X sarah knight summer initiative 2013

Faculty-Led Pre-Departure Orientation

Sections in Online Learning Content (Documents and Slides/“Handbook”)

Each numbered item represents a separate Learning Content item: 1. Checklist of UT Steps to Complete by Deadline (downloadable so that students can print & add

items): a. Submit passport copy to Programs Abroad Office b. Submit flight itinerary to Programs Abroad Office c. Submit ISIC application and payment to Programs Abroad Office (form available online) d. Submit program-specific materials to Programs Abroad Office (as per instructions) e. Submit 3 Questionnaires online f. Complete all signature documents online g. Complete all remaining Pre-Departure Orientation sections online h. Submit Summer Financial Aid form (if applicable)

2. Passports and Visas: 2 slides a. Passports: 1 slide with link to U.S. State Department website for passport application b. Visas: 1 slide with general info for U.S. citizens for all faculty-led destinations and links

to consular websites for more information 3. Purchasing your Flight: 1 slide

a. Reminders and bulleted list of tips and suggestions with links to student-friendly sites 4. Program Payment and Financial Aid/Scholarships: 2 slides

a. Payment: 1 slide with payment timeline (deposit, remainder of fee) and link to Bursar’s office for payment deadlines

b. Financial Aid/Scholarships: 1 slide with basic requirements and deadlines for summer financial aid; links to Financial Aid summer aid information and scholarship opportunities; basic explanation of direct deposit and link to instructions for setup

5. Money Management Overseas (different title???): 2 slides a. Know your Host Country Currency: 1 slide with link to currency exchange website;

general tips on money management (establishing a budget, etc.) b. Using Money Overseas (Cash vs. Cards): 1 slide with how to obtain cash before leaving

and upon arrival; reminder to check with bank regarding international transaction fees and ATM fees; reminder to inform bank of travel plans if intending to use credit/debit cards overseas; copy numbers for issues/reporting stolen cards

6. Communicating Overseas (different title???): 1 slide a. Speaking with U.S. carrier about international plan options and rates for calls and data;

purchasing an international phone before departing or upon arrival; using phone cards with a landline; using online options such as Skype, FaceTime, or Google Voice; establishing a communication plan w/parents prior to leaving (arrival and how frequently once there)

7. Emergencies and non-Emergencies Abroad: 4 slides a. What constitutes an emergency? 1 slide with examples à medical emergencies, lost

passport, natural disasters, political unrest

b. Non-emergency situations: 1 slide with examples à flight/travel delays, lost luggage, minor illnesses

c. How to be prepared (2 slides): know local equivalent(s) of 911, where the closest U.S. Embassy/Consulate is and how to contact them in the case of an emergency, and register with U.S. State Department (provide links to U.S. State Department website & International SOS); CIE Emergency Card with important phone numbers; copies of passport (leave 1 w/family at home, 1 to PAO, 1 with you); know contact info for your faculty leader (and provider if applicable)

8. Health and Safety Abroad: 3 slides a. General safety tips (1 slide): keeping a low profile, avoiding scam artists, buddy system,

being aware of “no-go” areas, keeping emergency phone numbers, being aware of culturally appropriate behaviors (attire, volume/tone of speech, etc.) and host country laws, alcohol/substance use & vulnerability, common sense

b. General advice regarding health considerations (1 slide): maintain regular patterns of eating and exercise as much as possible, self-assess physical and emotional issues-- travel does not minimize your problems, and it can exacerbate them to a crisis stage, self-assess your use of alcohol and be aware of potential differences in alcohol content, transporting medications, vaccinations, learn about country-specific health concerns

c. Resources for learning more about country/city-specific health and safety (1 slide): links to CDC Travelers’ Health website, International SOS, CIA World Factbook, Consular websites, U.S. State Department student travel website; purchasing a guidebook for your host country

9. Academic and Behavioral Expectations: 2 slides a. Academic (1 slide): grades will be factored into UT GPA; expected to attend classes and

to follow guidelines set forth by faculty leader(s) b. Behavioral (1 slide): ambassadors of UT and U.S. in host country; behavioral agreement

reminder; possible consequences of behavioral violations (conduct sanctions at UT, being sent home from program, legal consequences if violating local laws, etc.)

