RMC Study-Travel Instructor Handbook

Pre-Departure Phase

  • Withdrawal of students who have not paid in full.
    • After the final payment deadline, the OIE will consult the instructor about sending a final reminder informing students who still have not paid in full that they are about to be removed from the course (see the sample e-mail below). With that final reminder, we instruct the Registrar to remove those students. Refunds, if any, will be determined by the instructor.

Sample Email:

Dear XXX:

As of the reports I received today, you have not paid your student account balance in full and have not followed up on the multiple e-mails that I sent reminding you of the payment deadline.

As the policy stated on the RMC study-travel website, I am initiating the process to withdraw you from the January Travel course to XXX (country) – XXXX (course number). I am copying the College’s Registrar here.

I’m sorry this did not work out as we had hoped, and I wish you all the best.

Professor XXX

  • Meet with registered students at least once prior to departure – in the fall semester for J-term courses and in the spring semester for summer courses
  • Complete a Request for Student Payment form and submit to the Business Office by December 18. This will allow you time to distribute meal stipends and/or tips/gratuities to your students prior to departure, with sufficient time for them to deposit/clear any bank holds (refer to Budgeting).
  • Pay as many expenses as possible through the Business Office’s processes. If items can only be paid online with credit card, use a personal credit card and get reimbursed. Be aware that each of these payment options may incur fees and be certain that you have budgeted sufficient funds. Refer to Making Payments with Vendors/Providers.
  • Notify OIE and the STCC of any substantive change to an approved study-travel course during this phase. Substantive changes include but are not limited to changes in: instructors and or chaperones, dates of intended travel, destinations, or in-country provider.

Please also refer the sections such as “Pre-departure Orientation” and “Required Forms” under “Important Pre-departure Logistics” in this handbook.