International Opportunity Application Step 1 of 4 25% VOCATIONAL IFS: VOCATIONAL LEAD DUTIES GLOBAL & CULTURAL ENGAGEMENT OFFICE Complete application form Stage 1 & 2 Following all necessary approvals Develop preliminary budget and send to [email protected] 5 months prior to departure Develop preliminary itinerary send to [email protected] 5 months prior to departure Promote trip to students (In-class, blackboard, on campus) Ongoing activity If applicable, develop and conduct student application and selection process (i.e. interviews, GPA or recommendation letter requirements) Compile a list of students who wish to participate and send to [email protected] 90 days prior to departure Direct selected student to the Be World Ready website to register for experience Make students aware of deposit and payment deadlines Follow-up with students with outstanding payments Follow-up with student who have not submitted passports or visas Research flights and suggest flight dates and times. Email [email protected] with details/links Finalize itinerary (work with third party provider) and send final itinerary to [email protected] Arrange and book all group tickets (where applicable) and copy [email protected] Arrange hotel reservations for group and copy [email protected] Arrange meeting with Global & Cultural Engagement team to finalize budget and details Create hotel room list and send to hotel and copy [email protected] Arrange date and time to meet with students for pre-departures Communicate time/date of pre-departure with [email protected] Arrange and book debriefing with students and Global & Cultural Engagement team within 30 days of return Communicate time/date of debriefing to [email protected] Complete trip report template within 30 days of return Complete risk assessment Create Travel Authorization Request for lead(s) Assist with promotion of IFS (Website, social media, blackboard) Add leads and participants to Be World Ready Blackboard Organization Upload trip information to Be World Ready Blackboard Organization Sign all contracts on behalf of Niagara College Make payment for deposits and purchases of flights, accommodations, excursions/tickets and in-county travel, where applicable. Order Be World Ready t-shirts Monitor student registrations through BWR website. Report updated numbers to leads (weekly) Monitor student payments Send lead names of students with outstanding payment for the leads follow-up Monitor student passport and visa submissions Send lead names of students who have not submitted passports or visas (if applicable) for leads to follow-up with Assist with arranging group meetings/booking rooms Provide staff per diems Provided to staff 2 weeks prior to departure (if applicable) Provide students with pre-departure information/waivers/documents/immigration documentation ALL INFORMATION HOUSED ON BWR BLACKBOARD Upon completion of pre-departure training, online and mandatory in-person, Global & Cultural Engagement team will issue $400 BWR Grant directly to the students account Attend debriefing with group and leads (as arranged by leads) Collected and approve/deny student photos and testimonials for $100 BWR grant within 30 days of trip return If participation guidelines were not met or misconduct abroad is an issue, participants will not receive the BWR grant and will be notified by Office of Global & Cultural Engagement GENERAL – SIGNATURE BE WORLD READY EXPERIENCES: LEAD GLOBAL & CULTURAL ENGAGEMENT OFFICE Apply for lead position via posting on Taleo Assist with the promotion of IFS to students (In-class, blackboard) Attend pre-departure sessions Complete trip report template within 30 days of return Promote IFS (In-class presentations, website, social media, blackboard) Monitor student registrations Monitor student payments Notify students of payment deadlines and outstanding deposits Arrange and purchase insurance, flights, accommodations and in-country travel for participants and leads Arranging group meetings/book rooms Provide students with pre-departure information/waivers/documents Add participants to Be World Ready Blackboard Organization Upload trip information to Be World Ready Blackboard Organization Order Be World Ready T-shirts Provide staff per diem Work with 3rd party supplier (Operation Groundswell, EF Tours etc.) to arrange all travel and payments Upon completion of pre-departure training, online and mandatory in-person, Global & Cultural Engagement office will issue $400 BWR Grant directly to students account Arrange debriefing with group and leads Collected and approve/deny student photos and testimonials for $100 BWR grant within 30 days of trip return If participation guidelines were not met or misconduct abroad is an issue, participants will not receive the BWR grant and will be notified by Office of Global & Cultural Engagement Required approvals and endorsements: The IFS must have been approved by the appropriate college division or area as well as the International Division through the required application and approval process. The application process is found online through at beworldready.ca The applicant’s supervisor must have approved the staff member’s participation in the IFS activity. Frequently Asked Questions What are the expectations of faculty/staff proposing and submitting an International Field Study?NC staff members are expected to recruit and promote their proposed IFS to students within the approved programs. The viability of an IFS is based on the consistent promotion by the lead(s) of this proposed IFS to their students in the classroom and at Be World Ready booths.Faculty/staff are expected to arrange with their program colleagues to develop an