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Academic Affairs

Out of Country / State Courses

Welcome to the Study Abroad Travel Page for Texas Woman's University.  The Office of Undergraduate Studies is tasked with managing policy and procedure for study abroad tours.  This page serves as a one-stop resource for faculty and staff planning international study abroad courses.  For students seeking information about traveling abroad for a full semester or any other kind of independent travel study, please refer to the Office of International Education travel site.

Procedures for Study Abroad

These procedures implement the TWU Study Abroad Policy number______.

Participation in study abroad is available to students age 18 and older through credit bearing courses and to guests age 18 and older through non-credit course enrollment with Lifelong Learning. All participants must follow TWU policies and procedures for Study Abroad and must be covered by university liability insurance.

Study Abroad Travelers are limited to:

  • TWU Faculty and Employees: Staff, Teaching Assistants
  • Credit Students: Students that are enrolled in the designated Study Abroad class that have met all eligibility requirements for travel.
  • Non-Credit Continuing Education Students: All other travelers going on the designated trip that have met eligibility requirements for travel (i.e., spouses, children, friends, alumni, etc.).

TWU Faculty Requirements

Before the trip Faculty must:

1.      Report travel for the coming academic year no later than July 1st prior to the planned travel using the Liability Insurance Course Information Form. 

 2.      Verify each student’s GPA, academic standing, financial status, and compliance with all travel policies.  Faculty leaders may seek the assistance of the Office of Student Life and the Bursar’s Office for academic standing and financial status information. Documentation of eligibility should be retained in the department.

 3.      Verify class has met the minimum enrollment requirements.

 4.      Ensure that all Coordinating Board (CB) requirements are met as listed on the CB Certification form.

 5.      Complete and submit the following forms with signature from the Dean for your department to Undergraduate Studies prior to class registration as outlined in the Forms Schedule and Calendar:

 6.      Establish a continuing education course through Lifelong Learning  prior to registration if non-credit travelers are allowed to join the study abroad course and assure that all such travelers register for that course.

 7.      Submit the following to Undergraduate Studies two weeks prior to departure and retain copies in the academic department:

a.       Faculty cell phone number, travel agency or housing phone number, embassy phone number, designated emergency meeting place, date of student safety orientation.

b.      A list of all participants and emergency contact phone numbers for each participant.

c.       The following forms for each participant (credit and non-credit students, faculty, and staff).

8.      Complete a funds transfer (IDT) prior to departure to cover the fee assigned for liability insurance for all traveling faculty or staff.  This can be paid from course fees or other accounts. The IDT to cover TWU employees per trip should be sent to account number 11.400.05.4511. Contact Undergraduate Studies for the fee amount.

 9.      Attend a risk management orientation offered by Academic Affairs prior to first travel and repeat training every 2 years. Undergraduate Studies offers one study abroad workshop annually each spring and maintains records of attendance. 

 10.  Monitor State Department Travel Warnings before and during travel and comply with TWU policy regarding trip cancellations. If a Warning is issued before or after the trip arrangements have been made or after the group has departed, the trip must be cancelled. Travel Warnings are issued to describe long-term, protracted conditions that make a country dangerous or unstable. A Travel Warning is also issued when the U.S. government's ability to assist American citizens is constrained due to the closure of an embassy or consulate or because of a drawdown of its staff.

 11.  Monitor State Department Travel Alerts and notify participants if there is a Travel Alert issued so that participants can decide if they want to cancel. (It is highly recommended that ALL travelers purchase Travel Agency Cancellation Insurance). A Travel Alert is issued to disseminate information about short-term conditions, generally within a particular country, that pose imminent risks to the security of U.S. citizens. Natural disasters, terrorist attacks, coups, anniversaries of terrorist events, election-related demonstrations or violence, and high-profile events such as international conferences or regional sports events are examples of conditions that might generate a Travel Alert.

 12.  Arrange for malpractice insurance in the destination country for clinical/ therapy courses which require it. Clinical courses for which malpractice liability insurance would be required at TWU must not be scheduled unless liability insurance can be found, purchased and documented with notification of Undergraduate Studies.

