal

    Tab

    le o

    f C

    on

    ten

    ts

  • 4

    PROGRAM CALENDAR

    September Program proposals due to Summer Sessions by October 1

    Program directors gather detailed cost quotes for on-site logistics, including field trips, bus transportation, facility

    rentals, etc.

    October Summer Sessions reviews program proposals

    Summer Sessions and program directors work together to refine budgets

    Program directors gather detailed cost quotes for student housing, director housing

    November Summer Sessions promotes Travel Study at Caltopia, UC Study Abroad fairs, and other venues

    Program directors finalize syllabi, and submit those for new Travel Study courses to the Academic Senate for COCI

    approval

    Summer Sessions works with program directors to set program fees and minimum number of students

    December Summer Sessions updates program information on Travel Study website

    Summer Sessions updates Faculty Guide

    Summer Sessions creates Travel Study brochure

    Summer Sessions works with travel agency to identify potential group flights

    Programs, budgets and fees are reviewed by Vice Provost, Cathy Koshland

    January Summer Sessions creates flyers and posters for each Travel Study program

    Summer Sessions works with Office of the Registrar to schedule courses and attach appropriate fees

    Summer Sessions tables on Sproul Plaza from January through April

    Travel Study website goes live

    Summer Sessions provides program cost information to Financial Aid

    February Online applications open to UC and visiting students on the first weekday of February

    Summer Sessions reviews program applications as they are received, and maintains application database

    Summer Sessions works with program directors to arrange information sessions to advertise programs to students

    Program directors promote their programs through their departments, classroom visits, and other venues

    March Summeraid Estimator available to students in mid-March

    Summer Sessions works with Business Contracts Office to finalize agreements with partner institutions overseas

    Summer Sessions works with program directors to gather invoices from partner institutions, overseas vendors

    Summer Sessions prepares hire contract for directors of confirmed programs

    Program directors prepare course readers and provide students with course reading lists

    April Students’ deadline to submit applications for Travel Study programs is April 1

    Summer Sessions, in consultation with program directors, confirms programs when application minimum is met

    and admits students

    Summer Sessions sends program confirmation packets to all admitted students

    Summer Sessions monitors student files for complete pre-departure documentation

    Summer Sessions enrolls confirmed students in appropriate course(s)

    Program directors identify program GSI(s); Summer Sessions hires GSI(s)

    Program directors prepare and print tests, quizzes and handouts

    Program directors work with Carlson Wagonlit Travel to get quote for airline tickets; Summer Sessions works with

    Carlson Wagonlit Travel to approve quote and make payment

    Program directors submit any travel advance request to Summer Sessions at least 6 weeks before departure

    2

    Pro

    gra

    m C

    ale

    nd

    ar

  • 5

    PROGRAM CALENDAR

    May Summer Sessions receives invoices and makes deposits as necessary

    Summer Sessions assigns roommates and shares list with housing provider

    Program directors finalize any outstanding arrangements for field trips and excursions

    Program pre-departure orientations for students are conducted by program director and Summer Sessions

    Pre-departure orientation for program directors is held in mid-May

    Pre-departure orientation for GSIs is held in mid-May

    Program directors create on-site emergency action plan

    Program directors provide Summer Sessions with finalized itinerary and contact information

    Program directors ship any necessary materials and supplies to program sites

    June Program director and participants arrive overseas

    Program directors conduct on-site orientation with students upon arrival

    Program directors review emergency action plan with students upon arrival

    July Programs in progress

    Summer Sessions conducts program site visits

    August Programs conclude

    Program directors encourage participants to complete program evaluations on-line

    Program directors submit itemized expenses with receipts to Summer Sessions

    Summer Sessions reviews expenses and prepares the Travel & Entertainment vouchers

    Program directors submit grades to Office of the Registrar

    Summer Sessions summarizes program evaluations to share with program directors and department chairs

    Summer Sessions reconciles program budgets to share with program directors, department chairs

    Pro

    gra

    m C

    ale

    nd

    ar

  • 6

    PROGRAM ASSISTANT RESPONSIBILITIES

    Overview Program assistants have a wide range of responsibilities with respect to the program. Aside from duties relating to

    the course, individuals in this position must also serve as a liaison between faculty and the students. Program

    assistants are generally the primary contact person for students and are expected to assist students as needed.

    Responsibilities Provide the program director with any assistance required to lead the program effectively and efficiently, and to

    enhance the students’ experience in the program.

    Assist the program director with duties as an on-site administrator, which include, but are not limited to: dealing

    with disciplinary issues and any issues that arise regarding housing, serving as a mediator in resolving inter-group

    conflicts, and responding to any additional requests for assistance from the program director.

    Collaborate with the program director in creating an emergency action plan.

    Be available to students for emergency contact 24/7 for the duration of the program.

    Maintain records of all program-related expenses and submit receipts to Summer Sessions within 10 working days

    of the end of the program.

    FACULTY CONDUCT

    Overview Summer Sessions’ faculty conduct requirements are based on the Faculty Code of Conduct. The entire contents of

    the Faculty Code of Conduct can be found at:

    http://www.ucop.edu/acadadv/acadpers/apm/apm-015.pdf

    It is the responsibility of each program director to read the Faculty Code of Conduct in its entirety.

