Substantive Edit In the first edit of a document, the substantive edit, the editor checks the organization and structure of information. During this phase, I moved two sections in the beginning of the document to recruitment because I felt they covered information for that section. I moved the table of study away opportunities to the appendix because it was hanging out in the middle of the document with no referencing. I also moved the entire Short-Term Faculty-Led Programs section after recruitment because the information over events would be more pertinent to the readers of the document and was better closer to the beginning of the document. Finally, I inserted a couple of new headings to clarify the information structure and make things easier to access for readers.
Short Term Faculty Led Programs Short-Term Faculty Led Programs are Missouri State University's most popular study abroad options. Students enroll in a Missouri State University course and go with a faculty director anywhere from one to six weeks. These short-term options are appealing because they do not interfere with fall and spring semester classes, they are budget-friendly, and shorter in length. Short-term faculty led programs are great options for students on a budget, who have other commitments during the semester, or are seeking specific MSU courses. Study Away Programs offers dozens of exciting opportunities every year, so go see the world with a faculty expert in your field! Definition A short-term program is a study away program that: o Is shorter than a full semester (typically range from 1-6 weeks) o Is designed, coordinated, and taught by a Missouri State faculty member o Offers students the opportunity to earn academic credit in a specific department (though most courses are offered to all majors) o Has an international or domestic travel component o Student pays MSU in-state tuition for courses Mission and Standards Study away programs that are sponsored or approved by Missouri State University directly support the University s mission of developing educated persons who are contributing citizens in an increasingly global society. All short-term faculty-led Study Away Programs should ensure the following 1. A Quality Learning Experience. MSU is committed to offering quality study away opportunities and increasing the number of students who can study away each year. The Study Away office and the Faculty Leader should support each individual student in broadening his or her perspective through travel learning. 2. Academic Integrity and Cultural Integration. The study Away office oversees and approves academically and culturally enriching short-term programs ranging from one to six weeks in length. The course syllabus should include academic content relating to the host country s culture, economy, environment and history. Programs should include pre-travel orientation, as well as discussion and reflection components after the trip. 3. Safety and Security of Participants. Utilizing the safety checklist developed by the Study Away office, the Faculty Leader is responsible for identifying potential safety and security issues and communicating known risks to program participants. Emergency preparedness protocols must be communicate and followed for all programs. 16
4. Good Stewardship of Student Funds. Short-term study away programs are intended to be financially neutral, with each participant bearing equal costs. Faculty Leaders should exercise sound financial stewardship of funds and ensure full transparency in reporting costs and disclosing any complementary goods or services from travel agents or vendors. The Study Away office should be appraised of any potential conflict of interest between a Faculty Leader and a vendor. Recruitment Faculty leaders take on the main responsibility of recruiting students for their programs. This may be through word of mouth promotion, informational meetings, department-wide e-mails, etc. The Study Away office provides an official program flyer approved by the Faculty Director to be used for marketing purposes. To assist faculty, the Study Away office hosts faculty recruitment events.. These events include the Study Away Fair (fall), STFL Fair (spring tentative), and Faculty Luncheon (Fall). The Study Away Fair features current faculty-leaders who may not only promote their programs to students, but also help interested faculty learn more about shortterm programs. The Faculty Luncheon features an informational presentation, panel discussion, and Q&A session. The Director also works one-on-one with faculty leaders in preparing for trips. Faculty Leaders must propose and plan their own trips, but the office provides as much assistance as reasonably possible. Faculty Responsibilities In order to receive approval to run a Short-Term Faculty Led Program, faculty members must complete the following: Before Program o Meet with Accounting Specialist and Director to discuss potential Study Away Program o Submit a draft proposal to Study Away for review o Submit a final proposal with approval from Study Away, Dean, & Department Head o Review packet with instructions/application packets, deadlines, etc. o Work with Accounting Specialist and Graphic Designer to create program flyer o Recruit students o Collect all student applications and submit materials to Study Away office o Book program arrangements (airfare, hotel, trips, etc.) o Send behavioral contract and health form to students o Attend pre-departure meeting with legal counsel and Director o Sign Travel Authorization Form & Cash Advance o Attend Program 17
After Program o Submit Travel Expense Report and return any unused funds to the Bursar s within 2 weeks o Shred all health forms o Submit final report to Director 1 month after returning *For specific breakdown of responsibilities, see Flow Chart for STFL located here: Z:\Office\Terra Dotta Domestic Programs The vast majority of short-term programs are focused on international destinations, but the Study Away Office also facilitates faculty-led domestic programs. The proposal for these programs can be found on the Faculty Information page of the Study Away Office s web site. Students who attend these domestic programs do not need to submit passport copies or buy HTH insurance. Applications and Deposits Applications can be picked up from the Program Director or on the Study Away website under forms. Students will either turn their applications in to the Faculty Leader or directly to the Study Away office. **Check applications to ensure that they have been signed by the Program Director. Ensure that the entire application is filled out and no information or signature is missing. o Most commonly missed sections: Signature by Program Director (page 2) Waiver (2 pages which are a signature page and emergency contact and privacy waiver page) 1. Graduate Assistant will enter the information into the STFL [YEAR] database under the specific program. Go to the Short-Term folder in the SAP, select the respective year folder, open the short-term student database and enter the student information in the correct program list. Add to short-term financial checklist for the respective program Initial the top of the application once added to STFL database & STFL financial checklist Lay applications on Accounting Specialist s desk so it s known what apps have come in and billing can proceed for those students and their initial deposit Send e-mails to students regarding any missing materials When program deadline hits, send email to the Program Director informing them whose applications we have and what paperwork we are needing from the students. In addition, send the health form to faculty for participants to turn in to Program Director. Program Director will provide a copy to Study Away once all collected. 18
