Program leaders must have instructional and/or professional expertise that would
add value to the learning environment; they must be able to make an intellectual
contribution to a student’s understanding of the social, historical, political, economic,
linguistic, cultural, environmental, or academic context(s) specific to the international
location.

Prior to submitting a program proposal, the program leader must:

• Know the geographic and academic area well and be prepared to handle both while leading the USC student group.
• Have transferrable experiences in international travel, education abroad, and/or experiential education.
• Have sufficient expertise in travel to recognize/anticipate the pitfalls, routes, safety concerns, and advantages the proposed destination offers.
• Propose the program in a timely manner to their department and associated committee(s) for discussion and approval as necessary.
• Be present with the students during the entire duration of the program.
• Be emotionally and physically prepared to deal with the 24/7 presence of a group of students and their varied concerns and needs.
• Be prepared to deal in a timely and patient manner with the steps and issues involved with operationalizing the instructor-led program from the planning stage through the final evaluation stage: academic issues, financial issues, personnel issues, etc.
• Compile the materials required to submit a complete program proposal to the EAO by the posted deadline for review by the International Program Approval Committee ("IPAC") and be prepared to acknowledge and answer clarifying questions from IPAC within a timely manner (ideally no more than five business days).

During the development and execution of the program, the program leader must also:

• Use one of the EAO's approved logistics partners, or a knowledgeable, reliable and compatible travel agent that has been thoroughly researched and can meet the needs of the program.  In some cases an international partner institution may serve in this capacity.  Examine prices and alternatives in order to keep the program fee financially feasible for students.
• Develop a financially sound program budget, incorporating an emergency fee and enough of a margin to offset unforeseen expenses like currency fluctuations, airline surcharges, travel delays, etc.
• Work with the business manager from their department to obtain a D-account number and monitor the income and expenses associated with the program.

The program leader is required to appoint a program assistant to help support the program.  In most cases, the program assistant will be a fellow USC employee, though in special cases, IPAC may approve of the program being supported by a local, on-site staff member who will maintain a constant presence with the group.  When two faculty members are running a program, they serve as each other’s assistant.  The program assistant’s name and background information must be included in the program proposal form.  IPAC considers this information as part of the program proposal review and approval process.  Should the program assistant assignment change at any point prior to the implementation of the program, the program leader must notify theEAO as soon as such a change has been identified.  In most cases a change in program assistant would likely have no effect on program approval.  However, in the event that there are concerns about the background and qualifications of the newly identified program assistant (considering the job description and requirements as outlined below, and the nature of the program itself), further discussion between the IPAC and the program leader would be necessary.

Program Assistant Job Description

This position serves as the assistant to the program leader prior to the program departure and throughout the duration of the travel abroad.  The program assistant is expected to attend all class meetings, discussions, and activities prior to departure as well as during the program.

Duties include:

• Gather student information and materials
• Assist in managing group funds and budget
• While abroad, assist with ill or incapacitated students by accompanying them to the doctor or hospital
• Assist with incident management should any health and safety incident arise
• Serve as another point of contact for the EAO while the program is abroad
• Take over the direction of the program should the leader become unable to do so
• Be “on-call” and available at all times during the travel portion of the program
• Take an active approach to overseeing students and handling a range of issues that may arise
• Participate in all preparatory workshops and training conducted by the EAO

Minimum Qualifications

For most programs, the program assistant must be a USC faculty member or staff member (employment by the University is required for liability purposes).  Previous international travel experience is preferred.  Ability to manage student funds and budget appropriately.  Strong interpersonal, communication, organization, leadership skills, and the ability to handle emergencies and other student behavior issues.  Departmental support for participation is required.  If the program leader does not speak the local language at an intermediate level or higher, it is preferred that the the program assistant possess an intermediate or higher level of the host country’s local language.

Preferred Qualifications

Knowledge of crisis management and experience traveling with student groups and/or working with students one-on-one is preferred.

University personnel leading education abroad activities are expected to prioritize the safety and well-being of students along with the academic learning objectives.  These institutional responsibilities could be adversely impacted when personal relationships* are involved (either program leaders, assistants, or guests).  University policy BTRU 1.18 defines a conflict of interest as “a situation in which an individual has financial, professional, or personal considerations that may directly or indirectly affect, or have the appearance of affecting, their professional judgment in exercising any University duty or responsibility.”  Further, 1.18 requires employees to disclose if they have a personal relationship with an individual that could affect or appear to affect their institutional responsibilities at the University. 

When a personal relationship exists among program leaders/assistants:

Both individuals must disclose the relationship formally through the procedures described in USC Conflict of Interest and Commitment Policy. A management plan must be developed using the Global Carolina management plan template (contact the EAO for the plan template).  This plan will be uploaded into the employee’s AIR profile for approval and a copy sent to the Vice Provost of Global Affairs. 

Conditions requiring the addition of extra personnel:   

Senior administrative officers (deans/directors) may be required to provide and fund an additional assistant for trips that do not utilize on-site provider support as an added measure of protection.  The individual must be a USC employee and be capable of leading the trip in the event of an emergency that involves companion and/or program leader.  The administrative unit sponsoring the course is responsible for covering the program fee, flights, per diems, transportation expenses, insurance coverage, and any miscellaneous expenses (cell phone, visa, etc.) related to the additional program assistant.  Details related to program fee payments for the third-party party should be coordinated with the program provider. 

 *Personal Relationships is defined in BTRU 1.18 as an employee’s relative, friend, partner or romantic interest, or any other individual with whom the employee has a relationship which could be perceived by a reasonable person as limiting the employee’s objectivity with respect to university decisions.

The typical development timeline for a short-term, instructor-led program is 12-18 months from the time the program is conceived until the group departs.  This will allow adequate time to develop the program concept, gain approval, put logistics in place, recruit participants, accept applications, and prepare the group for departure.  Below is a general timeline for program development

Note: All forms referenced in the program development can be found online in Blackboard under its respective steps in the Steps to Lead Abroad section or under Forms: Blackboard→Organizations→Global Classroom Program Resources→Steps to Lead Abroad. 

A month-by-month timeline for each term of travel can be found in Blackboard→Organizations→Global Classroom Program Resources→Steps to Lead Abroad→Step 1: Develop a Program Concept.

Timing	Item
12-18 months prior to travel	Consult with your home department and the EAO as you develop your program concept. Questions that may come up during your discusions could include: Topic of Program When/where program takes place Minimum to run program (salary throgh deparment) Possibly things to budget Support from College
9-12 months prior to travel	Develop program framework; select logistics provider or partner institution who will support the program; appoint program assistant; gather materials required for program proposal
6-12 months prior to travel	After gaining departmental and college approval, submit complete program proposal by stated deadline: March 15: Deadline for Fall Programs June 15: Early Bird Deadline for Spring and Summer Programs  August 15: Final Deadline for New Spring and Summer Programs  August 31: Final Deadline for Repeat Spring and Summer Programs*
As early as possible after program approval	Submit contract with logistics provider or partner institution to EAO to gain further university approvals; begin marketing program to recruit participants
3-6 months prior to travel	Ensure your participants are enrolled properly with the EAO by the stated student application deadline: September 1: Fall Break programs October 1: Winter Session programs December 1: Spring Break programs  March 1: Maymester & Summer programs Program leaders and/or the sponsoring department should also collect Deposit and Withdrawal Forms from the student participants by this time, along with a program fee deposit and/or initial payment.  Once the program has collected enough DWIs and payments from the participants to meet the program's minimum enrollment requirements, the program leader and assistant should submit their Program Leader Expense Form to the Office of the Provost and make their travel arrangements.
1-3 months prior to travel	Program leaders and assistants are required to complete the EAO's incident response training, Instructor Led Insurance form found in Blackboard or Proposal system (if have yet to do so), and their emergency contact information to the EAO.  Leaders and assistants should also hold mandatory pre-departure meetings with their student groups, covering the information in the EAO's pre-departure meeting presentation template located in Blackboard→Organizations→Global Classroom Program Resources→Steps to Lead Abroad→Step 6-->Global Classroom Pre-Departure Meeting Template Slides.
Post-travel	Encourage students to complete the EAO's post-experience evaluation form; submit updated Program Leader Expenses Form to the Office of the Provost for reimbursement; make plans to either renew proposal or develop a new program.

Pursuant to ACAF 2.08 and ACAF 2.09, all undergraduate and graduate international programs sponsored by the University of South Carolina must be reviewed and approved by the Education Abroad Office ("EAO") and the International Program Approval Committee ("IPAC").  This includes all academic/credit-bearing programs as well as programs that are sponsored by the University but not for credit (i.e. service-focused programs).  This review includes monitoring the safety of the location of the program, as well as reviewing the procedures and protocols in place for managing the program in the event of an emergency.

