Program Leader Guidelines

The Program Leader Guidelines will be updated regularly, please check back often.

Introduction

As part of the customized program development process, there will be additional requirements and expectations for faculty leading programs as we continue to face global challenges worldwide. 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 document will outline the new and existing requirements and set the expectation for new procedures.

If you destination is considered restricted travel, your program details, renewal information, itineraries, and other program details will be shared with Education Abroad leadership, the Global Safety Office, the International Restricted Travel Committee (IRTC), the Vice Provost for Penn State Global and the Provost. Program viability decisions may be determined based on your detailed submissions.

This document has been guided by the Forum Guidelines for Conducting Education Abroad during COVID-19, and any questions or concerns will be the responsibility of the leader to reach out to Global Programs or Education Abroad team for support in understanding and adhering to these requirements and guidelines. This information is subject to change and should only be utilized in this location to ensure the most up-to-date information.

The Education Abroad staff on 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: EACustomized@psu.edu
Tara Johnson, Assistant Director for Customized Programs, tam5210@psu.edu
Michelle Smeal, Customized Programs Manager, mms106@psu.edu
Sarah Spiegel, Customized Programs Manager for Commonwealth Campuses sms882@psu.edu
Tristyn Dutko, Customized Programs Coordinator, ted5194@psu.edu

Can My Program Run?

This is one of the most common questions we have fielded from program leaders. These are the factors under consideration to determine viability of undergraduate student group travel this academic year.

If your program destination is considered University Restricted Travel, leaders must complete the extensive travel petition process outlined in the next section.
If your program is not on the University Restricted Travel List, your program can move forward with the traditional planning process, but leaders should familiarize themselves with the updated information, program leader requirements and resources outlined throughout this website.
Please note that the destinations considered as University Restricted Travel is updated regularly, and our team will alert program leaders if their destination is added to the list during the program planning and approval process.
CDC Advisory or Travel Notice level (country-specific)
U.S. Department of State Travel Advisory level (country-specific)
Country-specific entry requirements or exclusions of host country (i.e., can travelers from U.S. enter? Is quarantine required upon arrival?)
- For example, if you typically deliver your program over a 4 week period and your country requires a 2 week quarantine, then you may need to adjust your program to have longer in-person instruction and delivery.
Are there restrictions on movement or group activities in the host destination(s)?
Can the faculty/program leaders properly uphold the requirements outlined in this document?

Restricted Travel Approval Process

All customized freestanding programs must complete the following steps:

Completion of the annual program registration process through Terra Dotta: Program Registration: Repeat Program (summer faculty-led freestanding)
- Including the required Department Head Program Acknowledgement
Complete a Program Contigency Form (December)
For programs defined as Restricted Travel, Education Abroad will collect and send the program information for review by the Global Safety Office, International Restricted Travel Committee (IRTC), the Vice Provost for Penn State Global and the Provost.

Leader Responsibilities

Leader responsibilities and expectations seem to be growing each year, especially in like of COVID-19 guidelines and best practices. 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.

Academic expertise in the content areas covered by the courses for which credit will be awarded
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 (note that rigorous travel itineraries may not be possible under current conditions. Please refer to the “travel logistics” section below)
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, a new emergency preparedness workshop (EPW) will be required annually. The EPW session will be updated to focus on group travel during the COVID-19 pandemic as well as address other risks and response procedures.
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 TA.
- 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 Program Contigency Plan
Make a commitment to upholding and enforcing COVID-19 protocol as outlined by Penn State 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 COVID-19 guidelines and protocol
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 host or vendor abroad, please be sure to inquire about the date by which arrangements are subject to financial commitment or penalty upon cancellation.

Follow relevant policies and protocol related to program leader family members 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. Global Programs will update program leaders if there are any changes to this policy (https://policy.psu.edu/policies/tr01).