Billing, Withdrawals, and Refunds Students will be billed for their program deposit by the Accounting Specialist at a specific time as indicated on the application. The Accounting Specialist will document all billings in the short-term financial checklist for each program. Students can pay their bill via the Bursar s office or through their My.MissouriState.edu portal. Any cancellations should be brought to the attention of the Program Director, Accounting Specialist and the Study Away Director. Deposits are non-refundable for short-term programs unless medical or personal reasons presented with a note (discretion given by Accounting Specialist and Program Director). Students who withdraw from a STFL program will only be able to receive a refund if the Program Director can replace the student with another student. If any group fees have been paid in advance on behalf of the student (airfare, hotels, ground transport, meals, etc.), we are unable to refund this money to a withdrawing student. Health Insurance for STFL Programs HTH will be purchased for all members attending a STFL program. GA II will compile the lists according to HTH guidelines. Rosters should not be uploaded more than 2 weeks from departure date. An E-mail will be sent to all STFL program participants informing them that their insurance has been ordered and they should be looking for the log-in e-mail where they can access and print their cards. Once the roster process is complete, a digital copy of all cards for the specific program should be downloaded and sent to the Program Director for their records. Money Issues Budget Faculty Compensation Cash Advances Expense Reports Reconciliations STFL & Non-STFL Program Debt Collection With the increase in students studying abroad, Study Away Programs has established protocol for bad debts. In collaboration with Financial Services, Study Away will take a proactive measure on these accounts to try to prevent bad debt from occurring. If students are able to show proof of funds (scholarships or other financial aid), they will not fall under this category. 19
Short Term Faculty Led Preventative Steps: Study Away will email each participant every time a bill is posted to their student account (approximately 3 times prior to departure). Four weeks prior to departure, the Accounting Specialist will run an outstanding balance list. If a participant still has a program balance due, the Accounting Specialist will email the student to notify them with a warning that full payment of program fees must be received prior to departure. Students with outstanding program fees will be notified 1 month prior to departure that they will be dropped from the program and their plane ticket will be canceled. In addition, they will still be responsible for any costs incurred on their behalf. o Five business days prior to payment deadline, the Accounting Specialist will run an outstanding balance list and contact the students. o One business day prior to payment deadline, the Accounting Specialist will send a final notice. o One business day after the final payment deadline, the student will be dropped from the class and their airfare cancelled. Bad Debts In House Collection: Once a month, the Study Away Accounting Specialist will run a bad debts report and the Administrative Assistant (PSU) will generate the appropriate letters and invoices. The Accounting Specialist will run weekly reports and provide the Administrative Assistant (PSU) with the report to see if any progress has been made General Responsibilities: Accounting Specialist is responsible for: o Printing outstanding debt list, both current and past due o Emailing STFL participants prior to departure o Checking invoices before mailing Administrative Assistant (PSU) is responsible for: o Ensuring student payments are applied to Study Away Programs charges o Printing outstanding debt list, both current and past due o Responsible for generating past due letters and invoices o Mailing letters and invoices via USPS Cash Handling Accepting deposit checks for affiliate program providers o Study Away Programs may accept checks that are made out to affiliate program providers from students. Study Away Programs will provide the student with a 20
receipt from the MSU receipt book. The checks will be secured in the office safe until the checks are mailed to the appropriate program providers. Accounting Specialist process for payment of faculty family members, faculty guests and non-msu students participating on short-term faculty-led programs o The Accounting Specialist will abide by the policy stated in Op5_20 http://international.missouristate.edu/assets/policy/op5_20_university_wide_stu dy_away_policies.pdf o Specifically, The eligible guest's costs will be defined as any costs that the guest incurs, excluding tuition. Costs will be billed directly to the faculty sponsor s University account only if the account balance is less than $200. The Accounting Specialist will not accept cash, money orders or checks. Guests will pay via the storefront located on the Study Away web page. Study Away Administrative Assistant (in the PSU office), Graduate Assistant and Advisor accepting cash o The Study Away Administrative Assistant (in the PSU office), one Graduate Assistant and the Advisor may accept cash for international exchange student events. The Study Away Administrative Assistant and/or Graduate Assistant will give each student a receipt from the MSU receipt book. Study Away Programs will deposit the money into the Study Away petty cash fund immediately. On the day of the international exchange student event, the deposits will be refunded and the students will sign receipts that they received their money back and/or there will be receipts for the expenses of the trip, e.g., food, tickets. The safe is kept in a secure location and assigned to a custodian, e.g. the Administrative Assistant. The petty cash fund will be replenished by submitting the petty cash reimbursement forms. Although food is not allowed to be purchased with petty cash, the Controller has made an exception for Study Away Programs and will allow it. 21
