Academics – Staff Handbook

International Travel

I. Introduction

The College for Creative Studies (CCS) is committed to developing global partnerships, increasing international diversity on campus, and providing international study opportunities for students.

The College and the individual travelers have a responsibility for promoting health, safety, and security while traveling abroad. This policy defines institutional requirements that promote safety during international travel.

Individual travelers are responsible for compliance with this international travel policy. Academic departments and College offices sponsoring CCS Related Travel (defined below) are responsible for informing travelers of this international travel policy and for facilitating compliance for individuals where appropriate.

This International Travel Policy outlines the College’s requirements for CCS related travel abroad.

II. Definitions

This section defines four terms used in this document: Travel Abroad, CCS Managed or Organized travel, CCS Related Travel, and Group Travel Abroad.

Travel Abroad: destinations outside the Fifty States of the United States of America and the District of Columbia. Travel to U.S. territories (including American Samoa, Guam, Northern Mariana Islands, Puerto Rico, the U.S. Virgin Islands, and the United States Minor Outlying Islands) and journeys on the High Seas are also considered travel abroad.
CCS Managed or Organized Travel: An international experience managed or organized by a CCS department/office, faculty or staff member. Managed and organized includes: creating, funding, instructing, or approving the experience, or coordinating the applications and selection of participants.
CCS Related Travel: is defined in terms of two traveler roles:

CCS Faculty or Staff

Faculty or staff members who are traveling abroad within the context of their job responsibilities are considered to be on CCS Related Travel. If faculty or staff members receive CCS funds or CCS managed funds for travel or if they are representing CCS even if funded by an international partner or third-party entity, they are considered to be on CCS Related Travel. While a trip might include personal activities outside of the traveler’s job responsibilities, if the primary purpose is work-related the trip is CCS Related Travel.

Student

Participants in Travel Abroad can include both individuals enrolled as students at CCS, but also individuals not enrolled as CCS students who participate in a CCS program; such persons are designated Students within this policy. A person traveling in a Student participant role who meets one or more of the following criteria is on CCS Related Travel:

Receives CCS academic credit for the experience.
- Travels on a program or trip that is CCS Managed or Organized.
- Travels on a program or trip organized by Student Affairs or a program or trip that is formally sanctioned by a CCS department or office as a Sponsored Event.
- Receives funding from CCS or receives funds managed by CCS for their travel.

Group Travel Abroad: a cohort of CCS student participants with similar program experience dates, itinerary, related activities at the destination, and identical or related accommodations, for whom an organizer or leader is assuming some responsibility. There is significant interdependence of participants within the cohort.

III. Policy

A. CCS International Travel Registry

The CCS International Travel Registry is a confidential and secure database for maintaining key travel information for faculty, staff and students traveling abroad. The Vice President for Enrollment and Student Services, and Associate Provost for Academic Affairs are responsible for the overall management of the CCS International Travel Registry.

The CCS International Travel Registry is the official source of traveler information for locating and communicating with travelers, responding to emergencies, and managing media and public relations during critical incidents abroad. It also serves as the central source of travel abroad data for institutional reporting.

All faculty, staff, and students traveling abroad for CCS Related Travel must register their travel in the CCS International Travel Registry before the expected departure date. Whenever possible, travelers are expected to update the registration, including travel dates, destinations, and on-site contact information, if updated information becomes available.

Individual travelers are responsible for verifying their travel registration through either self-registration or coordination with their sponsoring units. Departments/Offices sponsoring CCS Related Travel are responsible for informing travelers of this travel registration requirement.

The travel registry can be accessed at:

Student Travel Registry

Staff Travel Registry

B. Travel Abroad Health Insurance

All students, staff and faculty traveling abroad for CCS or affiliated with CCS are required to have travel abroad health insurance coverage from the College’s authorized vendor, regardless of whether the Student traveler has other health care coverage. Student travelers are responsible for verifying travel abroad health insurance coverage either through self-enrollment or coordination with their sponsoring units. Group leaders are responsible for informing their students and participants of this insurance requirement.

*CCS will accept the following plans

C. Emergency Evacuation Insurance and Support

All Students, Faculty and Staff traveling abroad for or affiliated with CCS must carry insurance that covers emergency evacuation due to political unrest or natural disaster.

The college may evacuate or cancel travel at any time before, or during a program due to emergency situations. In making the decision to evacuate a person or group, the Office of International Student Services consults the Travel Risk Committee. Evacuation support relies on CCS faculty, staff, and students to register their travel.