10. Program-Specific Details: 1 slideà link to website and reminder to review information on brochure page/application homepage; reminder that faculty leaders will hold program-specific orientations pre- and post-arrival

a. Also, if possible, email contact information for a returned student or students who participated in the program in the previous year; alternately, information for a student(s) who studied abroad in the same host city/country or an international student from there

11. Cultural Adjustment: 2-3 slides a. What is culture shock? (1 slide): feeling of being overwhelmed, lonely; normal and

predictable; often follows a stage-like progression, but intensity and duration of each stages varies individually

b. Culture shock wave/stages chart (if possible, include image on previous slide) c. Tips for successful cultural adjustment (1 slide): be open-minded to cultural differences;

stay healthy, both physically and mentally; set goals for yourself/make a list of things you hope to do or accomplish while abroad; read more about host country to anticipate cultural differences (guide books, International SOS, CIA World Factbook, etc.)

In-Person Orientation (~1-1.5 hours) PowerPoint Information:

1. General reminder: refer to Checklist of UT Steps to Complete by Deadline which was handed out; this checklist also available in online account to download; any questions?

2. Passports and Visas: 2 slides a. Passports: 1 slide with link to U.S. State Department website for passport application b. Visas: 1 slide with general info for U.S. citizens for all faculty-led destinations and links

to consular websites for more information 3. Emergencies and Non-Emergencies Abroad: 4 slides + small group case studies

a. What constitutes an emergency? 1 slide with examples à medical emergencies, lost passport, natural disasters, political unrest


c. How to be prepared (2 slides): know local equivalent(s) of 911, where the closest U.S. Embassy/Consulate is and how to contact them in the case of an emergency, and register with U.S. State Department (provide links to U.S. State Department website & International SOS); CIE Emergency Card with important phone numbers; copies of passport (leave 1 w/family at home, 1 to PAO, 1 with you); know contact info for your faculty leader (and provider if applicable)





5. Academic and Behavioral Expectations: 2 slides a. Academic (1 slide): grades will be factored into UT GPA; expected to attend classes and

to follow guidelines set forth by faculty leader(s) b. Behavioral (1 slide): ambassadors of UT and U.S. in host country; behavioral agreement

reminder; possible consequences of behavioral violations (conduct sanctions at UT, being sent home from program, legal consequences if violating local laws, etc.)





Interactive Components:

1. Case studies with small group discussion about emergency vs. non-emergency situations a. Lost luggage b. Medical emergency c. Delayed flight d. Natural disaster e. Others?

2. Reflection and goal-setting handoutà What are your goals for studying abroad, both academic and personal? How can you prepare to achieve these goals?

Faculty-‐Led PDO Learning Outcomes

Learning Outcome Method Exact Method Assessment 1. Students will know what steps they

need to take next, including document submission and by when these items should be completed.

Online & In-‐person

Checklist of items to complete for PAO with relevant dates (given to students at PDO and posted in LC)

Students have completed SA checklist by deadline

2. Students will know how to find the information about the application procedures for passports and visas (if applicable).


1. Online section with links to general & country-‐specific info.

2. In-‐person: reminder

Students will have required travel documents prior to departure

3. Students will know where to search for flights and what types of flights are best to book.

Online Online section with tips and links to sites

Student flight itineraries

4. Students will be aware of important dates regarding payment and financial aid distribution. Online Online section with relevant

links and dates

PAO will receive fewer questions from students about these items

5. Students will understand what paperwork and standards are required in order to receive financial aid from UTK.

Online Online section with relevant links and dates


6. Students will be aware of relevant financial considerations for their destination (currency(ies) used, how to obtain money, using debit/credit cards abroad, etc.)

Online Online section with relevant tips and information

PDO quiz; PAO will receive fewer questions from students about these items

7. Students will know what their options for communication in their host country are. Online Online section with relevant

tips and information

PAO will receive fewer questions from students about communication

8. Students will know what constitutes an emergency and what to do, depending on the type of emergency, including knowing the local 911 equivalent(s) for their host country.