Appendix 1: Study Away Opportunities Program Type Student Cost Chances of Placement Administrativ e Support Benefit for Students International Student Exchange Program Low Cost Students pay MSU tuition and housing Financial Aid can apply Can be competitive Based on exchange, space can be limited in popular sites Low-Moderate support Budget-friendly Offers Non- Traditional sites Optimal opportunities for cultural immersion Scholarship opportunities available Appealing to independent and high-achieving students Reciprocal Exchanges Low-Moderate Cost Students pay MSU tuition and housing/fees to host institution Financial Aid can apply Less competitive than ISEP Based on exchange, space can be limited Low Support Budgetfriendly Less competitive than ISEP Optimal opportunities for cultural immersion Application process is less formal, deadlines can be lenient Affiliate Programs Moderate-High Cost Students pay a program fee to affiliate provider Financial Aid can apply Least competitive Large number of placements available High Administrative Support Offers additional programming beyond academics Streamlines administrative process for students and institutions Internships available Scholarships available Short-Term Faculty Led Programs Low-Moderate Cost Students pay MSU tuition and a program fee to cover cost of the trip Financial aid can apply Not competitive Faculty Leader selects and approves applicants Moderate-High Administrative Support Students receive individualized attention from MSU faculty Student are taking MSU courses Short-term opportunities allow students to go abroad without committing an entire semester 29
Other Factors to Consider Foreign language proficiency can be required Earlier application deadlines Space can be limited by exchange balance between partner institutions Payment arrangements will vary depending on program Minimum enrollment required to sustain program 30
Appendix 2 HTH Health Insurance Instructions All outgoing students are required to hold HTH health insurance when traveling. HTH costs are in addition to the $75 Study Away Fee. Rates will differ for every student. Weekly rates are $10.70 per week and monthly rates are $41.25 per month. The procedure for ordering HTH insurance is as follows: Data Entry: The upload spreadsheet can be found under SAP Office HTH Student HTH roster Open the file and then Save AS 1. For STFL programs: type, country, course, when (**Please save these in the respective folders (summer programs in one, fall in another, etc.) 1. Ex: STFL Ecuador IDS SU 2013 2. For Long-Term Students, please upload by program name to make administrative assistant s billing job easier 1. EX: LT FA 13 ISA Input all required information only (in orange highlight) AND student ID (M#) 1. To get the information use Accounting Specialist s lists as these seem to be the most up to date 1. SAP Short-Term programs [YEAR] Short-Term programs Folder of Program Short term financial check-list 2. You will have to 1. Type in the First and Last name 2. Copy the M# 2. Next, go to our student database for [YEAR] STFL programs and grab the following information 1. Date of Birth 2. Gender 3. *For e-mail, use the Study Away Outlook account to double check MSU addresses since the student will need the e-mail to download their card The insured status for each will be PO 1. **The only time PO will not be used is if a member is bringing along a child or spouse 31
Ordering: Uploading Rosters o Log in o Click Rosters tab Choose either MSU M (MONTHLY) or MSU W (WEEKLY) **you cannot combine months and weeks o On the green bar towards the top of the page, click Upload/Download Roster Enter in the name of the roster Choose the file Click Upload Template o Template will upload and then ask for submission The roster will NOT be processed until we click submit If the user has a no premium error (OVER AGE 65) o This means they are outside the age ranges (typically over age of 64) o For these individuals, we will need to purchase insurance for them outside of the normal o To do this, follow these steps: Go to http://hthworldwide.com/ Click on Looking for Insurance Plans? in the blue box in the top right corner There is a yellow bar that says Select Your Travel Health Insurance Plan. Click the white box under Travel that says Single Trip Health Insurance Please enter the following information: Departure Date: Return Date: 5 digit U.S. Zip Code Ages of Traveler/DOB You will then submit to Get a Quote Here you will see the 3 levels of insurance coverage. All participants of MSU programs have the $100,000 medical limit. This includes the repatriation and evacuation coverage which we feel are important for each member traveling abroad. Once the correct coverage level is selected, click Buy Now Enter traveler information NAME DOB 32
CONTACT INFORMATION ADDITIONAL INFORMATION o Includes beneficiary name & relation Accept the terms & Continue to Payment To re-send HTH emails o Click - Enrolled participants tab o Click - Web registration (on green banner) o Click Unregistered (*located below the green banner in small writing) The list will appear with the names of those individuals who have not logged in to their account yet to see their information You can send the e-mail again by clicking on the <SEND E-MAIL> Canceling Members o Click monthly or weekly list o Click - enrolled participants tab o Search by last name (can use the alphabet list located under the green bar at the top of the page o Click cancel under the individual s name o Enter the cancelation date (if before the trip leaves, you put the day that the trip coverage starts o Enter the reasoning o Submit o Follow up with an e-mail to Alison Abbot saying (AAbbott@hthworldwide.com) Alison, I have cancelled the following participants: [Insert names here] Students came from the (Weekly/Monthly) directory titled [insert name of the roster they are from] To help with billing on our end, we would like for the changes to be reflected on the invoices for each program instead of issuing a credit to MSU general account. We realize that changing the individual roster invoices will take a bit longer but think this would be the very best solution for our office. Thank you Alison for your assistance. 33
Technical Edit During a technical edit, the editor looks for problems with technical information, such as citations, math, or scientific notations. Technical editing can also involve editing data tables to make them readable and consistent. Because there were none of these things in Standard Office Procedures, I was able to omit this edit.