in-class promotional schedule to promote the IFS to students. The Be World Ready team is available to attend all classroom promotions and can assist in the development of presentations as requested. If you are acting as a second lead for an IFS, you share the same responsibilities as the IFS faculty/staff who have proposed the activity. What are the expectations for NC staff who accompany students on an International Field Studies trip while abroad? NC staff members are expected to be an ambassador for Niagara College. NC staff, leading IFS, will assist and support student logistics, coordination, inquiries, and support risk-management as needed. Vocationally specific IFS leads will have an increased level of responsibility in planning and coordinating the international opportunity (see IFS Division of Responsibilities_2017 document for additional details). What happens after-hours? Am I responsible? NC students who participate on field studies are adults (18+). NC staff are not responsible for the social activities in which students partake in (after hours), but will assist in risk-management as needed. How will I be supported by Niagara College? Niagara International will provide specialized support and training for staff of their roles and responsibilities in supporting student success abroad. The office of Cultural & Global Engagement manages student registrations and payments, makes the travel arrangements and supports staff and students in pre-departure. Staff will receive an information binder prior to departure that includes all program, logistical and student info to ensure a safe trip. Is the itinerary set? Each International Field Study is unique. In some cases, the itinerary is developed and set by the host institution/ partner. In other cases, the itinerary will need to be developed in consultation between the staff lead and the office of Cultural & Global Engagement. Will I have free time? Free time is limited as the group (students and NC staff) are traveling together. However, evenings are generally free and individuals may choose different ways to spend their time. The timing of courses/trips: Check the www.beworldready.ca for postings and dates. International field studies primarily take place during the fall, winter, and spring break periods. Are the dates of departure/return confirmed? Dates are subject to change depending on acquiring the most economical travel. Every effort will be made to firm up the dates early. If I am chosen as the staff lead, what costs will I incur? Niagara College will be covering the most economical transportation to and from the airport, flight, accommodation, insurance, ground transportation, per diem for meals not included in the itinerary, which will align with College policies, and International Department amendments and all programming and attractions that are included in the student cost. NC staff members will be responsible for personal spending money and any additional excursions not scheduled. NC departments responsibility for IFS costs will be determined as part of the initial application and approval process. Do I need a Passport? Participants must hold a passport valid for six months’ post-departure date. Do I need a visa? If a visa is needed by the trip lead NC will support participants to obtain the appropriate visa and cover any associated costs. Do I need any vaccinations? Participants should visit a Travel Health Clinic to assess what vaccinations are needed (if any) for their country destination. Mandatory vaccinations will be covered for the staff lead, but participants will cover recommended optional and routine vaccinations. What are the accommodation options? Each field study destination has different accommodation providers; Options (depending on destination) include a combination of dorm-style rooms, home-stays or hotels. Private accommodation cannot be guaranteed, although staff will not share rooms with students. In all cases, unless otherwise unavailable, staff leads will be required to stay at the same residence as the students. Can I book extra days at the beginning or end of the journey? No, IFS groups are expected to travel together. May I make my own travel/accommodation arrangements? No. IFSs are based on group bookings and are typically managed by the International Division for security, consistency and budgetary reasons. Transportation: Local transportation is arranged through NC in-country partners, logistics third parties (i.e. tour companies), or by using local transportation systems (e.g. bus, subway, train). Your travel to and from the airport, in the destination country, will be arranged prior to the trip departure. Leads will be provided with all logistical details of the trip prior to departure. Can students receive credit for this experience? Students will be advised of academic credit opportunities for each IFS activity. Upon approval by the Academic and Liberals Studies Division (ALS) and Niagara International, students may register in SOCL 1127or IDPL 9101: The Global Classroom, to pursue general education or liberal arts elective credit. A student registered in SOCL 1127/ IDPL 9101 must attend a specialized orientation to receive an independent learning package and to receive instructions relative to requirements and expectations for the self-directed study requirements. SOCL 1127or IDPL 9101 are academic courses with registration deadlines and academic requirements established by ALS. If a student misses deadlines, registers for the course and/or does not complete required academic activities they will be directed to the associate dean, academic and liberal studies, to resolve these matters. Other IFSs may be