1. Online section with links to country-‐specific info.

2. In-‐person: brief explanation and small group case studies

PDO quiz; answers reported from in-‐person case studies

9. Students will know how to handle non-‐emergency situations such as lost luggage or transportation delays.


1. Online section with list of examples/what to do


Answers reported from in-‐person case studies

10. Students will know where the closest U.S. Embassy/Consulate in their host country is and how to contact the Embassy/Consulate in

Online 1. Online section with links to country-‐specific info. PDO quiz

the case of an emergency. 11. Students will be aware of general

health and safety tips for travel abroad (avoiding scam artists, protests, sex/sexuality abroad, drugs/alcohol, etc.)


Online section with relevant links and tips

Fewer student health or alcohol-‐related issues; students will report high preparedness in post-‐experience evaluation

12. Students will be aware of any specific health and safety information or risks associated with their host country(ies) and city(ies) (including regulation regarding transportation of medication and other resources available to them for learning more information about their host country(ies)).

Online Online section with relevant links and tips

Faculty leaders will have fewer issues with student conduct; students will report high levels of safety preparedness in post-‐experience evaluation

13. Students will understand the academic and behavioral expectations of participating in a faculty-‐led study abroad program and will understand the possible repercussions of not behaving in an appropriate manner.


Online section with relevant reminders

Faculty will have fewer behavioral issues on their programs

14. Students will receive program-‐specific information about their housing, arrival dates, academic expectations, etc. Online &

In-‐person

1. Link to website—look at brochure & application pages

2. Provide contact information for retuned students (if possible)

3. In-‐person: faculty leader orientations

Students will report strong knowledge of program-‐specific info on post-‐experience evaluation

15. Students will understand the process of culture shock and what resources exist to prepare them for this and to mitigate the effects while abroad (including destination-‐specific cultural information).


Online section with cultural adjustment stages and tips for adjusting

Students will report high satisfaction on post-‐experience evaluation

16. Students will reflect on their goals for study abroad and how to get the most out of their experiences. In-‐Person Handout to guide reflection

and set goals

Students will report high satisfaction on post-‐experience evaluation

LC = Studio Abroad Learning Content PDO = Pre-‐Departure Orientation (in-‐person) SA = Studio Abroad

Regular Pre-Departure Orientation

Sections in Online Learning Content (Documents and Slides/“Handbook”)

Each numbered item represents a separate Learning Content item: 1. Checklist of UT Steps to Complete by Deadline (downloadable so that students can print & add

items): a. Submit passport copy to Programs Abroad Office b. Submit flight itinerary to Programs Abroad Office c. Submit ISIC application and payment to Programs Abroad Office (form available online) d. Submit Request for Transfer Credit form to Programs Abroad Office (form available

online; signatures required; suggested timeline) e. Submit Financial Aid form (form available online; signature required by Financial Aid) f. Submit 3 Questionnaires online g. Complete all signature documents online h. Complete all remaining Pre-Departure Orientation sections online

2. Passports and Visas: 2 slides a. Passports: 1 slide with link to U.S. State Department website for passport application b. Visas: 1 slide with general info (student’s responsibility to read, follow steps, and ask

questions in timely manner); link to list of consular websites for more information 3. Purchasing your Flight: 1 slide

a. Reminders and bulleted list of tips and suggestions with links to student-friendly sites 4. Arrival Procedures: 1 slide

a. Review arrival instructions from provider/host institution and information on provider/host institution websiteà find out if airport pickup service is included; if not, research transportation from your arrival airport to your host city; know when and where you should report on arrival; make sure to carry host coordinator contact information in your carry-on bag

5. Program Payment and Financial Aid/Scholarships: 2 slides a. Payment: 1 slide with payment timeline for fees billed to UTK account, divided by

program type (exchange, direct, 3rd party), and link to Bursar’s office for payment deadline

b. Financial Aid/Scholarships: 1 slide with links to Financial Aid information, including financial aid disbursal, and scholarship opportunities; basic explanation of direct deposit and link to instructions for setup for excess financial aid

6. Money Management Overseas (different title???): 2 slides a. Know your Host Country Currency: 1 slide with link to currency exchange website;

general tips on money management (establishing a budget, etc.) b. Using Money Overseas (Cash vs. Cards): 1 slide with how to obtain cash before leaving

and upon arrival; reminder to check with bank regarding international transaction fees and ATM fees; reminder to inform bank of travel plans if intending to use credit/debit cards overseas; copy numbers for issues/reporting stolen cards

