Office of Global Citizenship

Marketing and Recruitment

After receiving notification of approval by the Dean of the Office of Global Citizenship, the BIT (where applicable), and the CAPC (where applicable), the program director and Office of Global Citizenship may publicize the experience to students. You may wish to advertise your experience through posters, brochures, classroom visits and/or information sessions, or by attending the Study Abroad Fair. 

Please write a short description about your program to be advertised on the Office of Global Citizenship website. If you have photos from previous travel to the program location, please submit them to sbscisso@sewanee.edu to be posted to the website with your description.

All material should stress the academic nature of the program and include program dates (labeled as ‘tentative” if not confirmed). Be mindful of the legal ramifications of all the information you share. When in doubt, contact the Office of Global Citizenship for guidance. All promotional material must include the following disclaimer: The University of the South reserves the right to cancel or alter the program format or to change the costs in case of conditions beyond the University’s control.

When advertising your experience, you will likely foreground exciting details of the places and activities that you have planned. To better prepare students for the additional financial and administrative responsibilities of study involving international travel, please make sure to include the following information with the literature you provide potential participants at this early phase.

 

Immunizations

Before beginning to advertise your program, consult the Center for Disease control Travelers’ Health page (http://wwwnc.cdc.gov/travel/) and Sewanee Health Services to determine which vaccinations are required and recommended for program destination(s). Students must have this information early, as vaccinations may take a lead time of up to three months, and may need to precede application for a visa.

Passports/Visas

Program leaders should make clear when advertising the program that students must obtain a passport valid for at least six months after the completion of the study abroad experience. Applying for a new, or renewing an existing, passport can take several months. Verify whether visas or other entry documents are required for participants and with the assistance of the Assistant Council for Global Affairs (ACGA) arrange for visa applications, if necessary. This information should be distributed to students as soon as possible, as some travel documents take time to process and vaccinations can require time to take effect.

Potential Additional Visa Requirements for International Students: International students wishing to take part in a short-term program abroad should check with the international student advisor concerning the processes they must follow to be covered by health insurance and to maintain legal immigration status in the United States and in the countries to be visited. Note that visa requirements for such students can be considerably more demanding than for U.S. citizens.

Program Fees, Deposits and Refunds

Students should be informed in writing of the cost of the program, both fees and anticipated additional expenses as well as the cancellation and refund policy for the experience when the experience is being advertised. Explain to what extent fees will be refunded if students pull out of the trip before it commences, if they are dismissed from the program while it is in progress, or if the program is cancelled due to the situation in the program location or if University support of the program is revoked. You may wish to adapt the policies mentioned in the sample release form.

Program directors should develop applications for their particular program that can be distributed to students as the program is being advertised and promoted. Applications will vary depending upon the particular requirements of each program. You may view a Sample Application here.

Please note that students may not be asked health or disability questions as part of the application process.

The application should include a question about the GPA and academic standing. Students who are not in good standing, or who have a GPA of less than 2.0 are not permitted to participate in a Sewanee-affiliated international experience.

All applications must include a Study Abroad Agreement by which students give written consent to being screened for past social and honor code violations.

The OGC coordinates with the Dean of Students and the Associate Dean for Academic Affairs to gather records of past social and honor code violations. If a student does not have a social violation within the last two years, that student is automatically given approval by the Dean of Students. If a student has a social violation within the last two years, the Dean of Students and Associate Dean for Global Citizenship confer on the student’s record and make a recommendation (“approved”, “not approved”, or “requires a conversation”). If a student has an honor code violation, the student’s violation is considered alongside the pattern of other (social) violations. Depending on the pattern and degree of severity, the OGC, in consultation with the Dean of Students and Associate Dean of Academic Affairs will make a recommendation (“approved”, “not approved”, or “requires a conversation”). The outcome of the screening process will be forwarded to the director of the study abroad program in question. As a side note, all third-party study abroad providers such as IES and CIEE require the OGC to report applicants’ social and honor violations as part of their admission and screening process.

Student participants who are not enrolled at Sewanee must also be screened by the Associate Dean of the College (who screens all non-degree seekers who register at Sewanee).

Student participants who are not enrolled at Sewanee are likely to be asked to do additional paperwork for the Office of the Registrar.