Program proposals must be submitted to the EAO through the proposal system  that can be found in Step 2 of Steps to Lead Abroad in the Global Classroom Resource Page in Blackboard well in advance of initiating a program by the posted deadline. The proposal must include a full day-to-day program itinerary and, for credit-bearing programs, the course syllabus that includes the following:

1. Course title (including department designator, course number, and section number) and number of credit hours specified—this information must match the master schedule of classes
2. Course objectives as expressed in learning outcomes
3. Required text(s)
4. Course requirements, grading outline, and detailed information on assignments
5. Attendance policy
6. Carolinian Creed/academic integrity statement

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IPAC's Criteria for Reviewing Credit-Bearing Programs

Academic merit	What is the academic value to the combination of course content, on-site experiences, assessments, etc.?
Departmental support	Is there departmental and college support for offering this program?
Anticipated cost of the program	In the program leader’s estimation based on initial estimates obtained, would travel costs be feasible for a wide range of students, especially during the summer  where they have to pay in-state tuition on top of the program fee (for credit-bearing programs)?
Health, safety, and security profile of the program destination	Are there any particular health, safety, and security concerns associated with travel to this country?  If so, does the program leader and on-site partner have a plan in place to mitigate those concerns?  Is the intended destination the subject of a U.S. Department of State Level 3 or Level 4 Travel Advisory, or similar advisories?
Language of host destination	Does the leader, assistant, or on-site partner speak the local language at intermediate level or higher?
Overall uniqueness of the program	Will it appeal to students?  Would the program leader be able to recruit enough students to make the program financially viable?
Academic focus and destination "fit"	Does the academic focus of the course correspond with the proposed destination?
Program leader expertise and program subject matter "fit"	Is the program destination and/or subject matter in line with the program leader’s recognized area of expertise?
Program leader's experience	Does the program leader have prior experience leading student groups? Has the program leader traveled to this destination previously?  Is he/she familiar with the country, culture, language, etc.?

IPAC's Criteria for Evaluating Non-Credit Programs

Overall merit	What are the goals of the program?  How do these goals support the university’s/department’s goals?
Departmental/office support	Is there departmental / office support for offering this program?
Anticipated cost of the program	In the program leader’s estimation based on initial estimates obtained, would the travel costs for the program be feasible for a wide range of students?
Health, safety, and security profile of the program destination	Are there any particular health, safety, and security concerns associated with travel to this country?  If so, does the program leader and on-site partner have a plan in place to mitigate those concerns?  Is the intended destination the subject of a U.S. Department of State Level 3 or Level 4 Travel Advisory, or similar advisories?
Language of host destination	Does the leader, assistant, or on-site partner speak the local language at intermediate level or higher?
Overall uniqueness of the program	Will it likely appeal to students?  Would the program leader be able to recruit enough students to make the program financially viable?
Program leader expertise and project subject matter "fit"	Is the program destination and/or subject matter in line with the program leader’s recognized area of expertise?
Program leader's experience	Does the program leader have prior experience (or a strong interest in) leading student groups?  Has the program leader traveled to this destination previously?  Is he/she familiar with the country, culture, language, etc.?

 

The proposal should speak completely to each of the above-stated evaluation criteria.  An addendum may be attached to the proposal form if additional space is required to fully address these considerations.

Programs in Higher Risk Destinations

USC maintains a Higher Risk Travel List composed of areas that are the subject of a U.S. Department of State Level 3 or Level 4 Travel Advisory, a Crisis24 risk rating of 4 or 5, or based on other factors.  If a program leader is proposing travel to a destination that is on, or is latter added to, the university's Higher Risk Travel List, the program leader must submit a Higher Risk Travel Safety Plan, which will be reviewed by USC's Student International Travel Oversight Committee ("SITOC") for approval. This form can be found in the Resource Page in Blackboard under Health and Safety.

If the program is approved by both IPAC and SITOC, the program leader must obtain students’ informed consent regarding participation, including full disclosure about the university's Travel Warning and safety issues and the University’s study abroad refund policy (FINA 4.07).  Refer to ACAF 2.09 and the EAO's website for more information regarding the higher risk travel review process.

Monitoring the academic requirements of the program is the responsibility of the program leader and their department.  However, there are a few academic components that are standard across all instructor-led programs:

• All participants who enroll in these programs must be earning credit for the program unless the program is not for credit;
• Students are not allowed to take part in the program if they are not registered for the appropriate course(s) and earning credit;
• Course registration must correspond with the program’s travel dates, e.g. students must register for a Summer course if the travel period for the program takes place in May/ Summer;
• All participants who are not current USC students must apply to USC and register as transient students (or non-degree seeking for recent graduates); and
• Contact hours for courses completed abroad should reflect the number of contact hours per credit normally earned on campus.

Changes to the above academic components can affect a student’s financial aid and scholarship eligibility.  Please contact the Education Abroad Office with any questions concerning these requirements.

It is the program leader's responsibility to work with their department to add the associated course(s) to the univeristy's master schedule and provide the Course Registration Number to the Education Abroad Office.  For Maymester/Summer programs, the Education Abroad Office submits a special pricing request to the Bursar's Office so all student participatns receive the resident tuition rate for the course. The course will need to be schuduled for special pricing by February.

You may consider offering a program not associated with academic credit.  There are several factors a program leader must consider when planning a non-credit international program:

Academics	While non-credit programs do not have an associated course, the program could still have an academic focus.  Many non-credit programs choose to incorporate a service-learning component into the structure of the program.
Cost	While the overall cost of the program may be lower without tuition costs, students will not be eligible for financial aid or scholarships.
Program administration	The administration demands are similar for program leaders regardless of whether or not there is a course associated with the program.  In addition, faculty compensation for developing/administering the program may vary since there is no tuition revenue associated with the program.
Liability and risk management	Liability and risk management concerns and requirements are the same regardless of whether or not the program is credit bearing.  The program leader still must seek departmental/university support for the proposed program.  Leaders are required to carry the international emergency medical insurance through Cultural Insurance Services International.   Furthermore, students are still expected to abide by the Carolina Creed / USC student code of conduct, and their conduct while abroad should be actively monitored by the program leaders.

 Program leaders are expected to consult their department regarding the considerations listed above prior to making a decision regarding the non-credit program model. 

Logistics Providers

Making arrangements for lodging, transportation, site visits, etc. in-country can consume a lot of a program leader’s time and energy.  However, there are various ways to approach this task that can reduce the time commitment involved and still develop a solid, engaging instructor-led program.  The approach a program leader chooses depends on the number of in-country contacts he/she may have, the time he/she can commit to researching lodging choices, local transportation, etc. and the level of in-country support he/she will require once abroad.

The vast majority of USC instructor-led programs contract the services of a logistics provider or partner institution to manage the logistics associated with the program.   A number of outside organizations, called logistics or service providers, specialize in arranging educationally focused group travel.  They can assist program leaders with tasks such as securing group flights, hiring local guides, making lodging arrangements, locating classroom space abroad, arranging in-country transportation, and setting up excursions and site visits.  Service providers generally take on many liability risks associated with the program and are more flexible with regard to payment deadlines.  There may be additional costs associated with using a service provider, but depending on the services requested and the number of students involved, the per-student cost can be quite reasonable, especially considering the time and effort involved in making some of the arrangements.  Because these service providers regularly work with groups, they will likely be able to negotiate lower rates for airfare, hotels, etc

In addition, arranging programs through a logistics provider or partner institution is the best option for leaders who are new to leading education abroad programs.  These organizations generally provide more pre-departure and in-country support than a standard travel agency, as well as:

• Continual oversight of program details from program inception through completion of the program.
• Detailed, day-by-day itineraries with the contact numbers for the local guides, drivers, etc.
• 24-hour emergency numbers both for the organization’s main office and for in-country staff should an emergency arise.
• Knowledgeable, bilingual in-country guides who can also provide assistance.
• Suggestions on site visits and activities that are off the beaten path but may support the academic objectives of the program.

In addition, these organizations usually provide pre-departure packets for students that include their travel information and/or itinerary along with information on tipping, local customs, weather, safety and health, money, etc.  They typically provide a more detailed “leader guide” for the program leader(s) involved as well.

Standard travel agents may be able to arrange group flights, secure hotel arrangements and possibly arrange for in-country transportation.  However, they are often not capable of arranging everything that a program leader may need for the program.  In this instance, the program leader takes on more responsibility for arranging site visits, local guides, etc.

The EAO maintains a list of reputable, "featured" service providers who specialize in educationally focused group travel.  These are organizations that USC has worked with on a regular basis for many years. The EAO s thus familiar with their services provided and risk management procedures, and maintains relationships with their staff.  If using a logistics provider, program leaders must select from this list unless there is a justified reason for using an alternate provider.  These organizations are accustomed to working with program leaders and students, and are sensitive to education abroad budgets. 

Particularly for new programs, it is recommended that program leaders obtain 2-3 quotes from different service providers in order to compare prices and services.