7. Communicating Overseas (different title???): 1 slide

a. Speaking with U.S. carrier about international plan options and rates for calls and data; purchasing an international phone before departing or upon arrival; using phone cards with a landline; using online options such as Skype, FaceTime, or Google Voice; establishing a communication plan w/parents prior to leaving (arrival and how frequently once there)

8. Emergencies and non-Emergencies Abroad: 4 slides a. What constitutes an emergency? 1 slide with examples à medical emergencies, lost

passport, natural disasters, political unrest b. Non-emergency situations: 1 slide with examples à flight/travel delays, lost luggage,

minor illnesses c. How to be prepared (2 slides): know local equivalent(s) of 911, where the closest U.S.

Embassy/Consulate is and how to contact them in the case of an emergency, and register with U.S. State Department (provide links to U.S. State Department website & International SOS); CIE Emergency Card with important phone numbers; copies of passport (leave 1 w/family at home, 1 to PAO, 1 with you); know contact info for your in-country provider contact or host institution contact





10. Behavioral and Academic Expectations: 3 slides a. Behavioral (1 slide): ambassadors of UT and U.S. in host country; possible consequences

of behavioral violations (endanger personal safety, conduct sanctions at UT, being sent home from program, legal consequences if violating local laws, etc.)

b. Academic (2 slides): register for classes with your provider/host institution; PAO will enroll you in the study abroad placeholder course, so you should not register for courses at UT; courses will come back to UT as transfer credit; must receive ‘C’ or better to count towards major/minor; must be registered as at least full-time (equivalent of 12 UT credit hours)—your responsibility to know credit equivalencies (list most common ones); expected to attend class and follow academic procedures as outlined by provider/host institution

11. Transfer Credit Process: 1 slide; steps with timeline and additional suggestions a. Complete Request for Transfer Credit form prior to departure b. Communicate with advisor(s) about any changes to course schedules c. Have transcript sent to Programs Abroad Office (include address)

d. General process once transcript received (wait until emailed, courses added to DARS, then petition) and timeline





In-Person Orientation (~1-1.5 hours) PowerPoint Information:

1. General reminder: 2 slidesà refer to Checklist of UT Steps to Complete by Deadline which was handed out; this checklist also available in online account to download; emphasize Request for Transfer Credit form w/example; any questions?

2. Passports and Visas: 2 slides a. Passports: 1 slide with link to U.S. State Department website for passport application b. Visas: 1 slide with general info (student’s responsibility to read, follow steps, and ask

questions in timely manner); link to list of consular websites for more information 3. Emergencies and Non-Emergencies Abroad: 4 slides + small group case studies

a. What constitutes an emergency? 1 slide with examples à medical emergencies, lost passport, natural disasters, political unrest


c. How to be prepared (2 slides): know local equivalent(s) of 911, where the closest U.S. Embassy/Consulate is and how to contact them in the case of an emergency, and register with U.S. State Department (provide links to U.S. State Department website & International SOS); CIE Emergency Card with important phone numbers; copies of passport (leave 1 w/family at home, 1 to PAO, 1 with you); know contact info for your in-country provider contact or host institution contact




c. Resources for learning more about country/city-specific health and safety (1 slide): links to CDC Travelers’ Health website, International SOS, CIA World Factbook, Consular

websites, U.S. State Department student travel website; purchasing a guidebook for your host country

5. Behavioral and Academic Expectations: 3 slides a. Behavioral (1 slide): ambassadors of UT and U.S. in host country; possible consequences

of behavioral violations (endanger personal safety, conduct sanctions at UT, being sent home from program, legal consequences if violating local laws, etc.)

b. Academic (2 slides): register for classes with your provider/host institution; PAO will enroll you in the study abroad placeholder course, so you should not register for courses at UT; courses will come back to UT as transfer credit; must receive ‘C’ or better to count towards major/minor; must be registered as at least full-time (equivalent of 12 UT credit hours)—your responsibility to know credit equivalencies (list most common ones); expected to attend class and follow academic procedures as outlined by provider/host institution

6. Transfer Credit Process: 1 slide; steps with timeline and additional suggestions a. Complete Request for Transfer Credit form prior to departure b. Communicate with advisor(s) about any changes to course schedules c. Have transcript sent to Programs Abroad Office (include address) d. General process once transcript received (wait until emailed, courses added to

DARS, then petition) and timeline 7. Cultural Adjustment: 2-3 slides

a. What is culture shock? (1 slide): feeling of being overwhelmed, lonely; normal and predictable; often follows a stage-like progression, but intensity and duration of each stages varies individually



Interactive Components:

1. Case studies with small group discussion about emergency vs. non-emergency situations a. Lost luggage b. Medical emergency c. Delayed flight d. Natural disaster e. Others?

