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PROGRAM DIRECTOR WORKSHOP #3Preparing to DepartUW Study Abroad | Global AffairsFaculty-led Program Team, Finance & Administration Team, Global Travel Security Manager

Agenda

•Final to do’s•Program wrap-up•Field advance reconciliation•Meal per diem•Emergency reporting•Case studies

Final To Do’s

Student Information Report• Passport number/expiration date, country of citizenship, insurance policy

number/coverage dates, email, DOB, UW student number

Health Survey Responses• Online self-disclosure health survey• Program Manager will call you with any concerns

Emergency Contact Survey• You are required to complete before the first day of your program• How we contact you in the field in the event of an emergency

Program Wrap-up

Reporting GradesUW Study Abroad sends grade report form via google sheet, submit online

Student EvaluationsSent electronically to students UWSA will send you and your Chair the responses within a month of your program

Field Advance ReconciliationDue one month after your program ends

Program Director ReportBrief online survey about your program and to provide our office with feedback

Program Wrap-up

Finances: Field Advance & Meal Per DiemUW Study Abroad Finance & Administration Team

Field Advance: What is it?

• SAFA will determine your field advance amount with your finalized budget/spending plan

• Small field advance = Less responsibility

• For more information, go to our website: http://www.washington.edu/studyabroad/pre-departure-finance-field-advances-and-meal-per-diems/

• Western Union Debit MasterCard

• Provided to Program Director(s) and/or staff to pay for expenses in the field with cash or point-of-sale

Field Advance Custodian Responsibilities

• Cardholder• Activate card(s)• Monitor spending and account balance• Adhere to field advance purchase policies• Complete reconciliation spreadsheet• Save all original receipts and ATM withdrawal receipts• Submit spreadsheet, receipts and cards to SAFA

within 30 days after program end date

Field Advance Next Steps

• Email SAFA at uwsafa@uw.edu with the following information:• Custodian’s Name• Custodian’s UW NetIDs• Custodian’s Date of Birth

• Pick up cards• SAFA will review the field advance reconciliation materials

• Make payments by cash or POS and save receipts• Use the field advance forms for cash payments, meal/activity allowance• Number and tape receipts to 8.5x11 paper• Enter each receipt onto

reconciliation spreadsheet

Limitations:• Cash Withdrawal Max:

$500 USD/card/day

• POS Max: $2,500 USD/card/day

Field Advance During the Program

• Use 8.5 x 11 paper

• Number your receipts in chronological order.

• Do not overlap or fold your receipts

• If you are purchasing tickets, you only need to tape one. Write a note that says the cost per ticket x # of people.

1 2

3

4

5.50 EUR X 15 5.50 EUR X 2

Field Advance Receipts

Field Advance Post Program• Submit all receipts to SAFA within 30 days:

Study Abroad F&ABox 355815Seattle, WA 98195

• Email reconciliation spreadsheet to uwsafa@uw.edu• Convert any leftover cash to USD • Once SAFA confirms the cash balance, write a check for the

amount to UW• Go to our website for more information:

http://www.washington.edu/studyabroad/post-program-finance-requirements/

Meal Per Diem• Receive an explanatory email about meal per diem • Meal Per Diem Advances (quarter long)

• Approve immediately through Ariba• No receipts needed• Approve reconciliation post program through Ariba

• Meal Per Diem Reimbursements (short-term, ~4 weeks or less)• Approve as received mid-program through Ariba

• Deposited directly to your personal bank account• Information regarding meal per diems can be found here:

http://www.washington.edu/studyabroad/pre-departure-finance-field-advances-and-meal-per-diems/

In the Field: Emergency Management and Incident ReportingGlobal Travel Security Manager

Global Travel Security ResourcesIn the event of a life threatening emergency involving a student or employee:

• Call the local emergency number• For medical emergencies contact

On Call International at +1.603.328.1358 (collect calls accepted)

• Contact the UW Emergency Number 001.206.632.0153 for further assistance

• Calls are routed through UWPD

The global emergency number is available 24/7

Download UW Global Travel Emergency Contact CardNumber: 444-999

Text: uwglobal

For Rome Center programsText: UWRC

For León Center programsText: UWLC

Complete this step domestically

Provides comprehensive UW GTSM contact information

The following types of incidents must be reported to the Global Travel Security Manager

• Alcohol/drug issues• Theft• Injury or death• Assault of a student or employee• Behavioral or psychological event• Illness• Fire

Reporting of an incident can be over email or phone to the Global Travel Security Manager, UW Study Abroad Director, or UW Study Abroad Staff

Emergency number 001.206.632.0153 | Email: travelemergency@uw.edu

Global Travel Security Resources

Clery Act

In 1986, Jeanne Clery was raped and murdered in her dorm room at Lehigh University. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (CleryAct) was enacted in her memory.

