REsource library

introduction

We encourage program leaders and academic units to download the following resources and information sheets that will assist with your program development, pre-departure preparation, and onsite program coordination efforts. Please email the Customized Programs Team at embeddedprograms@psu.edu with questions.

Program Development

Pre-Departure and Leader Resources

While Abroad

To register your embedded program with Education Abroad, please visit our LionsABROAD website and select ‘Start Program Registration’. You will need to login to your Penn State access account and select the appropriate term for your program travel.

Register an embedded program

program development resources

embedded program development checklist

Use this checklist to track tasks for developing and implementing an embedded program. Download a separate checklist for each program. The checklist covers Pre-Planning, Contracts & Budgeting, Student Recruitment & Billing, Education Abroad Requirements, Pre-Departure Preparation, Onsite Support, and Post-Travel activities.

Click on the graphic to view a PDF version of the checklist and to access the hyperlinks for each section. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

embedded program development roadmap

The roadmap outlines the key steps in developing an embedded program, from ideation and approval to partner selection, program registration, student recruitment and billing, and pre-departure preparation.

Click on the graphic to view a PDF version of the roadmap and to access the hyperlinks for each section. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

roles & responsibilities: academic unit/campus vs. education abroad

The graphic outlines the distinct roles and responsibilities of the sponsoring academic unit/campus and Education Abroad in developing and supporting embedded programs.

Click on the graphic to download a PDF version of the Roles and Responsibilities chart. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

provider evaluation guide: questions to ask prospective in-country partners

Choosing an in-country partner is a key step in developing an embedded program. Use this guide to help evaluate prospective partners and inform partner discussions. For questions, contact the Customized Programs team at embeddedprograms@psu.edu.

Click on the graphic to download a PDF version of the Provider Evaluation Guide. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

overview of contracts, approvals, & Liability insurance

All embedded programs must work with a contracted in-country partner. This guide covers partner, contract, and general liability insurance requirements, as well as the contract approval process. See the "Contracts & Liability Insurance" section for additional information.

Click on the graphic below to download a PDF version of the Contracts Approval and Liability Insurance sheet. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

program leader resource guide

These compiled program leader resource links support program development, pre-departure and onsite preparation. For questions, email embeddedprograms@psu.edu.

Click on the graphic to download a PDF version of the Program Leader Resource Guide and to access the corresponding resource hyperlinks. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

pre-departure and LEADER resources

program leader tips & Best practices

Education Abroad has compiled best practices and recommendations from experienced embedded program leaders. Refer to this insightful feedback as you develop your program, plan daily itineraries and activities, and facilitate pre-departure and onsite orientations.

Click on the graphic to download a PDF version of the Program Leader Tips and Best Practices sheet. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

sample email verbiage: program information for leaders to share with students

Once your student roster is confirmed, share key information about program expectations, deadlines, itinerary, and available resources to help students succeed abroad. Program leaders may customize this "Welcome" email tempalte with program-specific details.

Click on the graphic to access the PDF version of the Program Leader Resource Guide. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

pre-departure orientation powerpoint template

To help factiliate the pre-departure orientation for students, program leaders can refer to the PowerPoint template with sample topics and slides that leaders can update with program-specific information.

Click on the graphic to access the PowerPoint Template of the Pre-departure Orientation presentation. Download a copy onto your computer to edit the template. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

resources while abroad

in-country orientation topics and guidelines

Program leaders can reference this guide for suggested topics to cover during the onsite oreintation with student. The orientation should be scheduled shortly after all students have arrived to their destination abroad. Most of the information should have been covered in the pre-departure orientation in the U.S., but reiterated, as needed, onsite.

Click on the graphic to access the PDF version of the In-Country Orientation Guidelines document. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

addressing student conduct concerns

In an effort to help program leaders set student expecations and address student conduct concerns while abroad, this document outlines recommended action plans, sample student emails, and a template for a student agreement and expectations.

Click on the graphic to access the Addressing Student Conduct Concerns document and template emails. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

study abroad incident intake form

Program leaders and academic units can utilize this sample incident intake form when addressing or assisting with a medical, safety, or other urgent need for a program participant.

Click on the graphic to access a PDF version of the Study Abroad Incident Intake form. Ensure you click the download icon (downward arrow) at the top right of the preview sceen to open the PDF locally on your computer. Edit as needed using the fillable fields. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

general health, safety & travel reminders and considerations - for leaders

Leaders are encouraged to save or print this quick reference guide on key health, safety, and travel information. Share the Student Version below with confirmed students.

Click on the graphic to download a PDF version of the General Health, Safety and Travel Reminders sheet. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

general health, safety & travel reminders and considerations - for students

Leaders should share this quick reference guide on key health, safety, and travel information with confirmed students during pre-departure orientation and review it again onsite.

Click on the graphic to download a PDF version of the General Health, Safety and Travel Reminders sheet. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

global safety emergency contact card

Penn State Global Safety provides a 24/7 emergency duty phone number for urgent health, safety, or security assistance abroad. Leaders are encouraged to download a PDF version of the Global Safety Emergency Contact Card. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

Accessing medical care abroad

Penn State faculty, staff, and students on University-affiliated international travel can seek medical care and mental health support while abroad.

Click on the graphic to download a PDF version of the Accessing Medical Care Abroad flyer. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

keep crime off your itinerary

Through planning and research, travelers can be prepared for many of the common safety and security issues. Penn State Global provides safety tips to help travelers avoid crime and stay secure while abroad.

Click on the graphic to download a PDF version of the Keep Crime Off Your Itinerary flyer. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

staying safe during protests abroad

Travelers should avoid high-risk situations such as protests, demonstrations, or rallies, where the large crowds and atmosphere could become tense or violent.

Click on the graphic to download a PDF version of the Staying Safe During Protests Abroad flyer. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.

GUARDing against terrorism abroad

Leaders should review helpful tips for staying vigilant in busy public spaces and how to stay safe in an unlikely event of an attack

Click on the graphic to download a PDF version of the Guarding Against Terrorism Abroad flyer. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.