Requirements

Study Away trips are organized and facilitated by a College faculty member with support and planning provided by travel agencies that specialize in group student educational travel. Overall support is provided by the Department of Experiential Learning.

The College has specific eligibility and standards for creating and facilitating a study away experience to ensure overall safety, affordability, and reduce liability to the institution. 

 

General Faculty Leader Eligibility (primary coordinator of the experience and teaches the course)

  • The faculty member is full-time
  • Must clear a criminal background check
  • Is in good standing with the College (does not have an active professional improvement plan)
  • Has received training/professional development through the College on leading study away experiences
  • Meets the educational qualifications to teach the course for the study away experience
  • Has previous travel experience, ideally to those destinations being traveled to.
  • Provide financial oversight, student consultation and overall managing risk of the study away experience.
  • Upon approval, has the ability to attend monthly meetings with the Department of Experiential Learning, meet deadlines and monitor both student and provider payments
  • Be knowledgeable of the following, but not limited to:
    • Understanding of the following policies: Clery, College Sponsored Student Travel, Employee Reimbursement, Purchasing, Sexual Misconduct, Student Code of Conduct, and Travel
    • Understanding of purchasing procedures and practices
    • Understanding of maintaining awareness around the overall safety of the travel destinations
    • Understanding of collecting of GRCC Travel and Risk Forms from students
    • Understanding of responding to incidents while traveling
    • Understanding the Emergency and Communication Plan

 

 

General Support Person Eligibility

  • The support person is a full-time faculty member
  • Must clear a criminal background check
  • Is in good standing with the College (does not have an active professional improvement plan)
  • Has received training/professional development through the College on supporting study away experiences
  • Has previous travel experience
  • The Support Person must be actively committed to the entire duration of the trip (pre, during and after) until the final class period
  • Upon approval, has the ability to attend monthly meetings with the Department of Experiential Learning, meet deadlines and monitor both student and provider payments
  • Ability to assist the Faculty Leader in financial oversight, provide student consultation and assist in managing risk if needed to support the faculty leader.
  • The Support Person will be knowledgeable of the following, but not limited to:
    • Understanding of GRCC Policies as it relates to travel
    • Understanding of Purchasing Procedures and Practices
    • Understanding of maintaining awareness around the overall safety of the travel destinations (travel warnings)
    • Understanding of collecting of GRCC Travel and Risk Forms from students
    • Understanding of responding to incidents while traveling
    • Understanding the Emergency and Communication Plan

 

 

General Curricular Standards

  • The course being proposed for the study away experience is either part of a program and/or meets a general education requirement.
  • All instruction and travel are required to be within the confines of the official semester start and end dates.
  • Contact Hours must be appropriately distributed before, during, and after the trip.
  • The course has an updated Course Document.
  • The syllabus being used is in the approved College template and clearly states the policies and procedures related to evaluation, awarding of credit, grade appeals, and academic integrity.
  • The proposal clearly explains the curricular benefit of teaching the course in the desired location(s) while meeting course outcomes.

 

 

 

General Travel Standards

  • Trips traveling to any destination that has a US Travel Warning will not be approved.
  • The Faculty Leader and Support Person must be committed to the entire duration of the trip (pre, during and after) until the final class period.
  • Family members of the Faculty Leader or Support Person are not permitted to travel as part of the trip.
  • Students wishing to extend their travel beyond the expectations of the course are to seek approval from the Department of Experiential Learning.