Program Leader Checkpoints for Fall / Winter Break 2021 Embedded Programs

INTRODUCTION

As part of the program process, there will be additional requirements and expectations for faculty leading programs during the COVID-19 pandemic. The information will be updated regularly and you will be responsible for reviewing the details and understanding the implications for your program and making the necessary changes. The information detailed throughout this document will be supplemental requirements and expectations for leaders to complete for their programs. This document has been guided by the Forum Guidelines for Conducting Education Abroad during COVID-19 and any questions or concerns will be the responsibility of the leader to reach out to Global Programs or Education Abroad team for support in understanding and adhering to these requirements and guidelines. This information is subject to change and should only be utilized in this location to ensure the most up-to-date information.

*Note that any of these dates could be earlier for programs that have non-refundable expenses prior to those dates.

APRIL

April 1: Program Leader Checkpoint – FA21 and Winter Break 2021 Program Proposals Open

On April 1st, we will open our online embedded program proposal process in Terra Dotta/Studio Abroad for FA21 and Winter Break (December 2021 travel) to Education Abroad. 

  • This is “phase 1” of the proposal submission process.  General program information is due including – program dates, leaders names, approval from academic leadership and draft itinerary.

Please review the Embedded Program Leader Guidelines provided by Penn State.

Please review the Forum Guidelines for Conducting Education Abroad during COVID-19

There are support resources to help the faculty leader throughout the entire process. Please visit the embedded programs resource page for additional information. Program changes based on the guidelines should be detailed, including, but not limited to the following:  

    • Accommodations 
    • Mobility/Site Visits/Excursions
    • Transportation
    • Partner Expectations

There is an additional signature document called ‘Program Leader: Requirements and Guidelines’ – you must read and sign this document regarding the program leader expectations. 

Failure to complete any or all of these requirements will result in the cancellation of your program. 

If you wish to cancel your program and create a virtual international experience for academic year 2021-22, please notify the Faculty-Led Team as soon as possible so we can work to support this alternative program. 

April 27: Program Leader Checkpoint – Attend faculty roundtable meeting

Attend a meeting hosted by the Faculty-Led Embedded Team and Global Safety to discuss academic continuity plan expectations and emergency contingency plans and protocol.

Faculty-Led Embedded Roundtable for FA21 and Winter Break 2021 Programs

Tuesday, Apr 27, 2021 at 11:00AM – Noon

Join from PC, Mac, Linux, iOS or Android:

https://psu.zoom.us/j/93084942723

Or Telephone: +1 301 715 8592 (US Toll)

Meeting ID: 930 8494 2723

MAY – JULY

May – July: Program Leader Checkpoint – Program Budget Discussion with Academic Unit

If your program budget has not been finalized, please reach out to your academic unit as soon as possible.

Education Abroad does not administratively support embedded program budgets; however, if questions arise in budget planning we are happy to offer input.

Budget changes based on the guidelines should be detailed, including, but not limited to the following: 

    • Accommodations
    • Quarantine Requirements 
    • Additional Leaders, if applicable 
    • Mobility or Itinerary Changes
    • Recruitment Plans and Obligation

AUGUST

August 23: Program Leader Checkpoint – Deadline for FA21 Program Proposal

August 23 is the deadline to submit your online embedded program proposal to Education Abroad if you are planning an embedded program for Fall 2021.

    • This is “phase 1” of the proposal submission process.  General program information is due including – program dates, leaders names, approval from academic leadership and draft itinerary, academic continuity plan, and emergency contingency plan.

August 23: Program Leader Checkpoint Academic Continuity Plans Due for FA21 Program Proposal

Please complete the Academic Continuity Plan which can be found within your Studio Abroad program proposal. 

    • Academic continuity and communication shall be considered for and applied equitably to all students impacted by a program closure or disruption, including matriculated, international, and visiting students.
      • Academic continuity plans need to address continuation plans in the event that the on-site portion of the program is cancelled in advance, delayed upon arrival, or otherwise disrupted at any point of the program. These should include specific details for individual students who may be impacted, faculty, and entire cohorts of participants at any point in the program.
    • Academic Continuity Plans need to be made available to students prior to the start of the program so individual participants understand their academic risks.

Failure to complete any or all of these requirements will result in the cancellation of your program.

August 23: Program Leader Checkpoint Emergency Contingency Plan Due for FA21 Program Proposal

  • Please complete the Emergency Contingency Plan which can be found within your Studio Abroad program proposal
    • If you have a partner or a third-party provider, they will need to submit a clear and consistent safety protocol for all personnel and participants. 
    • Emergency action plans should include efforts to mitigate risk to participants and local communities.
    • Plans should consider emergency situations during any stage of the program for an individual participant or faculty leader or the entire cohort. 
    • If your itinerary permits additional travel or excursions, your contingency plan must include detailed information for maintaining these practices and procedures in each program location.
    • Faculty leaders and program coordinators must identify local resources to purchase any required PPE or cleaning supplies in each program location. 
    • If quarantine are required at any point during the program, emergency plans need to include specifics regarding medical facilities, COVID-19 testing, food and supplies availability and delivery for those in quarantine, enforcement of policies, and local ordinances. 
    • Assist students in understanding and complying with these requirements as part of the program. 

Failure to complete any or all of these requirements will result in the cancellation of your program. 