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Academic Programs International (API)

Locations: Argentina, Australia, Bhutan, Chile, China, Costa Rica, Croatia, Cuba, England, France, Germany, Hungary, Iceland, Ireland, Italy, Japan, New Zealand, Poland, Portugal, Scotland, South Korea, Spain, United Arab Emirates, United Kingdom

API's Website

American Institute for Foreign Study (AIFS)

Locations: Argentina, Australia, Austria, Chile, Costa Rica, Czech Republic, Ecuador, France, Germany, Greece, Ireland, Italy, Japan, New Zealand, South Africa, Spain, United Kingdom 

AIFS's Website

CIS Abroad 

Locations: Australia, Costa Rica, England, Greece, Ireland, Italy, Japan, Scotland, South Korea, Spain, Thailand 

CIS Abroad's Website

Council on International Education Exchange (CIEE)

Locations: Argentina, Australia, Botswana, China, Chile, Costa Rica, Czech Republic, Denmark, Dominican Republic, England, Estonia, France, Germany, Ghana, Ireland, Italy, Japan, Jordan, Mexico, Netherlands, New Zealand, Portugal, Scotland, Singapore, South Africa, South Korea, Spain, Taiwan 

CIEE's Website

Cultural Experiences Abroad CAPA (CEA CAPA)

Locations: Argentina, Australia, Czech Republic, England, France, Ireland, Italy, Spain 

CEA CAPA's Website

WorldStrides

Locations: Albania, Argentina, Armenia, Australia, Austria, Bahrain, Bangladesh, Belize, Bulgaria, Belgium, Bhutan, Boliva, Botswana, Brazil, Cambodia, Canada, Chile, China, Colombia, Costa Rica, Croatia, Cuba, Czech Republic, Denmark, Dominican Republic, Ecuador, Egypt, El Salvador, England, Estonia, Ethiopia, Fiji, Finland, France, Georgia, Germany, Ghana, Greece, Guatemala, Honduras, Honk Kong, Hungary, Iceland, India, Ireland, Israel, Italy, Japan, Jordan, Kenya, Kuwait, Malawi, Malaysia, Mexico, Montenegro, Morocco, Mozambique, Myanmar, Namibia, Nepal, New Zealand, Nicaragua, Norway, Oman, Panama, Peru, Philippines, Poland, Portugal, Qatar, Romania, Russia, Rwanda, Scotland, Senegal, Serbia, Singapore, Slovakia, South Africa, South Korea, Spain, Sri Lanka, Sweden, Switzerland, Taiwan, Tanzania, Thailand, Turkey, Uganda, United Arab Emirates, Uruguay, Zambia, Zimbabwe

WorldStrides's Website

SAI Programs 

Locations: France, Italy, Spain 

SAI's Website

School for International Training (SIT)

Locations:Argentina, Cameroon, Chile, Ecuador, Ghana, India, Indonesia, Jordan, Kenya, Madagascar, Mexico, Morocco, Nepal, Netherlands, Panama, Rwanda, Samoa, Senegal, Serbia, South Africa, Spain, Tanzania, Tunisia, Vietnam

SIT's Website

University Studies Abroad Consortium (USAC)

Locations available Year-Round: Chile, Costa Rica, Czech Republic, France, Germany, India, Italy, Spain, Thailand, Uruguay

Locations Available Specific Times: Cuba (January & Summer), Italy -Verona (Mid-late May/July), Italy - Reggio Emilia & Torino (Mid-late May/June/July)

Partnership Programs: Korea – Gwangju & Kookmin (Seoul), Thailand – Khon Kaen, England – Roehampton, summer only), Scotland – Stirling, 

 

Partner Institutions

Some departments and/or program leaders may already enjoy long-standing relationships with international host institutions.  In these cases, it may be more affordable and relatively easy to contract directly with the host institution, and when possible, have the host institution make all of the in-country logistical arrangements. 

Unaffiliated Logistics Providers

For risk management and quality assurance purposes, program leaders are expected to choose from the above list of service providers or partner institutions.  Please contact the EAO if the provider you have in mind is not on the approved list, or if you are planning a program to a destination in which none of the aforementioned logistics providers operate.  In the case you would like to work with a provider we do not have any pre-existing affiliations with, we will have you fill out a reference form that can be found under Step 2 or Forms of the Resource Page in Blackboard.  When you submit it, we will reach out to the references and possibly even the provider themselves to make sure that the provider falls in line with USC policies.

In use of the chosen provider is approved, the program leader accepts added responsility for navigating any issues that arise between the university and their selected provider with limited assistance from the EAO.

Transportation Logistics

Program leaders can choose to have students make their own flight reservations and meet in-country, or they may choose to arrange a separate (optional or mandatory) group flight.  The service provider might be able to secure lower group rates.

Faculty and students on USC Educationa Abroad programs should not rent cars or drive hired cars abroad for any reason.  Vehicle accidents are the leading cause of death and/or injury abroad and car rental abroad will not be approved as part of a USC-sponsored program.

One of the most detailed activities involved in developing an instructor-led education abroad program is the budgeting and financial management process.  Depending on how the program leader chooses to arrange the program (on their own, via a service/logistics provider, or by contracting with a foreign institution), there will be various costs to include when calculating the total program fee. The Education Abroad Office can provide sample budgets and budget templates upon request.  Standard costs covered in the program fee that each student participant pays typically includes:

• Housing in a hotel, hostel, dormitory, or host family
• Some meals, such as breakfast provided by housing choice, or a group welcome/closing dinner
•  Local transportation, such as a chartered bus, subway passes, etc.
• 2.5% Touchnet Marketplace fees for processing student credit/debit card payments
  • (Optional)--> Collect checks/moneyorders to avoid Touchnet payments, but will need to keep record in receipt book and depoist in account's bank
• Class-related excursions, such as entry into museums, cost of guides, etc.
• In-country flights

Expand allParticipants' International Airfare

It is at the program leader’s discretion whether or not to include group airfare in the program fee.  If the program fee includes the participant airfare costs, the program leader and/or program assistant must travel with the group to and from the international destination.  This option may be easier to facilitate.  However, the program leader may choose not to include the participant airfare in the program fee to allow students more flexibility on finding their own airfare or arrival/return dates.  This option is best suited for programs that will be staying in one location for a few days at the start of the program, for programs that have students who are familiar with international travel, or for a mature student group who may be better equipped to handle travel delays on their own, e.g. graduate students.  If airfare is not included in the program fee, it is recommended to notify the students of the program leader and program assistant’s flight itinerary so that students may choose to purchase the same flight if they wish.

USC Tuition & Fees

USC tuition costs for the course(s) associated with the instructor-led program should not be incorporated into the program fee. Only tutiion that can be included in the program fee is if students are receiving transfer credit from a host institution set up by the provider (called a 3/3 split, which is discussed down below).  Students must register for the associated course(s) and pay their tuition through Self-Service Carolina as normal.  Program leaders are not responsible for collecting USC tuition and fees.  In addition, students participating in Maymester or Summer Instructor-Led Programs will be required to pay the USC technology fees according to the number of credits they are registered for. 

For Maymester/Summer programs, all students participating in instructor-led programs pay the part-time resident student rate for the number of credits they are taking.  USC summer tuition bills are usually due in mid-end of May regardless of when the program happens during the summer.  If the student fails to pay for their tuition bill by the designated deadline from the Bursar’s Office, this will result in the student being dropped from the course.  To make sure all students who are participating in the program are registered properly, please make sure to cross-check the roster shared with the Instructor Led Program Manager and the course registration roster prior to departure.  In the case your students' tries registering after the main drop-add period for their respective session, they will need to complete the Registration Exception Form to be retroactively re-instated into the course by the Registrar.  This form is available on the Registrar’s Office webpage under Student Forms. Every term has their own specific drop/add period that can be viewed on the Registrar’s page under Academic Calendar and Summer Schedule.

Non-credit program participants do not pay tuition nor enroll in a course.

When working directly with a foreign institution to develop a six-credit study abroad program, there is the option of arranging for local faculty to teach one of the courses.  This arrangement is referred to as a “3/3 Split” arrangement because the student pays three credits worth of resident tuition to USC (earning three USC credits) and three credits worth of tuition to the host institution (earning three foreign or transfer credits).  This arrangement can be beneficial because host institution tuition charges may be lower than USC tuition and students have the benefit of learning from local faculty.  Regarding transfer credit, if students are taking course(s) that have not been evaluated by the Registrar in the past, then the program leader should complete Undergraduate Course Evaluation Request Form through the Registrar’s Office to add the transfer course to the Course Equivalency Table maintained by the Registrar's Office.  Once the course(s) has been added to the Course Equivalency Table, students will need to complete the Education Abroad Approval Form, which will be sent to the students via email.

This arrangement does have its disadvantages, including:

1. Students participating in a 3/3 split program will not generally be considered full time at either institution and therefore will not have access to any federal financial aid funds (e.g. loans, grants);
2. The program generates less revenue for the sponsoring department as participants pay USC for three credits only.

Program Leader/Program Assistant Costs

Most program leaders spread their travel costs and those of their program assistant across the program fees paid by the participants.  When creating the program budget, the leader shoud estimate the leader/assistant costs and divide them among the total minimum number of students.  By basing this calculation on the lowest possible number of student participants, you can ensure that the leader’s costs are fully covered.  Leader/assistant costs may include all on-site costs (lodging, in-country transportation, per diems, etc.) as well as international airfare.  Inclusion of program leader meal costs in the student program fee is at the leader’s discretion.  In some cases, the program leader’s department will provide a meal stipend/per diem for the program leader to keep the per-student fee as low as possible.  It is the program leader’s responsibility to verify with his/her department how meals will be covered.

Most programs use a logistics provider, which provides a per-student price and may incorporate on-site expenses like lodging for two leaders.  In this case, the broader program budget should include this fee from the logistics provider and add in excluded items like the leaders' airfare.

Program leaders and program assistants accompanying groups internationally will be enrolled in international insurance coverage provided by Cultural Insurance Services International (CISI) for the duration of their time abroad.  This insurance fee can be incorporated into the overall program budget, and, in turn, the Education Abroad Office will charge the appropriate department for the cost of the insurance, or the individuals can pay themselves and be reimbursed.  Please see the section labeled Insurance Requirements below for more information.

Under no circumstances should the costs for spouses/partners be included in the student program fee unless that person is officially co-teaching for the program (see section on Program Implementation for policies regarding partner/spouse participation in Instructor Led Programs).  Personal items purchased abroad by the program leader are not to be paid out of program funds.

Program Leader Salary

On credit-bearing programs, the faculty salary is paid through the sponsoring college in conjunction with college/departmental policies.  For some colleges, faculty salaries for study abroad follow the same salary policies as if the course was being taught on campus.  In other colleges, the college has developed a study abroad-specific salary schedule.  