    Sexual Harassment From the Faculty Code of Conduct, page. 5 – 6

    The integrity of the faculty-student relationship is the foundation of the University’s educational mission. This

    relationship vests considerable trust in the faculty member, who, in turn, bears authority and accountability

    as mentor, educator, and evaluator. The unequal institutional power inherent in this relationship heightens

    the vulnerability of the student and the potential for coercion. The pedagogical relationship between

    faculty member and student must be protected from influences or activities that can interfere with learning

    consistent with the goals and ideals of the University. Whenever a faculty member is responsible for

    academic supervision of a student, a personal relationship between them of a romantic or sexual nature,

    even if consensual, is inappropriate. Any such relationship jeopardizes the integrity of the educational

    process. (The Faculty Code of Conduct, page. 5)

    Pro

    gra

    m A

    ssis

    tan

    t Fa

    cu

    lty

    Co

    nd

    uc

    t

  • 7

    STUDENT CONDUCT

    Overview Summer Sessions’ student conduct requirements are based on the Berkeley Code of Student Conduct. The entire

    contents of the Berkeley Code of Student Conduct can be found at:

    http://students.berkeley.edu/uga/conduct.asp

    The Office of Student Conduct also provides on its website an Instructor Guide with information and resources

    needed to identify, address and report issues of misconduct.

    http://www.uga.berkeley.edu/osl/sja.asp?id=929&rcol=1202

    Prevention Program directors should always plan the program with the safety of students in mind. It is the program director’s

    responsibility to minimize risk to the University by avoiding politically unstable and/or potentially dangerous areas,

    and by discouraging students from dangerous activities such as hitchhiking, traveling alone, excessive drinking, or

    using drugs.

    Program directors should ensure at the beginning of the program that students are aware of the following points:

    Students are subject to the laws of their host country/city.

    Students are subject to the Berkeley Code of Student Conduct.

    Students represent the University of California, Berkeley wherever they go, and are expected to be mature

    enough not to embarrass themselves or the University.

    Any behavior that places the group at risk, such as excessive drinking, stealing, or ignoring house rules will not be

    tolerated.

    Inconveniencing the group by being late, or by making excessive noise and keeping others awake at night will

    not be tolerated.

    Class attendance is mandatory. Failing to attend course(s) and course-related activities will have a serious

    impact on the final grade.

    If a student fails to appear in class or show up for scheduled activities, and the student does not contact the

    program director and/or assistant(s) for more than 24 hours at any time during the program, the program director

    must report that student as “missing” to the U.S. Embassy and local police (see Missing Student section of this

    guide for more details). Students are liable for all expenses incurred by Summer Sessions should the program

    director be forced to locate those who have left no prior word concerning their whereabouts. Program directors

    must keep all receipts related to such expenses.

    All personnel associated with Travel Study programs are prohibited from consuming alcohol prior to transporting

    students to and/or from any destination via a motorized vehicle. The exemplary behavior of all personnel

    associated with Travel Study programs is critical to the reputation of the University.

    Dealing with Disciplinary Issues Violations of University policy must be dealt with promptly and in accordance with University policy.

    A verbal warning

    : For tardiness, excessive noise, or other behavior that is disruptive, but not detrimental to the overall program. A formal letter

    : Stating that the student has been placed on probation and/or that the student’s grade has been negatively

    impacted by his or her actions for more serious offenses. Program directors should send a copy of the letter to

    Darin Menlove, Assistant Director of Programs.

    Expulsion, whereby the student is asked to leave the program

    : For offenses such as stealing, abuse of drugs, jeopardizing the safety of anyone, etc.

    In the event of an expulsion, program directors should consult with Darin Menlove, Assistant Director of Programs.

    They should also keep records detailing the nature of the problem and the action(s) taken. The student should be

    escorted to the local airport, purchased a return plane ticket to his or her original U.S. destination and escorted to

    the plane. Program directors will be reimbursed for the ticket purchased for the student. Program directors should

    keep all records of problematic grades and conduct.

    Stu

    de

    nt

    Co

    nd

    uc

    t

  • 8

    PHYSICAL, MENTAL & EMOTIONAL HEALTH

    Overview Before departure, students are required to complete the Emergency & Medical Information Form, in which they

    can disclose any existing medical conditions they may have. Summer Sessions will give the program directors

    copies for their records.

    Prevention Below is a list of suggested measures that can be taken in order to ensure the well-being and safety of participants.

    This list is not intended to be limited or final, but rather to include the most basic and essential steps that should

    serve as a guideline for additional actions.

    Program directors:

    Provide a handout during the on-site orientation(s), with a list of hospitals, clinics, physicians and dentists in the

    area as well as a list of mental and emotional health resources.

    Review the emergency contact procedures and contact information for themselves, assistant(s), and local

    emergency response organizations.

    Inform students with as much detail as possible about the risks of living and traveling abroad, as well as any useful

    precautions they can take that are specific to the program location(s).

    Inform students of any local customs or situations that may affect their physical, mental and emotional health.

    For the duration of the program, maintain a high level of alertness to identify potential and/or arising medical

    problems that students may have.

    Immediately address any significant changes in behavior that may cause concern for mental and emotional

    health issues, by inquiring further into the student’s health and/or personal situation.

    Resources For guidance when helping a student who appears to be in crisis, program directors should refer to UC Berkeley’s

    Assisting the Distressed Student:

    http://ww.uhs.berkeley.edu/home/healthtopics/distressedstudents.shtml

    Physical Health Issues

    The advice nurse at the Tang Center can be reached Monday-Friday, 8am – 5pm at 510.643.7197. The same

    number connects to After Hours Assistance (AHA) when the Tang Center is closed.

    Mental Health Issues

    When the Tang Center is open:

    Counseling and Psychological Services at Tang can be reached at 510.642.9494. If there is a crisis or the student’s

    needs are urgent, the caller should inform the reception desk. The advice counselor speaks to students on a first

    come, first served basis.

    When the Tang Center is closed:

    The After Hours Assistance Line can be reached at 510.643.7197. Callers should ask to speak with a counselor.

    Counselors are available whenever CPS is closed.

    Ind

    ivid

    ua

    l Em

    erg

    en

    cy

  • 9

    MISSING, VICTIMIZED OR ARRESTED STUDENTS, NOT INCLUDING SEXUAL ASSAULT

    Missing Student If a student fails to appear in class or show up for scheduled activities, and the student does not contact the

    program director for more than 24 hours at any time during the program, the program director must report that

    student as “missing” to the U.S. Embassy and local police.

    Victimized Student Program directors should inform students of the risks of living in unfamiliar cities and cultures and encourage them to

    take all reasonable security precautions. If a student becomes a victim of a serious crime, program directors should

    first attend to the student’s physical and emotional needs.

