Program Checkpoints

Introduction

As part of the program process, there will be additional requirements and expectations for faculty leading programs during the COVID-19 pandemic. The information detailed throughout this document will be supplemental requirements as part of the Leader Responsibilities outlined in the Leader Guidelines. These checkpoints may be updated regularly and you will be responsible for reviewing the details and understanding the implications for your program and making the necessary changes. Your program details, renewal information, itineraries, and other program details may be shared with Education Abroad leadership, the Global Safety Office, the International Restricted Travel Committee (IRTC), the Vice Provost for Global Programs and the Provost. Program viability decisions may be determined based on your detailed submissions. This information is subject to change and should only be utilized in this location to ensure the most up-to-date information.

September

• Please review the Program Leader Guidelines provided by Penn State

• Please review the Forum Guidelines for Conducting Education Abroad during COVID-19

• Monthly High-Risk Border Assessment | The Global Safety Office will review each program/location to determine the viability of the program operation

• September 7th at 3PM: Roundtable meeting for faculty | Annual Re-Up and Leader Guidelines

• September 13th at 3PM: Roundtable meeting for faculty | Annual Re-Up and Leader Guidelines

September 25th Checkpoint: Annual Program Renewal Due

• Please complete the annual program renewal process in Terra Dotta, the application and program management system, for your program. Program changes based on the guidelines should be detailed, including, but not limited to the following:

  • The new third-party/partner requirement, if applicable

  • Accommodations

  • Locations

  • Mobility/Site Visits/Excursions

  • Transportation

  • Partner Expectations

• A new part of the program renewal process in Terra Dotta, we will require program leaders to request a recommendation of support for your program from your academic leadership. We recommend sending the electronic request to your department head and if necessary, meet with them to discuss the program and/or inform them of the program renewal recommendation.

• There is an additional signature document called ‘Program Leader: COVID-19 Requirements and Guidelines’ - you must read and sign this document regarding the updated program leader expectations.

• Failure to complete any or all of these requirements will result in the cancellation of your program for this academic year.

October

• Please review the Program Leader Guidelines provided by Penn State

• Monthly High-Risk Border Assessment | The Global Safety Office will review each program/location to determine the viability of the program operation.

• October 1st: Summer applications are open for students

• October 20th at 3PM: Roundtable meeting for faculty | Budget Planning & Finances

• October 25th at 3PM: Roundtable meeting for faculty | Budget Planning & Finances

October 31st Checkpoint: Update Budgets

• If your program budget has not been finalized, please reach out to the Customized Programs team as soon as possible (EACustomized@psu.edu).

• Budget changes based on the guidelines should be detailed, including, but not limited to the following:

  • Accommodations

  • Quarantine Requirements

  • Additional Leaders, if applicable

  • Mobility or Itinerary Changes

  • Recruitment Plans and Obligation

• Failure to complete any or all of these requirements will result in the cancellation of your program for this academic year.

November & December

• Please review the Program Leader Guidelines provided by Penn State

• Monthly High-Risk Border Assessment | The Global Safety Office will review each program/location to determine the viability of the program operation

• November 3rd: Education Abroad Fair (Alumni Hall, HUB, University Park)

• November 16th at 3PM: Roundtable meeting for faculty | Academic Continuity Planning

• November 22nd at 3PM: Roundtable meeting for faculty | Academic Continuity Planning - Canceled

December 15th Checkpoint: Program Contigency Plans Due

• Prior to accessing and completing your contingency planning, please submit your detailed program itinerary to Education Abroad. This should have incorporated any and all changes as detailed in the Program Leader Guidelines.

• Please complete the Program Contigency Planning via Google Forms

  • If you have a partner or a third-party provider, they will need to submit a clear and consistent safety protocol for all personnel and participants.

  • Emergency action plans should include efforts to mitigate risk to participants and local communities.

  • If your itinerary permits additional travel or excursions, your contingency plan must include detailed information for maintaining these practices and procedures in each program location.

  • If quarantine are required at any point during the program, emergency plans need to include specifics regarding medical facilities and the availability of COVID-19 testing.

  • Assist students in understanding and complying with these requirements as part of the program.

• Failure to complete any or all of these requirements will result in the cancellation of your program for this academic year.

January

• Please review the Program Leader Guidelines provided by Penn State

• Monthly High-Risk Border Assessment | The Global Safety Office will review each program/location to determine the viability of the program operation.

