Embedded Leader Guidelines

The information will be updated regularly based on current conditions and you will be responsible for reviewing the details and understanding the implications for your program and making the necessary changes. The information detailed throughout this website will outline the new and existing requirements and set the expectation for new procedures. All Penn State travelers should be familiar with the requirements of the University's International Travel Policies (TR01, TR02, FN20). 

This page has been guided by the Forum Guidelines for Conducting Education Abroad during COVID-19 and The Forums Standards of Good Practice for Education Abroad; any questions or concerns will be the responsibility of the leader to reach out to Penn State Global or Education Abroad team for support in understanding and adhering to these requirements and guidelines. 

The Customized Programs team remains available to address questions, hold individual meetings, and does plan to host information sessions/roundtable discussions throughout the program planning process. Please reach out for more information whenever necessary. Penn State Global Customized Programs team: embeddedprograms@psu.edu.

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. 

• 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). 

For the most recent updates regarding the student and employee vaccination requirements (January 2023), please visit the Penn State Virus Info Website.

Program leaders should determine if there are any host country-specific vaccination entry requirements regarding COVID-19 and/or other infectious diseases.

For embedded courses, program leader compensation is determined at the level of the academic unit or department.  Please consult with relevant administrators about how compensation would be affected if the travel component had to be cancelled at any point. While we understand the commitment leaders are taking to academically and logistically create and plan these programs, Penn State Global cannot compensate program leaders in the event of a program cancellation. 

budgets

Many of the guidelines laid out in this document may have implications for program budgets. Beginning academic year 2023-2024, every embedded program proposal will require an approval from the academic unit's financial office. For embedded courses, the planning budget, student fee collection, and payment of expenses are ultimately the responsibility of the program leader and sponsoring academic unit. Please reach out if we can assist you with any related issues. 

Refer to the Budgets & Financial Consideration section of this website for more information.

Financial Payments

We strongly recommend that program leaders discuss payment processes with relevant financial staff within their department, campus or college.  Please be aware that some financial policies may have changed with regard to travel bookings, use of personal cards for professional travel arrangements, and other safeguards to protect against potential losses based on program cancellation. Penn State Global recommends the use of Penn State issued Purchasing Cards (p-cards) for program expenses whenever possible. Seek approval before confirming bookings or paying deposits.  Making payments without authorization from your financial staff may result in failure to be reimbursed for expenses. 

Financial Risk of Planning Programs

It is wholly the academic unit’s responsibility to shoulder any financial risk for Embedded courses. As the unit preparing the academic course, receiving the tuition, setting and collecting the student fees, all financial liability is assumed. For questions regarding budget planning, program contingency, best practices in Education Abroad, and/or recommended remuneration, please contact EmbeddedPrograms@psu.edu. 

For program destinations on the University's Restricted Travel list, there will be an additional approval process through the Global Safety Office, International Restricted Travel Committee (IRTC), the Vice Provost for Penn State Global and the Provost. Please note that program planning can continue without the official restricted travel approval; which typically happens within 2-3 months of the program departure. 

The Customized Program Team will consult directly with program proposers to determine the pathway and timeline for approval. Should you have any questions or concerns, please contact EmbeddedPrograms@psu.edu. 

International Flights

Penn State will not require students and leaders to participate in a group flight. However, faculty coordination of a group flight may minimize the number and scope of travel disruptions and delays in arriving on site. Generally, students should make their own flight arrangements according to their own credit/debit cards and with their own travel needs in mind. Please note that at each layover location, there may be specific entry or pre-flight requirements for travelers. 

Program leaders should not purchase their international flights until your program has been approved through the restricted travel process. Faculty must coordinate their travel arrangements through Anthony Travel, Penn State’s preferred travel agency, unless it is not possible to do so. Personal cards should not be used to pay program airfare. However, if the faculty member chooses a flight more expensive than the comparison flight or needs to buy additional flights for approved guest(s) traveling with them, leaders should be prepared to use their personal credit card to pay the balance not covered by Penn State Global.

Ground Transportation / Group Transportation

Any ground transportation that takes place during the education abroad program should be carefully considered for its necessity and safety.

• In-country public transportation (i.e., metro, public buses, train transportation): generally speaking, program leaders should carefully assess and know the local protocols for using public or private transportation and be transparent with students regarding levels of exposure to potentially large crowds. Program leaders should review country-specific information about health and safety concerns related to utilizing public transportation by utilizing the following resources.

  • US Department of State Travel Advisory for your destination country

  • If you cannot find the local embassy information through the US Department of State link above, then do an online search for US Embassy in (your country), open the embassy page and look for a link about COVID-19 information

• In-country private coach/bus should follow local guidelines and protocols as it relates to usage and capacity. 

Day Trips and Overnight Excursions

Many of our faculty-led programs typically include day trips and overnight excursions outside of the main host city. Other programs travel constantly because of the nature of the academic discipline being studied. Penn State Global will work with faculty leaders to realize the balance between academic needs for excursions with health and safety considerations and risks that are inherent with group movement and various methods of transportation.

Basic guidelines for an acceptable amount of excursions are included here, but we welcome individualized conversations with program leaders as needed:

• Programs are strongly encouraged to limit mobility to a single country and not cross international borders during program time. If crossing an international border is an academically-essential part of the program, it is recommended to have a single travel day and not return to the original host country. 

• Program leaders must consider contingency plans in the event that any member of the group is unable to cross the border due to health and safety complications (or other reasons).