    Arrested or Detained Student Program directors should inform students that the laws of the host country apply in all cases, not U.S. laws or

    constitutional rights or protection. When a student is arrested or detained, the powers of the U.S. Embassy are

    extremely limited, although U.S. Embassy personnel generally make an effort to ensure that the student’s basic civil

    rights are not violated.

    Actions Below is a list of suggested measures that program directors can take in order to ensure the well-being and safety

    of participants. This list is not intended to be limited or final, but rather to include the most basic and essential steps

    that should serve as a guideline for additional actions.

    Program directors:

    Contact U.S. Embassy and local police immediately in the case of a missing or victimized student.

    Take immediate on-site actions as necessary to preserve students’ well-being and safety.

    Contact Darin Menlove, Assistant Director of Programs (510.303.5021). If Darin is not available, or cannot be

    reached, contact Rick Russo, Director of Summer Sessions (510.316.3485).

    Contact the student’s emergency contact person(s) after consulting with Summer Sessions.

    Keep a written record of the facts (dates, locations, nature of the incident, persons involved, etc.),

    circumstances, as well as actions and conversations that have taken place, and submit an incident log to

    Summer Sessions.

    SEXUAL ASSAULT Overview

    Summer Sessions’ guide regarding sexual assault is based on the Berkeley Campus Student Policy and Procedures

    Regarding Sexual Assault and Rape. The entire contents of this policy can be found at:

    http://ccac.berkeley.edu/assault.shtml

    Actions In the event of sexual assault, program directors:

    Talk to the person reporting the crime, and determine the identity and location of the victim.

    Maintain appropriate confidentiality in all interactions with others. Written reports concerning the incident can

    only be disclosed to UC Berkeley campus officials with legitimate educational interests in the information or those

    authorized by campus policy to receive such information.

    Inform the student of the laws and procedures for dealing with sexual assault in the host country, as these may

    vary from those in the U.S. (For example, in the United States it is important to preserve the evidence of a sexual

    assault as it may be used as evidence in a court of law).

    Clarify with the student the degree to which he/she wants to involve the local authorities.

    If there is obvious physical injury, make sure the student is taken to a trusted hospital/clinic for urgent care.

    If there are signs of emotional disturbance, consult a psychologist and provide immediate support to the victim.

    Contact Darin Menlove, Assistant Director of Programs (510.303.5021). If Darin is not available, or cannot be

    reached, contact Rick Russo, Director of Summer Sessions (510.316.3485).

    Keep a written record of the facts (dates, locations, nature of the incident, persons involved, etc.),

    circumstances, as well as actions and conversations that have taken place, and file an incident log to Summer

    Sessions.

    Ind

    ivid

    ua

    l Em

    erg

    en

    cy

  • 10

    INJURY OF A STUDENT

    Overview In the case of a serious medical emergency of any kind, program directors should take immediate on-site action as

    necessary. No consent, parental or otherwise, is needed prior to obtaining emergency medical treatment for a

    student. Program directors should assist the student in finding appropriate treatment at an acceptable hospital or

    clinic. They should accompany the student if possible, and ascertain the seriousness of the illness or injury through

    conversation with medical personnel.

    Actions Below is a list of suggested measures that can be taken in order to handle such situation. This list is not intended to

    be limited or final, but rather to include the most basic and essential steps that should serve as a guideline for

    additional actions.

    If a student is injured, program directors:

    Assist the student in finding appropriate treatment at an acceptable hospital or clinic.

    Accompany the student if possible, and ascertain the seriousness of the illness or injury through conversation with

    medical personnel.

    Contact Darin Menlove, Assistant Director of Programs (510.303.5021). If Darin is not available, or cannot be

    reached, contact Rick Russo, Director of Summer Sessions (510.316.3485).

    Contact the student’s emergency contact person(s) after consulting with Summer Sessions

    If the student must return to the U.S. for hospitalization or treatment, ensure that a record of the treatment and

    medication(s) administered on-site is sent home with the student.

    Keep a written record of the facts (dates, locations, nature of the incident, persons involved, etc.),

    circumstances, as well as actions and conversations that have taken place, and submit an incident log to

    Summer Sessions.

    DEATH OF A STUDENT

    Overview If an incident or emergency of any kind results in the death of a student, program directors must take special care

    to handle the situation appropriately. It is important to be sensitive to the feelings of the family, and to act promptly

    and carefully while dealing with the death.

    Actions Below is a list of suggested measures that program directors can take in order to handle such a situation. This list is

    not intended to be limited or final, but rather to include the most basic and essential steps that should serve as a

    guideline for additional actions.

    Program directors:

    Immediately verify the identity of the student, and collect all pertinent facts of the case.

    Contact Darin Menlove, Assistant Director of Programs (510.303.5021), as well as Rick Russo, Director of Summer

    Sessions (510.316.3485). It will be Summer Sessions’ responsibility to notify the family.

    Consult UC Berkeley’s guidelines for responding to death: http://death-response.chance.berkeley.edu/

    Work closely with the local authorities, the U.S. Embassy, the family and Summer Sessions throughout the course of

    all necessary actions, with utmost sympathy, sensitivity and helpfulness to the family.

    Ensure that other students’ psychological and emotional needs are attended to.

    Keep a written record of the circumstances, as well as all actions and conversations that have taken place, and

    submit a complete and detailed incident log to Summer Sessions.

    Ind

    ivid

    ua

    l Em

    erg

    en

    cy

  • 11

    OUTBREAK OF INFECTIOUS DISEASE

    Overview Reports by the media or rumors of an outbreak of any infectious disease should be investigated thoroughly by the

    program director so that reasonable and adequate measures may be taken.

    Actions Below is a list of suggested measures that can be taken in order to handle such a situation. This list is not intended to

    be limited or final, but rather to include the most basic and essential steps that should be a guideline for additional

    actions.

    Program directors:

    Contact the local authorities, as well as the Centers for Disease Control (800.232.4636) for the latest information.

    Contact Darin Menlove, Assistant Director of Programs (510.303.5021) with the nature and extent of the situation. If

    Darin is not available or cannot be reached, contact Rick Russo, Director of Summer Sessions (510.316.3485).