Students who remain in-country after being advised to evacuate will not be eligible for college funding or academic credit related to the travel experience and may be subject to disciplinary action.

*The plans outlined above carry evacuation insurance. Please inquire when enrolling to be certain the additional coverage is added.

D. High Risk Destination Travel

The College will conduct reviews and designate locations as High Risk Destinations.

The Vice President for Enrollment and Student Services (students) or the employee’s Vice President will make the final determination on this designation, upon consultation with the Travel Risk Committee. This designation may occur at any time before, or during an international trip. The College will not approve CCS related travel to destinations where health, safety, or security risks are determined to be significant and require unusual caution and risk mitigation strategies. For example, travel to destinations experiencing serious outbreaks of infectious disease, war or violent civil unrest. Students may not travel for or affiliated with CCS to destinations that are under a High Risk designation.

To submit an appeal for travel to these destinations, please follow the separate policy for Student Travel to High Risk Destinations or Employee Travel to High Risk Destinations.

E. Incident Reporting Requirements

While traveling abroad affiliated with CCS, individuals should promptly report conduct that may violate College policies including: TITLE IX, student or staff conduct violations, or crimes. Individuals are encouraged to report incidents that may violate criminal law to both the College and to local law enforcement. These processes are not mutually exclusive.

Related Policies

Study Abroad Policy
Roles and Responsibilities for Faculty Led Study Abroad Programs Guideline
Faculty Led Study Abroad Program Approval Policy and Procedure
Protecting CCS Students Studying Abroad
High Risk Destination Travel Policy
Reporting Criminal and other Serious Incidents
Chaperone Policy
Title IX

Protecting Students Abroad

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.

Definitions

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
Murder
Kidnapping
Any other crime involving moral turpitude

Operational Requirements

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.

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.

Reporting Protocols:

Faculty and staff responsible for student’s abroad must report:
- 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
Dierdre Young
Assistant Dean for Institutional Equity and Inclusion
Institutional Equity and Inclusion
313-664-1489
ddyoung@collegeforcreativestudies.edu

Deputy Title IX Coordinator
Raquel Diroff
Assistant Human Resources Director
Office of Human Resources
313-664-7651
rdiroff@collegeforcreativestudies.edu

For all other reporting:

Information will be given to the appropriate office on campus and/or CCS Crisis Management Team.

Katherine Campbell
Director of International Student Services
Office of International Student Services (ISSO)
Office: +1 (31)3-664-7448
Cell: +1 (313)-920-1296
kcampbell@collegeforcreativestudies.edu

Dan Long
Dean of Students
Office: +1 (313)-664-7675
Cell: +1 (248)-310-9571
Office of Student Affairs
dlong@collegeforcreativestudies.edu

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.

Emergencies Abroad:

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.

Lost Passports:

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.

Notifications:

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.

Evacuation Insurance

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:

https://step.state.gov/

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.

Related Policies:

Independent Study

An Independent Study is available to undergraduate students who are at Junior or Senior level standing and first and second year graduate students with a cumulative grade point average of 3.00 or above. The student may receive approval to work in an area or on a project that is not otherwise offered or addressed in the curriculum. Students may receive credit toward graduation for no more than 6 credit hours.

The student must complete an Independent Study Form. Please see the Academic Credit Opportunties page for more information.
The student must submit a minimum 150-word Independent Study Proposal, along with the Independent Study Approval Form, to the faculty member overseeing the Independent Study. The proposal should state the reason for the independent study and their plan for study, including topics to be covered and goals.
The faculty member appointed to oversee the Independent Study must write an Independent Study Syllabus with a detailed course description, learning outcomes, assignments, meeting dates (minimum of four), due dates, and grading criteria.
Students must submit the Independent Study Proposal and the completed Syllabus from the faculty member to the Department Chair. The Department Chair approves of the Student’s proposal, the Independent Study and the Syllabus with a detailed course description, learning outcomes, assignments, meeting dates (minimum of four), due dates, and grading criteria.
The Independent Study Approval Form, with faculty and Chair signatures, must be submitted to the Office of Academic Affairs for final approval by the Undergraduate Dean, Graduate Dean, or the Dean of Academic Affairs.
The student takes the final approved form to the Academic Advising and Registration Office in order to register for the Independent Study. Independent Study forms must be turned in no later than the final day to add a class of the semester in which the Independent Study is to be taken.