Instructors are responsible for consulting with their department/college to understand their salary payment procedures. The program leader’s salary will not be factored into the student program fee.  In the case of two faculty program leaders teaching one course together instead of their own repsective ones, the faculty will have to discuss the division of salary with their respective dean(s)/chair(s).

It’s best to keep in mind that faculty will need to be aware that depending on their respective college, there is a minimum that you will need to reach in order to be paid full salary during the summer.  For more information about this, please reach out to your respective department.

Program leader compensation for developing/administering non-credit programs may vary since there is no tuition revenue associated with the program.  Program leaders are encouraged to consult their department regarding compensation for a non-credit program.

Margin Fee

It is important to incorporate a margin into the program fee in order to accommodate any unforeseen costs such as fuel surcharges, currency fluctuations, etc.  This will help prevent the program from going over budget.  A suggested margin might range from $75 – $125 per student, depending on the duration and location of the program.

Emergency Fee

Each program fee should also include an “emergency fee” of $25-$150 per student.  The total funds generated by this fee each year can be rolled over into an “emergency fund” that accumulates from year to year.  In this manner, a departmental education abroad emergency fund is created that can be used to offset any costs associated with unforeseen international emergencies in the future.  Please see the section below labeled “Establishing an Emergency Fund” for more information on how to administer the emergency fee.

Circumstances that warrant the use of the emergency fee vary depending on the circumstances of the event at hand.  The department should consider under what circumstances the emergency fee will be used. For example, if a group is stranded due to flight cancellations, a department may wish to cover some of the additional costs to stay longer, such as housing or some meals.  Regardless of what the department chooses to cover with the emergency fund, the students should be notified beforehand that they may be responsible for unforeseen costs from any delay due to acts of nature, acts of terrorism, or circumstances beyond its control.

This notification can occur through the Deposit and Withdrawal Information Form, which is described in the Payments and Withdrawal Policies section below.

Each program leader, along with the academic department, is responsible for the management of the education abroad program budget, ensuring that:

• The program operates within its budget;
• Only appropriate and allowable costs are incorporated into the program fee; and
• The program fee is not prohibitive to student participation.

The Education Abroad Office is available to assist with program cost and budget development, and has sample budgets available.

It is imperative that the program leader work with their department’s business manager to establish a “D” account for the collection of student fees and issuing of payments to the logistics provider(s).  A D account acts as a pass-through account in which student program fees are deposited and payments to the provider are withdrawn. T hese student program fees become “D Funds.” The Division of Business and Finance has identified one object code to use for all program fee deposits and payments: 40200.

Since payments to logistics/service providers are paid using fees collected from students, and not by using allocated University funds, program leaders are not required to adhere to the standard procurement/bid process (however, program leaders are encouraged to still obtain at least two bids for their program to adhere to standard best practices).  The use of the D Funds also provides more flexibility with regard to food purchases and receipting of expenses.

In certain cases, other types of funds may be used in place of D Funds. Any exception to the use of D Funds must be approved by the Office of the Provost in advance during the initial program development phase.  The procedures for processing program leader expenses remain the same regardless of the type of funds used.

The Purchasing Department has identified ONE object code which is to be used for accounting purposes relative to processing program expenses using the DEV process. The new object code for all instructor-ied education abroad program expenses is:

• 52092 - Global/Domestic Classroom Study Programs

In order to establish a D account, the business manager from the sponsoring department should complete a form with the Controller’s Office.  Please contact the Controller’s Office for more information.

The program leader and business manager will also need to examine the contract with the logistics provider in order to establish a payment schedule (which should be listed on the Deposit and Withdrawal Form that each student signs) that allows ample time for the University to process payment to the provider(s) by the provider's deadlines.  The final contract can only be signed by the USC Board of Trustees and payments should not be made until the contract is signed.  See the Payment and Withdrawal Policies section for more information on addressing the program fee and payment information to the students.

Program leaders should refer to the relevant university policies on payments, receipting, and education abroad refunds while establishing a plan to administer an education abroad program budget:

• ACAF 2.10: Financial Arrangements for Faculty/Staff-Led International Programs
• FINA 4.07: Education Abroad Refund
• FINA 4.10: Receipt and Handling of University Payments

Establishing a College Emergency Fund

The Education Abroad Office recommends that each college “self-insure” their programs by establishing an emergency fund that can be utilized when unforeseen circumstances occur.  The program leader should work with their department’s business manager to determine the appropriate account number for the emergency fund, which should be a “D” account.  Once the participant lists are confirmed and all payments are collected from the students, the amount of the emergency fee charged per student should be separated from the program specific D accounts and transferred into the emergency fund.  This can be accomplished by creating a journal entry to complete the transaction.  The emergency fund can carry forward from year to year. 

It is recommended that each College establishes one College-wide, master emergency fund D account into which all emergency funds are swept from each of the College’s instructor-led program-specific accounts each year. This allows for greater flexibility if an emergency occurs.  Program leaders may still wish to recommend that students purchase individual trip interruption insurance, if desired.

Program leader and program assistant (referred to collectively as “leaders”) travel associated with the delivery of an instructor-led program is not considered University “business travel” for accounting purposes, but rather the “delivery of academic content abroad.”  Therefore, university employees follow different rules and procedures to get reimbursed for their travel expenses when leading instructor-led programs than they do when traveling to attend a conference, for example.

All program leader travel expenses associated with instructor-led programs must be processed and approved by the Purchasing Department (not the Travel Office).  Consequently, leaders should not complete a Travel Authorization Form for individual program leader travel associated with instructor-led programs. Instead, each leader must complete the Program Leader Expense Form ("PLEF"). This form can be found in the Resource Page in Blackboard under either Step 6 or Forms.

The PLEF should be used as a planning document in advance in order to record anticipated leader expenses.  Expenses recorded on this form may include: transportation (state vehicle rental, mileage, airfare, etc.), meals, lodging, and other expenses (taxi, phone, internet, etc.).  Once the program leader completes their PLEF, it should be approved and signed by the appropriate person overseeing the associated department account., then submitted to the Office of the Provost.  The Office of the Provost will review the PLEF and, if approved, will issue a "PL number."  This PL number functions in the same manner as a Travel Authoization number.

The following two methods (or combination thereof) may be used for the administration of program leader expenses:

• Leader travel expenses are billed directly to the administering department in advance using an invoice issued by the service provider, or the PL number in the case of flight purchases using a university-approved travel agency
• An individual leader pays for their expenses up front and is reimbursed by the department upon program completion

Upon completion of the program, the program leader should submit an updated PLEF to the Office of the Provost reflecting the actual program leader costs incurred on a program which were not covered as part of the group costs pre-paid to a service/logistics provider.  Leaders also must provide proof of incidental expenses reflected on this form, such as itemized receipts indicating the amounts paid, and should retain any meal receipts in case asked.  In locations where receipting is not the cultural norm, a memo detailing expenses will suffice.  Receipts for per diems are not typically required by the Purchasing Department, though the chair, director, and/or dean may choose to require them as documentation of expenses.  The designated chair, director, and/or dean must approve any revisions to the original PLEF.

The following procedures should be followed for each type of expense:

Expand allAirfare

Airfare can be arranged via direct billing through a University-approved travel agent or on your own.  In order to purchase airfare through an approved travel agent, the PLEF must be approved by the Office of the Provost.  Once the PLEF is approved, the Office of the Provost will assign a PL number that can be used to book airfare with the travel agent. Leaders may choose to purchase their own airfare and request reimbursement.  Proof of the exact airfare cost must be provided in order to receive reimbursement.

Lodging

Reasonable lodging expenses for each program leader, which should not exceed the university's lodging reimbursement daily limit (currently $300 USD), are reimbursable.  Receipts are required if a program leader is to be directly reimbursed for lodging costs.

Meals

Meals should be calculated using the maximum daily meal rate for foreign travel as established by the U.S. Department of State on the following website: https://aoprals.state.gov/web920/location.asp?menu_id=95. Unless required by the department chair / director / dean, receipts are not required for meals if daily expenses are lower than the Department of State maximum daily rate initially approved.  Since the Department of State per diems are rather generous, it is suggested that program leaders keep track of actual meal expenses and rectify the PLEF upon return to accurately reflect the amount spent during the program.  Please see the PLEF for specific directions on how to calculate international per diem rates by location.

Other expenses

Other miscellaneous expenses related to travel should be accounted for in the PLEF.  Such expenses include: phone, internet, taxi, airport parking, ATM fees, currency exchange fees, foreign transaction fees, etc.  Miscellaneous expenses might not be known prior to travel, so the program leader should estimate for planning purposes and then accurately reflect miscellaneous expenses upon return.  Leaders must provide proof of miscellaneous expenses in the reimbursement request.

Post-travel, program leaders must submit a DEV indicating expenses paid on behalf of the group (e.g. entrance fees, group meals, taxi expenses, etc.) which were not pre-paid prior to departure.  Receipts documenting these expenses must accompany the DEV, and this documentation must be submitted to the Purchasing Department within two weeks of the group’s return date.

Expand allCash Advances for Group Expenses

UNDER CONSTRUCTION:

In the case that a cash advance is needed for upcoming group expenses, a Request for Cash Advance form will need to be submitted to the Accounts Payable Manager in the Controller’s Office, along with a DEV using object code 10204, which includes a description of upcoming expenses that the cash advance is expected to cover.  