    Follow the recommendations of both the local health authority and the U.S. Embassy regarding inoculation,

    treatment and quarantine, if applicable.

    Provide students with available information regarding the disease, inoculation (if available), treatment, and

    treatment location.

    Keep a written record of all investigation into the outbreak, and submit a complete and detailed incident log to

    Summer Sessions.

    POLITICAL EMERGENCIES & NATURAL DISASTERS

    Overview In the unlikely event of political instability or a major natural disaster in any of the Travel Study program sites, the

    structures that need to be in place to deal with a crisis of this magnitude are the same ones that ensure the safe

    running of the program on a day-to-day basis.

    Preparedness Below is a list of suggested measures that can be taken in order to prepare for such situation. This list is not intended

    to be limited or final, but rather to include the most basic and essential steps that should serve as a guideline for

    additional actions.

    All students have the mobile number of the program director and assistant (GSI).

    All students have the contact information for Summer Sessions.

    Any student who is going to be away overnight or travel outside the program site is required to complete the

    Program Information Form (included in this guide), detailing his or her itinerary and contact information.

    Program directors provide students with a list of local addresses and telephone numbers of the police station, fire

    station, doctor/hospital/clinic, and the U.S. Embassy.

    Program directors implement and rehearse an emergency action plan upon arrival at the program site, or during

    the on-site orientation (see the attached sample emergency action plan on page 12).

    Overview If an evacuation is necessary, Summer Sessions will develop a plan with the cooperation of the U.S. Department of

    State and the program director. Summer Sessions will consider recommendations regarding relative safety of

    various modes of transportation and travel routes. The program director, in communication with Summer Sessions,

    will coordinate the students’ travel home. If the airport is open and flights are operating, Summer Sessions will

    arrange for air transportation of the group, either to the United States or another safe destination, as quickly as

    possible. If the airports are closed, students will be transported to the next closest airport. Program directors can contact the U.S. Department of State’s Citizen Emergency Center in Washington, D.C.

    (202.647.5225) for suggestions 24 hours a day.

    Gro

    up

    Em

    erg

    en

    cy

  • 12

    SAMPLE EMERGENCY ACTION PLAN

    Overview This sample Emergency Action Plan shows the type of information that program directors may hand out to the

    students during the on-site orientation. The sample includes the most basic and essential information that should be

    presented, and is intended to be a guideline for a plan tailored specifically for each location.

    _______________________________________________________________________________________________________________

    Program Location Seoul, South Korea

    Program Director John Smith

    Program Assistant Jane Doe ___________________________________________________________________________________

    Students are to review the following group and individual Emergency Action Plan. In case of an emergency, follow

    the procedures carefully, including the contingency plans discussed during the orientation. This handout contains

    crucial information necessary in the case of an emergency. Please keep this in an easily accessible area and take

    it with you if you’re leaving the program site.

    A map of the nearby area with important locations marked, and a list of contact information for your fellow

    participants are attached.

    Emergency Assembly Points

    Primary : Lobby of Seoul Plaza Hotel (program site)

    Secondary : In front of Seoul City Hall (address : 1-31 Taepyung Rd.; section B-1 on the attached map)

    Alternative (in the case that both the primary and secondary locations are not available) : U.S. Embassy

    (address : 82 Sejong Rd. Jongno-gu; section C-4 of the attached map)

    Program Director, John Smith 02-2643-1522 Seoul Plaza Hotel Rm. 1301 (program site)

    Program Assistant, Jane Doe 02-2458-8800 Seoul Plaza Hotel Rm. 1303 (program site)

    Kangbuk Samsung Hospital 02-2001-2001 108 Pyung-dong, Jongno-gu; section A-4

    Police Station 02-362-0112 165 Migun-dong, Seodaemun-gu; section A-2

    Fire Department 02-732-0109 146-2 Susong-dong, Jongno-gu; section C-1

    U.S. Embassy 02-397-4114 82 Sejong Rd., Jongno-gu; in the section C-4

    * There may be trips scheduled to visit the above locations.

    Emergency Action Plan

    In case of an emergency:

    Contact the program director immediately. If you’re unable to contact the program director, contact the

    program assistant. If you cannot reach the director or the assistant, contact someone else in the group.

    If the emergency requires group action, make your way immediately to the primary assembly point first. If

    the primary assembly point is not accessible, proceed to the secondary assembly point. In the case that

    both of the points are not accessible, go to the U.S. Embassy and wait for the others and further

    instructions.

    If the emergency is life threatening, contact local emergency medical assistance before trying to reach

    the Program Director or Assistant.

    Always move in a group and never wander around by yourself.

    In the case of an emergency, it is crucial to remain calm and try to assess the situation as quickly as you can. Student Contact Chain Each student in the program will have a designated student to contact. All students will have a copy of the

    contact chain list, i.e. who contacts whom. In case of emergency the chain is activated. Student #1 calls his/her

    contact partner who will then contact the next student in the contact chain. If the student does not respond and

    the student whom he/she was supposed to contact next does not hear from that student, we will be able to know

    where the chain has been broken. The contact chain will continue until all students are accounted for or

    contacted. Gro

    up

    Em

    erg

    en

    cy

  • 13

    EMBASSY INFORMATION

    Argentina

    U.S. Embassy Buenos Aires

    American Citizen Services

    Av. Colombia 4300

    C1425GMN Buenos Aires

    Phone| 11.5777.4387

    Fax| 11.5777.4293

    http://Argentina.usembassy.gov

    France

    2, avenue Gabriel

    75382 Paris Cedex 08

    Switchboard | +33.1.43.12.22.22

    Fax| +33.1.42.66.97.83

    http://france.usembassy.gov

    Guyana

    Embassy Duty Officer

    contact through: 592-226-2614, 226-8298 or

    227-7869 and ask for pager No. 5682

    Phone| 592.225.4900 thru 9

    Fax| 592.225.8497

    Visa Inquires Telephone Numbers

    592-225-7965 or 592-225-7966

    http://georgetown.usembassy.gov/

    Italy

    Lungarno Vespucci, 38

    50123 Firenze, Italy

    Phone| +39.055.266.951

    Fax| +39.055.284.088

    http://florence.usconsulate.gov/english/

    Kenya

    American Embassy, Nairobi

    Phone| +254.20.375 3704

    After hours phone|254.20.363.6170

    E-mail|[email protected]

    http://nairobi.usembassy.gov/index.html

    Mexico

    U.S. Embassy in Mexico

    Paseo de la Reforma 305

    Col. Cuauhtemoc

    06500 Mexico, D.F.

    Phone| 01.55.5080.2000

    Fax| 01.55.5511.9980

    http://mexico.usembassy.gov/eng/main.html

    Mexico (continued)

