Guidelines for Institute Sponsored International Study
In keeping with the MGH Institute’s strategic plan to produce culturally competent graduates and enhance our global engagement, the Office of the Provost seeks to facilitate international learning experiences for students. Although the decision to sponsor a study trip rests with the faculty member and his or her dean, these guidelines seek to ensure a common set of academic standards, risk mitigation, and administrative clarity. They may also be applied to faculty-led group travel within the United States.
Definition of Institute-Sponsored
Institute-sponsored trips are those led by one or more faculty members and comprise part of an academic experience. There are a number of ways that can be accomplished including a formal course and zero-credit independent study. In all cases, the trip must be guided by a syllabus and learning objectives and receive approval from the appropriate dean.
Approval Process
A faculty member or members who wish to lead students on a trip should first vet the idea with his or her dean at least a year in advance of the proposed trip. The dean will determine if the trip fits with the priorities of the school. If it does, the faculty member will prepare the materials for submission to the school or department’s curriculum committee. The committee will review the proposed trip for academic merit and pedagogical soundness. Once the trip receives committee approval, the faculty member may begin advertising the opportunity to students.
Eligibility
Faculty members of any rank employed by the Institute at least 0.5 FTE may lead a study trip. Ideally, they will include the trip in the work plan they design with their chair or assistant dean. Students who are in good academic standing are eligible to participate.
Safety
By booking the trip through Egencia, the participants are automatically enrolled in the TravelSafe Program. This service provides pre-trip planning resources, real-time advisories, and a dedicated hotline for emergencies while traveling (http://www.massgeneralcenterforglobalhealth.org/resources/safety-security/).
Liability
All students must complete an acknowledgment of risk form (see sample below). Partners and its entities are insured for a range of risks in connection with travel abroad provided that the trip occurs under the auspices of the Institute. These include business travel accidents, professional liability, and workers’ compensation. Consult Partners Risk and Insurance Services for more information. http://is.partners.org/finance/doc/ AccountsPayable/International%20Risk%20Mgmt%20Ref%20%20Guide.pdf
Insurance
All participants must have health insurance that covers worldwide claims, including evacuation and repatriation fees. If a participant’s insurer does not meet these requirements, he or she will purchase a short-term policy that does. The U.S. State Department lists some companies that participants might consider: http://travel.state.gov/travel/cis_pa_tw/cis/cis_1470.html
Payment
Students are responsible for paying all fees associated with the trip. During the recruitment process, the faculty leader will provide a list of all costs students will incur if they choose to participate. If the trip is part of a course, matriculated students may be eligible for aid if they are enrolled at least half time. Student fees will also cover the faculty leader’s travel expenses. These include airfare, in country travel, visa if needed, single room accommodations, meals, international medical insurance, and admission to events or sites.
Minimum number
Faculty leaders will determine the minimum and maximum number of student participants required to conduct the trip. IHP alumni and non-IHP students may also participate in the trip, though they must assume responsibility for their own insurance. If the faculty leader cancels the trip, all students will receive a full refund of any fees already paid to the Institute. If a student must cancel his or her participation, the faculty leader will return any funds not already committed to trip-related costs.
Third-Party Program Provider
A faculty leader may choose to partner with a third-party vendor to arrange the trip logistics. In all cases, learning activities should occur in collaboration with licensed health care and public health organizations in the host country.
State Department Warnings
If the U.S. State Department issues a travel warning for the intended location of a trip, the faculty leader will consult with his or her dean to determine if the trip can be conducted safely.
|
Student responsibilities
|
- Obtain passport and visa, if needed
- Receive necessary immunizations
- Receive language training, if necessary
- Researches cultural context of health in host country
- Engages in activity commensurate with prelicensure training
- Abide by code of conduct
- Pay travel fees
|
|
Faculty responsibilities
|
- Design learning objectives
- Seek curriculum committee approval
- Recruit participants
- Provide pre-departure training, onsite orientation, and re-entry reflection
- Seek resolution of any conflicts of interests with his or her dean
- Make patients aware of the students’ learner status and seek permission for their presence in clinical encounters
- Research travel advisories
- Communicate with IHP in case of emergency
|
|
IHP responsibilities
|
- Review risk with Office of General Counsel
- Consult with faculty in case of travel warnings
- Track number of students who participate in study trips
|
Resources