• Students must apply with the Center for International Studies (the Center), receive a permit from the Center, pay a $500.00 non-refundable deposit in Financial Services, and enroll in the Registrar’s Office to ensure a place in a class.
• The application deadline is February 16.
• Student enrollment will be on a first-come, first serve basis. The only official roster is the one provided through the Registrar. No student is ensured a place in a class until they appear on the official roster.
• After a registration permit is issued by the Center, a student has 5 days to enroll or the permit will no longer be valid. After a permit has expired, a student must obtain a new permit number with a new expiration date through the Center.
• Students interested in financial aid should apply by December 12 and will be notified of awards on January 23. Bianca Allen is the contact person in Financial Aid for summer study abroad aid.
• When a class is fully enrolled, CIS will maintain a list of interested participants, noting the date of their inquiry, and will notify students if a place becomes available in a program. (There is no way to “wait list” through the Registrar.)

It is important that students understand that all deposits are non-refundable. Other refund policies are noted on the document.

In addition, please note the following policies for you as you prepare for your program:

• Spouses and guests accompanying faculty leaders:
  Any guest (spouse, family, friend, etc.) who is accompanying a faculty member must be reported to the Center. All guests must pay costs related to their participation and provide the following information to the Center:

  Name, relationship to faculty member, dates of travel, and a signed statement that indicates they are a visitor on the program and not affiliated with TCU. 

  TCU is not responsible for any injury or incident that involves the guest.

• Program Providers:
  Providers are external contractors who support the logistical development and administration of semester or summer abroad experiences. The Center for International Studies (the Center) has worked with providers such as IES, CIEE, Accent, and Acorn.

Providers assist with valuable services to faculty and staff, as well as critical support while abroad. The Center encourages the utilization of providers in planning a program.  The Center maintains a list of recommended providers and support agencies; therefore, all faculty should work in concert with the Center in developing programs utilizing provider(s).

The Center will assist in facilitating agreements with any approved provider, but the Associate Provost for Academic Affairs and the Vice Chancellor for Finance and Administration are the only authorized parties to approve an agreement with any outside provider.

• International Cell Phones
  All faculty and staff taking students abroad need to secure a cell phone with service for their host country/ies. This cell phone allows students and TCU leaders to reach one another in case of an emergency. Faculty are expected to keep this cell phone on at all times, including during recharging at night.

University-related charges made on a cell phone may be submitted with reimbursement forms for payment. Personal cell phones, rented cell phones or purchased international cell phones are all acceptable.

 

Some international cell phone rental companies to consider are:

                   Piccell: http://www.piccellwireless.com

                   Cell Hire: http://www.cellhire.com/

 

It is often less expensive, however, to purchase a cell phone on-site and then purchase pay-as-you-go minutes. If purchasing onsite, please notify students of alternate contacts for your program until your phone is in service.

 

It is important to read the instructions about making calls within a host country and to program emergency numbers into phones in advance. 

•  Faculty / Staff Orientations
  The Center follows the Provost Council’s “Procedures for TCU sponsored activities away from campus.” The Center will post these procedures at www.studyabroad.tcu.edu and distribute these procedures in the form of a brochure to faculty and staff taking students abroad.

Faculty and staff are required to attend an orientation hosted by the Center, Campus Life, and Risk Management at least every 2 years. On alternating years, the Center will email updated information.

 

Faculty and staff taking students abroad are required to hold a minimum of two student orientations – one prior to departure and one upon arrival.

• Staffing Requirements for Study Abroad
  Faculty taking students abroad (summer, intercession, spring break, regular term, etc.) must be accompanied by another faculty/staff member or work in conjunction with a provider for the duration of the program. The purpose of this policy is to ensure that faculty and staff have support should an emergency arise.
• Faculty who are the sole instructor for a program may consider a TCU staff member from Student Development Services, a faculty apprentice through the CIS apprentice program, or a graduate student assistant. The staff member, faculty apprentice, or graduate student does not receive compensation; however, all of their costs are paid by the program fee.
   
  In the event a faculty leader utilizes a provider who includes emergency support, the faculty member is not required to travel with an additional person.

We hope this information will help you as you prepare to take students abroad. As always, we are here to help any way we can. Please let us know if you have questions or concerns along the way.