    Monterrey

    U.S. Consulate General

    411 Avenida Constitución Poniente

    64000 Monterrey, N.L.

    Phone| 01.81.8345.2120

    Fax| 01.81.8342.5433

    E-mail|[email protected]

    http://monterrey.usconsulate.gov/index.html

    The Netherlands, Belgium, Luxembourg

    Embassy of the United States of America, The

    Netherlands

    Lange Voorhout 102

    2514 EJ The Hague

    Phone| +31.70.310.2209

    Fax| +31.70.361.4688 or +39.055.215.550

    http://thehague.usembassy.gov/

    The Netherlands (Amsterdam)

    U.S. Consulate General

    Museumplein 19, 1071 DJ Amsterdam

    Phone| 31.(0)20.575.5309

    http://amsterdam.usconsulate.gov/index.html

    Belgium

    Regentlaan 27 Boulevard du Régent

    B-1000 Brussels

    Phone| 32.2.508.2111

    Fax| 32.2.511.2725

    http://belgium.usembassy.gov/index.html

    Luxembourg

    22, blvd Emmanuel Servais

    L-2535 Luxembourg

    Phone| 352.46.01.23 ext.2213

    After hours phone|352.46.01.23 dial “0” and ask for

    the duty officer

    Portugal

    United States Embassy, Lisbon

    Avenida das Forças Armadas

    1600-081 Lisboa

    Apartado 43033

    1601-301 LISBOA

    Phone| 351.21.727.3300

    Fax| 351.21.726.9109

    http://www.american-embassy.pt/

    (continued) Em

    ba

    ssy

    In

    form

    atio

    n

  • 14

    EMBASSY INFORMATION

    Portugal (continued)

    The Azores

    American Consulate Ponta Delgada

    Av. Príncipe do Mónaco No, 6-2 F

    9500-237 Ponta Delgada, Açores, Portugal

    Phone| 351.296.282.216

    Fax| 351.296.287.216

    http://pontadelgada.usconsulate.gov/

    Spain

    American Embassy, Madrid

    Calle Serrano 75

    28006 Madrid

    Phone| +34.91.587.2240

    or +34.91.587.2200 (after hours)

    Fax| +34.91.587.2243

    or +34.91.587.2303 (after hours)

    http://madrid.usembassy.gov/indexbis.html

    Barcelona

    Paseo Reina Elisenda de Montcada, 23

    08034 Barcelona, España

    Phone| +34.93.280.22.27 or +34.91.587.2200

    (after hours)

    Fax| +34.93.280.61.75

    http://barcelona.usconsulate.gov/indexbis.html

    Taipei, Taiwan

    American Institute in Taiwan

    2nd Floor, Consular Section

    #7, Lane 134, Hsin Yi road, Section 3

    Taipei, 106

    Phone| 02.2162.2000, ext. 2306

    Fax| 02.2162.2239

    http://www.ait.org.tw/en/

    Em

    ba

    ssy

    In

    form

    atio

    n

  • 15

    TRAVEL POLICY

    Overview Summer Sessions’ travel and entertainment policies are based on University policy G-28, Policy and Regulations

    Governing Travel. It is the program director’s responsibility to read G-28 in its entirety before departing for the

    program site. Also provided in this guide is Summer Sessions’ travel policy, which the program director must follow in

    addition to observing University policies. The entire contents of G-28 can be found at:

    http://www.ucop.edu/ucophome/policies/bfb/g28.html Please note that this section includes additional restrictions not found in University policy G-28.

    Transportation Expenses All receipts for transportation expenses must be kept and submitted to Summer Sessions regardless of the amount.

    Each receipt must be accompanied by a description of the trip, i.e. destination and purpose. Only transportation

    expenses related to the program will be reimbursed. For example, taxi fare to another part of the city to meet a

    friend on a Sunday is not eligible for reimbursement.

    Transportation – Air Travel All flights must be booked through the University travel agent (Carlson Wagonlit) using the CTS form at the time the

    appointment is finalized (late bookings may not be fully reimbursed). Flights must be pre-approved by Berkeley

    Summer Sessions and must be the lowest fare available on that day. Exceptions to this policy may be requested in

    writing from the Assistant Director of Programs. Only written approvals of requests will be sufficient to receive

    reimbursement in the case of an exception. Carlson Wagonlit http://travel.berkeley.edu/TravelAgency/TravelAgency.htm Business Relations 800.728.4918 [email protected]

    Transportation – Public Transportation, Shuttle Service & Taxis Transportation expenses cannot exceed the amount budgeted for in-country transportation (public transportation

    and taxis) and for airport transfer (shuttle or limousine service). Tips paid to taxi or shuttle drivers are considered part

    of the total transportation expense. Cash tips paid to the provider of group transportation for program participants

    are considered part of the group transportation expense.

    Miscellaneous Expenses – Program/Course Materials Program directors must submit all receipts for program and course materials to Summer Sessions regardless of the

    amount. Each receipt must be accompanied by a description of the purpose of the purchase. Total program and

    course materials expenses cannot exceed the amount budgeted. All materials purchased for the program, including cell phones, guidebooks, textbooks, maps, CD players, etc.,

    become the property of Summer Sessions once the expenses are reimbursed. These materials must be returned to

    Summer Sessions at the conclusion of the program. Summer Sessions will maintain an inventory of program materials

    so that they may be reused in the future.