The cash advance must be reconciled within 30 days of program completion by submitting the Cash Advance Receipt form, along with receipts for each expense, to the Accounts Payable Manager in the Controller’s Office. In the event that not all of the cash advance funds are used the custodian should deposit the remaining funds at the Bursar’s Office and attach the deposit receipt to the Cash Advance Receipt form as well.  The deposit should be made into object code 10204 and should go into the program specific D account that was used in the cash advance request.  If all funds are expended and additional reimbursement is needed, a DEV for the additional reimbursement amount should be prepared and submitted to the Accounts Payable Manager.  Any questions should be directed to the Accounts Payable Manager.

UPDATE: Cash Advances are no longer allowed for educational programs, gift cards & research participant incentives.  These purchases should be made using the Program Expense Card. Reach out to the Contoller's Office via the link above for additional information.

Currency Conversion Rates

When expenditures are in another currency, they will be validated and reimbursed in U.S. dollars (USD) using a currency conversion service (e.g. OANDA).  The exchange rate used for validation purposes will be the rate that was valid on the day the expense occurred.  Expenses charged to a bank or credit card where the USD amount appears on the statement will be reimbursed for the USD amount listed on the statement.

One of the key issues to address with students before they submit deposits is the payment and withdrawal policy associated with the program.  Program leaders can expect a few students to sign up for an education abroad program, and then decide later that it is not possible for them to participate.  Students need to know early on the financial ramifications associated with their withdrawal from a program so that they can make appropriate decisions.  In the end, this will also help program leaders manage their program enrollments and budgets more efficiently.

To assist with this matter, the Education Abroad Office has developed a template Deposit and Withdrawal Information Form.  Each administering department is required to complete this form and provide copies to students at the time they submit their program deposits.  The intent of this form is fourfold:

1. Inform students up front what they will be responsible for financially, and when payments are due;
2. Inform students of the payment refund schedule;
3. Protect each individual program leader/department should a student withdraw and desire a refund of payment; and
4. Prepare students for the possibility of additional costs due to unforeseen circumstances (i.e. acts of nature, acts of terrorism, etc.)

The Deposit and Withdrawal Information Form can be found in the Resource Page in Blackboard in either Step 5, Forms, and sent directly to Program Leader in the approval email sent from Global Classrooms.  Program leaders can customize this document with the details of their programs, payment dates and amounts, and withdrawal policy.  Students should submit their signed Deposit and Withdrawal Information Form along with their program deposit.  Each administering department should retain the original copy (one per student) for their files.  

It is strongly recommended that program leaders require a significant, non-refundable deposit upon accepting a student into the program.  The non-refundable deposit, usually $200 to $500 depending on the overall cost of the program, will help ensure that only students committed to taking part in the program apply.  In general, the deposit should only be refunded in the event that a student is not admitted to the program or in unique circumstances.  In this way, enrollments can be more easily managed.

Student payments listed on the Deposit and Withdrawal Information Form should be adjusted according to the deadlines established by the provider, with a few extra days incorporated for cushion.  The Education Abroad Office recommends that leaders set student deadlines at least two weeks prior to provider deadlines to allow the University proper time to process payments to the provider.

For Maymester/Summer instructor-led programs, students may be eligible for financial aid for the summer term and can apply it toward their study abroad program fees.  However, students must be enrolled for at least six USC credits over the summer term in order to be eligible for financial aid.  Students participating in the 3/3 Split programs that offer six credits--three awarded by USC and three awarded by a foreign institution--are not considered full time. They will only be able to achieve full time status (and therefore be considered financial aid eligible for the summer) if they take another 3-credit USC course during the summer.

Expand allEmergency Insurance

The Education Abroad Office enrolls instructor-led program participants in emergency medical and travel insurance provided by Cultural Insurance Services International (CISI).  Students are billed for this insurance via their student account. 

The charges for this coverage are calculated in one month increments at applicable rate (currently $38.24 per month).  Should travel span two sequential months (e.g. May 15 – June 5), students will still be charged for a month, but instead of being enrolled for May 1st to May 31st, their insurance will show from the 15th of May to the 15th of June. I n the case the program last longer than the 15th of June, then the student will be charged for two months of coverage ($76.48).  Students will not be able to waive this international insurance as this plan is not intended to take the place of one’s primary health insurance coverage.  For more information on CISI, please refer to the EAO's Insurance page.

The EAO also enrolls program leaders and assistants  in CISI for the duration of their program and will the sponsoring department.  The cost for their insurance fee can be incorporated into the overall program budget.  Faculty/staff rates for education abroad-related travel are the same as student rates and follow the same monthly enrollment process.

In addition, faculty and staff who are enrolled in the State Health Plan have access to doctors and hospitals world-wide through the BlueCard Worldwide program.  Please review the information on BlueCard Worldwide in the Insurance Benefits Guide provided on the Employee Insurance Program’s (EIP) website: eip.sc.gov.  The Benefits Guide is listed under the Publications tab.

Trip Cancellation/Delay/Interruption Insurance

The university's CISI policy includes basic coverage under certain parameters for trip Cancellation ($1000 max), Delay ($2500 max), and Interruption ($2500 max). Program leaders and their respective departments may choose to incorporate additional trip cancellation insurance policy into their program budget at their own discretion. 

If a program leader chooses to include travel insurance for the program, they should identify a policy that will cover all expenses should a cancellation or delay occur; i.e. lodging, transportation, etc..  Below are two travel insurance companies recommended by Forest Lake Travel that offer trip interruption insurance: Travelex: travelexinsurance.com and Travel Guard: travelguard.com

The international emergency insurance policy through CISI already includes a benefit of $250 max should luggage be lost, stolen, or damaged beyond use while the bag is checked with a common carrier.

 

Expand allContract Requirements

When organizing an instructor-led program, program leaders should ensure a written contract, statement of conditions, agreement, etc. (herein referred to as a “contract”) is in force between any external agency, service provider, host institution, etc. (herein referred to as the “provider”) being used to support the program.  The contract should clearly detail:

• The goods and services rendered by the provider
• The costs associated with those goods and services
• All inclusions and exclusions
• The payment schedule
• Terms of cancellation should USC have to cancel the program for any reason
• A statement pertaining to liability provisions of the provider

A contract is required between USC and any external service/logistics provider arranging an education abroad program for which payment is rendered.  The only exceptions are hotels, travel agencies, or other businesses that only provide invoices for services rendered.  In these cases, invoices would be paid via standard operating procedures.  Experienced logistics/service providers typically have a standard contract that they use.  All contracts between USC and providers must be approved and signed according to standard USC contract procedure prior to execution of the contract.  The Education Abroad Office has template contracts if the provider does not have a standard contract.

Contract Approval Process

Once the program leader and logistics/service provider come to terms on a written contract, the program leader should follow the appropriate departmental/college processes to submit the contract and USC's Contract Approval Form, available here, to obtain their Dean's signature.  Once the Dean signs the Contract Approval Form, the program leader should submit the contract and Contract Approval Form to the Education Abroad Office either through our contract database or via email to the Instructor-Led Program Manager.

Once the Education Abroad Office has received the appropriate documentation and reviewed it, it will be routed for further approvals from the Office of the Provost and General Counsel.  Only the University President and Secretary of the Board of Trustees are able to sign contracts on behalf of the university (a program leader should NOT sign any contract).

The signed document will be returned to the person of contact listed on the Contract Approval Form to obtain the provider's signature if not already provided.  Only after the contract has been signed by both parties can the contract be executed, and funds released accordingly.  The program leader should file the fully executed contract with the Education Abroad Office by uploading it to our contract database or by sending it via email to the Instructor-Led Program Manager.  

 

Monitoring the academic requirements of the program is the responsibility of the program leader and their department.  However, there are a few academic components that are standard across all instructor-led programs:

• All participants who enroll in these programs must be earning credit for the program unless the program is not for credit;
• Students are not allowed to take part in the program if they are not registered for the appropriate course(s) and earning credit;
• Course registration must correspond with the program’s travel dates, e.g. students must register for a Summer course if the travel period for the program takes place in May/ Summer;
• All participants who are not current USC students must apply/be accepted to USC-Columbia and register as transient students (or non-degree seeking for recent graduates); and
• Contact hours for courses completed abroad should reflect the number of contact hours per credit normally earned on campus.

Changes to the above academic components can affect a student’s financial aid and scholarship eligibility.  It is imperative that program leaders keep the Education Abroad Office informed if the course’s departmental designator, number, and/or section number changes after the program proposal submission.  Failure to report these changes can impact the students’ ability to receive the resident tuition rate for the course.  Please contact the Education Abroad Office with any questions concerning these requirements.

Once a program has been approved, the program leader’s next task is to promote the program and recruit participants. The Education Abroad Office ("EAO") staff actively market instructor-led programs to students who interact with our office for advising and at our various outreach events, but program leaders are the best recruiters for their own program and are essential in generating enrollments for their programs.  The EAO staff also distribute program information via our office's listservs, newsletters, and social media.

In planning for recruitment, program leaders should keep in mind that the EAO begins receiving inquiries about summer programs as early as July of the preceding year.  Therefore, it can help with recruitment to utilize the early bird deadline so the program can be reviewed, approved, and promoted as early as possible. 

It is also important to note that students usually discuss travel plans with their parents and families; therefore, you will see good results from publicity pushes just prior to fall break, Thanksgiving, and winter break.  It is very important to begin publicizing your program as early as possible and to continue marketing it in many different ways throughout the year until the application deadline.  Below are some mechanisms that program leaders can use to market their programs to students.

