Faculty Handbook

Guidelines for accompanying family members

Faculty and other academic staff (instructors, graduate program assistants, etc.) who lead or participate in study abroad programs may decide to bring accompanying family members with them on the study abroad program.

The following policies describe the limits or conditions that apply to the accompaniment of faculty (and other academic staff) family members in study abroad programs.

• Employment: Family members of faculty and other academic staff may NOT be hired to perform duties on the study abroad program if the fulfillment of such duties is under the general supervision or direction of the faculty leader. Such a supervisor/subordinate relationship is against the Conflict of Interest policies as outlined in Section III of the MSU Faculty Handbook. In the case of study abroad programs, “hired” means receiving monetary compensation for services performed, or receiving payment of expenses (travel, etc.) in exchange for performance of duties. It is possible, with special permission, for spouses to serve as co-directors of a program, provided they do not supervise one another.
• Liability: It is the responsibility of all family members (including spouse/partner and dependent children) of the leaders to read the US State Department information sheets if they participate in any group travel, whether by land, sea, or air. The family members are responsible for their own safety.
• Accommodations: Accompanying family members may share accommodations with the program leader(s), provided such sharing is allowed by the housing provider. The faculty will receive only the State Department housing allowance for one person, regardless of how many accompanying family members share the accommodation. If housing costs are based on a "per person" rate, the faculty leader will be reimbursed for only one person. In no case should faculty or family members share accommodations with students; in general, they should not share apartments or rooms with program assistants.
• Excursions/Travel: Accompanying family members may participate in program excursions and field trips, provided such participation does not inflate the cost of the excursion. Program excursions are planned to accommodate all students plus the participating leader(s). If there are empty seats on the bus, boat, or other arranged travel, accompanying family members may travel with the group at no extra cost. However, at no time will a bigger or additional bus, boat or other mode of transportation be arranged in order to accommodate accompanying family members.
• Excursion Expenses: If participating in group excursions, accompanying family members must pay all per person expenses (i.e., entrances to parks or museums, theatre tickets, etc.). In no case is program money to be used to fund family member participation in special events.
• Group Meals: If participating in group meals, the leader must reimburse the program for any expenses incurred by accompanying family members. Program money should not be used to buy meals for accompanying family members. The exception to this policy is entertainment of host institution guests to which a couple is invited for a meal. The faculty may bring his/her spouse to such an event and receive reimbursement for the spouse’s meal.
• Minor Children: Minor children accompanying the faculty member must be adequately supervised at all times. The presence of minor children or other family members should not disrupt or alter the study abroad program in any way.