Embedded Course Leader Timeline

Embedded Course Leaders Checklist

Please consult with Ketja at ketja@psu.edu with any questions.

Planning course:

• Approvals
• Course creation
• Syllabus creation
• Funding proposals
  
  • Deadlines in February and September

Planning travel:

• Create budget
• Create itinerary
• Follow university liability and auto insurance requirements
• Submit contract agreement from host to Penn State Contracts

Recruitment (Ketja will assist with this):

• Create electronic flyer/website
• Email and social media announcements
• Information sessions
• Participate in Penn State's Education Abroad Fair in early-mid October

Registering students:

• Receive applications and interview students
• Check GPAs and Student Conduct records
• Collect a deposit
• Check with international student participants about Visa requirements
• Remind students to apply for university and college study abroad funding awards

Embedded course policies:

• Submit course information to Global Programs (check with Ketja about this process)
• Attend emergency preparedness workshop
• At least two PSU employees must accompany/lead embedded courses. Non-PSU employees are not permitted to travel with group.
• Students are required to complete an on-line orientation and submit information to Global Programs.
• Turn in roster, itinerary, emergency numbers to Ketja in case of emergency.

Course:

• Teach course
• Finalize travel itinerary
• Book flights
• Collect payments from students
• Wire funds
• Have students complete a pre-course and post-trip embedded course survey
• Encourage students to lead fundraising events for their trip
• Discuss senior travel policy (or direct to Ketja for details)

Travel:

• Collect emergency items to carry with you
• Work through any student issues as they arise including behavioral problems or medical issues
• Contact the global programs risk manager for any concerns, questions, or medical/behavioral issues or updates and document issues thoroughly
• Contact local emergency and then Penn State Global Safety at (+1) 814-863-8788 or (+1) 814-360-2829 after hours, or Penn State Police at (+1) 814-863-1111 for any emergencies while traveling with students.

Resources

Global Programs Embedded Course Proposal

Standards of Good Practice for Education Abroad Programs

Please contact Ketja Lingenfelter, ketja@psu.edu, 814-863-4164 for a detailed checklist with links and resources.

Thank you for expanding students' horizons!