Restricted Course

Students who intend to register for a course that is restricted to a particular major or class level (for example, Crafts only or juniors only) and who are not in that department or at the required class level must have the department chair or administrator complete and sign the Registration Permission Form and submit it to the Academic Advising and Registration Office.

Policy Contact

[connections category_name=”Academic Advising & Registration”]

Digital Image Collections Using Luna Software

Growing inquiry concerning the development of additional CCS in-house digital image collections using Luna software has led the Library’s Visual Resources team to develop new policies in this regard. Starting in 2004, teaching and research has been our mission; however, we have recently added collections that are administrative and archival in nature with the Select Student Work Repository and Student Work Archive. Because the Visual Resources staff is small, the development of new stand-alone CCS focused collections must be a collaborative effort. This document provides an explanation for that process.

The Visual Resources policy of honoring student and faculty requests for the teaching and research collection, as well as the development of smaller topic-specific media groups as a subset, remains unchanged. In fact, it is our highest priority. As such, Visual Resources is unable to consider developing personal, as opposed to departmental, digital image collections. All collections must directly benefit the college. Slide and photo negatives are currently outside of our scope because of time and equipment constraints. The consideration of new digital image collections that are historical in nature will be referred to the Library Archivist or Library Director for review.

Visual Resources Commitment Statement

The CCS Library’s Visual Resources team recognizes the importance of managing digital material for the purpose of teaching, scholarship, review, and publication. There is a growing need to safeguard, organize, and enable easy, centralized access of digital material specific to a wide range of uses on campus, including academic and administrative departmental functions. For parties who approach Visual Resources for help establishing and building a collection, we commit to the following:

Make the digital preservation process understandable: explain common terminology, identify standards and best practices, help create specification guidelines for collection building, and list resources that will further inform on the benefits of the digitization process
Assist in identifying scope, purpose, function, and patron base for the digital collection discussed
Recommend appropriate strategies that result in the best long-term solutions pertaining to the specific character of the digital collection under consideration including: recommending the most logical storage and retrieval system, choosing the right metadata scheme, etc.
Depending on the amount of work hours required to manage the proposed digital collection, offer the use of the Luna software system and server, as well as function as Digital Asset Managers as described under “Roles and Responsibilities”

Roles and Responsibilities in Digital Collection Building

This section describes key stakeholders and their respective roles in the digital preservation and collection-building process in general terms. It is acknowledged that the stakeholders’ roles and responsibilities can overlap, depending on the project’s size and scope. However, if the digital collection development process is to go forward in partnership with Visual Resources, the following stakeholders listed below must be clearly identified and in agreement with said role. For image collections external to the library, the Visual Resources team will fulfill the role of Digital Asset Managers, with the partnering department(s) filling the roles of Content Specialist, Project Coordinator, and Metadata and Imaging Work Group; the role of Information Technology Administrator is already discharged by the Information Technology Department. Visual Resources shall provide initial guidance for external collections in the form of identifying appropriate strategies and supplying documentation for the technical specifications to guide the Content Specialist, Project Coordinator, and the Metadata and Imaging Work Group. Visual Resources must be informed of the identified partners:

Content Specialist(s) – determines the nature and extent of the collection, selects material for inclusion, defines purpose, function, scope and goals of proposed collection

Project Coordinator – meets with all parties involved to ensure that standards and best practices are followed, maintains a production schedule, coordinates communication, understands rights-based constraints and intellectual property rights pertaining to specific digital material being processed, collaborates with Digital Asset Manager(s) to design appropriate template and specifications for Work Group to follow

Metadata and Imaging Work Group – individuals responsible for creating metadata and making sure digital images meet specified standards for upload into the system

Digital Asset Manager(s) (established: Visual Resources) – creates template and header in Luna for collection, administrates settings and access levels for end users, uploads metadata and digital material, aids in the definition of standards for best practices, helps Project Coordinator educate and train all involved in metadata creation and image format requirements in order to meet designated collection outcomes, advises according to best practices on issues pertaining to intellectual property rights as they relate to the field of digitization at large

Information Technology Administrator (established: IT) – maintains server, monitors server space, offers technical advice as needed, ensures that campus network incorporates Luna software functions to its fullest capacity, initiates software upgrade process as revisions become available

