Registration Phase

Registration for J-term study-travel courses will begin at the same time as fall registration and registration for Summer Terms will normally begin on November 1. Students will submit their “Intent to Register for Study-Travel Course” form on MyMaconWeb, selecting which destination and courses they would like to be enrolled in. If authorized, the student will receive an email indicating they have been approved. Please refer to the Student View of “Study-Travel Registration Process via MMW.”

• Before the registration process begins, you will be asked to determine your enrollment capacity for your entire group and OIE will work with you closely on setting that up via MMW, in conjunction with the Registrar’s Office and ITS.

• One of the features of managing study-travel registration via MMW is that you will be able to mark students as “Waiting on Approval,” which enables you to keep a waitlist in case you have withdrawn students later and need to fill those spots with other students (please refer to Managing Study-Travel Registration and Enrollment Numbers via MMW. If you anticipate that the course may fill up quickly, we recommend that you preset a number for pad for waitlist. This number must be reasonable (below 5) so that you will not have a long list of students waitlisted when there is little chance for them to be added to the course.

• Consistent with College-wide registration policies, faculty are expected to authorize students to add their courses in the order they submit their Intent to Register forms. Any course-related or academic standing pre-requisites for participation in your courses must be approved by the Curriculum Committee, consistent with the College’s existing policies on course registration. If you intend to use any selection criteria other than adding students in the order they submit their registration forms, you must have approval from the Curriculum Committee to do so.

*How many extra student requests do you want to allow as “Waiting on Approval” for overflow? MMW can either stop it right at your cap or let more submit than you are willing to authorize. Once a certain number gets reached, the system can stop the group and/or individual course from being available for them to select.

• Do not approve more students than the number of passengers you got a quote for through a travel agency/program provider.

The last day to add a study-travel course: September 15 for J-term and March 1 for Summer Terms

!For J-term, the enrollment numbers will be reviewed by the OIE and Provost’s Office during summer. Trips with fewer than nine individual students (enrolled and fully paid) per faculty member are at risk of cancellation.

During the registration phase, instructors will:

• Carefully monitor course and travel budgets to be sure that the course is self-sustaining based on the published price, collected fees, and any grant funding that is supporting the travel. Enrollment numbers and student payment status will be assessed according to the timeline (refer to Minimum Student Enrollment) to determine whether the program should continue or be cancelled.

• Send information about your course(s) to registered students well in advance:
  • Reinforce with students that study-travel courses are not vacation trips, but are academic experiences where expectations of classroom behavior apply.
  • Ensure that the class syllabus outlines behavioral expectations for both on- and off-campus components and clearly states the consequences of violating those expectations. The syllabus should include a clear alcohol policy and an accessibility statement for students with disabilities. Contact OIE for advice and assistance with crafting policies, as necessary, or refer to sample off-campus policies available on our BuzzNet site.
  • Provide visa and vaccination information to students in a timely manner and assist with securing the appropriate visas, as needed.
  • Confirm that all students’ passports have at least six months validity remaining from the date of the group’s expected return to campus. One of the Required Forms also helps students verify that they have a valid passport.

• Fully inform students about possible risks or difficulties involved in participation, while making sure not to discourage them from participating. Your program brochure in Via TRM should include course expectations and accessibility information such as unusual, rigorous physical activities for completion of required course components.

• Communicate with Business Office staff concerning Business Office policies pertaining to travel courses and to discuss any special circumstances related to the specific travel course.

• 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.