August 31: Program Leader Checkpoint – Plan to attend one faculty roundtable meeting

Attend one of the meetings below in late August or Early September hosted by the Faculty-Led Embedded Team and Global Safety to discuss academic continuity plan expectations and emergency contingency plans and protocol for FA21 and Winter Break 2021 programs:

Faculty-Led Embedded Roundtable for FA21 and Winter Break 2021 Programs:

Option #1: August 31st 2:00 pm – 3:00 pm

Join from PC, Mac, Linux, iOS or Android:

https://psu.zoom.us/j/98495137320

Or Telephone: +1 301 715 8592 (US Toll)

Meeting ID: 984 9513 7320

  • -OR- 

Option #2: September 3, 10:00 am – 11:00 am

Join from PC, Mac, Linux, iOS or Android:

https://psu.zoom.us/j/98987884595

Or Telephone:  +1 312 626 6799 (US Toll)

Meeting ID: 989 8788 4595

 

SEPTEMBER

September 1: [Global Programs Action]

Detailed Review of Itineraries, COVID Landscape in Destinations for Fall 2021 travel

In early-September, Global Programs will carefully review proposed itineraries, COVID-19 circumstances around the world, national and local regulations, the vaccine landscape, and other critical considerations for the potential resumption of study abroad programming in FA21.  Education Abroad staff members may contact you via email during this period to request additional information or an itinerary change.

 

September 3: Program Leader Checkpoint – Plan to attend one faculty roundtable meeting

If you were not able to attend the faculty roundtable meeting on August 31, please please plan to attend this meeting on September 3, hosted by the Faculty-Led Embedded Team and Global Safety to discuss academic continuity plan expectations and emergency contingency plans and protocol.

Faculty-Led Embedded Roundtable for FA21 and Winter Break 2021 Programs:

September 3, 10:00 am – 11:00 am

Join from PC, Mac, Linux, iOS or Android:

https://psu.zoom.us/j/98987884595

Or Telephone:  +1 312 626 6799 (US Toll)

Meeting ID: 989 8788 4595

 

September 15: [Global Programs Action]

Notify Program Leaders of Program Viability for Fall 2021 travel.

By September 15, our goal is to provide a detailed update on which, if any, education abroad courses that are planning to travel during the Fall semester can continue with planning, and which will need to be canceled.

 

September 15: Deadline for Winter Break (December 2021) Program Proposal 

September 15 is the deadline to submit your online embedded program proposal to Education Abroad if you are planning an embedded program over Winter Break 2021.

    • This is “phase 1” of the proposal submission process.  General program information is due including – program dates, leaders names, approval from academic leadership and draft itinerary, academic continuity plan and emergency contingency plan.

September 15: Program Leader Checkpoint: Academic Continuity Plan Due for Winter Break (December 2021) Travel 

Please complete the Academic Continuity Plan which can be found within your Studio Abroad program proposal. 

    • Academic continuity and communication shall be considered for and applied equitably to all students impacted by a program closure or disruption, including matriculated, international, and visiting students.
      • Academic continuity plans need to address continuation plans in the event that the on-site portion of the program is cancelled in advance, delayed upon arrival, or otherwise disrupted at any point of the program. These should include specific details for individual students who may be impacted, faculty, and entire cohorts of participants at any point in the program.
    • Academic Continuity Plans need to be made available to students prior to the start of the program so individual participants understand their academic risks.

Failure to complete any or all of these requirements will result in the cancellation of your program.

September 15: Program Leader Checkpoint: Emergency Contingency Plan Due for Winter Break (December 2021) Travel 

  • Please complete the Emergency Contingency Plan which can be found within your Studio Abroad program proposal
    • If you have a partner or a third-party provider, they will need to submit a clear and consistent safety protocol for all personnel and participants. 
    • Emergency action plans should include efforts to mitigate risk to participants and local communities.
    • Plans should consider emergency situations during any stage of the program for an individual participant or faculty leader or the entire cohort. 
    • If your itinerary permits additional travel or excursions, your contingency plan must include detailed information for maintaining these practices and procedures in each program location.
    • Faculty leaders and program coordinators must identify local resources to purchase any required PPE or cleaning supplies in each program location. 
    • If quarantine are required at any point during the program, emergency plans need to include specifics regarding medical facilities, COVID-19 testing, food and supplies availability and delivery for those in quarantine, enforcement of policies, and local ordinances. 
    • Assist students in understanding and complying with these requirements as part of the program. 

Failure to complete any or all of these requirements will result in the cancellation of your program. 

OCTOBER

October 1: Program Leader Checkpoint – Program Leader Requirements

October 1: Program Leader Checkpoint –  Deadline for Roster, Final Itinerary, & Emergency Info

  • October 1st is the deadline to submit your “phase 2” items to Education Abroad for travel over Fall semester OR Winter Break 2021.
    • Items due include final roster, final detailed itinerary, and emergency contact information.

October 1: [Global Programs Action]

Detailed Review of Itineraries, COVID Landscape in Destinations for Winter Break 2021 travel.

In early October, Global Programs will carefully review proposed itineraries, COVID-19 circumstances around the world, national and local regulations, the vaccine landscape, and other critical considerations for the potential resumption of study abroad programming in Winter Break (December 2021).  Education Abroad staff members may contact you via email during this period to request additional information or an itinerary change.

October 15: [Global Programs Action]

Notify Program Leaders of Program Viability for Winter Break (December 2021) travel.

By October 15, our goal is to provide a detailed update on which, if any, education abroad courses that are planning to travel during Winter Break (December 2021) can continue with planning, and which will need to be canceled.

 

NOVEMBER

Please review the  Embedded Program Leader Guidelines provided by Penn State  

Leaders must attend an Emergency Preparedness Workshop WITHIN 6 MONTHS of the program’s return date.