    Miscellaneous Expenses – ATM Withdrawal Fee In order for program directors to be eligible for reimbursement of ATM withdrawal fees, each withdrawal must be at

    least 100 USD.

    Miscellaneous Expenses – Payment to Individuals (Guest Lecturers, Guides, etc.) When a one-time cash payment is made on-site to a foreign national, such as a guest lecturer or tour guide, who

    provided services for the program, a memorandum (found in “Program Forms” of this guide) must be completed

    and submitted as a receipt to Summer Sessions in order to be eligible for reimbursement. It must include the

    following information in order to be accepted.

    11

    Tra

    ve

    l &

    En

    tert

    ain

    me

    nt

  • 16

    TRAVEL POLICY

    Miscellaneous Expenses – Payment to Individuals (continued) Name of the speaker

    Program title for which the service was provided

    Date of the lecture/guided tour Home address of the speaker

    Title of the speech or topic of the lecture Amount of honorarium

    Speaker signature and date

    Reporting Travel Expenses – Receipts In order to meet the University-mandated deadline for reporting (21 days), all receipts must be submitted to

    Summer Sessions within 10 working days of the end of the program. Travel Expense Vouchers will be processed in

    the order received, regardless of the amount due to the traveler or the University. All receipts must be numbered in date order, and each receipt should be accompanied by a spreadsheet or a

    memo with the following details:

    Receipt number, Date, Budget Category, Purpose/Description, Name of Vendor, Amount, Currency

    *It is not necessary to separate the receipts by category as long as all the receipts are in date order. Please do

    not write the required details on the actual receipts.

    If there is more than one receipt, for example, one credit card receipt and one itemized receipt, only the itemized

    receipts should be submitted. Any credit card receipt showing only the total amount will not be accepted.

    Reporting Travel Expenses – Approval, Submission & Reimbursement In order to meet the University-mandated deadline for reporting (21 days), all receipts must be submitted to

    Summer Sessions within 10 working days of the end of the program. Travel Expense Vouchers will be processed in

    the order received, regardless of the amount due to the traveler or the University. Once a Travel Expense Voucher is prepared by Summer Sessions, an electronic copy of the voucher is sent to the

    program director or to the program assistant/GSI for review and signature. Program directors and assistants/GSIs

    can contact Summer Sessions with any questions they may have regarding the way the voucher is processed or the

    amount due to the traveler or the University. If the traveler owes a balance to the University, the signed voucher must be accompanied by a check for the total

    amount owed to settle the balance. The check should be made out to UC Regents. The voucher cannot be

    processed without payment for the balance owed. The original signed voucher is submitted in person or via mail, unless the traveler is not in the area. If the traveler is

    not in the area, he or she may submit the signed voucher via fax or email (scanned copy). Once the signed

    voucher (and the check, if a balance is owed by the traveler) is received, the voucher is then reviewed by the

    Director of Summer Sessions for final Summer Sessions approval. The voucher is then forwarded to the Travel &

    Entertainment Office for review and approval. Once approved by Travel & Entertainment, the Disbursements Office

    processes the payment. Reimbursement can be paid in one of the two following ways: paper check or EFT (Electronic Funds Transfer). The

    traveler may choose to sign up for EFT if he or she does not wish to receive a paper check. Please note: EFT for

    reimbursement is different from EFT for payroll, and must be requested separately to Disbursements. It takes up to 30

    days for EFT requests to be processed. If a paper check is issued, the traveler’s home department is the default

    address to which the check is sent.

    Tra

    ve

    l &

    En

    tert

    ain

    me

    nt

  • 17

    TRAVEL POLICY Reporting Travel Expenses – Signing a Travel Expense Voucher

    CTS : $725.34 1 Voucher Total : $15,397.20 2

    Voucher Reimbursable Amount : $6,297.88 3

    Advance # $5,000.00 4

    Check Amount : $1,297.88 5

    I certify that the above is a true

    statement, that the expenses

    claimed were incurred by me on

    official University business on the

    dates shown and that I have

    attached original receipts for each

    expenses of $75 or more, as required

    by University policy.

    Authorizing Name and Title

    (Print) 7

    Traveler Signature Required 6 Date Authorizing Signature Required 8

    1 Amount charged to CTS (Central Travel System) is not included in the total

    2 Total amount, including lodging and M&IE, automatically calculated based on government per diem rate for the duration of the trip

    3 Total reimbursable amount including per diem, miscellaneous expenses, transportation expenses and lodging if applicable

    4 Cash advance amount to be subtracted from the total reimbursable amount

    5 Total amount: if the amount is positive (as shown), the University owes the traveler in the amount indicated. If the amount is negative, the traveler

    must submit a check in the amount indicated to UC Regents

    6 Traveler signs here

    7 Summer Sessions Use Only: name of the Summer Sessions approver (Director of Summer Sessions)

    8 Summer Sessions Use Only: signature of the Summer Sessions approver (Director of Summer Sessions)

    ENTERTAINMENT POLICY

    Overview Summer Sessions’ travel and entertainment policies have been outlined based on University policy BUS-79,

    Expenditure for Business Meetings, Entertainment and Other Occasions. It is the program director’s responsibility to

    read BUS-79 in its entirety before departing for the program site. Also provided in this guide is Summer Sessions’

    travel policy, which must be followed in addition to observing the University policies. The entire contents of BUS-79

    can be found at:

    http://www.ucop.edu/ucophome/policies/bfb/bus79.html Please note that this section includes additional restrictions not found in University policy BUS-79.

    Business Meeting Expenditures – Adjustment of Reimbursable Amount When a program director incurs an entertainment expense during a business meeting, the cost of a meal or light

    refreshment for the program director must be deducted from the total expense, as it is considered part of per diem.