2. Reflection and goal-setting handoutà What are your goals for studying abroad, both academic and personal? How can you prepare to achieve these goals?

Regular (Non-‐Faculty-‐Led) PDO Learning Outcomes

Learning Outcome Method Exact Method Assessment

1. Students will know what steps they need to take next, including document submission and by when these items should be completed.

Online & In-‐

person

Checklist of items to complete for PAO with relevant dates (given to students at PDO and posted in LC)

Students have completed SA checklist by deadline

2. Students will know how to find the information about the application procedures for passports and visas (if applicable).

Online & In-‐

person

1. Online section with links to general & country-‐specific info.

2. In-‐person: reminder

Students will have required travel documents prior to departure

3. Students will know where to search for flights and what types of flights are best to book.

Online Online section with tips and links to sites

Student flight itineraries

4. Students will know how to get from their arrival airport to their initial host city and, generally, what to do/expect upon arrival.

Online Online section with general reminders and

Students will report feeling more prepared for arrival

5. Students will be aware of important dates regarding payment and financial aid distribution. Online

Online section with relevant links and dates


6. Students will be aware of relevant financial considerations for their destination (currency(ies) used, how to obtain money, using debit/credit cards abroad, etc.)

Online Online section with relevant tips and information

PDO quiz; PAO will receive fewer questions from students about these items

7. Students will know what their options for communication in their host country are. Online

Online section with relevant tips and information

PAO will receive fewer questions from students about communication

8. Students will know what constitutes an emergency and what to do, depending on the type of emergency, including knowing the local 911 equivalent(s) for their host country.

Online & In-‐

person

1. Online section with links to country-‐specific info.


PDO quiz; answers reported from in-‐person case studies

9. Students will know how to handle non-‐emergency situations such as

Online & In-‐

1. Online section with list of examples/what to do

Answers reported from in-‐person case

lost luggage or transportation delays.

person 2. In-‐person: brief explanation and small group case studies

studies

10. Students will know where the closest U.S. Embassy/Consulate in their host country is and how to contact the Embassy/Consulate in the case of an emergency.

Online 1. Online section with links to country-‐specific info.

PDO quiz

11. Students will be aware of general health and safety tips for travel abroad (avoiding scam artists, protests, sex/sexuality abroad, drugs/alcohol, etc.)

Online & In-‐

person

Online section with relevant links and tips

Fewer student health or alcohol-‐related issues; students will report high levels of preparedness

12. Students will be aware of any specific health and safety information or risks associated with their host country(ies) and city(ies) (including regulation regarding transportation of medication and other resources available to them for learning more information about their host country(ies)).

Online Online section with relevant links and tips

Fewer issues with student conduct; students will report high levels of safety preparedness

13. Students will understand the academic and behavioral expectations of participating in a study abroad program and will understand the possible repercussions of not behaving in an appropriate manner.

Online and In-‐person

Online section with relevant reminders

Fewer issues with student conduct; PAO will receive fewer questions from students about academics

14. Students will understand the academic procedures required for transfer of credit before, during, and after their study abroad program.

Online and In-‐person

Online section with reminders about steps and additional suggestions

PAO will receive fewer questions from students about academics/transfer credit

15. Students will understand the process of culture shock and what resources exist to prepare them for this and to mitigate the effects while abroad (including destination-‐specific cultural information).

Online & In-‐

person

Online section with cultural adjustment stages and tips for adjusting

Students will report greater preparedness

16. Students will reflect on their goals for study abroad and how to get the most out of their experiences.

In-‐Person

Handout to guide reflection and set goals

Students will report high satisfaction; copy for re-‐entry

LC = Studio Abroad Learning Content PDO = Pre-‐Departure Orientation (in-‐person) SA = Studio Abroad

Education

X sarah knight summer initiative 2013