Language Edit During this part of the editing process, I read through the document and looked for errors in grammar, punctuation, and spelling. This was the most detailed of the edits. The mechanics did not need a lot of work, but I standardized the use of some words, such as e-mail, Study Away Office, and cancelled in order to make the style and voice of the document similar throughout. I also inserted captions for photos and introductory text under headings that was missing.
Short Term Faculty Led Programs Short-term faculty-led (STFL) programs are Missouri State University's most popular study abroad options. Students enroll in a Missouri State University course and go with a faculty director anywhere from one to six weeks. These short-term options are appealing because they do not interfere with fall and spring semester classes, are budget-friendly, and shorter in length. Short-term faculty-led programs are great options for students on a budget, who have other commitments during the semester, or are seeking specific MSU courses. Study Away Programs offers dozens of exciting opportunities every year, so students can go see the world with a faculty expert in their field. Definition A short-term program is a study away program that: o Is shorter than a full semester (typically range from one to six weeks) o Is designed, coordinated, and taught by a Missouri State faculty member o Offers students the opportunity to earn academic credit in a specific department (though most courses are offered to all majors) o Has an international or domestic travel component o Costs MSU in-state tuition for courses Mission and Standards Study away programs that are sponsored or approved by Missouri State University directly support the University s mission of developing educated persons who are contributing citizens in an increasingly global society. All short-term faculty-led programs should ensure the following: 1. A quality learning experience. MSU is committed to offering quality study away opportunities and increasing the number of students who can study away each year. The Study Away Office and the faculty leader should support each individual student in broadening his or her perspective through travel learning. 2. Academic integrity and cultural integration. The Study Away Office oversees and approves academically and culturally enriching short-term programs. The course syllabus should include academic content relating to the host country s culture, economy, environment, and history. Programs should include pre-travel orientation, as well as discussion and reflection components after the trip. 3. Safety and security of participants. Utilizing the safety checklist developed by the Study Away Office, the faculty leader is responsible for identifying potential safety and security issues and communicating known risks to program participants. Emergency preparedness protocols must be communicate and followed for all programs. 4. Good stewardship of student funds. Short-term study away programs are intended to be financially neutral, with each participant bearing equal costs. Faculty eaders 18
should exercise sound financial stewardship of funds and ensure full transparency in reporting costs and disclosing any complementary goods or services from travel agents or vendors. The Study Away Office should be appraised of any potential conflict of interest between a faculty leader and a vendor. Recruitment Faculty leaders take on the main responsibility of recruiting students for their programs. This may be through word of mouth promotion, informational meetings, and department-wide e- mails. The Study Away Office provides an official program flyer approved by the Faculty Director to be used for marketing purposes. To assist faculty, the Study Away office hosts faculty recruitment events. These events include the Study Away Fair (fall), STFL Fair (spring tentative), and Faculty Form and Luncheon (fall). The Study Away Fair features current faculty leaders who may not only promote their programs to students, but also help interested faculty learn more about short-term programs. The Faculty Forum and Luncheon features an informational presentation, panel discussion, and Q&A session. The director also works one-onone with faculty leaders in preparing for trips. Faculty leaders must propose and plan their own trips, but the office provides as much assistance as reasonably possible. Faculty Responsibilities In order to receive approval to run a short-term faculty-led program, faculty members must complete the following: Before the program o Meet with Accounting Specialist and Director to discuss potential Study Away Program. o Submit a draft proposal to Study Away for review. o Submit a final proposal with approval from Study Away, Dean, and Department Head. o Review packet with instructions/application packets anddeadlines. o Work with Accounting Specialist and Graphic Designer to create a program flyer. o Recruit students. o Collect all student applications and submit materials to the Study Away Office. o Book program arrangements (airfare, hotel, or trips). o Send behavioral contract and health form to students. o Attend pre-departure meeting with legal counsel and Director. o Sign travel authorization form and cash advance. o Attend program. After the program 19
o Submit travel expense report and return any unused funds to the Bursar s within two weeks. o Shred all health forms. o Submit final report to Director one month after returning. For specific breakdown of responsibilities, see the fflow chart for STFL located in <Z:\Office\Terra Dotta> Domestic Programs The vast majority of short-term programs are focused on international destinations, but the Study Away Office also facilitates faculty-led domestic programs. The proposal for these programs can be found on the Faculty Information page of the Study Away Office s web site. Students who attend these domestic programs do not need to submit passport copies or buy HTH Health Insurance. Applications and Deposits Applications can be picked up from the program director or on the Study Away website under forms. Students will either turn their applications in to the faculty leader or directly to the Study Away office. Check applications to ensure that they have been signed by the