    It is required that the program director indicate what amount from the receipt submitted was for his or her meal or

    light refreshment. If the cost is not clear, or the program director is unable to identify his or her portion of the receipt,

    the amount specified in Appendix D of G-28 (also found in this guide) will be deducted from the total eligible for

    reimbursement. When a program director incurs an entertainment expense during a business meeting with another UC employee(s)

    on travel status who receives a separate per diem from University, i.e., GSI or program assistant, the expense will not

    be reimbursed if there is no non-University employee present at the meeting. If a meeting involves a non-University

    employee as well as University employee, the University employee must be identified, and the cost of his or her

    meal or light refreshment will also be deducted from the total expense.

    Unallowed Expenses – GSIs or Program Assistants Reimbursement of personal entertainment expenses for GSIs or program assistants is not allowed.

    12

    Tra

    ve

    l &

    En

    tert

    ain

    me

    nt

  • 18

    ENTERTAINMENT POLICY

    Entertainment Reimbursement Limit An entertainment expense must not exceed the per-person maximum rates set forth in Appendix A of BUS-79 (also

    found in this guide). If the expense is over the maximum, only the maximum will be reimbursed. The maximum per-

    person expenditures include the cost of food and beverages, labor (tip), sales tax, delivery charges, and other

    services.

    Reporting Entertainment Expenses – Business Meetings All receipts for entertainment expenses must be submitted regardless of the amount. Each receipt must be

    accompanied by a detailed description of the event, including the business purpose, a list of all attendees, and the

    type of meal (breakfast, lunch, dinner or light refreshment). The business purpose of the event should be stated in as

    much detail as possible.

    Any list of attendees must include first and last names, as well as affiliations. If any of the attendees is a UC

    employee, it must be indicated on the list.

    Reporting Entertainment Expenses – Group Admission All tickets or admissions paid by the program director with other means than the Travel Study Card (see page 12)

    will be processed by Entertainment Expense Voucher. The receipt must show the vendor, location of the excursion,

    per person admission cost, and the total amount paid. If the receipt does not show these details, tickets showing

    per person admission cost must be gathered from all attendees to account for the total amount reimbursable. If

    tickets are not available, or it is impossible to gather all tickets, the receipt must be accompanied by a list of full

    names of the attendees of the event.

    Reporting Entertainment Expenses – Approval, Submission & Reimbursement The approval, submission and reimbursement process for an Entertainment Expense Voucher is the same as the

    reporting process for a Travel Expense Voucher (refer to page 9). Generally, however, it takes longer to process

    entertainment reimbursements than to process travel reimbursements. Therefore, it is typical that the travel

    reimbursement is processed first, even if both vouchers are received at the same time.

    Reporting Entertainment Expenses – Signing an Entertainment Expense Voucher

    Voucher Total : $791.78 1

    Voucher Reimbursable Amount : $791.78 2

    Check Amount : $791.78 3

    I certify that the above is a true statement, that the expenses claimed were incurred by me on official University

    business on the dates shown, and that I have attached original receipts for each expense, as required by

    University policy.

    BEAR, OSKI

    Host’s name 4 Host’s Signature Required 5 Date

    Authorizing Name and Title (Print) 6 Exceptional Signature Name and Title (Print) 8

    Authorizing Signature Required 7 Date Exceptional Signature Required 9 Date

    1 Total amount entered on the Entertainment Expense Voucher

    2 Total reimbursable amount

    3 Total amount owed to the host by the University

    4 Automatically pre-filled by the system

    5 Host signs here

    6 Summer Sessions Use Only: name of the Summer Sessions approver (Director of Summer Sessions)

    7 Summer Sessions Use Only: signature of the Summer Sessions approver (Director of Summer Sessions)

    8 Summer Sessions Use Only: name of the Summer Sessions approver (Director of Summer Sessions)

    9 Summer Sessions Use Only: signature of the Summer Sessions approver (Director of Summer Sessions)

    Tra

    ve

    l &

    En

    tert

    ain

    me

    nt

  • 19

    TRAVEL STUDY CARD

    Overview The information contained in this guide on the Travel Study Card (TSC) is based on the Cardholder Guide published

    by the University. Potential cardholders must attend the mandatory training on the Travel Study Card, during which

    they will receive the Cardholder Guide. It is the program director’s responsibility to read the Cardholder Guide in its

    entirety before using the Travel Study Card.

    Uses & Benefits The Travel Study Card is a declining-balance University credit card, issued to designated employees of the University

    by US Bank to enable the timely purchase of goods and services specified by the Travel Study Card Administration

    and Summer Sessions. One of the many benefits of using the Travel Study Card is increased efficiency and

    convenience by eliminating the need for purchase orders by purchasing from vendors who accept the Visa card.

    Other benefits include:

    Reduction in use of the program director’s personal credit cards and claims for reimbursements

    Reduction in requests for petty cash

    Rapid online billing and reporting allows Summer Sessions to audit card purchases and update financial reports in

    a more timely manner

    Online billing, which reduces overall paperwork and processing time involved in purchasing Access to a larger vendor base, as well as discounts from some vendors due to rapid payment terms

    Credits are processed by the supplier, and applied directly to the account originally charged

    Allowed Purchases The Travel Study Card is cleared to work as a Visa card at any vendor with the appropriate Merchant Category

    Code (MCC). The MCC is a code used by all vendors that accept the Visa card, and is assigned on the basis of the

    vendor type. The Merchant Category Codes for vendor categories typically used by program directors have been

    pre-approved by Summer Sessions (see the Cardholder Guide for the complete list of approved categories). When

    it is necessary to make a program-related purchase at a vendor whose primary purpose does not fall into one of

    the approved categories, a request must be made to Summer Sessions to add the vendor to the list, allowing the

    purchase to be made within 3 business days. The Travel Study Card may also be used on campus at International

    House, Alumni House, the Faculty Clubs, and the Cal Student Store.