Vaccine Requirements

Employee Vaccination Requirements

For the most recent updates regarding the employee vaccination requirements (August 2022), please visit the Penn State Virus Info Website. Updated Guidance for University-Affiliated Employee Travel, which all Education Abroad programs are considered, is now available through the Faculty Affairs website.

Student Vaccination Requirements

For the most recent updates regarding the student vaccination requirements (August 2022), please visit the Penn State Virus Info Website.

Budget Considerations

Many of the guidelines laid out in this document may have implications for program budgets. Implementing some changes will increase the cost of the program significantly (i.e., if your host destination requires enforcing 6 ft. of distance between all passengers on a private coach); while other changes (i.e., eliminating overnight trips to additional countries) will reduce costs. The Education Abroad staff will work with you to try to mitigate cost increases by balancing a cost-increasing measure with a cost-decreasing measure whenever possible.

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. 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.

Financial Payments

Program expenses (e.g. bank/wire transfer payment, Penn State Global p-card payments) typically paid before the program start date cannot be paid before programs are given the “green light” to run. (Note that henceforward, vendors will have to be registered in SIMBA to receive payment from Penn State.) Penn State Global will require the use of Penn State issued Purchasing Cards (p-cards) and/or Penn State Global travel cash advances for onsite purchases. Personal credit cards or personal funds are not to be used prior to the start of the program; in the event of a program cancellation, personal funds may not be subject to reimbursement. In the event of an emergency, personal funds may be appropriate or required and will be eligible for reimbursement. Program leaders should work closely with the Customized Programs team to determine and understand non-recoverable costs and payment schedules.

Planning and Application Timelines

Summer freestanding faculty-led programs open their student applications on October 10th, 2022 with a deadline of February 1st, 2023.

Applications Open October 10, 2022
Application Deadline February 1, 2023¹
Program Leader Reviews TBD
Student Application Decision TBD
Student Commitment to Program TBD

¹The program, Rome, Italy: Architectural Engineering, Dept A E, has an early deadline on Jan 20^th

² Programs that require interviews must complete the requirement prior to the end of the review period and complete the decision review in the application system, Terra Dotta by February 9th.

Marketing and Recruitment

We realize that marketing your program will be difficult in this environment. We are listing here some of the anticipated challenges and opportunities for marketing and recruitment.

Challenges

Some students (or their families) will be very reluctant to resume travel with so many uncertainties on the horizon
In-person recruitment events may be limited (fairs, information sessions, etc.)
Student interest or commitment to attending virtual recruitment events is somewhat untested

Opportunities

Some students will be very eager to participate in any face-to-face learning opportunity - especially something as exciting as study abroad!
Ask your colleagues in your department if they will include a slide or short video about your program into their class lecture or Canvas materials at some point in the semester
Virtual education abroad fairs and other events can reach students at all Penn State campuses, greatly expanding your recruitment pool

Marketing Language

It is appropriate to talk with students about your program as long as you are open and honest about the possibility of either program cancellation or itinerary changes. Suggested language for fliers, slides and materials is included here:

“International travel may be subject to University approval, dates are subject to change, and programming may be altered or cancelled due to changing circumstances.”

PPE and Safety Protocol

At this time, Penn State Global anticipates education abroad program leaders will be required to adhere to the standard of the international destination and local protocol. For reference, please read the information provided by the Penn State Instruction, Universal Masking and PPE Recommendations. Penn State Global has also referenced the Experiential Courses Guidelines made available at keepteaching.psu.edu.