Expand allProgram Flyers/ Brochures

Even in our digital age, program flyers are effective pieces of publicity.  Using an easily identifiable graphic or photo on the flyer will give your program visual recognition.  Flyers can include the following information, or a QR code that links to webpage where the following details are listed:

• Program title and dates
• Program location, including a brief description of its distinguishing characteristics
• For credit-bearing programs:
  • Courses to be offered via the program, including number of credits to be earned and graduation requirements that they could fulfill
  • Faculty who will teach the course(s)
• Pre-requisites or eligibility requirements for participation, if any
• Program fee, including what is and what is not included in the fee
• Excursions and/or site visits that are included
• Housing and any special meal arrangements
• Specific flight and/or travel arrangements, if any
• Program leader’s name, telephone number, email address and office number
• Deadline for application, non-refundable deposit information, and payment due dates
• Disclaimers about possible program itinerary and fee changes, for example: “Details such as dates, costs, itinerary items, etc. are subject to change.” Please note: in liability cases, program brochures are often viewed by courts as legally binding contracts.

Even if a program is targeted at a particular field of study, it’s important to stress in the program materials other requirements that the course(s) associated with this program may fulfill (such as general education requirements, language requirements, etc.) and to target students from outside a particular degree field in your publicity efforts.  In order to ensure that the program receives a high level of exposure, the program leader should have program flyers available as soon as possible after the program is approved.  These can be posted in various academic and housing buildings around campus.

When designing flyers, the program leader should lean on the university's brand toolbox for approved colors,, logos, etc.  Leaders may also be able to utilize the services of  department’s/College’s marketing staff about how to incorporate these elements.

Education Abroad Fair

The Education Abroad Office organizes an Education Abroad Fair in September to recruit students to study abroad and educate them about the range of program options that exist.  Program leaders are encouraged to take part in the fair by having a display table, distributing literature, and talking with prospective students. Information about the Education Abroad Fair will be sent directly to the faculty whose proposals have been approved prior to the event as it’s on a first-come, first-served basis. 

Website Presence

The Education Abroad Office maintains an online program directory of all USC-approved education abroad opportunities.  After program approval, the EAO create a standalone program directory page for instructor-led programs.  This page lists the location(s), number of credits earned, leader contact information, and a one-paragraph description for each instructor-led program.  If applicable, the EAO program directory page can also include links to departmental websites that have more information abuot the program. 

Unless program leaders opt out on their program proposal, the EAO will automatically post information about your program based on details found within your proposal.  If you would like specific text included, please let EAO Staff know.  The EAO does not post the estimate cost of the program on the page.

Social Media

Many students report that they check social media for important announcements from the university, so social media is an essential landscape to build program awareness and drive enrollment. Program leaders should consider making use of Instagram, Twitter (which is now called X), TikTok, or other platforms to promote their program. The EAO will share information with its followers, but leaders should also work with the social media manager for their department or College to promote there as well.

In-Person Marketing

There is nothing more effective in recruiting than personally talking with students and making the program description come alive with stories, photos, previous students’ testimonials and vivid descriptions of what they could experience.  Visiting classes for five to ten minutes is one of the most effective ways of informing students about the program.  Program leaders are encouraged to speak not only to their own classes, but also to the classes of their colleagues both in and outside of their own departments.  Presenting to student organizations that have a tie to the course content can also be helpful.  With a space request, program leaders can also host a display table in high-traffic areas of campus (e.g. Russell House, Greene Street).

Once a program leader has generated a list of interested students, an information session can be a valuable tool to inform students of the program details.  Program leaders can build their interest lists (including names, email addresses and phone numbers) of interested students at the Education Abroad Fair, through in-class presentations, etc.  Generally, students who make the effort to attend a scheduled information session for a particular program are seriously interested.   Following up with these interested students is critical, whether it be by email, phone or in-person. 

Expand allNon-Degree Student Participation

USC's instructor-led programming is primarily intended for the USC student community.  In limited cases, at the program leader’s discretion and with the EAO's approval, currently enrolled college students who do not attend USC may participate in an instructor-led credit-bearing program.  Some examples of non-degree students who have participated in past instructor-led programs include: (1) the child of a USC faculty member who wants to use their tuition benefits or (2) a SC resident attending college out-of-state who wants to usc their SC education scholarship benefits.  

These students first need to apply to USC and be accepted through the non-degree admissions process.  As long as they are currently enrolled at their home institution, these students would be able to apply to USC as a “transient student.”  To do so they must go to Non-Degree Applicants - Office of Undergraduate Admissions | University of South Carolina, create an account, and apply online (choosing the “transient student” option within the “application for admission”) along with completing the transient student approval form to receive credit towards their home institution.  It is recommended that they also obtain a Letter of Permission from their home institution signed by their advisor or dean.  Some USC departments will require this as part of the admissions process.  The student will then receive a notice of receipt of application from the Admissions Office with general USC contact information and next steps.  Once the student has been admitted to USC, they will be able to register for the course associated with any credit-bearing program they have chosen and register for it on Self-Service Carolina (SSC).

Only USC students are allowed to take part in USC-sponsored, non-credit programs. 

Graduating Student Participation

Students must be enrolled in a degree-seeking program in order to participate in a USC instructor-led program.  Students who are eligible for graduation may be able to participate in a instructor-led Program after graduation provided that they follow certain registration protocols such as either: (1)  postponing their official graduation to August to enroll in the Maymester/Summer Program or (2) participate in the Maymester Program as a non-degree seeking student.  Students who wish to formally graduate in May must complete their graduation requirements and re-apply to the university as a non-degree seeking student for the purpose of their May/Summer instructor-led course registration.  This only applies to May graduates. 

High School Student Participation

High school students are not eligible to participate in any education abroad program through the University of South Carolina due to the inherently higher degree of responsibility, liability and risk associated with their participation. 

Guests' Attendance on Instructor-Led Programs

Only the official program leader(s)/assistant(s) and students fully enrolled in the program are allowed to travel abroad with the student group and participate in program activities.  

Invited guests, defined as individuals who do not have an official role in the program, are generally not permitted to accompany the group abroad, nor participate in program-related activities.  This includes but is not limited to spouses, partners, dependents, family, community members, and friends.  This policy applies to all short-term, instructor-led, travel-based programs and is consistent with the best practices in the field.  By only allowing those directly facilitating the teaching and learning process to travel with the group, the university can better manage the liability and risks associated with operating international programs as this policy is more conductive to a program structure in which all leaders are completely focused on the class, the students, and the events at hand.  Exceptions may be granted on a case-by-case basis with prior written approval from designated university officials and under specific conditions related to safety, liability, and program logistics.

Exception for Programs “In Residence”: Program leaders are considered “in residence” when leading programs that are four weeks or longer and based in a single location.  In these cases, invited guests may accompany the group abroad.  However, they will not be considered participants of the program and therefore will not be eligible to participate in program-related activities and excursions. 

Expand allApplication Materials

There is an online application that the Education Abroad Office ("EAO") requires of all student participants to complete.  The information collected in this online application helps the Office assist in the event of an emergency or health crisis, mitigate the risk and liability assumed by USC as an institution, and track participation and demographics.  In order to standardize and simplify the application process, all instructor-led program participants are required to use this application.  

Using the standardized online application also simplifies the process for the program leaders, as the EAO application has already been created, and reviewed by the Office of General Counsel, and gathers necessary student data. 

The EAO does not evaluate student applications for admission to specific instructor-led Programs.  Admission to the program is at the discretion of each program leader and students must reach out to the program leader and be approved prior to applying with the EAO, which is why program leaders may wish to also have a separate, supplemental application process.  

Students participating in a instructor-led Program must submit at least Part 1 of the application (along with a standard application fee for undergraduates doing a credit program) no later than September 1st for Fall Break Programs, October 1st for Winter Break, December 1st for Spring Break, and by March 1st for Maymester and Summer programs.  Applications received after this point must be accompanied by a $50 administrative fee.  Late applications will be accepted until September 15 for Fall Break, November 1st for Winter Break, January 1st for Spring Break, and by April 1st for Maymester and Summer Faculty-Led Programs, which is also when Part 2 of the application is due.  The online application and instructions can be accessed via the EAO's application webpage. 

In the case that a participant is not a current USC-Columbia student, they will be sent a separate online form from the EAO to complete since they will not be able to access our application portal until they are registered for the associated course after they have been accepted to USC.

Minimum GPA Requirement

While each program leader is responsible for setting the admission criteria for their respective programs, the EAO advises that the program leader impose a minimum GPA requirement.  Students should be in good academic standing to participate in education abroad programs.  A student who has less than a 2.0 cumulative GPA is considered to be on academic probation and is thus not in good academic standing. Therefore, it is recommended that students not be admitted into a program if their GPA is below 2.0.  It is at the program leader’s discretion to impose a higher GPA requirement for their specific program. 

Judicial Record Review

As a matter of policy, the Education Abroad Office ("EAO") submits the names of all students applying to participate in an education abroad experience to the Office of Student Conduct ("OSC").  The OSC reviews all the names and alerts the EAO of any students with serious judicial violations and/or who are currently on conduct probation.  Students could be prohibited from studying abroad based on their past conduct on campus.  Judicial checks are conducted on a rolling basis as final student rosters are submitted to the EAO.  

Students complete a FERPA waiver consent as part of their EAO application, which allows the EAO to conduct this judicial review.  Accordingly, the EAO cannot conduct any checks prior to the student submitting their online application to the EAO.  The earlier judicial checks can be conducted, the earlier any problems can be identified and addressed accordingly, which is why the EAO operates by application deadlines.