 13.  Offer a safety orientation for all trip participants prior to departure.

 14.  Distribute emergency management plan to all travelers prior to departure. All participants must carry emergency contact cards received from Undergraduate Studies which include the TWU emergency number and email, the embassy/consulate number, the faculty cell number, and the number for the travel agency/provider or foreign institutional partner.

During the trip Faculty must:

1.      Follow the TWU emergency plan. TWU Police are the primary contact and may be reached at TWU (940-898-2911). TWU Police will contact the designated office where responders will contact family, etc. and other responders as needed.  An emergency email address is available for use when telephones do not work: emergency@twu.edu. 

 2.      Implement all TWU policies while traveling abroad. Faculty shall have the authority to dismiss a student from the course/trip for serious violations of the TWU code of conduct found in the Student Handbook or instructions from the faculty member.

 3.      Not leave any student behind unattended.

 4.      Be supported/ assisted by a second TWU employee unless an exception is approved by the Provost.

Credit Student Eligibility Requirements

            Credit Students must:

  • Enroll in the study abroad credit-bearing course.
  • Be at least 18 years old.
  • Not be on disciplinary probation at TWU.
  • Hold a GPA minimum of 2.5 as an undergraduate or 3.0 as a graduate student.
  • Have no outstanding financial liabilities with TWU.
  • Apply by the deadline so that reviews of eligibility can be completed (Forms Schedule and Calendar). 
  • Complete and submit all student travel forms.
  • Document general health insurance coverage during the time of travel. (Note: short-term insurance is available through TWU Student Health Services.)
  • Meet with Disability Support Services if accommodations need to be arranged for special needs.
  • Attend a safety orientation offered by the faculty leader prior to traveling.
  • Comply with all TWU Student Conduct Policies as outlined in the TWU Student Handbook.

Non-Credit Continuing Education Student Requirements

(If travelers are not TWU Employees or Credit Students, they must enroll in Continuing Education through Lifelong Learning as Non-Credit Continuing Education Students)

 Non-Credit Continuing Education Students must:

  • Enroll through the Office of Lifelong Learning as a non-credit continuing education student if they are not a credit student or a TWU employee with responsibility for trip supervision.
  • Be at least 18 years old.
  • Apply by the specified deadline (Forms Schedule and Calendar). 
  • Complete and submit all student travel forms.
  • Document general health insurance coverage during the time of travel. (Note: short-term insurance is available through TWU Student Health Services.)
  • Conduct themselves in a manner which represents TWU with dignity and follows laws of the countries visited.
  • Attend a safety orientation offered by the faculty leader prior to traveling.
  • Pay the liability insurance fee along with a continuing education fee.

Study Abroad Students with Disabilities

The American with Disabilities Act (ADA) applies in the United States; many countries do not have the levels of access available in the U.S. (i.e., historic buildings that do not have elevators).  The Office of Disability Support Services (DSS) works with TWU staff and faculty as well as the staff at the overseas sites to provide reasonable accommodations where appropriate and feasible.  According to the law, accommodations are determined on a case-by-case basis and are not required if they would require a fundamental alteration of the program or would present an undue hardship to the university.  If students are not able to perform the essential requirements of the course (with or without accommodations), then they are not qualified to participate in the program.

DSS Student Requirements

            Students with Disabilities must:

  • Meet the standard university eligibility requirements in applying for study abroad programs.
  • Begin planning for study abroad with the office of Disability Support Services at least one year before the planned trip to identify challenges existing in particular countries.
  • Be registered with the office of Disability Support Services in order to receive accommodations by the deadline for advance notice for study abroad.  If the student chooses not to disclose any disability-related needs until abroad, he/she is subject to the same policies and procedures for course participation as any other student.
  • Identify disability-related potential barriers that could affect participation in the course, and consider the impact on:
    • Classroom participation
    • Housing
    • Transportation
    • Academic supports (i.e., testing, writing, and reading)
    • Health services (i.e., counseling, medication)
    • Assistive technology

page last updated 1/23/2012 4:18 PM