approved for program-related transfer credits; this will be done where a course or short program is offered and must be approved by the Associate Dean at least six months prior to travel. The Associate Dean and Academic Advisors will work with the IFS lead to ensure that the transfer credits are approved and communicated in advance to the Registrar’s Office. There may be additional costs to students for attaining a program-related transfer credit. How do I apply? International Field Study and other International Opportunities will be posted to apply or complete expressions of interest through the Be World Ready website. Applications can be submitted according to the instructions on the posting. Prior to applying all applicants must have had a discussion of intent with their direct supervisor. If you would like to develop an IFS for your program areas please visit www.beworldready.ca to complete the application form. Prior to applying please, consult and receive approval from your direct supervisor. How is my time overseas workload recorded through NC Human Resources? NC Staff are expected to discuss with their supervisor how this international opportunity would fall within the parameters of their individual contracts and work assignments as part of the initial application and approval process. How is staff selected to go? Selections will be made in cooperation with the potential leads direct supervisor in relation to how the international travel opportunity meets divisional goals for intercultural and interconnected learning. (Be World Ready/Internationalization). How many leads will be selected? The number of staff leads will depend on the destination and the various parameters within each IFS activity. Is insurance included? Yes, international medical insurance is covered for staff participating in an IFS. This is done through Guard.me. The Cultural and Global Engagement office will order insurance for staff when ordering insurance for students. Details on the current policy can be requested from the Cultural & Global Engagement office. Travel Expenses and Per Diems Approval for Travel A Travel Authorization Request (TAR) will need to be completed for each staff participating as a lead. The following chart identifies the level of approvals for Niagara College staff participating in an International Field Study. Approval Required Associate Dean/Manager Dean/ Director Vice President President North America Yes Yes Yes No International Yes Yes Yes Yes The office of Cultural & Global Engagement will assist staff in preparing the TAR in all international opportunities where students are involved. Travel Expenses IFS staff leads will be required to complete a Travel and Expense Report within 15 days upon return of the International Field Study. The report will be in either CAD dollars and/or US dollars, depending on the country visited. The Travel and Expense Reports can be found on the Niagara College website or and will be supplied prior to departure by the office of Cultural & Global Engagement. For assistance in completing the expense report, leads may contact their divisions’ administrative assistants. Costs which may be included in the report include: Travel to and From the Airport IFS Staff Leads will find the most economical way to and from the departing airport and will be reimbursed up to $160.00 CAD each way. The office of Cultural & Global Engagement will assist with this transportation arrangement. Miscellaneous Expenses/ Incidentals Leads will be reimbursed for incidentals such as country entry permits, taxis etc. that are reasonable costs associated with participating in the International Field Study. All incidentals are receipt based. Cell Phones If the lead(s) have College issued cell phones, they may contact ITS to have an international plan placed on their cell phone for the duration of the trip. If a lead will be using their personal cell phone, they are to contact their cellphone provider and arrange for an international package to be placed on their cellphone. This expense will be reimbursed in full, with receipts, on the leads reconciled Canadian expense report. Per Diem All per diem rates and amounts will follow Niagara College’s travel policies. Please review Niagara College’s travel policies prior to application. Upon lead selection an individual and mandatory meeting will be held with the lead and the Manager, Cultural & Global Engagement to ensure comprehension and compliance with the Niagara College travel policy during the international opportunity. For more information, please contact: Maxine Semple, Manager, Cultural & Global Engagement [email protected]; ext 3659 Before you beginPrior to beginning the application, please take the time to download and complete the following document. Download:- Lead Planning Guide Supervisor Approval I have presented this Stage 1 proposal to my direct supervisor Please select the check box to acknowledge that you have presented this Stage 1 proposal for consideration of this international opportunity to your direct supervisor (e.g. Associate Dean).Approval Process* I acknowledge that endorsement of this application is not an indication that the international opportunity has been approved for promotion to students. Please select the checkbox to acknowledge that you understand that endorsement of this application is not an indication that the international opportunity has been approved for promotion to students.Consent* I confirmed that I have read and understood the practices & policies, I have read and understood the above-mentioned responsibilities and I have downloaded the itinerary form and will complete and upload it with this application.