Should an applicant have a serious judicial offense(s) on their record, the Education Abroad Office will notify the program leader, discuss with him/her the nature of the offense, and provide recommendations regarding handling of the situation.  This may involve meeting with the student to discuss the situation, removing the student from the program, or other measures.  Should the decision be made to remove a student, the EAO will work with the program leader to notify the student of this decision and discuss financial ramifications.

Students with outstanding judicial sanctions will not be approved to participate in any Education Abroad experiences until their sanctions have been completed. 

Participant Rosters

Once a program has been approved by the EAO, the EAO Instructor-Led Program Manager will share a participant roster for the program via OneDrive with the program leader.  As the program leaders approve students for participation in their program, they should add the student's name and information to this shared roster.  When the student applies to the EAO, the EAO Instructor-Led Program Manager will check this roster to verify that the program leader has approved the student for participation.  Similarly, the EAO Instructor-Led Program Manager will add a student's name to the roster if they have submitted an application to the EAO.  The EAO cannot approve the student's EAO application until the program leader has approved of their particiaption by checking them off on the shared roster.   

To facilitate a smooth application and enrollment process for their program, program leaders should actively monitor and update the program roster regularly.

If a student departs your program early, please notify the EAO as soon as possible.  It is imperative that the EAO maintains accurate records of where USC travelers are.

 

For credit-bearing instructor-led programs, each participant must register and pay for the associated course on Self-Service Carolina prior to the payment deadline for tuition and fees.  It is imperative that the students complete both of these steps, as they will be dropped from the course for any nonpayment of tuition and fees.  Program leaders should communicate to the students the importance of paying for their instructor-led courses and refer them to the Registrar’s Office website (registrar.sc.edu) and the Bursar’s Office website (sc.edu/bursar) for more information on course registration and fee payment deadlines.

Most credit-bearing instructor-led programs do not require transfer of credit from another institution. However, in the case of programs that include a course taken from another institution, students will need to complete a Education Abroad Approval Form and turn it in to the Education Abroad Office ("EAO") by the posted deadlines.  The Education Approval Form will assist in the transfer of credit to the student’s USC degree as long as it has already been evaluated by the Registrar's office.  This case typically applies to programs with a “3/3 Split,” where three credits are taken at USC and three are taken at a partner institution; see the Tuition Costs—USC Tuition and Fees section for more information.  Participants of programs that involve transfer credit are the only instructor-led program students who need to complete an Education Abroad Approval Form.

Financial Aid Eligibility

Students may or may not be eligible for financial aid for summer study, whether on or off campus.  Students with questions about the use of financial aid for summer study abroad should be directed to the Office of Student Financial Aid and Scholarships so a counselor can discuss personalized aid eligibility with the student.

Should a student be eligible for financial aid funds for the summer term(s), any funds due to the student are disbursed 10 days to the start of our Summer term.  It is important to note that Maymester is considered to be part of Summer.  Therefore, financial aid funds are not disbursed until the start of our Summer term, which is often after the students have departed on (and sometimes returned from) Maymester programs.  It is also important to note that students can only receive financial aid for their experience abroad if they are taking at least six USC credits during the term.  Students who take a total of six USC credits in the summer may be eligible for financial aid.  Students who are participating in a program with a “3/3 Split,” however, will not be eligible to use financial aid as they would only be taking three credits at USC and transferring three credits from another institution.

Aid Disbursement

In order to access their financial aid, students need to go to Self Service Carolina and apply the aid to their student accounts as they normally would if they were taking a class on campus.  For those taking part in a USC instructor-led program, the funds are first applied toward tuition and international emergency medical insurance fees.  Any remainder is issued to the student in the form of an overage check/direct deposit. Students are responsible for paying any program deposits or payments due before the disbursement of financial aid.

While all education abroad students receive general pre-departure orientation materials through the Education Abroad Office's online application and website, program leaders should host several pre-departure meetings with specific information to prepare the students for travel to their destination country. The program leader should also communicate to the students about class and program expectations.  Ensuring that all students attend these meetings and receive this critical information reduces the University’s liability and risk as well as helps the students prepare for departure.

The EAO provides a template pre-departure presentation that can be customized for your program in Blackboard→Organizations→Global Classroom Program Resources→Steps to Lead Abroad→Step 6: Pre-Departure Preparation and Return.

To help prepare program leaders, the EAO conducts a series of workshops every academic year to help new and veteran faculty and staff members on different topics that can be incorporated or insight into running an efficient program such as marketing, health and safety case studies, program development, fostering healthy group dynamics, etc.  You can review previous workshops in the Resources tab of teh Resource Page in Blackboard.

Recognizing the value of international experiences for students, the University of South Carolina strives to provide students with opportunities for international education opportunities that are academically enriching and safe for student participation.  However, there are times when world events, whether as a result of natural disaster, political instability, terrorist activity, pandemics, etc., create challenges for the safe operation of education abroad programs.  

As an education abroad program leader, you may find yourself facing an emergency involving one or more of the students in your group.  In case of an emergency, you should plan to be on-call 24/7 until the issue is resolved.  The following general guidelines have been developed to assist the Education Abroad Office ("EAO") staff and program leaders during periods of incident response. 

Note: Prior to students completing an application to participate in the program, program leaders should provide detailed information about the program and program site to participants so they and their families can make informed decisions concerning preparation, participation, and behavior requirements associated with the program.  This includes information on the level of physical demands that will be placed on the students by the program activities, destination, etc.

Expand allPrior to Departure

1. Complete mandatory incident response training through the EAO.
2. Provide a country-specific pre-departure orientation for all students participating on the program, including health and safety information.  During the pre-departure orientation, include the following items.  The EAO is also happy to arrange for an EAO staff member to attend your pre-departure orientation to assist in leading this conversation.
   • Provide students with Center for Disease Control recommendations for immunizations (cdc.gov/travel).  The USC Travel Clinic (operated by University Health Services) can provide recommendations and review the health risks for specific regions with students.
   • Share U.S. Department of State travel information for the country(s) students will visit as part of the program.  This can be done online at: travel.state.gov.
   • Advise students that they are welcome to share health information that will help the leaders support the students' needs while abroad (e.g. food allergies, history of panic attacks, other conditions).*  With the student's persmission, you can share this information with your program provider as early as possible to ensure the student(s) can be accommodated on-site or be provided alternative options. 
   • Review with students the Carolinian Creed and the USC student code of conduct (Carolina Community) with the group.  Establish a written code of conduct and expectations for the program itself, along with consequences for not following the code.  
   • Provide international contact information (host institution phone numbers and email addresses, emergency cell phone numbers, hotel phone numbers and addresses, etc.).  
   • Inform students that they should always avoid demonstrations and protests, which can result in personal and group harm. 
3. Complete the International Insurance Enrollment Form (so the EAO can enroll you) along with the Contact Information Abroad Form no later than September 15 for Fall Break, November 1 for Winter Break programs, February 1 for Spring Break programs, and April 15 for Maymester and Summer programs to ensure that the EAO has the international contact information for both provider and self as well as a U.S. emergency contact for each program leader and assistant.
4. Register your group members in the Smart Traveler Enrollment Program (STEP) with the U.S. Department of State prior to departure: step.state.gov.  
5. Become familiar with the CISI insurance coverage provided by USC to all students and leaders.  Make sure to view the brochure with all of the benefits that are available with the policy along with the CISI-AXA Guide for Instructor-Led Proram Leaders in the Health and Safety section of the Resource Page in Blackboard.
6. As all education abroad participants will receive their CISI participant card via email, make sure to remind students to bring a copy of their CISI insurance card to have on hand and to reach out to our office if anyone cannot find it.  
7. Keep a copy of the CISI insurance contact numbers with you abroad.  
8. Know who to contact at USC in the event of an emergency abroad as you will receive an email from the EAO on the emergency number on call and reminders. 

• Education Abroad Office:
  • During normal business hours: between 8:30am and 5:00pm, Monday through Friday, call the EAO front desk: 803-777-7557
  • Ahead of each travel term, the EAO will share an after-hours number with program leaders.  Please do not share this number with your students.  The EAO advises students to contact USC Campus Police if they need to reach EAO staff after-hours.
• USC Campus Police: 803-777-4215

 

*Note: As part of the online application process with the EAO, students are required to complete a Student Health Disclosure Form.  The form advises applicants that if they have been treated in the past year for certain  conditions (i.e. respiratory disease, gastrointestinal disease, endocrine disease, mental health illness, or other serious medical issues), then they should complete a supplemental form with their healthcare provider with whom they can discuss their study abroad plans and create a personalized care management plan to manage that condition while abroad.  The Education Abroad Office ("EAO" ) does not receive or review the health records of students.  The EAO staff and most program leaders are not trained medical professionals and are not equipped to give medical advice to students; therefore, we are not permitted to collected health records from students.

Further Develop Your Emergency Prepardness Plan

Prior to departure, and again upon arrival, we recommend that you create an Emergency Preparedness Plan and share it with your students.  Take time to consider the potential incidents and crises that could occur at your program location(s).  In some areas, you may have to think about a response to an earthquake or flood, but in other locations it could be a crime, ranging from pickpocketing to terrorism.   The U.S. Department of State Travel Advisory for your destination provides an overview of the health, safety, and security conditions that may pose challenges in your destination.

In preparing to respond to an emergency that has impacted the country or community, develop a meeting and communications strategy as follows: 

Emergency Preparedness Plan Steps:

1. Designate a primary and secondary meeting place.
2. Agree on when and where to meet.
3. Talk about alternative methods of communication if a physical meeting does not or cannot take place.  
4. Identify a student leader in case the program leader or program assistant is incapacitated or unavailable.  