program director. Ensure that the entire application is filled out and no information or signature is missing. o Most commonly missed sections: Signature by program director (page 2) Waiver (2 pages which are a signature page and emergency contact and privacy waiver page) 1. Graduate Assistants will enter the information into the STFL [YEAR] database under the specific program. Go to the short-term folder in the SAP, select the respective year folder, open the short-term student database and enter the student information in the correct program list. Add to short-term financial checklist for the respective program. Initial the top of the application once added to STFL database and STFL financial checklist. Putapplications on Accounting Specialist s desk so it s known what applications have come in and billing can proceed for those students and their initial deposit. Send e-mails to students regarding any missing materials. The day of the program deadline, send an e-mail to the program director informing him or her whose applications are turned in and what paperwork is needed from the students. In addition, send the health form to faculty for participants to turn in to the program director. The program director will provide a copy to Study Away once they re all collected. 20
Billing, Withdrawals, and Refunds Students will be billed for their program deposit by the accounting specialist at a specific time as indicated on the application. The accounting specialist will document all billings in the shortterm financial checklist for each program. Students can pay their bill via the Bursar s office or through their My MissouriState portal. Any cancellations should be brought to the attention of the program director, accounting specialist and the Study Away director. Deposits are non-refundable for short-term programs unless medical or personal reasons are presented with a note (discretion given by the accounting specialist and program director). Students who withdraw from a STFL program will only be able to receive a refund if the program director can replace the student with another student. If any group fees have been paid in advance on behalf of the student (airfare, hotels, ground transport, or meals), the Study Away Office is unable to refund this money to a withdrawing student. Health Insurance for STFL Programs HTH Health Insurancewill be purchased for all members attending a STFL program. A graduate assistant will compile the lists according to HTH guidelines. Rosters should not be uploaded more than two weeks from the departure date. An e-mail will be sent to all STFL program participants informing them that their insurance has been ordered and they should be looking for the log-in e-mail where they can access and print their cards. Once the roster process is complete, a digital copy of all cards for the specific program should be downloaded and sent to the program director for his or her records. Money Issues Budget Faculty compensation Cash advances Expense reports Reconciliations STFL & Non-STFL Program Debt Collection With the increase in students studying abroad, Study Away Programs has established protocol for bad debts. In collaboration with Financial Services, Study Away will take a proactive measure on these accounts to try to prevent bad debt from occurring. If students are able to show proof of funds (scholarships or other financial aid), they will not fall under this category. 21
Short Term Faculty Led Preventative Steps: Study Away will e-mail each participant every time a bill is posted to their student account (approximately three times prior to departure). Four weeks prior to departure, the accounting specialist will run an outstanding balance list. If a participant still has a program balance due, the accounting specialist will email the student to notify them with a warning that full payment of program fees must be received prior to departure. Students with outstanding program fees will be notified one month prior to departure that they will be dropped from the program and their plane ticket will be cancelled. In addition, they will still be responsible for any costs incurred on their behalf. o Five business days prior to payment deadline, the accounting specialist will run an outstanding balance list and contact the students. o One business day prior to payment deadline, the accounting specialist will send a final notice. o One business day after the final payment deadline, the student will be dropped from the class and their airfare cancelled. Bad Debts In-House Collection: Once a month, the Study Away accounting specialist will run a bad debts report and the administrative assistant (PSU) will generate the appropriate letters and invoices. The accounting specialist will run weekly reports and provide the administrative assistant with the report to see if any progress has been made. General Responsibilities: Accounting Specialist is responsible for: o Printing outstanding debt list, both current and past due o Emailing STFL participants prior to departure o Checking invoices before mailing Administrative Assistant (PSU) is responsible for: o Ensuring student payments are applied to Study Away Programs charges o Printing outstanding debt list, both current and past due o Responsible for generating past due letters and invoices o Mailing letters and invoices via USPS Cash Handling Accepting deposit checks for affiliate program providers 22
