Leader Responsibilities

Expectations of Program Leaders

Leader responsibilities and expectations seem to be growing each year, especially in light of global health guidelines and best practices in Education Abroad. Each program leader, from faculty to staff to a graduate assistant, need to understand their responsbilities for the program and Penn State students. We have listed here all main responsibilities of Penn State program leaders. Some are the same as always, and some are new or newly detailed, but these expectations, policies, and guidelines are compiled from Penn State policies (TR01, TR02, and FN20), recommendations from the Education Abroad Advisory Council, the Standards of Good Practice set by The Forum on Education Abroad, and other resources. 

• Academic expertise in the content areas covered by the courses for which credit will be awarded and approval from appropriate academic leadership.

• Teaching and/or instruction of the academic goals of the course(s) related to the international experience; and maintaining appropriate contact hours for credit offered (as outlined by the Faculty Senate). 

• Organizing and planning skills, and the ability to keep track of a number of details simultaneously.

• Recruitment techniques and enthusiasm—you must be willing to spend time speaking with students and attending events (in person or virtually!) to promote the program. 

• The ability to handle the physical and emotional demands of the program abroad; some short-term programs involve daily tours of sites as well as frequent field study travel by bus where you and your students are on the move, which can be rigorous and potentially exhausting. 

• All program leaders and administrators must understand and adhere to the Customized Programs Partner Policy. All new programs will be required to work with a contracted onsite partner (i.e., private educational entity, a full-service program provider, institutional/university partner, non-profit organization, travel logistics company) and existing programs must meet the policy expectation by summer 2025. 

• Commitment to be “on-call” 24 hours per day for the duration of the program and to take charge in any situation where students need to be directed, rather than consulted.

• Agreement to serve as 24/7 contact person in the event of an emergency or urgent situation that may arise abroad.

• Appreciation for the increased contact with students that is inevitable in a field-based setting and commitment to collaborate and communicate with Penn State Global especially in regard to the safety and well-being of students.

• First-hand, specifically relevant experience in the country/ies hosting the program (strongly preferred).

• Prior to the start of the education abroad program, all program leaders are required to attend an emergency preparedness workshop (EPW), bi-annually, as required by the International Travel Policy (TR01); the sessions are updated frequently to meet the current demands of global situations and we would recommend all program leaders attend a few months prior to departure. 

• As required by the Penn State International Travel Policy (TR01) all Penn State faculty-led programs must have a minimum of two (2) current Penn State employees leading the group. Ideally, this would be two faculty members or one faculty member plus a graduate teaching assistant. The rationale, for the Penn State International Travel policy (FN20), for requiring a minimum of two Penn State employees to lead the program is as follows: given the number of uncertainties with group travel under the best of circumstances, we know that each group will face unique challenges that may require splitting up into smaller groups for some events, traveling separately between sites, and dealing with unanticipated logistical issues. Having two trusted and trained Penn State leaders will allow the students an added level of support and leadership throughout the program. Exceptions may be made for programs utilizing reputable providers or partners in their international host destinations. Please consult the Customized Programs Team and complete the Single Program Leader Petition.

• All programs will be required to complete a detailed Program Contigency Plan and may be subject to approvals and recommendations by the International Restricted Travel Committee (IRTC). 

• Programs traveling to restricted travel destinations are subject to approvals and recommendations by the Penn State International Restricted Travel Committee (IRTC).

• Make a commitment to upholding and enforcing best practices for health and safety as outlined by Penn State protocol for all program-related activities (i.e., class sessions, tours, group projects, program-related transportation, housing accommodations, etc.). 

• Consult with Penn State Global/Education Abroad if there is any question of the appropriate course of action related to program planning or on-site incidents with regard to local health guidelines, vaccines, and infections disease protocol.

• Program leaders have continued responsbilities for equitable student selection, in-depth preparation, and pre-departure orientation (prior to the program start and onsite).  

• Uphold Penn State policies and follow Penn State procedures under all circumstances. When in doubt, act in good faith and then follow up with Penn State Global immediately for assistance.

• In terms of program planning, main logistics should continue to be planned as possible, but with clear understanding of financial commitments and only in consultation with the Customized Programs Team. If you are the main point of contact with the international host or vendor abroad, please be sure to inquire about the date by which arrangements are subject to financial commitment or penalty upon cancellation.

• To ensure a successful program, we strongly advise all leaders to familiarize themselves with Travel Requirements & Budget Policies and the Student Education Abroad Policies, in addition to Penn State guidelines.

• Follow relevant policies and protocol related to program leader family members or guests traveling with the program. Please note that at current time, the typical family accompaniment policy is in place, which means any program leader must request approval for a family member to travel with the group, at least 3 months prior to program departure. Approval is subject to review by the Vice Provost for Penn State Global, in conjunction with the office of risk management and possible consultation with academic leadership of the sponsoring academic unit. Please note that the family accompaniment policy could shift in the coming months. Penn State Global will update program leaders if there are any changes to this policy (https://policy.psu.edu/policies/tr01). 

Faculty/Staff Code of Conduct 

All Penn State representatives are required to abide by administrative policy AD88, Code of Responsible Conduct, while abroad. All faculty, instructors, teaching assistants, and staff leading Penn State programs are representatives of the University while abroad. In many cases they must wear several different “hats” while directing a program which can include student conduct officer, administrator, housing coordinator, financial officer, and, of course, professor. At times it may also feel as though you’re being asked to be a students’ surrogate parent as well. Student Affairs and Student Accountability and Conflict Response, have prepared helpful information for faculty and staff navigating conduct concerns.

Leader Compensation

Due to the budget models utilized by faculty-led programs, Penn State Global cannot compensate program leaders in the event of a program cancellation, for any reason. While we understand the commitment leaders are taking to academically and logistically create and plan these programs, without students participating there is no income generated and, therefore, there can be no related compensation from Global Programs.