Step by Step Checklist for Global Perspectives Trip Proposals

12-18 months pre-departure:
  • Review the Policy and Procedure Manual for Global Perspectives Trip Directors and become familiar with academic requirements of the cross-cultural component.
  • Consider the purpose of your proposed trip and determine program feasibility with intended destination.
  • Meet with Global Perspectives Director and department chair to discuss development of a cross-cultural experience.
  • Plan tentative itinerary and meet/contact travel agent if applicable.
12 months pre-departure:
  • Complete syllabi for all courses offered as part of the trip. All syllabi must originate in the respective academic department and all courses offered must be approved by the respective department chair.
  • Prepare budget. Trip Directors must meet with the Budget Director in the Office of Business and Finance and have full approval prior to proceeding with their proposal.
  • Begin input of information on the Global Perspectives SharePoint website.
9 months pre-departure:
  • Draft program proposal including Cross-Cultural Experience Justification Form, Seat Time Equivalency Charts for all courses offered, and the SACS Curriculum Checklist. Upon completion, begin the proposal approval process.
  • Following approval by the Global Perspectives Committee, students may be recruited.
6 months pre-departure:
  • Recruit student participants and conduct application/interview process if necessary. Inform applicants of deposit process.
  • Contact the Lee University Health Clinic at 614-8430 to schedule an appointment for travel clearances.
  • Finalize in-country housing, air and ground transportation, and on-site activity arrangements.
  • Finalize itinerary. Clarify all points of travel, deposit and installment payment schedules, and cancellation/refund policies.
3-4 months pre-departure:
  • Make final participant selection. Inform participants of payment schedule.
  • Ensure all participants have passports or are aware of the passport application process. Submit visa applications if applicable.
  • Alert the Registrar to your completed trip participant roster on SharePoint.
  • Alert Financial Aid, Residential Life, the Office of Business and Finance (for insurance purposes), and Betty Baldree at the switchboard via email about the intended program. They will have access to the Global Perspectives SharePoint website.
  • Obtain immunizations and physicals for all student, faculty, and staff participants.
4-6 weeks pre-departure:
  • Conduct pre-departure orientation meeting(s) with participants.
  • Ensure all participants have finalized registration.
  • Have students complete travel liability forms.
  • Follow-up on passports and visas as necessary.
  • Send final cash advance request to Office of Business and Finance.
  • Make any necessary updates/revisions to participant information, itinerary, etc. on SharePoint website.
1-2 weeks pre-departure:
  • Collect completed travel liability forms and maintain for your records. Make copies of passports and maintain for your records.
  • Identify emergency locations and telephone numbers that may be needed during your time in-country (i.e. U.S. embassy, hospital, local congressperson, department chair, etc.).
  • Confirm transportation and accommodation arrangements.

SUBMITTING A GLOBAL PERSPECTIVES TRIP PROPOSAL
  1. Trip Directors should work with their department chair to create a cross-cultural experience with the goal of fulfilling the mission of the Global Perspectives Program:
    The goals of the cross-cultural portion of the core curriculum are to help raise students’ awareness of increasing interdependence of our world and to emphasize that every human being has a potential for making a significant contribution to the kingdom of God. Furthermore, it is a goal of the cross-cultural requirements to foster in students a respect for the diversity of perspectives represented in the world community, to help students articulate an understanding of their own Christian values and to show how these relate to another cultural perspective. Cross-cultural programs should give students exposure to a cultural perspective other than their own, provide opportunities for dialogue about their relationship to that culture, and guide them through their own personal cross-cultural encounter.
  2. The department chair should advise the Trip Director in both the financial and academic aspects of the Global Perspectives Program and ensure that the Trip Director appropriately completes all preparatory steps.

  3. All new course syllabi must originate in the respective academic department and must be approved through normal channels.

  4. Trip Directors should familiarize themselves with the academic requirements of the cross-cultural component by referring to the Cross-Cultural Experience Course Syllabus.

  5. Trip Directors may use the Individually Arranged Cross-Cultural Study assignment syllabus as a model for the cross-cultural component (GNST 251, 252, and 253) of their trip. Remember to edit the syllabus to reflect correct contact information, assignment due dates, etc., in relation to the trip.

  6. The budget must be prepared before progressing any further. It is mandatory for Trip Directors meet with the Budget Director in the Office of Business & Finance to discuss their trip budget. Directors are encouraged to utilize the Global Perspectives Budget Approval Form.

  7. All required forms and syllabi must be submitted each time a Trip Director is requesting approval for a new global perspectives trip.
    Preparatory forms required are as follows:
       Approval Signature Checklist
       Budget Approval Form
       Cross-Cultural Experience Justification Form
       Seat Time Equivalency Chart
       SACS Curriculum Checklist
    All forms listed above may be accessed from the Faculty Resources link on the Global Perspectives website located at www.leeuniversity.edu/global.

  8. Upon completion of preparatory steps, the Trip Director may begin the proposal approval process which begins with the department chair, progresses through the Budget Director, Global Perspectives Committee, the respective Academic Dean, and ends with the Vice President for Academic Affairs.

  9. Begin input of information on the Global Perspectives SharePoint website located at https://sharepoint.leeuniversity.edu/Global/default.aspx.

  10. Once a proposal has been approved by the Global Perspectives Committee, the Trip Director will be notified via email by the Global Perspectives Office of the committee’s decision. Upon receipt of the email confirmation, students may be recruited. The approved proposal will then be submitted by the Global Perspectives Office to the respective Academic Dean who will then forward the proposal to the Vice President for Academic Affairs for final approval.

  11. Once students have been successfully recruited, the Trip Director must facilitate their acceptance into the program and see that they fulfill the obligations required by various administrative offices for travel.
    Students forms required are as follows:
       Student Application for Global Perspectives Trips
       Agreement, Release, and Waiver
       Durable Power of Attorney for Health Care
       Community Covenant and Safety While Traveling
    All forms listed above may be accessed on the Trip Director Info page of the Global Perspectives website located at www.leeuniversity.edu/global as well as on the General Share Drive in the Global Perspectives file.

  12. Trip Directors must contact the Lee University Health Clinic at 614-8430 to schedule appointments and confirm deadlines in order to ensure student participants meet health clearance requirements. See the Lee University Health Clinic Policy for Global Perspectives Trips. Trip Directors and all chaperones/staff must also complete a physical and receive health clinic clearance prior to trip departure.

  13. The Trip Director will need to complete the Trip Participant Registration Information form as required by the Registrar’s Office and by the Financial Aid Office to ensure student participants are registered for the correct courses, have paid the appropriate trip fees, are eligible for financial assistance, and have met the ANTH 200 prerequisite requirement. See the Registrar’s Policy for Global Perspectives Trips. Also, see the Financial Aid Policy for Global Perspectives Trips.

  14. The Residential Life Office should be contacted at 614-6000 to coordinate housing for students. See the Residential Life Policy for Global Perspectives Trips.

  15. The Office of Business & Finance should be contacted via email and provided a listing of all trip participants and ID #’s for insurance purposes.

  16. Betty Baldree at the Lee University switchboard should be contacted via email and provided a listing of all trip participants and travel information for emergency purposes.

  17. Conduct the Experience!

  18. Upon completion of the experience, Trip Directors will need to complete the grading of their participant’s assignments and post grades according to the Registrar’s grade entry schedule. See the Registrar Grade Entry Policy for Global Perspectives Trips.
 

Centenary Administration Building
Room 320
(423)614-8357 

gperspectives@
leeuniversity.edu

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