o Study Away Programs may accept checks that are made out to affiliate program providers from students. Study Away Programs will provide the student with a receipt from the MSU receipt book. The checks will be secured in the office safe until the checks are mailed to the appropriate program providers. Accounting Specialist process for payment of faculty family members, faculty guests and non-msu students participating on short-term faculty-led programs o The accounting specialist will abide by the policy stated in Op5_20, specifically, The eligible guest's costs will be defined as any costs that the guest incurs, excluding tuition. Costs will be billed directly to the faculty sponsor s University account only if the account balance is less than $200. The accounting specialist will not accept cash, money orders, or checks. Guests will pay via the storefront located on the Study Away website. Study Away Administrative Assistant (in the PSU office), Graduate Assistant and Advisor accepting cash o The administrative assistant (in the PSU office), one graduate assistant and the advisor may accept cash for international exchange student events. The administrative assistant and/or graduate assistant will give each student a receipt from the MSU receipt book. Study Away Programs will deposit the money into the Study Away petty cash fund immediately. On the day of the international exchange student event, the deposits will be refunded and the students will sign receipts that they received their money back and/or there will be receipts for the expenses of the trip, such as food and tickets. The safe is kept in a secure location and assigned to a custodian, normally the administrative assistant. The petty cash fund will be replenished by submitting the petty cash reimbursement forms. Although food is not allowed to be purchased with petty cash, the controller has made an exception for Study Away Programs and will allow it. 23
Appendix A: Study Away Opportunities This is a list of the different types of programs Study Away offers. Program Type Student Cost Chances of Placement Administrativ e Support Benefit for Students International Student Exchange Program (ISEP) Low cost Students pay MSU tuition and housing Financial aid can apply Can be competitive Based on exchange, space can be limited in popular sites Low-moderate support Budget-friendly Offers nontraditional sites Optimal opportunities for cultural immersion Scholarship opportunities available Appeals to independent and high-achieving students Reciprocal Exchanges Low-moderate cost Students pay MSU tuition and housing Fees to host institution Financial aid can apply Less competitive than ISEP Based on exchange, space can be limited Affiliate Programs Moderate-high cost Students pay a program fee to affiliate provider Financial aid can apply Least competitive Large number of placements available Short-Term Faculty-Led Programs Low-moderate cost Students pay MSU tuition and a program fee to cover cost of the trip Financial aid can apply Not competitive Faculty Leader selects and approves applicants Low support High e aupport Moderate-high Support Budgetfriendly Offers Students additional receive Less programming individualized competitive beyond attention from than ISEP academics MSU faculty Optimal Streamlines Student are opportunities administrative taking MSU for cultural process for courses immersion students and Short-term Application institutions opportunities process is less Internships allow students formal, available to go abroad deadlines can Scholarships without be lenient available committing an entire semester 32
Other Factors to Consider Foreign language proficiency can be required Earlier application deadlines Space can be limited by exchange balance between partner institutions Payment arrangements will vary depending on program Minimum enrollment required to sustain program 33
Appendix B: HTH Health Insurance Instructions All outgoing students are required to hold HTH health insurance when traveling. HTH costs are in addition to the $75 Study Away Fee. Rates will differ for every student. Weekly rates are $10.70 per week and monthly rates are $41.25 per month. The procedure for ordering HTH insurance is as follows: To enter data Find the upload spreadsheet under SAP > Office > HTH > Student HTH roster. Open the file and then Save as 1. For STFL programs, type: country, course, dates ( 2. Save these in the respective folders (summer programs in one, fall in another, etc.). 1. Ex: STFL Ecuador IDS SU 2013 3. For long-term Students, upload by program name to make Administrative Assistant s billing job easier. 1. EX: LT FA 13 ISA Input all required information only (hightlightedin orange ) and student ID (M#). 1. To get the information use Accounting Specialist s lists as these seem to be the most up-to-date 1. Find SAP Short-Term programs [YEAR] Short-Term programs Folder of Program Short term financial check-list. 2. You will have to 1. Type in the First and Last name 2. Copy the M# 2. Go to student database for [YEAR] STFL programs and find the following information: 1. Date of birth 2. Gender 3. Use the Study Away Outlook account to double check MSU addresses since the student will need the e-mail to download their card The insured status for each will be PO Note: The only time PO will not be used is if a member is bringing along a child or spouse 34
Ordering: To upload rosters o Log in. o Click Rosters tab. Choose either MSU M (MONTHLY) or MSU W (WEEKLY) Note: You cannot combine months and weeks. o On the green bar towards the top of the page, click Upload/Download Roster. Enter in the name of the roster. Choose the file. Click Upload Template. o Template will upload and then ask for submission The roster will NOT be processed until we click submit If the user has a no premium error (OVER AGE 65) o This means they are outside the age ranges (typically over age of 64) o For these individuals, we will need to purchase insurance for them outside of the normal. o To do this, follow these steps: Go to <http://hthworldwide.com/>. Click on Looking for Insurance Plans? in the blue box in the top right corner. There is a yellow bar that says Select Your Travel Health Insurance Plan. Click the white box under Travel that says Single Trip Health Insurance Please enter the following information: Departure date Return date 5 digit USA. zip code Ages of traveler/dob Submit to Get a Quote. Here you will see the 3 levels of insurance coverage. All participants of MSU programs have the $100,000 medical limit. This includes the repatriation and evacuation coverage which we feel are important for each member traveling abroad. Once the correct coverage level is selected, click Buy Now. Enter traveler information: Name DOB 35