Library Director (established) — monitors potential challenges in the partnership process, including the increasing volume of digital material to be maintained, Visual Resources staff limitations, the need to update Visual Resources staff expertise as technologies evolve, administrative complexities in ensuring cost-effective and timely action

College for Creative Studies Administration – commits to supporting an environment in which digital preservation is regarded as a critically necessary endeavor. This support includes providing adequate managerial and financial commitment to develop a digital preservation program

Introduction

After understanding the Visual Resources Policy for the Formation of New Digital Image Collections, interested CCS departments may proceed through the following steps. Please note that Visual Resources is unable to consider developing personal digital image collections that fall outside of the college’s overriding mission. The consideration of new digital image collections that are historical in nature will be referred to the Library Archivist or Library Director for review.

Process

Meet with the Library Director and Visual Resources team in order to determine scope, purpose, function, and patron base of proposed image collection, recognizing that Luna software may not be the best option for storage, organization, and retrieval, at the time. Permission limitations and access levels will be discussed. See also the “Visual Resources Commitment Statement” in the Policy for the Formation of New Digital Image Collections.
If the use of Luna software and an arrangement with Visual Resources is agreed upon, determine a desirable metadata scheme allowing for cataloging in Excel or Open Office, image specifications and formatting, naming conventions, and a clearly written guide that spells out expectations for your Metadata and Imaging Work Group. The Visual Resources team will steer you through the process and provide examples used by other digital collections.
Identify the project participants: Content Specialist, Project Coordinator, and Metadata and Imaging Work Group members. Provide their names, and contact information, to the Visual Resources team. If the collection is small, it is acceptable for individuals to function in more than one role.
Determine a timeline, deadlines, and meeting dates with the Visual Resources team. Material will not be uploaded into Luna unless agreed upon specifications are met.

References

University of Massachusetts Amherst Libraries. Digital Preservation Policy,

https://www.library.umass.edu/dmsdocument/144-digital-preservation-policy

Dartmouth College Library, Digital Preservation Policy

https://www.dartmouth.edu/~library/digital/about/policies/preservation.html

Institute of Museum and Library Services, Nisco, A Framework of Guidance for Building Good Digital Collections, https://www.niso.org/publications/framework-guidance-building-good-digital-collections

Study Abroad

To be eligible for all study abroad opportunities, students must have a cumulative GPA of 3.0 and written permission from the department chair. Study for an academic semester or year abroad requires that a student be a junior or in the first semester of the senior year. Graduate students should meet with their chair to determine the best semester to participate in a study abroad opportunity. Participation in one of the summer, faculty-led programs is open to all students, regardless of year. Study abroad during the final semester at CCS is not permitted. For more information, please see the Study Abroad Blackboard Page.

Students must meet with the Director of International Student Services and their department chair no later than March 1 for fall or October 1 for winter.

Students must:

Compete the Study Abroad Approval Form and Packet and submit to the International Student Services Office (ISSO)
Comply with the CCS International Travel Policy requirements
Attend a Pre-departure Informational Meeting with the ISSO

All forms are available from the office of International Student Services. The ISSO is located on the 2nd Floor of the Yamasaki Building.

Undergraduate Student Readmission

Students returning to CCS after an absence of more than two consecutive academic years or students who seek readmission after suspension must complete the Application for Readmission. This application along with a $50 nonrefundable readmission fee should be submitted to the Academic Advising and Registration Office at least two months prior to the start of the semester the student wishes to attend. Official transcripts with final grades from other institutions attended during the absence from CCS should be included with the readmission application.

Readmitted students must meet the program and graduation requirements in effect at the time of readmission. Studio courses older than seven years at the time of readmission cannot be used toward the degree, except with prior written approval from the department chair and Director of Academic Advising and Registration. The department chair must review and approve studio courses completed prior to the seven-year limit or taken at another college during the absence from CCS. This approval will be based on the student’s ability to demonstrate current curriculum proficiency as evidenced by a review of a current portfolio. The cumulative grade point average for all readmitted students includes all CCS grades, regardless of how much time elapsed between enrollments.

Students, who have left for mandatory military service, are able to resume studies at CCS without completing the readmission application for up to three academic years from the time of their withdrawal.

Procedure

Readmission for students in good standing:

Students, who left CCS in good academic standing with a grade point average of 2.0 or higher, should complete the Application for Readmission and attach the $50 Readmission Fee. Students will be notified via mail when their application has been processed.