• We strongly encourage the program to have one home base city where students spend a vast majority of the length of the program.

• Generally, any group travel outside of the city should be limited to academically-necessary excursions.

• Any group travel outside of the host city should be planned carefully with the Education Abroad Customized Programs team, in consultation with the Global Safety Office.

Housing arrangements should be reviewed in light of the following guidance:

• Student accommodations should be safe and sanitary. While there is not a maximum requirement for occupancy, we recommend two (2) students per bedroom.

• Under no circumstances are students permitted to share a bed. 

• Private bathrooms are preferred for each bedroom.

• Running water is required at all overnight accommodation locations. If running water is not available for a limited number of nights (i.e., safari camp for two nights), hand washing and sanitizing stations must be readily available.

• Program leader lodgings must be within reasonably close proximity to student accommodations in order to assist and support students on short notice.

• While homestay accommodations will be permitted, all families acquired with a contracted partner (third-party provided).

• Program leaders should plan for where leaders/students would quarantine or isolate individually if necessary.

• Students should have access to individual housing options at a premium cost. 

Program Leader Accommodations

• Program leaders should not share an apartment, hotel room, or other private accommodation with the other leader(s) unless they are a domestic pair or pre-established family unit. 

• Program leaders should arrange for class meeting space that is not directly attached to any participant living quarters.

Meals

Meals can be an important part of the academic and cultural experience abroad. However, large group meals can also present risks to participants. The following guidance should be followed whenever possible:

• Avoid scenarios with shared utensils, cutlery, drink pitchers, etc. (large group meals, family style, and self-serve buffet). 

• For restaurant or dining hall meals, outside seating is strongly preferred. 

• Participants should order their own, individual meals and drinks rather than sharing plates.

Program leaders should consider which, if any, elements of their academic program will be delivered online as a regular practice as well as how they would “switch” to virtual learning experiences if the on-the-ground situation suddenly warranted. Baseline questions to consider are included, but depending on the nature and location of the program, additional questions may be necessary for program leaders to evaluate:

• Which elements of the program, if any, will be delivered online? Examples include guest lectures from local faculty members, virtual tours of local sites or businesses that currently prohibit in-person group tours.

• What is the internet access like at my location? Will students be able to use Canvas, Zoom, and other online programs?

• Are there any restrictions in my destination country for websites or programs that will be vital to my students’ success?

• If the on-the-ground situation suddenly warranted a move to virtual instruction (and the cancellation of all or most in-person classes, tours, and cultural events), how would I implement an academic continuity plan that would allow students to complete coursework, group projects, and cultural events?

Students often want to travel outside of the main host city on weekends. Under the current COVID-19 circumstances, independent travel by students should be discouraged due to the uncertainty of public transportation, sudden route cancellations, possible border closures, and sudden quarantine restrictions. The following guidelines should be observed:

• As leader, avoid planning for “long weekends” without academic activities. This will naturally discourage extended independent travel.

• Set parameters for any possible independent travel.

  • Students should not cross any national borders.

  • Students should not visit any location considered by local authorities to be a “hot spot” that might require quarantine upon arrival or departure.

  • Students should not utilize air transportation for independent travel arrangements.

• Students must “register” their travel with the program leaders, including exact route and travel schedule, hotel information, and working cell phone number.

• Students must check email, text messages, and phone twice a day while traveling in case any important messages are sent by the program leader or by Penn State.

• Students must notify the program leader immediately of any delays, travel disruptions, or COVID-19 related developments.

To proactively prepare for the possibility of quarantine or isolation during the program:

• Program leader should consult with Education Abroad about a program contigency plans (academic continuity, excursions or activities)

• Program leader should research how groceries and meals could be delivered to leaders or students under quarantine or isolation

• Program leader should consult with Education Abroad about potential added expenses or budget impacts related to quarantine procedures

If any member(s) of the education abroad program must participate in quarantine at any point during the program, the following guidance would take effect:

• Program leaders must notify Penn State Global immediately

• Students should contact their family or trusted contact at home to notify them

• Program leaders must implement daily virtual check-ins with any student who is under quarantine or isolation

Program leaders should be aware that routine medical care may have differing availability or protocol due to the pandemic. Please review the following considerations:

• Contact United Healthcare Global to schedule non-emergency appointments in advance

• Call ahead to any clinic or hospital (if possible) to ask about arrival and check-in procedures

• A program leader should accompany the student to appointments whenever possible, but please note that COVID-19 protocol may prevent the program leader from entering the facility

• If English-language health care is not readily available, consider that the student may be navigating an unfamiliar healthcare system without knowing the local language and norms.

• Students must be able to contact the leader by cell phone (not relying on WiFi) during the appointment.

• If any program participant must be hospitalized, the program leader should make every effort to ensure that the student receives quality care and has access to English-speaking providers. 

• Keep in mind that during hospitalization it is unlikely that the student or leader would be allowed any visitors.

Penn State Resources

• Coronavirus Info | Penn State

• Instruction, Universal Masking, and PPE Recommendations

• Keep Teaching Support Documents: Experiential Courses Guideline

• Faculty-Led Embedded Leaders Resource Website 

Other Useful Resources

• Forum: Conducting Education Abroad during COVID-19

• CDC Advisory or Travel Notice level

• U.S. Department of State Travel Advisory level

• Penn State Global Customized Programs Team: embeddedprograms@psu.edu

• Penn State Global Safety Team: globalsafety@psu.edu