Contact information Additional information o Includes beneficiary name and relation Accept the terms and continue to payment. To re-send HTH e-mails o Click enrolled participants tab. o Click web registration (on green banner). o Click unregistered.located below the green banner in small writing. The list will appear with the names of those individuals who have not logged in to their account yet to see their information Send the e-mail again by clicking on the send e-mail Cancelling Members o Click monthly or weekly list. o Click enrolled participants tab. o Search by last name using the alphabet list located under the green bar at the top of the page. o Click cancel under the individual s name. o Enter the cancellation date (if it s before the trip leaves, put the day that the trip coverage starts). o Enter the reasoning. o Submit. o Follow up with an e-mail to Alison Abbot (AAbbott@hthworldwide.com)saying: Alison, I have cancelled the following participants: [Insert names here] Students came from the (Weekly/Monthly) directory titled [insert name of the roster they are from]. To help with billing on our end, we would like for the changes to be reflected on the invoices for each program instead of issuing a credit to MSU general account. We realize that changing the individual roster invoices will take a bit longer but think this would be the very best solution for our office. Thank you, Alison, for your assistance. 36
Format Edit During the format edit, I implemented a heading structure and a new appearance for the document. I changed the fonts of the body text and headings. The biggest challenge in this edit was formatting all of the bulleted lists and instructions. I switched many unordered lists to ordered lists and vice versa. I eliminated unnecessary bulleted structures as well. Finally, I took the information from the table of study away programs and made it into four separate tables over each type of program, making information more comprehensive and accessible to readers.
Short-Term Faculty-Led Programs Short-term faculty-led (STFL) programs are Missouri State University's most popular study abroad options. Students enroll in a Missouri State University course and go with a faculty director anywhere from one to six weeks. These short-term options are appealing because they do not interfere with fall and spring semester classes, are budget-friendly, and shorter in length. Short-term faculty-led programs are great options for students on a budget, who have other commitments during the semester, or are seeking specific MSU courses. Study Away Programs offers dozens of exciting opportunities every year, so students can go see the world with a faculty expert in their field. Definition A short-term program is a study away program that: Is shorter than a full semester (typically range from one to six weeks) Is designed, coordinated, and taught by a Missouri State faculty member Offers students the opportunity to earn academic credit in a specific department (though most courses are offered to all majors) Has an international or domestic travel component Costs MSU in-state tuition for courses Mission and Standards Study away programs that are sponsored or approved by Missouri State University directly support the University s mission of developing educated persons who are contributing citizens in an increasingly global society. All short-term faculty-led programs should ensure the following: A quality learning experience. MSU is committed to offering quality study away opportunities and increasing the number of students who can study away each year. The Study Away Office and the faculty leader should support each individual student in broadening his or her perspective through travel learning. Academic integrity and cultural integration. The Study Away Office oversees and approves academically and culturally enriching short-term programs. The course syllabus should include academic content relating to the host country s culture, economy, environment, and history. Programs should include pre-travel orientation, as well as discussion and reflection components after the trip. Safety and security of participants. Utilizing the safety checklist developed by the Study Away Office, the faculty leader is responsible for identifying potential safety and security issues and communicating known risks to program participants. Emergency preparedness protocols must be communicate and followed for all programs. Good stewardship of student funds. Short-term study away programs are intended to be financially neutral, with each participant bearing equal costs. Faculty eaders should exercise sound financial stewardship of funds and ensure full transparency in reporting costs and disclosing any complementary goods or services from travel agents or vendors. The Study Away Office should be appraised of any potential conflict of interest between a faculty leader and a vendor. 16
Recruitment Faculty leaders take on the main responsibility of recruiting students for their programs. This may be through word of mouth promotion, informational meetings, and department-wide e-mails. The Study Away Office provides an official program flyer approved by the Faculty Director to be used for marketing purposes. To assist faculty, the Study Away office hosts faculty recruitment events. These events include the Study Away Fair (fall), STFL Fair (spring tentative), and Faculty Form and Luncheon (fall). The Study Away Fair features current faculty leaders who may not only promote their programs to students, but also help interested faculty learn more about short-term programs. The Faculty Forum and Luncheon features an informational presentation, panel discussion, and Q&A session. The director also works one-on-one with faculty leaders in preparing for trips. Faculty leaders must propose and plan their own trips, but the office provides as much assistance as reasonably possible. Faculty Responsibilities In order to receive approval to run a short-term faculty-led program, faculty members must complete the following: Before the program Meet with Accounting Specialist and Director to discuss potential Study Away Program. Submit a draft proposal to Study Away for review. Submit a final proposal with approval from Study Away, Dean, and Department Head. Review packet with instructions/application packets anddeadlines. Work with Accounting Specialist and Graphic Designer to create a program flyer. Recruit students. Collect all student applications and submit materials to the Study Away Office. Book program arrangements (airfare, hotel, or trips). Send behavioral contract and health form to students. Attend pre-departure meeting with legal counsel and Director. Sign travel authorization form and cash advance. Attend program. After the program Submit travel expense report and return any unused funds to the Bursar s within two weeks. Shred all health forms. Submit final report to Director one month after returning. For specific breakdown of responsibilities, see the fflow chart for STFL located in <Z:\Office\Terra Dotta> Domestic Programs The vast majority of short-term programs are focused on international destinations, but the Study Away Office also facilitates faculty-led domestic programs. The proposal for these programs can be found on the Faculty Information page of the Study Away Office s web site. Students who attend these domestic programs do not need to submit passport copies or buy HTH Health Insurance. 17