January 15th Checkpoint: Program Leader Vaccination Attestations

The Pennsylvania State University requires all employees participating in international University-funded travel to be fully vaccinated against COVID-19 by the date of departure unless:

• they are granted an exemption by the Affirmative Action Office (AAO);

• the travel is funded entirely by non-University funds (e.g., federal/state grants); or,

• the appropriate unit executive has provided an exemption for an employee whose requested international travel is a component of their regularly assigned job responsibilities (including faculty members serving as principal investigators (PI) in sponsored research).

All program leaders will be required to complete a vaccination attestation. Please note, that unvaccinated faculty/staff are not guaranteed approval of program, entry into a country, or the ability to manage program activities abroad, even with an approved University exemption.

FEBRUARY

• Please review the Program Leader Guidelines provided by Penn State

• Monthly High-Risk Border Assessment | The Global Safety Office will review each program/location to determine the viability of the program operation.

• February 1st: Student Application Deadline

• TBD: Application reviews

• TBD: Student Commitment Deadline

February 2nd Checkpoint: Application Totals

• The application deadline for summer study abroad programs is February 1st, - did you have enough applicants to meet your program minimum participation?

• If no, your program will be cancelled due to low enrollment and applicants will be redirected to alternative programs.

• IF yes, please begin the process of reaching out to your partners to update capacities and budgets for your program. As a reminder, these students have not been reviewed for eligibility or financially committed to your program yet.

Date TBD Checkpoint: Commitment Totals

• The deadline for students to commit to their summer study abroad programs is February 24th, - did you have enough students commitment to meet your program minimum participation?

• If no, your program will be cancelled due to low commitment and applicants will be redirected to alternative programs.

• IF yes, please begin the process of reaching out to your partners to confirm capacities and budgets for your program.

March

• Please review the Program Leader Guidelines provided by Penn State

• Monthly High-Risk Border Assessment | The Global Safety Office will review each program/location to determine the viability of the program operation.

March 15th Checkpoint: Program Leader Requirements

All leaders must complete the Program Leader Requirements in Terra Dotta, the application and program management system. There are a few brief requirements that must be completed by any faculty, staff person, or grad TA who is leading a program abroad. There are a couple of items for risk management compliance that you will need to read and complete online in the Global Programs education abroad portal before departure. These requirements will only take about 20 minutes for you to complete. They involve logging in to your newly-created profile and looking for the program record called” Program Leader Requirements" on our site and reading several pieces of information. The information can be electronically signed by you and is mostly available for your reference and as a requirement of risk management and/or education abroad processes.

• All program leaders will be added into the Program Leader Requirements in Terra Dotta and required to complete supplemental documents:

  • Final Detailed Itinerary

  • Contact Information

  • Emergency Contact Information

  • Export Compliance Information Form

  • Passport Information

  • COVID-19 Vaccination Attestation

  • Emergency Preparedness Session, Agree to Attend (read and agree)

  • COVID-19 Emergency Planning Acknowledgements (read and agree)

  • Communication Responsibilities While Abroad (read and agree)

  • Export Compliance Certification (read and agree)

• Failure to complete any or all of these requirements will result in the cancellation of your program for this academic year.

April

• Please review the Program Leader Guidelines provided by Penn State

• Monthly High-Risk Border Assessment | The Global Safety Office will review each program/location to determine the viability of the program operation.

Program leaders should continue to work with their partners and contacts abroad to confirm participation totals, activities, and program logistics. Education Abroad will work to support each program leader and process; questions or concerns should be sent to EACustomized@psu.edu.

References

Penn State Resources

• Coronavirus Info | Penn State

• Instruction, Universal Masking, and PPE Recommendations

• Keep Teaching Support Documents: Experiential Courses Guideline

• Faculty-Led Freestanding 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

Contact

• Customized Freestanding Programs: EACustomized@psu.edu

• Tara Johnson, Assistant Director for Customized Programs, tam5210@psu.edu

• Michelle Smeal, Customized Programs Manager, mms106@psu.edu

• Tristyn Dutko, Customized Programs Coordinator, ted5194@psu.edu

• Ashley Wang, Customized Programs Coordinator, ahw125@psu.edu

• Faculty-Led Freestanding Leaders Resource Website