Nicholas K. Iammarino, PhD, CHES Rice University Thomas W. O’Rourke, PhD, MPH, CHES University of Illinois Nicholas K. Iammarino, PhD, CHES Rice University Thomas W. O’Rourke, PhD, MPH, CHES University of Illinois Health Education Travel Study Abroad: Lessons Learned from Successful Programs

OUR PROGRAM: A Three Week Course to the United Kingdom (England & Scotland) “Comparative Health Care Policy: US & UK” Three Semester hours credit (Graduate and Undergraduate) Maximum Group Size = –28 Students + 2 Faculty Leaders

Health Education Travel Study Abroad: Lessons Learned from Successful Programs DECIDED TO FOCUS ON 2 IMPORTANT ASPECTS: 1)Budget 1)Legal (Safety)

Health Education Travel Study Abroad: Lessons Learned from Successful Programs DEVELOPING A REALISTIC BUDGET

Health Education Travel Study Abroad: Lessons Learned from Successful Programs EASIER SAID THAN DONE Difficult to price travel/study course before actual costs are known Many costs and exchange rate are unknown and can change significantly We let potential students know 18 months in advance before costs for many of items is known

Health Education Travel Study Abroad: Lessons Learned from Successful Programs Problem is to price travel/study course before actual costs are known

Budget Components

And There’s More…

… Finally Factor in emergencies Include sufficient funds to cover instructor travel (if not included in tuition and fees)

Goal Don’t budget too high –Lose students – not enough to go Don’t budget too low –Can’t lose money –Hard to raise price after the fact Try to balance but build in a cushion

How To Address Budget Issues Factor in start-up costs –Flyers, brochures –Ads in campus or other media –Website –Communications to set up visits, speakers, lodging etc. –Study abroad office fees –Instructor travel to make course arrangements

How To Address Budget Issues (cont.) Lock in prices early to extent possible without purchasing (more flexibility and you often don’t have the $$$) –Group desk airfare –Lodging, Rail, Other ground expenses, Meeting rooms, Speaker fees –Pay ahead, especially for prices subject to change or exchange rate changes

How To Address Budget Issues (cont.) Once budget is set – Make costs fit budget as necessary (may go up or down) –Scale housing and transportation (bus vs cab vs walking) as necessary –Add/Delete pre trip orientation pizza party or first night social on the trip –Add/Delete coffee/tea at site visits –Add/Delete a museum or other cultural visit –If over budgeted – Reduce student costs

How To Address Budget Issues (cont.) Factor in emergencies (not unexpected costs) –Lost/stolen luggage, wallets or purses –Medical expenses or medical evacuation –Terrorism –Strikes –Trains not running –Flight delays – missed connections –Etc. Etc. Etc.

How To Address Budget Issues (cont.) Build in a cushion –Instructor pre-trip travel –Refunds if necessary –Factor in for emergencies –Avoid an “ugly” situation such as a student drops out at last minute –Lodging not available upon arrival –Changes in airline policy – baggage –Change in government policy – new taxes or fees –Start-up costs for next trip

How To Address Budget Issues (cont.) Don’t take too many or too few –More students the harder to make arrangements and travel as a group –But need enough to cover instructor cost so more students = lower per student costs –Advise students about their budget (ATM’s vs Credit Cards vs Cash vs Traveler Checks)

How To Address Budget Issues (Cont.) To extent possible have control over the account –More intermediaries = less control and costs more –Less desirable travel/lodging/land and educational experiences –Think of arranging your own travel and educational experiences –May be more work but we have found it a much better experience for all involved

Legal and Safety Issues Background: “Litigious Society” Increased risk management offices at universities Accidents/terrorism and the post-9/11 environment Check with Study Abroad Office on your campus as a first step

Institutional/Instructor Responsibilities Release of responsibility (signed form) Participant list and emergency contact information Day-by-day itinerary including visits/lodging contact information

Institutional/Instructor Responsibilities Register participants with U.S. embassy Provide participants with U.S. embassy contact information Conduct a pre-trip orientation including distribution of health and safety information

Institutional/Instructor Responsibilities Emergency phone contact card for each student IN CASE OF EMERGENCY First contact your host university. If you need further assistance, contact these numbers in the order listed. 1. University Program England/Scotland Travel Study 2. Emergency Travel Cell (Dr I) ____________________ 3. Rice U. Police Department (24 hr) (713) U.S. Embassy (London) 44 (20) U.S. State Department (202)

Institutional/Instructor Responsibilities International Cell Phone for Instructor(s)

Institutional/Instructor Responsibilities Proof of health insurance coverage or purchasing health coverage while abroad

Institutional/Instructor Responsibilities Have a crisis management plan to address: -Natural disasters -Political uprisings -Strikes/Work stoppages -Terrorism -Legal actions involving students -Arrests -Hospitalization

Institutional/Instructor Responsibilities Have a crisis management plan to address: -Robbery -Physical assault -Kidnapping -Psychological crises -Automobile accidents -Death of a participant

Institutional/Instructor Responsibilities Plan should include: –Notification of Embassy or Consulate –Contacting participants’ family –Meeting with other group participants –Arranging counseling services for participants –Deciding whether to continue or cancel program

Student Participant Responsibilities Student awareness of Code of Conduct (e.g., alcohol and drug policy, sexual harassment) - Behavioral expectations -Cultural awareness

Student Participant Responsibilities Read and carefully consider all trip- related materials Participate in all pre-trip orientation activities Awareness and adherence to country laws, rules, regulations, customs, and cultural expectations

Student Participant Responsibilities Inform instructors of whereabouts while doing “independent” travel Provide contact information to parents and/or other responsible persons

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