Policy Table of Contents
- Purpose and Scope
- Criminal Background Check Requirement:
- Operational Requirements
- Program Handbook:
- Program Leadership Pre-Departure session:
- Student Pre-Departure session:
- Conduct Rules for Program Leadership:
- Drug and Alcohol Policy:
- Reporting Protocols:
- Behavior violations resulting program expulsion for students:
- Emergencies Abroad:
- Lost Passports:
- Missing student Policy:
- Mandatory Emergency Insurance:
- Evacuation Insurance
- SMART traveler enrollment:
- Related Policies:
Purpose and Scope
The purpose of this policy is to promote the health, wellness, safety and security of CCS students who participate in CCS Study Abroad Programs. The College requires all CCS administrators, faculty, staff, and volunteers working with CCS students in College Sponsored Study Abroad Programs or affiliated Study Abroad Programs (in a CCS contractual relationship) to comply with this policy.
- Authorized Program Staff: Individuals, paid or unpaid, who interact with, supervise, or otherwise oversee CCS Students in program activities. This includes but is not limited to faculty, staff, volunteers, graduate and undergraduate students, and independent contractors/consultants. The Authorized Program Staff’s roles may include positions as, leaders, instructors, guides, etc. For the purposes of this policy the term “Program Staff” is also assigned this definition. This definition does not include temporary guest speakers, presenters, or other individuals who have no direct contact with Program participants other than short-term activities supervised by Program Staff.
- College Facilities: Facilities owned by or under the control of the College including housing and Program space. CCS Property is extended to include any buildings or sites in foreign countries which are used for the purpose of hosting a CCS faculty led and/or CCS affiliated study abroad program. Examples of such property include, studios, housing, and instructional sites.
- College Sponsored Programs: Programs that are directly managed by College faculty, staff, and Sponsored Student Organizations on behalf of the College.
- Direct Contact: Providing care, supervision, guidance or control of CCS Students or having routine interaction with CCS Students.
- Non-College Sponsored Programs: Programs that are not operated on behalf of the College or under the College’s control.
- One-on-One Contact: Personal interaction between any Authorized Program Staff and a participant without at least one other Authorized Program Staff, being present.
- Program: Programs or activities offered by various academic or administrative units of the College, or by non-College groups affiliated with the College where CCS students are involved. This includes, CCS faulty Led Study Abroad Programs, or Faculty led trips which employ external agencies to administer their programs. This does not include out-side programs that may enroll CCS students.
- Program Manager: The person(s) who has primary and direct operational responsibility for managing a Program.
- ISSO: The International Student Services Office at CCS
Criminal Background Check Requirement:
All individuals involved with a CCS faculty Led Student Abroad Program whom will have direct contact with CCS students are subject to submit a criminal background check and may be asked to comply with this requirement. The following types of convictions will render an individual ineligible to work or volunteer for the College’s Study Abroad Programs:
- Drug distribution activity or felony drug possession
- Sexual offenses
- Crimes of violence involving physical injury to another person
- Child abuse, molestation or other crimes involving child endangerment
- Any other crime involving moral turpitude
The Study Abroad Authorized Program Staff Responsibilities:
- Serve as a resource and emergency contact to the group.
- Remain with the group for the duration of the trip.
- Be the point of contact between the group participants, and College officials as needed.
- Be familiar with all College rules and regulations that both individuals, and groups must adhere to including:
- Be prepared to respond to emergency and crisis protocol to ensure a safe environment and experience to all students.
- Be prepared to adhere to all reporting requirements in regards to crime, behavioral, and sexual assault/violence.
- Review program itineraries prior to the trip and discuss any concerns with the organization.
- Ensure all participants are enrolled in the CCS Travel Registry prior to travel
- Promote, and ensure compliance with mandatory enrollment of all participants in Emergency Travel and Medical Insurance and mandatory natural or political crisis Evacuation Insurance according to the International Travel Policy.
- Collect the following information from all participants prior to the trip is scheduled to begin:
- Passport information page copy
- Emergency contact form
- Health insurance and Health information form
- Assumption of Risk Release Form
- Make sure a final list of participants, and above mentioned information is sent to the department of International Student Services (ISSO) to be loaded into a mutually accessible database. Program Staff should also carry this information with them on the trip as both hard, and digital copies.
- Ensure all participants are aware of travel details and trip itinerary in the form of a program handbook.
The office/department leading a Study Abroad program must develop and distribute a program handbook to participants. The International Student Services Office, can provide a general template and should be consulted in the content prior to distribution to students.
The Program Handbook must include the following information:
- Emergency Procedures: Procedures for notifying the college and the student’s emergency contact, in case of emergency, including medical or behavioral situations.
- Student Emergency Contact: Information on the student’s emergency contact on how to reach them during the program.
- Student Health Form: Information on the student’s health insurance, proof of travel insurance and specific health concerns that the program leadership should be aware of.
