Role of the Program Coordinator

Proposal Process:

1. Program Coordinator serves as the single point of contact during the international travel proposal process and is responsible for liaising with others in their department or area to whom they may have delegated responsibility, such as an on-site program leader.
2. The Program Coordinator’s department assumes responsibility for the program, including financial responsibility, and the Program Coordinator is responsible for submitting proposed program updates to the Travel Policy Advisory Committee in the event of significant changes to the program or itinerary.
3. Program Coordinators will watch the International Travel Proposal Preparation video about the process once every twelve months.

Understands:

1. University approval is contingent upon the current state of affairs in the country/region and the University reserves the right to change program approval at any time based on changing conditions.
2. If an exception to the University International Travel Policy is approved by the Provost, it is a one-time exception and does not apply to possible future programs.
3. Institutional responsibility for programs abroad may be greater when programs include non-SCU participants, and institutional responsibility may be greater on programs that include Undergraduate students than Graduate students. This may place increased responsibility on the Program Coordinator.
4. The University continually enhances resources to support preparation for a successful program abroad including materials such as: language evaluation, discussion guide, orientation Power Point, pre-departure guide for students, etc.. These materials for Program Coordinators to utilize in their preparation of students can be found on our Program Coordinator Responsibilities and Resources page.

Health, Safety, and Legal Participant Preparation:

1. Will monitor the Overseas Security Advisory Council (OSAC) and other relevant new sources, such as radio and newspapers, on a daily basis prior to and for the duration of the overseas program, taking action, as needed.  This can be done by signing up for the OSAC email newsletter.
2. Will maintain responsibility for 24/7 emergency contact during the program.
3. Will organize a pre-departure orientation for program participants that includes full disclosure of the potential risks and dangers of travel in the country in keeping with SCU required travel preparation. Resources can be found on our Program Coordinator Responsibilities and Resources page.
4. Will communicate pre-departure orientation information to all participants in a timely manner that enables them to obtain required visas and immunizations.
5. Maintains awareness of University resources available to support pre-departure orientation with participants including discussion guide, The Global Guide and Predeparture Orientation Powerpoint, and other resources developed in keeping with national best practices for student support. Resources can be found on our Program Coordinator Responsibilities and Resources page.
6. Will provide essential health and safety information to all program participants including:
   1. Department of State Country Specific Information
   2. Centers for Disease Control Traveler’s Health
   3. Any other relevant advisories
7. Will advise participants of immunizations and medications required or recommended for the program, including any local laws governing whether medications may be transported to the location abroad.
8. Will distribute the SCU Student Code of Conduct to all SCU undergraduate student participants and the relevant graduate student code of conduct to all SCU graduate student participants.
9. Will inform all participants that University approval is subject to continual monitoring of the current situation in-country and a program may be canceled at any time in consideration of changing on-site circumstances.
10. Will verify that all participants have registered with the US Embassy abroad via the US Department of State Smart Traveler Enrollment Program (STEP). 
11. Will advise participants about safe and appropriate practices within the local circumstances abroad.
12. Will advise undergraduate or graduate student participants about issues of diversity and identity abroad as they relate to the program location including: race, class, gender, sexuality, religion, ability, socio-economic status.
13. Will inform participants of CDC required immunizations and medications in a timely fashion to enable all participants to obtain necessary immunizations prior to departure.
14. Will verify that all participants’ passports are valid for six months following the end date of the program.
15. Will advise participants of visa requirements for the destination in a timely fashion and provide materials to support participants in obtaining appropriate documentation required for the visa, if relevant.
16. Will support non-US citizens participating on University-sponsored travel who may have different requirements for obtaining a visa.
17. Will connect DACA students with university resources early in the advising process.
18. Will advise participants of SCU insurance requirements during the program abroad.
19. Will make formal arrangements with on-site service providers to assure compliance with insurance, health and safety codes of hotels, and local transport.
20. Will arrange for emergency telephone communication with all participants during the program.
21. Will serve as the 24/7 emergency contact during the program.  As such, departments will find that the responsibilities of Program Coordinator are generally not able to be fulfilled by non-exempt employees.

Program Coordinators and departments should be aware that they may need to respond to incidents such as the following:

• Hospitalization
• Sexual assault
• Non-violent crime
• Violent crime
• Hate crime
• Drink spiking/drugging
• Vandalism of local housing/program facilities by participants
• Participant disciplinary issues
• Mental health critical situations
• Pandemic/health outbreak
• Participants missing from the program
• Jail/legal detention
• Terrorist incident
• Coup
• Death

Pre-departure document management:

1. Will collect from all participants:
   1. Santa Clara University Waiver or SCU Extreme Hazard Wavier (only when applicable)
   2. A copy photo page of the inside of the passport for each participant
   3. Will verify that all participants’ passports are valid for six months following anticipated return to the US.
   4. SCU Health Report (for student participants only)
2. Will distribute participant forms to the on-site leader, if relevant, including:
   1. SCU Health Report
   2. Emergency Contact Form
   3. A copy photo page of the inside of the passport for each participant
3. Will complete and send to Campus Safety with copies to the department chair or director and second-level signatory, as relevant:
   1. Global Programs Emergency Contacts for Campus Safety
   2. Participants List: first name, last name, SCU ID#, SCU email, Participant is faculty/staff/undergraduate student, graduate student, other ____ (please specify)