The main points impacting a typical study abroad program are as follows:

If your program destination(s) requires masks, social distancing, or other safety protocols, students must follow all policies set by the host country/region.
If students are unvaccinated, they are required to remain masked during all program activities that occur indoors or in a closed space. Additionally, unvaccinated students are required to wear masks for outdoor activities where 6 ft. distance between students and/or instructors or other individuals is not possible.
Students are expected to bring their own masks (and face shields, if required).
Program leaders should bring any other PPE and hand sanitizer either for the duration of the program or confirm that those supplies will be immediately available upon arrival.
Note that cloth masks require access to laundry and a commitment to regular cleaning.
If program leaders would like to have a travel lapel microphone and mini speaker (or individual student headsets) purchased for the program due to masking policies and physical distancing requirements, program leaders should contact Education Abroad at EACustomized@psu.edu to request or discuss this option.
When visiting an external site or third party location, all Penn State academic and safety protocol should be followed. Additional regulations from the host institution/third party location may also be enforced, but it is essential that protocol of the local institution meet or exceed Penn State protocol.
Program leaders should arrange for class meeting space that is not directly attached to any participant living quarters. For example, in some cases, faculty members hold class in a large living room of the program leader apartment. That is no longer permitted for education abroad programs. Separate classroom space is required.

Mask/PPE/Social Distancing Compliance

Students who do not comply with Penn State COVID-19 protocol are subject to consequences per the Penn State student code of conduct, conduct related to COVID-19, and in consultation with the Office of Student Conduct. Sanctions for individual students who refuse to comply may include expulsion from the education abroad program at the student’s expense.

Please note that if a member of the group is required to quarantine for any reason and violates that quarantine or isolation requirement, the program leader must notify Penn State Global right away to determine the appropriate course of action in response. It is important for all program participants to realize that quarantine/isolation regulations can be subject to Penn State student conduct policies and also local laws. Violation of quarantine can result in serious consequences at Penn State as well as potential fines or criminal charges in some countries.

Travel Logistics

Pre-travel | COVID-19 Testing

Prior to program departure, students may be required to obtain a negative COVID-19 test result or an acceptable equivalent. Students should be aware of their airline requirements, the timing of tests, PCR vs. Antigen, any connection flight policies, and host destination protocols or quarantines.

Additionally, program leaders should allocate ample time and guidance to complete return testing, as required by the United States, in advance of their return flight. Please note, the international traveler insurance, United Healthcare Global, will not cover COVID-19 testing required for travel. Students should be expected to arrange and pay for their own travel testing. For travel guidance for US Citizens, please refer to Department of State website and CDC requirement for Proof of Negative COVID-19 Test for all air passengers arriving in the United States.

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 COVID-19 symptom checks or pre-flight requirements.

Program leaders should not purchase their international flights until your program has been approved through the restricted travel process. Please note that most travel insurance programs do not cover cancellation reimbursement due to COVID-19-related reasons. Faculty must coordinate their travel arrangements through Anthony Travel using Ashley Wang’s p-card, which is on file with their agents. 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
- Most of the travel advisories include a link to the local in-country embassy’s COVID-19 information and travel protocol, with reference to local public transportation
- 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.
- Please be mindful, even fully-vaccinated individuals may be required to complete pre-travel COVID-19 testing when entering into new countries.
- Program leaders must consider contingency plans in the event that any member of the group is unable to cross the border due to COVID-19 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 and Accommodations

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 of the same gender identity 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 must be contracted with set expectations either with a third-party provider or individually facilitated by the program leader.
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 are NOT permitted to 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.

Technology and Internet

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?

Student Independent Travel

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.

Quarantine and Isolation

For additional information and protocol, please visit: COVID-19 Protocol subpage. To proactively prepare for the possibility of quarantine or isolation during the program:

Program leader should consult with Penn State Global about a program continuity plan (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 Penn State Global 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

Medical Care and Hospitalization On Site

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.

Contracts

Due to the uncertain nature of planning study abroad programs during the COVID-19 pandemic, Penn State Global expects that contracts will be established for any company, vendor or third party that is providing essential program services. Examples include long-term housing arrangements for program participants, private bus charters, local “fixers” who coordinate various activities, and third-party providers who offer customized academic programs and services. Penn State Global can assist you in determining which elements of your program may require a contact to be drafted and signed. Please consult with the customized programs team at EACustomized@psu.edu.