- How to prepare for healthy travel- travel health clinic information and CCS Wellness Center contact information
- Program Contact Information: Information for the student to share with their personal contacts on how to reach the Program leadership and CCS leadership while abroad.
- Program itinerary: This should include the exact location of the participants with corresponding dates, and address. Include information regarding “free” days in which students will travel on their own.
- Program rules: Including the CCS student code of conduct and specific cultural expectations, for participants in the program, including the fact that participants must abide by all College regulations and may be removed from the program for violation of such rules.
- The Assumption of Risk Form: A basic contract signed by students that reviews the risks, and responsibilities involved with Study Abroad.
- A description of the process to be followed if a participant, group leader, or other individual associated with the study abroad program is alleged to have violated College policies or conduct rules of the program, including the process for dismissal and removal from the program.
- Title IX policy and reporting requirements: For review by participants, and to reinforce acknowledgement of study abroad program compliance with this policy.
- A country profile outlining regionally specific risks, and cultural information to be noted for US travelers
- Local US embassy contact information
- How to register for the SMART traveler program with the US State Department
- Travel Visa requirements for destination
- Requirement to enroll in the CCS Travel Registry
Program Leadership Pre-Departure session:
Study Abroad program leadership are required to meet with the International Student Services Office prior to departure to review the following procedures:
- International Travel Policy
- Protecting Students Participating in College Programs or Activities
An understanding agreement will be signed following the meeting and will kept on file with the college.
Student Pre-Departure session:
It is encouraged to hold an in person group meeting prior to departure with the students and leadership to review the handbook information and collect required forms.
Conduct Rules for Program Leadership:
Program Staff should be positive role models and behave in a responsible manner that is consistent with the mission of the College and adhere to the policies in the CCS Staff Handbook.
Program Staff are required to comply with all applicable laws and College policy. Program Staff working in Study Abroad Programs covered by this policy must follow these expectations to avoid conduct that could cause harm or be misinterpreted:
- Do not engage in any sexual activity, make sexual comments, tell sexual jokes, or share sexually explicit material with CCS Students or assist in any way to provide access to such materials.
- Do not engage or allow CCS Students to engage you in romantic or sexual conversations, or related matters.
- Do not touch a CCS Students in a manner that a reasonable person could interpret as inappropriate. Touching should generally only be in the open and in response to the Student’s needs, for a purpose that is consistent with the Program’s mission and culture, or for a clear educational, developmental, or health related purpose (i.e., treatment of an injury). Any resistance from the student should be respected.
- Do not use profanity, vulgarity, or harassing language.
- Do not be alone with a single student. If One-on-One interaction is required, meet in open, well illuminated spaces or rooms with windows observable by other Program Staff.
- Do not meet with students outside of established times for Program activities. If this is required, please include more than one Program Staff.
- Do not invite students to your home or other private locations.
- Do not provide gifts to students or their families independent of items provided by the Program.
- Communication with students must be educational or programmatic in purpose and the content of the communication must be consistent with the mission of the Program and the College.
- Do not engage in any abusive conduct of any kind toward, or in the presence of, a student including but not limited to verbal abuse, striking, hitting, punching, poking, spanking, or restraining. If restraint is necessary to protect a student or other student from harm, all incidents must be documented and disclosed to the College Administration.
- Do not use, possess or be under the influence of alcohol or illegal drugs while responsible for a student’s welfare.
- Do not provide alcohol or illegal drugs to any students at any time during the study abroad program.
- Do not provide medication to a student
- Do not possess any type of weapon or explosive device.
Drug and Alcohol Policy:
All members of the CCS community also are governed by laws, regulations, and ordinances established by the state and local municipalities and will be held accountable by law enforcement representatives of those entities for any illegal activity. It is the responsibility of all campus members to be aware of these laws. This includes international laws in host countries in which our staff, and student are traveling on College Sponsored Programs. Faculty cannot provide alcohol to CCS students, regardless of the legal drinking age of the country in which the Study Abroad Program is situated. Study Abroad locations are considered “on-campus” for purposes of this policy.
- Faculty and staff responsible for student’s abroad must
- Sexual assault and misconduct
- Violations of conduct by students, program leadership, or affiliated constituents
- Crimes committed to or by programs participants, or leadership
- Emergencies of any nature
Title IX Coordinator
Assistant Dean for Institutional Equity and Inclusion
Institutional Equity and Inclusion
Deputy Title IX Coordinator
Assistant Human Resources Director
Office of Human Resources
For all other reporting:
Information will be given to the appropriate office on campus and/or CCS Crisis Management Team.