Readmission after academic suspension:

Students applying for readmission after academic suspension, must complete the Application for Readmission, attach the $50 Readmission Fee, and address the problems that led to the academic suspension and put forth the case for the student’s success upon returning to CCS. This information should be provided in the “Student Explanation” section of the Application for Readmission. The Committee on Academic Performance will review appeals for readmission after academic suspension. If approved, the student’s academic standing would carry the status of “Continued Academic Warning.”

Readmission after suspension related to conduct:

Students applying for readmission after suspension related to conduct must complete the Application for Readmission, attach the $50 Readmission Fee, and include any relevant information that will build a case for the student’s success upon returning to CCS. This information should be provided in the “Student Explanation” section of the readmission application. The Dean of Students will review appeals for readmission after a conduct suspension.

Graduation Requirements

To be certified for graduation, students must:

Fulfill all departmental and academic course requirements for graduation in his/her major as outlined in the College catalog. Students have the option of electing the requirements listed in the catalog that was in effect at the time of their most recent admission to the college or those in the catalog that is in effect at the time of their final course completion.
Receive departmental permission to graduate based on a final review and exhibition of their work, unless waived by the department. Departmental permission to graduate is good for one year. Students who fail to complete their degree requirements within one year of being approved to graduate must be re-approved and have their portfolio re-reviewed prior to receiving their degree.
Undergraduate students must have a cumulative grade point average of at least 2.0 (C). Graduate students must have a cumulative grade point average of at least 3.0 (B)
Have all official transcripts from other schools on file in the Academic Advising and Registration Office no later than the last day of the drop/add period of the semester that graduation is to occur.
Be enrolled at the College for Creative Studies at the time that their degree is awarded.
File an Application for Graduation with the Academic Advising and Registration Office no later than the end of the fourth week of the semester in which they anticipate graduating. Early applications are appreciated.

A commencement ceremony takes place in the spring and fall semesters. Students who have applied for graduation and have completed all their requirements for graduation within the year preceding this event are invited to participate.

Graduate Student Readmission

Students returning to College for Creative Studies (CCS) after an absence of more than two consecutive academic years or students who seek readmission after suspension, must complete the Application for Readmission. This application along with a $50 nonrefundable readmission fee must be submitted to the Academic Advising and Registration Office at least two months prior to the start of the semester the student wishes to attend. Official transcripts with final grades from other institutions attended during the absence from CCS must be included with the readmission application.

Readmitted students must meet the program and graduation requirements in effect at the time of readmission. Studio courses older than seven years at the time of readmission cannot be used toward the degree, except with prior written approval from the program chair and Director of Academic Advising and Registration. The program chair must review and approve studio courses completed prior to the seven-year limit or taken at another college during the absence from CCS. This approval will be based the student’s ability to demonstrate current curriculum proficiency as evidenced by review of a current portfolio. The cumulative grade point average for all re-admitted students includes all CCS grades, regardless of how much time elapsed between enrollments. Students, who have left for mandatory military service, are not required to apply for readmission to the college for up to three academic years from the time of their withdrawal.

Readmission for students in good standing

Students, who left CCS in good academic standing with a grade point average of 3.0 or higher, must complete the Application for Readmission and attach the $50 Readmission Fee. Students will be notified via email when their application has been processed.

Readmission after academic suspension

Students applying for readmission after academic suspension, must complete the Application for Readmission, attach the $50 Readmission Fee, and address the problems that led to the academic suspension and put forth the case for their success upon returning to CCS. This information must be provided in the “Student Explanation” section of the Application for Readmission. The Committee on Academic Performance will review appeals for readmission after academic suspension. If approved, the student’s academic standing would carry the status of “Continued Academic Warning.”

Readmission after suspension related to conduct

Students applying for readmission after suspension related to conduct, must complete the Application for Readmission, attach the $50 Readmission Fee, and include any relevant information that will build a case for the student’s success upon returning to CCS. This information must be provided in the “Student Explanation” section of the readmission application. The Dean of Students will review appeals for readmission after a conduct suspension.

