1. Short-Term Study Abroad Tips and Techniques
Dr. Kim Gaither
Culver-Stockton College
Canton, Missouri

2. Well…What Do I Know?
I worked at a consulting firm so I traveled weekly for about 10 years including trips to Mexico, Central America, Jamaica, Panama and China
I have planned three study abroad trips: China, Europe and Costa Rica
I’ve had the opportunity to learn by making several mistakes

3. Step 1: Getting Your Mind Right
Study Abroad is not a tourist event – it takes a lot of preparation and planning – you do not make enough money to take this on, but it can be rewarding
Aim for true experiential learning: intention, preparedness and planning, authenticity, reflection, orientation and training, monitoring and continuous improvement, assessment and evaluation, and acknowledgement
Design to take full advantage of the experience: appreciating a new culture, good group dynamics, intellectual growth, and individual responsibility

4. Decide Where To Go Where would students be interested in going?
Do you have special knowledge or a connection to a specific part of the world?
Is it safe?
Is it reasonable to travel to your location in the time you have available?

5. Design Your Travel Study
Set the date and get approvals as needed
Decide expeditor or self-booked or mixed
Set a preliminary budget

6. Recruit and Market Shamelessly use every outlet on campus
Campus TV, Radio, Newspaper
Table toppers in dining halls
Posters-get Graphics Arts assistance
Bulletin boards
Window paintings – see posters above
Club or organizational meetings
Hold informational meetings

7. Determine Itinerary Make final decisions on all aspects Fill evenings
Dates
Day-by-day itinerary
Costs
Fill evenings
Entertainment
Reflections
Allow structured down time

8. Cost Considerations Expeditor Self-Structured (all of the above plus…)
Meals included / not included
Transportation to airport of departure
Tips – may vary by destination
Self-Structured (all of the above plus…)
All transportation (to/from airport, air flights, daily during travel study)
Guides / interpreters
Insurance
Hotels
Entrance fees
Travel costs of faculty member
Recommendation for student cash needs
Break it down

9. Deadlines for Student Payments
Set a non-refundable down payment ($100-$300) about 6 – 9 months ahead of the travel
Collect a 2nd payment in the semester before
Fee on tuition
Another $300 - $500
Final payments collected by start of semester
Set a refund schedule
Work with financial aid

10. Collect Data Biographical Information
Health Statement including insurance
Includes a release for faculty member to seek treatment
Travel Release
Insurance forms
Endorsement by Dean of Students
Faculty Recommendations
Travel Contract
Copy of Passport / Visa
Cell phone numbers
Roommate preferences (2-3-4)

11. Prepare the Students Academically
One-hour prep class versus mandatory meetings
Cultural review
Language review
Itinerary stops
group work
Have students determine their learning objectives

12. Prepare the Students Practically
Explain and review where you will go, what you will see, and what to expect
Special attention to airport processes
Teach them how to pack – review packing limits and airport requirements
Remind them to weigh their packed suitcases
Encourage sharing of items with roommates
Advise students to take walks for physical preparation – pack comfortable shoes

13. Prepare the Students Practically
Review the documents needed and how to keep them safe
Have students notify their credit/debit card companies
Cover money exchanging
Cover electrical currency devices (120/220 v)
Discuss clothing requirements – emphasize reusing clothing
Remind them to not bring jewelry or keepsakes
Discuss safety – many, many times

14. Weeks Before Departure
frequently with your host guides
Check on best places for money exchange
Double check with your airport transportation
Give them maps, campuses can be tricky
Copy all important information and leave with campus liaison
Secure at least one international cell phone

15. Paperwork to Pack Copies of all passports and birth certificates
Copies of spreadsheets with critical information
Copies of heath information and biographical information
Credit card numbers and telephone numbers to call in case of loss
Copies of airline tickets and drivers’ licenses

16. Medical Kit Motion sickness medicine Tylenol, Advil, etc.
Decongestants
Copies of any prescriptions
Band-aids
Sunscreen
Nail kit
Anti-diarrhea medicine

17. Day Prior to Departure
Final mandatory meeting to review required times
Discuss appropriate travel wear
Distribute colored ribbons for bags
Verify students have weighed each bag
Make students show you passports/visas

18. Final Thoughts
Locate and write down all information for the closes U.S. Embassy for each part of the travel
Locate hospitals or clinics in area you are traveling
Local guides can help
Remind students at least once time per day:
No, it’s not like home, but that’s okay
No, you don’t like everybody on the trip, but that’s okay
Be early for everything

19. Travel Insurance Providers
To get multiple quotes in one stop, go to Square Mouth
STA
Travel Insured International
Seven Corners
Travel Guard
Insure My Trip

20. Tracking Documents

21. Tracking Documents

22. Travel Contract

23. Online Forms