Protocol For Faculty And Staff Traveling Abroad Under University Auspices
A. Faculty, Staff or Students Organizing Travel Abroad for Student Groups
Faculty, staff members, or students who organize or advise for trips abroad for members of the W&L community other than Alumni College and W&L Spring Term Abroad courses are requested to adhere to the following guidelines:
1. Contact the Center for International Education at least three months prior to departure with general information including the following:
- countries to be visited;
- dates of travel;
- number of students anticipated;
- estimated costs
2. Check list for necessary documentation. Contact CIE with any questions.
3. Gather checklist documentation and prepare copies for CIE as indicated
Checklist items - those with (CIE) should store copies with that office
B. Checklist for Traveling Faculty or Staff.
C. Protocol on Accompanying Family Members
Participation in a W&L academic course or other University-sponsored activity which includes travel abroad is generally restricted to W&L students, faculty, or such members of the W&L community as staff, spouses, retired faculty, or others as may receive permission to participate through the Provost. Faculty leaders of overseas programs may request consideration for the inclusion of non-W&L participants on a case-by-case basis. In the event of family members accompanying a program director abroad, it is expected that the distinction between personal and professional responsibilities will be maintained and that participation in any aspect of the program by these family members will not interfere with its smooth academic or logistical functioning. For spring term abroad programs, it should be noted on the initial course proposal if there will be accompanying family members.