If an incident occurs that is being reported in the international media, be sure to report your status to the EAO and ask students to check in with families.  It is also important to discuss appropriate social media use during an emergency, as rumors and inaccurate information can spread quickly.  

Additionally, you should determine how emergency and non-emergency medical needs will be handled as part of your emergency preparedness plan.  This should be discussed with students prior to departure and again onsite.  Become familiar with and inform students of the procedures for obtaining emergency health and law enforcement services in the host country.  For each destination you visit, we recommend that you compile a list of preferred medical providers by using the Cultural Insurance Services International (CISI) provider search.

During your discussion with your students, be sure to remind them to review the Medical Concerns Checklist, found within their USC EAO online application.  Some leaders have even quizzed their students on this safety information during their on-site orientations! 

While Abroad

On-Site Orientation

Text below adapted from Michigan State University On-site Orientation Education Abroad Leader Guide 

Upon arrival, program leaders should have an on-site orientation meeting centering on health and safety information.  Suggested topics, along with a sample emergency card, include: 

Provide students with your local cell phone number and, if applicable, the number of your program assistant or other on-site contacts.  Also, provide all students in your group with the local telephone number(s) that they should use to contact emergency services (i.e. the equivalent of the "911").  Also note that "112" is a worldwide mobile emergency number.  If students in crisis cannot reach a program leader or on-site contact, they should call the USC Education Abroad Office ("EAO") or USC Police. 

Routine Day-to-Day Procedures

• Keep up-to-date contact information for students in the group, for example if the program is longer in duration and students are living with host families.  
• Establish a procedure for you to contact students in the event of an emergency, and a procedure for students to contact you and/or on-site personnel.  Establish a central meeting point should phone lines go down.  
• Carry a cell phone at all times and make sure that all participants, the EAO, and the on-site program staff receive the number.  
• Maintain regular contact with students, noticing any changes in behavior or physical condition.

The Buddy System

Accidents or emergencies may be more likely to happen when students are alone or can be exacerbated if there is not "strength in numbers".  Strongly encourage your students to use the buddy system, especially when going out at night.  Encourage students to be responsible and accountable bystanders who are all active in keeping the group safe. 

 

If an incident happens, rely on the training you received from the EAO on how to respond appropriately and with care.  Incidents range in severity level from low level (e.g. student has a minor illness) to high level (e.g. student discloses that they have sexually assaulted on the program).  For higher level incidents, the EAO will be on standby to help guide the response, pulling in other campus experts as needed.

Below are general steps meant to guide a response, but as each situation is different, the specific steps to handle each emergency will vary on a case-by-case basis, depending on program and incident-specific variables. 

General Emergency Response

1. In an emergency, your first responsibility is the safety and well-being of program participants.  Do whatever is necessary to ensure the immediate safety of all students.
2. Communicate with on-site staff and program directors, as well as local emergency contacts (police, fire, embassies, as needed) as quickly as possible. 
3. When you have done all that you reasonably can do to ensure the students' well-being and coordinate with local emergency teams, contact the EAO.  For lower level incidents that do not present an immediate risk to a student's health and safety, it is fine to inform the EAO during business hours.  For serious incidents that do present an immediate risk to a student's health and safety, you should contact the EAO via the after-hours emergency contact number.
4. Maintain contact with the EAO.  Follow-up communication with program leaders will occur primarily via email or phone (provided that Internet access is still available on site).  Therefore, it is critical that program leaders regularly check their USC email accounts for updates and instructions. 
5. If appropriate or necessary for your situation, the EAO may notify other university officials, the local U.S. Embassy or Consulate, or the program provider's home office about the incidentand inform you of whatever procedures they may require if there is a continuing risk to the welfare of the students (during a terrorist threat, for example).
6. After the EAO is informed of an emergency, and after we consult with you and other appropriate individuals on site and on campus, we may, depending on the acuteness of the crisis, call or email you with a description of the course of action that you and the students will need to follow.  Should a student not be able to continue with your group, leave the student with your program assistant to assist with the situation.  It is not appropriate to appoint another student as the liaison. 

How Program Leaders Should Report an Incident to USC

As soon as possible, please complete the Incident Report Form to report the incident to the EAO, for any incident that occurs, keeping detailed records of what occurred and when, who was involved along with their contact information, and the result/consequences of the incident.  The Incident Response Log can assist in tracking the events of an ongoing incident abroad. 

Since other students and family members typically contact the EAO once they hear of an incident on an education abroad program, it is imperative for EAO staff to be apprised of all incidents that occur.  Do not wait until the program is over to notify the EAO of an incident on your program.

Incidents that do not present an immediate risk to student health and safety can be reported to the EAO during business hours via the Incident Report Form, email, or phone call.  Serious incidents that present an immediate risk to student health and safety should be reported after-hours through the EAO's on-call number. 

Below are some incident types you are expected to report to the EAO.  This list is not exhaustive and it best to air on the side of caution when deciding whether or not to report -- the EAO is here to help support you as you respond to any incidents of any severity level involving students.

• Physical health issue 
• Mental health issue
• Sexual misconduct
• Violation of student code of conduct
• Criminal or illegal behavior
• Missing or abducted student
• Early departure by a student

If applicable, report any serious incidents to local authorities and on-site personnel.  Obtain copies of any reports made by these individuals.

In the event of high level emergencies, do not make official statements to the media.  Contact the EAO who will manage this official university outreach as necessary. 

How Students Should Report an Incident to Program Leaders

Tell students they are required to inform you about any real or perceived emergency or critical incident.  Even if the incident is not life-threatening, it is important because exaggerated rumors of the seriousness of the incident may reach parents, who will contact USC for details.

If a student requires medical attention on-site but does not warrant emergency treatment (i.e. just an office visit), please contact the EAO, so they are aware of the situation and can act quickly if the student's condition should worsen.  You may also ask the student to do this, especially if he/she needs advice about reimbursement for medical expenses. 

USC Contact with Parents and Family Members

Inform students that you, as a program leader, cannot make direct, initial contact with their parents or family members about a non-personal emergency or critical incident without student permission.  Students should be encouraged to communicate directly with their parents about a critical incident abroad.  In special circumstances, USC personnel may choose to inform emergency contacts about a potential emergency abroad without the student's permission, especially when the student's health or well-being is at-risk. 

With any incident, documentation is key in order to have an accurate, timely account of the incident should anything come into question.  It is imperative that all incidents are documented and copies of this documentation provided to the Education Abroad Office immediately following the incident.  The Incident Report Form and the Incident Response Log, were created to help facilitate the documentation necessary in the event of an emergency.

U.S. Government

There are U.S. embassies in more than 160 capital cities of the world.  Each embassy has a consular section. There are also consular officers at about 60 U.S. consulates general and 20 U.S. consulates around the world (consulates general and consulates are regional offices of embassies).  Consular officers provide a range of services to Americans traveling abroad--some emergency, some non-emergency.  For more information about services provided, go to: usembassy.gov.  Before you go abroad, obtain the contact information for the embassy and/or consulate nearest to the area(s) you will be traveling to with your student group.  Additionally, you can call the U.S. Overseas Citizens Services desk to obtain assistance in the event of an emergency.   

 

For further information about what types of assistance the U.S. Department of State can provide in the event of an emergency, please go to:  Emergencies.

Local Authorities

Make sure you know how to contact local emergency authorities in your destination.  Share this information with your students.  Note that emergency phone numbers abroad may be staffed by non-English-speaking personnel, and you should look into this and have a communication plan prior to departure.

CISI/AXA (USC's Insurance Provider)

If you or a student need assistance in utilizing USC's CISI insurance benefits, please contact AXA Assistance at 1-312-935-1705 or medassist-usa@axa-assistance.us.  AXA Assistance is available 24/7/365.

Program Provider

Most full-service logistics providers will provide leaders with their 24/7 contact number.  Reach out to your program provider as early as possible to coordinate the incident response.  A strong provider will be an essential partner in managing incidents of all types and severity levels.

Physical or Mental Health Issue

The majority of emergencies abroad are medical in nature, with the most common concern being physical or mental health concerns requiring a visit to a local physician.  Remind the students of their international medical insurance coverage and refer them to the section of the online Student Pre-Departure Guide, as well as how to search for a preferred provider on the CISI website.  Add that USC personnel highly value a student's right to medical privacy; disclosures of a student’s condition will be made only to the most appropriate individuals with the highest level of discretion. 

Remind students that the CISI insurance can often arrange for direct billing of hospital expenses when a student visits a doctor or hospital abroad.  However, notification must be made at admission, not discharge.  Sometimes direct-billing arrangements take time to be set up, and the EAO can help facilitate this process, if notified.

If direct billing is not immediately available, the student may be required to pay upfront and seek reimbursement later.  In this case, students should be prepared to pay for for healthcare out-of-pocket and seek reimbursement upon return to the United States.  To obtain a full reimbursement, students must retain all receipts to be submitted directly to CISI. (receipts may be in the local language).  A claim form is available on the CISI website and through the enrollment email all participants receive. 

Behaviorial Incident

Communicate to students the USC code of conduct and consequences of noncompliance (which can include dismissal from the program).  Refer to the Statement of Responsibility, which every student signs as part of the USC Education Abroad application process.  Also mention that you will hold students accountable for minor behavioral problems such as tardiness, to major behavioral problems such as disruptive behavior.   It is recommended that you document all disciplinary issues and provide students with written and verbal warnings with clearly outlined consequences.  Remind students that misconduct abroad will be reported to the USC Office of Student Conduct for follow-up.