Running a Successful Program Abroad

Presented by Robert Dowden�Director of International Programs��The Office of Global Strategies - CUAbroad

The Catholic University of America

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Responsibilities Prior to Departure

1. Training and resources
2. Pre-departure orientation
3. Contract + Confirmation of plan for payments and reimbursements

Training and Documentation

• Submit a program proposal form
• State Department travel advisories
• Vet the housing
• Create a program page
• Register the participants
• Students register through Cardinal Go Abroad
• Faculty/staff/guests enroll in the University Travel Registry
• Attend overseas program director training

Forms and instructions are available online through CUAbroad.

Cardinal Go Abroad

• Program page creation
• Dates
• Description
• Budget
• Student applications
• Application materials
• Disciplinary checks
• Review and acceptances
• Post-Acceptance
• Confirmation of participation
• Additional documents
• Contact information
• Side trips

3 distinct phases:

Accessing Student Information Online

1. Request administrative access for your program in Cardinal Go Abroad.
2. Go to Cardinal Go Abroad.
3. Sign in with your CUA network ID and password
4. Click ‘Applicants,’ then ‘Search.’�Enter student name or program keyword and term.
5. Select application.
6. Click on ‘Questionnaires’ and ‘Profile’ tab to view student information:
• Passport
• Flight itineraries
• Health form
• Emergency contacts

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Pre-departure Orientation: Topics to Address

• Program Expectations
• Itinerary, travel arrangements, and daily schedule
• Academics
• Behavior and attendance
• Alcohol
• Withdrawal or dismissal from the program
• Culture and cultural norms�
• Health & Safety
• Insurance
• Immunizations, medications
• Emergency protocol, important contact information
• Registering side trips in Cardinal Go Abroad
• General safety advice (pickpocketing, food, staying together, etc.)

Pre-departure Orientation: Topics to Address (cont’d)

• Accommodations
• Location
• Amenities such as laundry, kitchen facilities, linens, etc.
• Cell phones
• Packing
• Money matters
• Expected on-site costs
• Credit & debit cards, local currency

Documents to Bring

• Folder or binder with:
• Itinerary
• Important contacts
• Student phone numbers
• Passport copies
• Insurance cards and information
• Student medical information

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• Folder or envelope for receipts

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Responsibilities While Abroad

1. Teach, lead, or direct program activities!
2. Resolve any incidents or emergencies �With Catholic University or on-site help, if needed.
3. Maintain financial records �If using university funds or expecting reimbursements.

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Crisis Management Protocol

1. Remove the participants from danger�
2. Contact local authorities to start handling the situation
• Call police, medical personnel, US Embassy, as appropriate�
3. Call Public Safety at 001-202-319-5111
• Record details
• Coordinate the on-campus response
• Contact parents
• Start a medical insurance claim�

Catholic University’s Overseas Crisis Management Protocol

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Insurance

• New umbrella policy
• Pay out of pocket and submit a claim for reimbursement
• Benefits:
• Health
• Emergency reunion
• Continuation of care exclusion
• Emergency evacuation
• Trip delay/interruption
• Personal deviation
• Required for accompanying guests or family members

Visit the CUAbroad international insurance website.

Responsibilities Upon Return

• Submit grades
• File expense report within 10 days
• Review program evaluations
• Final report and budget review

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• Recommended:
• Re-entry workshop or event
• Start planning for next year!

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CUAbroad Contact Information

• Webpages:

CUAbroad Home Page

CUAbroad Program Director Page

• Email:

CUAbroad: global-strategies@cua.edu

Robert Dowden: dowden@cua.edu

Duilia Demello: demello@cua.edu

• Phone:

CUAbroad: (202) 319-6010

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