    Purchase Restrictions Any personal expenses that are not related to the program are not allowed. Lodging and transportation while on

    the program site is not considered personal, but program-related. The following are other purchases that are not

    allowed with the Travel Study Card:

    Cash advances or cash-back purchases

    Inventorial equipment

    Gift certificates Service payments to individuals

    Record Keeping & Monitoring Cardholders must keep all receipts and submit them to Summer Sessions upon their return from the program site. All

    receipts must be numbered in date order, and each receipt should be accompanied by a spreadsheet or a memo

    with the following details:

    Receipt number, Date, Budget Category, Purpose/Description, Name of Vendor, Amount, Currency

    *It is not necessary to separate the receipts by category as long as all the receipts are arranged in date order.

    Please do not write the required details on the actual receipts.

    If there is more than one receipt, for example, one credit card receipt and one itemized receipt, only the itemized

    receipt should be submitted. Any credit card receipt showing only the total amount will not be accepted. Summer Sessions will have access to each cardholder’s activities online to monitor purchases made with the Travel

    Study Card. However, it is the cardholder’s responsibility to closely keep track of all expenses and limits.

    Tra

    ve

    l Stu

    dy

    Ca

    rd

  • 20

    BUSINESS TRAVEL INSURANCE

    Overview When traveling on official University business, program directors will be covered world-wide, 24 hours a day, for a

    wide variety of accidents and incidents. This new coverage is provided at no cost to the program directors, but one

    must register to ensure coverage for each business trip. This coverage includes:

    Emergency Medical Evacuation

    Security Extraction

    Out-of-Country Medical ($50 deductible) Loss of Personal Effects (passport, baggage, wallet, etc.)

    Other Travel Assistance Services (legal referrals, translation services, etc.)

    Accidental Death, Dismemberment, Paralysis, or Permanent Total Disability Repatriation of Remains

    The policy also provides an extension of coverage for a 14 day personal sojourn.

    Registration Prior to departure, program directors must complete the Business Traveler Insurance Form at:

    http://www.uctravel.org/

    After completing this brief form, program directors will be able to print the confirmation of their coverage with

    information to use in an emergency while traveling either domestically or abroad. The confirmation will include

    name, UC’s policy number, and travel dates. A new confirmation is required for each trip.

    Registration at www.uctravel.org will ensure coverage for program directors (and any dependents traveling with

    them) while traveling on official University business. The registration information will serve to verify eligibility to the

    insurance company in the event that a claim is submitted, any benefit is used, or travel assistance services are

    requested.

    A Summary of Benefits is found in this guide, and also found on the website above.

    STUDENT OFF-CAMPUS TRAVEL INSURANCE

    Overview When traveling to participate in off-campus activities sponsored and supervised by the University, students will be

    covered world-wide, 24 hours a day, for a wide variety of accidents and incidents. This new coverage is provided

    at no cost to students, but students must register to ensure coverage for each trip. This coverage includes:

    Emergency Medical Evacuation

    Security Extraction

    Accident/Sickness Medical Accidental Death, Dismemberment, Paralysis, or Permanent Total Disability Repatriation of Remains Other Travel Assistance Services (when student traveler is 100+ miles from campus)

    A Summary of Benefits for registered students is found in this guide for reference.

    Required Registration Summer Sessions requires all participants to register for the Off-Campus Travel Insurance provided by the University.

    As proof of registration, participants must submit a copy of the registration confirmation as a part of their admission

    requirements. Program directors will be given copies of the confirmations prior to departure.

    Tra

    ve

    l In

    sura

    nc

    e

    Tra

    ve

    l In

    sura

    nc

    e

    Tra

    ve

    l In

    sura

    nc

    e

    Tra

    ve

    l In

    sura

    nc

    e

  • 21

    MEMORANDUM Payment to Individual

    DATE

    TO Darin Menlove, Assistant Director of Programs

    Berkeley Summer Sessions

    FROM

    [name and title]

    RE Service Provided for Program

    This is to certify that the following individual gave a lecture or served as an excursion guide as a part

    of the program

    held in

    [insert program title] [insert city, country]

    Name of Speaker

    U.S. Citizen Yes No

    Social Security Number/EIN/ITIN

    Home Address

    Title of Speech

    Amount of Honorarium

    Speaker’s Signature Date

    Me

    mo

    ran

    du

    m

  • 22

    PARTICIPANT TRAVEL INFORMATION FORM

    If you are going to be away from the program site overnight, you are required to fill out this form and return it to

    your Program Director. This information will be used to contact you in case of emergency.

    Please fill out this form as completely as you can with as much information as possible.

    FULL NAME

    TRIP #1

    City Country

    Departure Date Time

    Arrival Date Time

    Flight Number Airline

    Train Number Bus Number

    Housing Arrangements

    Housing Address

    Telephone Number

    TRIP #2

    City Country

    Departure Date Time

    Arrival Date Time

    Flight Number Airline

    Train Number Bus Number

    Housing Arrangements

    Housing Address

    Telephone Number

    Pa

    rtic

    ipa

    nt

    Tra

    ve

    l Fo

    rm

  • 23

    Berkeley Summer Sessions Travel Study Programs INCIDENT LOG

    INITIAL RESPONSE:

    1: Locate the student and attend to the student’s immediate needs (i.e. injuries, safety concerns).

    2: Consult the appropriate section of the UC Berkeley Summer Sessions Travel Study Faculty Guide

    for required procedures.

    3: Contact Darin Menlove, Assistant Director of Programs (510.303.5021). If Darin is not available, or

    cannot be reached, contact Rick Russo, Director of Summer Sessions (510.316.3485).

    4: Begin completing the incident log. Submit periodically to Summer Sessions as the incident unfolds.

    Date and Time of Report

    Name of Person Completing the Report

    Overseas Contact Information

    Nature of Incident Who was involved?

    What happened?

    Where did it happen?

    When did it happen?

    Who has been informed of the situation?

    Actions Taken Abroad What assistance has been offered to the student(s) or others involved in the incident? What additional actions have been taken to address the situation?

    Incident resolved on-site? Yes No

    Follow-up actions by Summer Sessions necessary? Yes No

    SUMMER SESSIONS USE ONLY Incident Resolved Report Reviewed & Filed

    Inc

    ide

    nt

    Log

    In

    cid

    en

    t Lo

    g