Materials due to OIE

Prior to departing on your study/travel course, there are several documents that the Office of International Education must receive from you. All of the materials indicated below are to be submitted to the OIE (usually due on/around December 1st for J-term and May 1 for Summer Terms).

• Final Student List: The OIE will retrieve all student rosters of the study/travel courses from R-MC’s Jenzabar and use the information in order to enroll the students in the mandatory insurance plan. Any updates after the OIE’s deadline need to be directly reported to the OIE.

• In-Country Contact Information Form: In the event of an emergency, we MUST know how and where to reach you. Please provide the names, addresses, telephone numbers, and e-mail addresses (if applicable) of the hotels in each location where you and your students will be staying for the duration of your time away from campus. This information is important in the event that a student needs to be contacted due to a family emergency, etc. Please include the international cell phone number you plan to take as well as any phone numbers of on-site providers/guides whom we can reach if necessary. Our office compiles the contact information for all study/travel courses and gives a copy to Campus Safety.

Important Note: With the new version of the Department of State’s STEP recently launched, the OIE is no longer able to assist with group registration. Please register yourselves with STEP and strongly encourage your students to do the same prior to departure.

• Final itinerary: Please provide us with your travel arrangements and daily itineraries including all of the activities that the group will be undertaking on site. Instructors are reminded that certain activities, including but not limited to skydiving, spelunking, hang gliding, mountaineering, bungee jumping, and scuba diving are excluded from coverage under the mandatory insurance policy and must be avoided. A complete list of excluded activities can be found in the iNext coverage documents. Such activities must not be included in the course itinerary.

Please make sure that your itinerary also includes your group’s exact travel dates (departure time and arrival time on campus) and flight information for both domestic and international segments.

• Airport transportation information: Please provide information about your airport transportation (i.e. from campus to IAD). Please include the details regarding the name of the transportation company, time of departure/return from/to campus, etc. If your students are responsible for getting to the airport and/or going back to campus, please indicate so.

• Instructor/Chaperone Emergency Contact Information Form: In the event of an emergency we will be able to contact your family.

*The total cost of the insurance and $30 contingency fees will be deducted from your account with the Business Office prior to your departure. Once again, we ask you to use one of the Excel spreadsheet with formulas on our BuzzNet site to calculate the total fee for your group and make sure that there are enough funds kept in your account to cover that amount.

!Include any changes in your final materials due to the OIE. Any substantive change to an approved study/travel course must be submitted to and approved by the STCC before you submit your final materials to the OIE.