The Clery Act requires institutions of higher education receiving federal financial aid to report specific crime statistics and provide safety and crime information to members of the campus community

Universities are required to make timely warnings, emergency notifications, and provide annual information about campus crime statistics and security policies

GoalTo ensure students, prospective students, parents and employees, and prospective employees have access to accurate information about crimes committed on campus and about campus security procedures.

Overview

Clery ActDefinitions

Campus Security Authority The Clery Act requires that the University gather and publish crime data from multiple sources, including data from any Campus Security Authority (CSA). • “Officials with significant responsibility for student and

campus activities”

CSAs are responsible for collecting and reporting on certain crimes that are reported to them by students and employees.

Off-Campus LocationsSome off-campus locations are deemed so closely related to the University that crimes at these locations are included in campus crime statistics• Any building or property owned or controlled by the UW

that is used in direct support of UW’s educational purposes, is frequently used by students and is not “on campus” property”

• Example: UW international program that contracts with an international entity to provide services and/or space. Must report if UW “owns or controls” (e.g. leases) property

Clery ActIncident reporting The following types of incidents must be reported to the Global Travel Security Manager

• Criminal homicide (murder and manslaughter)• Sex offenses, forcible & non-forcible• Aggravated assault• Robbery• Burglary• Motor vehicle theft• Arson• Stalking*

Emergency number 206.632.0153 | Email: travelemergency@uw.edu

*Potential Title IX reporting requirements

• Hate crimes (motivated by race, gender, gender identity, religion, sexual orientation, ethnicity, national origin, disability)o Also report hate crimes that involve larceny/theft,

simple assault, vandalism or intimidation• Arrests and discipline referrals of students, staff, and

faculty for liquor, drug, and weapons law violations• Dating violence*• Domestic violence*

Clery Act

• Email: Clery@uw.edu

• UW Clery Act coordinatoro Police.uw.edu/aboutus/divisions/opst

• Campus Security Authorities o http://police.uw.edu/aboutus/divisions

/opst/csa/

• U.S. Dept. of Education Handbook for Campus Safety and Security Reportingo www2.ed.gov/admins/lead/safety/han

dbook.pdf

• UW’s current Annual Security and Fire Safety Report, and Drug-Free Schools Act Informationo Police.uw.edu/securityreport

Case Study ManagementFaculty-led Program Team, Finance & Administration Team, Global Travel Security Manager

Case Study # 1

Student wants to withdraw prior to program departure due to safety concerns. What do you do?

Your group just finished eating dinner at a restaurant and you are ready to pay for the dinner. The waiter tells you the card was declined. What do you do?

Case Study #2

Case Study #3Your group goes on an excursion to Venice and arrives at the hotel you will be staying for the weekend. It is late Friday night and the hotel manager informs you that they have not received the wire payment from SAFA. What do you do?

It is late Friday night and you get a call from one of your students informing you that another student on your program just reported being sexually assaulted. What do you do?

Case Study #4

Case Study #5It’s late Sunday night and your group is scheduled to leave the next morning by train to another country in Europe. You get a call from a student informing you that they have been involved in a bad car crash. One student on your program has been seriously injured. What do you do?

Daniel Brencic24/7 Emergency Number:

206.632.0153travelemergency@uw.edu

travelregistry@uw.eduNon-emergency #: 206.616.7927

dbrencic@uw.edu, washington.edu/globalaffairs

Let’s meet for a consult!

Lauren EasterlingKatherine Kroeger

Darielle HorseyLaura VillarrealRuby Machado

Phone: 206.221.4404studyabroad@uw.edu

Marc AubertinStephanie SoEmily Warren

Phone: 206.685.1438uwsafa@uw.edu

Questions