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Role of the Program Coordinator

The Program Coordinator's responsibilities include:

Proposal process:

Serves as the single point of contact during the international travel proposal process and is responsible for liaising with other in their department or area to whom they may have delegated responsibility, such as an on-site program leader.


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. Health and safety risks on short-term programs during which students may be less familiar with local cultural customs and less integrated within the local community may be greater than for longer-term programs abroad and that this may increase the responsibility of the Program Coordinator.

4. 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.

5. 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. and these materials for Program Coordinators to utilize in their preparation of students can be found here.

Health, Safety and Legal Participant Preparation:

1. Will monitor the Overseas Security Advisory Council relevant updates 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 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. Resources can be found here.

4. Will communicate information to all participants in a timely manner that enables them to obtain required visas and immunizations.

5. Will provide essential health and safety information to all program participants including:

A. Department of State Country Specific Information

B. Centers for Disease Control Traveler’s Health

C. Any other relevant advisories

6. 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.

7. 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.

8. Will verify that all participants have registered with the US Embassy abroad via the US Department of State Smart Traveler Enrollment Program (STEP)

9. Will advise participants about safe and appropriate practices within the local circumstances abroad.

10. 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.

11. Will inform participants of CDC required immunizations and medications in a timely fashion to enable all participants to obtain necessary immunizations prior to departure.

12. Will verify that all participants’ passports are valid for six months following the end date of the program.

13. 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.

14. Will support non-US citizens participating on University-sponsored travel who may have different requirements for obtaining a visa.

15. Will connect DACA students with university resources early in the advising process.

16. Will advise participants of SCU insurance requirements during the program abroad.

17. Will arrange for emergency telephone communication with all participants during the program.

Pre-departure document management:

1. Will collect from all participants:

a. Santa Clara University Waiver or SCU Extreme Hazard Wavier (only when applicable)

b. A copy photo page of the inside of the passport for each participant

c. International & Off-Campus Program Travel Health Self-Report (for student participants only)

2. Will distribute participant forms to the on-site leader, if relevant, including:

a. International & Off-Campus Program Travel Health Self-Report

b. Emergency Contact Form

c. A copy photo page of the inside of the passport for each participant

3. Will complete and send to Campus Safety with copies to 1) the department chair or director, 2) second-level signatory, as relevant:

a. Global Programs Emergency Contacts for Campus Safety

b. Participants List: first name, last name, SCU ID#, SCU email, Participant is faculty/staff/undergraduate student, graduate student, other ____ (please specify)