Grading

Grading is based on performance in coursework, growth in ability, attendance, and attitude. A continuous record of all grades throughout a student’s enrollment is kept in the Academic Advising and Registration Office. Final grade reports are available on Self-Service the week after classes end. CCS uses the following grading system:

Undergraduate Grading Scale

Grade	Rating	GPA	Description
A	Excellent	4.00	grade point
A-		3.70	grade point
B+		3.30	grade point
B	Good	3.00	grade point
B-		2.70	grade point
C+		2.30	grade point
C	Average	2.00	grade point
C-		1.70	grade point
D+		1.30	grade point
D	Poor	1.00	grade point
D-		0.70	grade point
F	Failing	0.00	grade point
NC	No Credit	0.00	no grade point value
P	Passing	0.00	no grade point value
I	Incomplete	0.00	no grade point value
W	Withdrawal	0.00	second through fourth week of class
WN	Withdrawal	0.00	after the fourth week of class
WF*	Withdrawal	0.00	stopped attending course without official withdrawal

Graduate Grading Scale

Grade	Rating	GPA	Description
A	Excellent	4.00	grade point
A-		3.70	grade point
B+		3.30	grade point
B	Good	3.00	grade point
B-		2.70	grade point
C+		2.30	grade point
C	Below Graduate	2.00	grade point (minimum required standard)
F	Failing	0.00	grade point
NC	No Credit	0.00	no grade point value
P	Passing	0.00	no grade point value
I	Incomplete	0.00	no grade point value
W	Withdrawal	0.00	second through fourth week of class
WN	Withdrawal	0.00	after the fourth week of class
WF*	Withdrawal	0.00	stopped attending course without official withdrawal

NOTE: Due to the COVID-19 Pandemic, students have the option to request that their grade(s) be changed to P/NC (Pass/No Credit) for the Winter 2020, Fall 2020, and Winter 2021 semesters. Please see the Pass/No Credit – Winter 2020 and Pass/No Credit – 2020 – 2021 Academic Year policies for more details.

Midterm Grade Procedure

CCS requires that midterm grades be submitted electronically during the eighth (8th) week of the semester. The Academic Advising and Registration office will email instructions to faculty on how to submit midterm grades via WebAdvisor during the sixth (6th) week of classes. Faculty should notify a student if their name does not appear on the electronic roster. The student MUST be advised to see the Academic Advising and Registration Office to verify enrollment in that course. Once all midterm grades are submitted via WebAdvisor they are made available to students. Instructors are obligated to assign a midterm grade to each student who is listed as registered for their class.

Valid mid-term grades are: A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F, WF*. You may not assign the “I”,”W”, or “WN” grades at midterm. A “WF” may be assigned at midterm.

*The “WF” grade is counted in the student’s grade point average calculation like an “F” grade. Students that receive a “WF” grade for all classes in a semester will be administratively withdrawn from CCS effective on the last date of attendance. “WF” grades may affect grade point average and satisfactory academic progress.

Midterm grades are a progress report only; they do not affect a student’s cumulative grade point average. However, these grades are an essential component in the advising process.

Final Grade Procedure

The Academic Advising and Registration Office emails faculty instructions on how to enter final grades into the WebAdvisor portal on the Monday of the 13th week of the semester (students are not permitted to withdraw after the 12th week of classes).

Faculty must enter final grades into WebAdvisor, the Monday after the last day of classes for the semester. There are no exceptions to the due date. Final grades are available to students once all grades are entered and they verified by the Academic Advising and Registration Office.

Faculty are obligated to assign a grade to each student who is still registered for their class. If a student is listed as anything other than a drop on your roster, the student is still officially registered for your class and you MUST assign a grade.

Valid final grades are: A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F, I*, W, WN, WF**.

* A grade of I (incomplete) should only be given rarely, when a student has encountered an unusual situation that prevented him/her from completing a SMALL portion of the semester’s work. When you enter an “I” grade in WebAdvisor you must also enter an expiration date. This date will be given to you. Incomplete (“I”) grades should NOT be assigned to a student if a student has stopped coming to class or has missed several assignments. If you have given a grade of “I” to a student in your class, you must also submit an Incomplete Grade Verification Form to the Academic Advising and Registration Office in addition to submitting the “I” grade via WebAdvisor. You and your Department Chair must sign this form before its submission. This form is available from your Program Manager or the Academic Advising and Registration Office. Grades of “I” automatically become “F” if the instructor has not submitted a grade change form by the end of the next full semester.

** The “WF” grade is counted in the student’s grade point average calculation like an “F” grade. Students that receive a “WF” grade for all classes in a semester will be administratively withdrawn from CCS effective on the last date of attendance. “WF” grades may affect grade point average and satisfactory academic progress.