Applications and Deposits Applications can be picked up from the program director or on the Study Away website under forms. Students will either turn their applications in to the faculty leader or directly to the Study Away office. Check applications to ensure that they have been signed by the program director. Ensure that the entire application is filled out and no information or signature is missing. Most commonly missed sections: Signature by program director (page 2) Waiver (2 pages which are a signature page and emergency contact and privacy waiver page) Graduate Assistants will enter the information into the STFL [YEAR] database under the specific program. Go to the short-term folder in the SAP, select the respective year folder, open the shortterm student database and enter the student information in the correct program list. Add to short-term financial checklist for the respective program. Initial the top of the application once added to STFL database and STFL financial checklist. Putapplications on Accounting Specialist s desk so it s known what applications have come in and billing can proceed for those students and their initial deposit. Send e-mails to students regarding any missing materials. The day of the program deadline, send an e-mail to the program director informing him or her whose applications are turned in and what paperwork is needed from the students. In addition, send the health form to faculty for participants to turn in to the program director. The program director will provide a copy to Study Away once they re all collected. Billing, Withdrawals, and Refunds Students will be billed for their program deposit by the accounting specialist at a specific time as indicated on the application. The accounting specialist will document all billings in the short-term financial checklist for each program. Students can pay their bill via the Bursar s office or through their My MissouriState portal. Any cancellations should be brought to the attention of the program director, accounting specialist and the Study Away director. Deposits are non-refundable for short-term programs unless medical or personal reasons are presented with a note (discretion given by the accounting specialist and program director). Students who withdraw from a STFL program will only be able to receive a refund if the program director can replace the student with another student. If any group fees have been paid in advance on behalf of the student (airfare, hotels, ground transport, or meals), the Study Away Office is unable to refund this money to a withdrawing student. Health Insurance for STFL Programs HTH Health Insurancewill be purchased for all members attending a STFL program. A graduate assistant will compile the lists according to HTH guidelines. Rosters should not be uploaded more than two weeks from the departure date. An e-mail will be sent to all STFL program participants informing them that their insurance has been ordered and they should be looking for the log-in e-mail where they can access and print 18
their cards. Once the roster process is complete, a digital copy of all cards for the specific program should be downloaded and sent to the program director for his or her records. Money Issues Budget Faculty compensation Cash advances Expense reports Reconciliations STFL & Non-STFL Program Debt Collection With the increase in students studying abroad, Study Away Programs has established protocol for bad debts. In collaboration with Financial Services, Study Away will take a proactive measure on these accounts to try to prevent bad debt from occurring. If students are able to show proof of funds (scholarships or other financial aid), they will not fall under this category. Preventative Steps: Study Away will e-mail each participant every time a bill is posted to their student account (approximately three times prior to departure). Four weeks prior to departure, the accounting specialist will run an outstanding balance list. If a participant still has a program balance due, the accounting specialist will email the student to notify them with a warning that full payment of program fees must be received prior to departure. Students with outstanding program fees will be notified one month prior to departure that they will be dropped from the program and their plane ticket will be cancelled. In addition, they will still be responsible for any costs incurred on their behalf. Five business days prior to payment deadline, the accounting specialist will run an outstanding balance list and contact the students. One business day prior to payment deadline, the accounting specialist will send a final notice. One business day after the final payment deadline, the student will be dropped from the class and their airfare cancelled. Bad Debts In-House Collection: Once a month, the Study Away accounting specialist will run a bad debts report and the administrative assistant (PSU) will generate the appropriate letters and invoices. The accounting specialist will run weekly reports and provide the administrative assistant with the report to see if any progress has been made. General Responsibilities: Accounting Specialist is responsible for: Printing outstanding debt list, both current and past due Emailing STFL participants prior to departure Checking invoices before mailing Administrative Assistant (PSU) is responsible for: Ensuring student payments are applied to Study Away Programs charges Printing outstanding debt list, both current and past due 19