International Experience Program at the Yale School of Management Sherilyn Scully, Director Student and Academic Services

Overview of the International Experience Required global experience for all first-year MBA students in January of their first year – Approximately 200 students – Trips last 9 – 11 days each Trips mix business, governmental, non-profit visits with cultural activities Trips are faculty-led and organized – 2 student TAs per students. Instituted in Fall 2006 as part of SOM’s new curriculum

Curricular Integration Trips augment the core course year and provide global curriculum perspective During the fall semester, students have several required pre-trip meetings – Trip-specific meetings – Health sessions – 2 introductory sessions for “State and Society” The International Experience is a requirement for graduation – Appears on the transcript as 0.5 unit course – Students are given grades for their participation State and Society course in spring term requires students to report out on their global experience Leadership Development Program sections formed from trip groups – Allows students to form strong bonds prior to the trip – LDP meets 5 times prior to trip

Where Have We Gone? The Destinations January 2009 Bahrain/UAE Chile China Costa Rica/Panama Ghana/Egypt Israel/Turkey Japan January 2009 Bahrain/UAE Chile China Costa Rica/Panama Ghana/Egypt Israel/Turkey Japan January 2008 China Costa Rica India Israel/Turkey Japan Namibia/South Africa Russia/Romania Singapore January 2008 China Costa Rica India Israel/Turkey Japan Namibia/South Africa Russia/Romania Singapore Some trips are “double trips” = 2x the students, faculty and teaching assistants January 2007 Argentina China Costa Rica England/Poland India Japan Singapore South Africa/Tanzania January 2007 Argentina China Costa Rica England/Poland India Japan Singapore South Africa/Tanzania

How Does It Work? The Destinations SOM works with travel agency vendors to come up with a basic itinerary – Vendor provides guide, suggests cultural activities, makes hotel and plane reservations – Vendor charges per person rate – Can help students with arranging pre- or post-trip travel In 2009, we used multiple vendors; in previous years, we used 1 vendor

Faculty & School Choose Destinations Faculty organizes most business meetings – Average of 20/trip – May be assisted by their teaching assistants Students asked to write “caselets” on an important decision at the nexus of business, government, and society from their trips – Assignment done in groups as part of spring term course – Asked to incorporate at least 2 of the core curriculum course concepts from fall term

How Does It Work? Teaching Assistants Teaching assistants are second-year MBA students – 2/trip Application process – Chosen based on previous experience in destination countries, language ability, maturity TAs are paid a stipend + full trip expenses Pre-trip responsibilities: – Attend pre-trip meetings – Attend staff-led training sessions – Help plan business visits Pre-trip responsibilities: – Attend pre-trip meetings – Attend staff-led training sessions – Help plan business visits Trip responsibilities: – Pay for additional expenses – Assist with student emergencies – Distribute readings – Organize group for daily travel Trip responsibilities: – Pay for additional expenses – Assist with student emergencies – Distribute readings – Organize group for daily travel Post-trip responsibilities: – Expense log and receipt reporting Post-trip responsibilities: – Expense log and receipt reporting

How Does It Work? Charging the Students In 2008, students were charged $3,250 for the experience Students were bursared via their student accounts for $1,625 in fall term and $1,625 in spring term Flat rate charged, regardless of destination

What Is Included in the Trip Fees? Hotels (2 students/room) Average of 2 meals per day – breakfast +1 All in-country transportation, including intra-country flights All cultural events on the itinerary All alumni/admissions events in- country Inoculations Medex’ services Visa services Airfare to and from the trip Personal items – Mini-bar – Laundry – Meals not on itinerary – Business services Transportation to/from airports Inclusions Exclusions

Health Insurance & Visas All Yale students are covered by Medex during travel for “disaster recovery” Mandatory health sessions provided by Yale Health Plan – 1/region Participants provided with inoculations from Yale Health Plan at no cost Participants given prescriptions for antibiotics and anti-malarial pills at no cost Hospitalization through YUHS, covered overseas for emergencies SOM processes and pays for visas to destination countries Historically, we have used our vendor to help with independent travel visas too Deadline to turn in paperwork is December 1 Students who do not require visas must turn in a copy of their passport Health Insurance Visa Processing

Managing the Process Student and Academic Services (SAS) office is responsible for the logistics of the international experience 1.3 full-time professional staff people to manage: – Relationship with vendors – TA selection process and training – Pre- and post-trip meeting scheduling – Visa and flight collection and issues – Liaisoning with faculty – Communicating program parameters to students International knowledge leveraged – Incoming student visas – International exchange program

Timeline Summer Faculty determines destinations TA application process Students rank destinations; assigned prior to orientation Staff sets up IE website/survey Staff researches visa processes Staff negotiates vendor contracts Staff schedules pre-trip meetings, health sessions September Students purchase international flights Attend TA training session Staff collects flight info. Faculty conducts pre-trip meeting 1 Staff presents program overview at orientation October Students attend Intro to State and Society session Students complete web roommate survey Faculty conducts pre-trip meeting 2 Students submit visa paperwork and/or passport copies Staff processes visa applications; procure passport copies Staff coordinates admissions/ alumni receptions

Timeline NovemberDecemberJanuary Faculty conducts pre-trip meeting 3 Students complete visa application process Staff orders gifts, medical supplies Staff concludes visa application process Students pick up travel packets from SAS Meeting with SAS and vendor Staff prepares emergency contact cards Students go on trip! Faculty conducts pre-trip meeting 4 Staff prepares TA and student packets/ bags Faculty leads trip! Staff mans emergency phones Staff deals with emergency situations TAs assist on trip! Students attend Intro to State and Society session 2 TAs return phones, expenses post- trip Staff registers students with univ. & DOS Staff debriefs with faculty and TAs

Wrapping It All Up Staff conducts debriefs – One with all trip faculty – One/trip (with faculty and TAs) – Student survey Staff processes TA and faculty expense reports Staff collects trip photos for publications Students expected to write a case on their experience as part of spring semester course

Emergency Situations and the Unexpected Staff mans emergency phones during the trip, but sometimes bad things happen… – Illnesses – before and during – Political unrest – Visa issues How do you effectively communicate deadlines to students? – newsletter and course sites

Academic Issues to Consider Academic calendar – Start date of spring term – Match up with University calendar The right balance of teaching credit for faculty – Issue for Dean to consider Appropriate amount of pre-trip and post-trip assignments

Lessons Learned Students arrange flights to destinations Visa processing issues Faculty leadership – Outsourcing this to a travel agency means you’ll get a nice tour of the facilities Pick travel vendors who understand academic environment Understand all reimbursement policies and procedures

Thank you! Any questions?