Director of International Student Services
Office of International Student Services (ISSO)
Office: +1 (31)3-664-7448
Cell: +1 (313)-920-1296
Dean of Students
Office: +1 (313)-664-7675
Cell: +1 (248)-310-9571
Office of Student Affairs
Conduct Violations and Crime Reporting:
CCS encourages all members of the College for Creative Studies community to engage in accurate and prompt reporting of all crimes to Campus Security and the appropriate law enforcement agencies, when the victim of the crime elects not to, or is unable to, make such a report. While abroad please work within the local law enforcement agencies, and report incidents to the college administration immediately.
Title IX Reporting:
The Title IX reporting responsibilities of CCS Study Abroad Leadership apply while abroad. All College community members are strongly encouraged to report incidents of sexual misconduct to the Title IX Coordinator or any of the reporting resources listed below, by phone, email, or in person.
Behavior violations resulting program expulsion for students:
In the event of an incident/infraction where there is an allegation of a violation of the laws, regulations, and customs of the host country, community, institution or program or a violation of the CCS College Code of Conduct, but does not cause immediate danger to others, the following procedures will apply:
Student Behavioral Procedure:
1. VERBAL NOTIFICATION: The faculty member-in-residence or program assistant representing the Office of Academic Affairs (referred to as the “leader or mentor”) will investigate the alleged violation using the resources available to him or her. They will have a frank discussion with the student of expectations and consequences, giving the student an opportunity to respond in person and present any witnesses or ask questions of witnesses, if any, that the complainant has identified.
2. WRITTEN NOTIFICATION: The student will receive a written notification of the expectations and consequences. This is the final warning and any continuation of the undesirable behavior will result in immediate dismissal with no refund academic credit and grade will be awarded according to college policy.
3. DISMISSAL: If, after the facts have been examined and after discussion and authorization from the Office of Academic Affairs, it has been decided to dismiss the student from the program, the student receives written notification of the decision. The student is responsible with all costs incurred due to program dismissal. Upon return to the campus a decision regarding the need for further action will be made.
Behavior violations resulting program expulsion for Staff:
Violations of Staff conduct prior to or during travel will result in immediate removal from the study abroad program and replacement of role by an alternate staff member or potential cancellation of program. The CCS staff handbook, and conduct rules listed in this document policies apply while abroad on a CCS Program.
The College has the right to make cancellations, substitutions or changes in case of emergency or changed conditions in the destination country or region. In the case of serious emergency situations, the Program Leadership is responsible for taking immediate care of participants, and notifying the college. The college will utilize its internal Emergency Procedures, and Crisis Management Team as they apply to study abroad, notify all emergency contacts of students and staff, the US Embassy, and other organizations that may aid in securing the safety of our program participants. Students and Program Leadership should take care to ensure their immediate needs and safety and then contact College immediately.
You will have to replace the passport before returning to the United States. Contact the nearest U.S. embassy or consulate for assistance. Ask to speak to the Consular Section to report your passport lost or stolen. If you have been the victim of a serious crime, be sure to tell a consular officer about it as soon as possible so they can provide appropriate assistance. If you are scheduled to leave the foreign country shortly, please provide our consular staff with the details of your travel.
Missing student Policy:
If a student becomes detached from the program group or simply disappears for more than 24 hours, the Program Leadership is required to notify the College Administration. Program leadership must notify the International Student Services Office, who will notify Campus Safety, and the Office of Student Affairs immediately.
The following information will be collected:
- Contact Information and relationship to the missing student.
- Name and vital information about the student reported to be out of contact.
- The date, time, and location the missing student was last seen.
- The general routine or habits of the suspected missing person including any recent changes in behavior or demeanor.
- The missing student’s cell phone number.
Once a report has been made that a student is missing, Campus Safety and the Office of Student Affairs will work together to investigate the situation.
- CCS leadership will notify the local US Embassy.
- CCS leadership will notify the student’s emergency contact.
- No social media outlets should be utilized to communicate.
- Program Leaders are encouraged to manage the student group appropriately to ensure that communications to media outlets, social media, and outside sources are restricted.
- CCS leadership will communicate to all media and outside sources.
Mandatory Emergency Insurance:
Students and staff are required to purchase emergency medical and travel insurance that covers the duration of their trip. The insurance policy should include repatriation and evacuation coverage in cases if health emergencies, or death. The emergency insurance policy should also cover travel costs for family members in cases where the participants cannot leave the country in cases of hospitalization.
In addition to international health insurance for employees and students who travel abroad, we also require evacuation insurance due to natural disasters or political unrest.
SMART traveler enrollment:
CCS encourages students to enroll in the SMART program prior to college sponsored trips abroad. The Smart Traveler Enrollment Program (STEP) is a free service to allow U.S. citizens and nationals traveling and living abroad to enroll their trip with the nearest U.S. Embassy or Consulate.
- Receive important information from the Embassy about safety conditions in your destination country, helping you make informed decisions about your travel plans.
- Help the U.S. Embassy contact you in an emergency, whether natural disaster, civil unrest, or family emergency.
- Help family and friends get in touch with you in an emergency.
For questions or input on this policy please contact the International Student Services Office.