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Faculty Handbook
Program logistics
Conflict of interest
OSA is committed to being as transparent as possible with respect to financial arrangements. Carefully review any financial transactions or other business dealings for your program.
Financial transaction or business dealings that might pose a conflict of interest should be disclosed pursuant to the Faculty Conflict of Interest Policy. That Policy specifies that “a conflict of interest exists when a faculty member’s financial interests or other opportunities for tangible personal benefit may compromise, or reasonably appear to compromise, the independence of judgment with which the faculty member performs his/her responsibilities at the University.” Disclosure is especially important in the event of a contract between MSU and an outside company or organization in which you hold a significant financial interest, even when you are not initiating or taking an active role in assessing or negotiating the contract. When the interest meets or exceeds certain standards established by state law, such a contract must be approved by the Board of Trustees.
For more information regarding this situation, see Study Abroad Financing: Q&A regarding practices at MSU.
Group flights
Upon request, OSA will make arrangements for a group flight. You may make the arrangements on your own, but if you do so, please inform OSA of the flight details.
DO NOT purchase tickets on behalf of students.
If you wish to use our services, we will need your exact program dates. These dates would be the arrival and departure dates. You should allow students one full day on site before classes begin; this will allow them time to recover from jet lag, and time for you to deliver an effective orientation. Be sure NOT to book program dates that overlap with on-campus classes or finals.
Please note that OSA does not serve as a travel agency. OSA is unable to intervene or assist when students are dissatisfied with flight arrangements. Please do not refer students to our office for this purpose and assist us by reinforcing the message that comments should be directed to the issuing travel agent.
Housing
Meet with the appropriate OSA Program Coordinator to determine who will be responsible for identifying and arranging student housing. Consider possible accessibility issues for students with disabilities when selecting housing, classrooms, field trip destinations, etc. No administrative support (for housing, childcare, etc.) will be provided for accompanying non-participants. Bear in mind that University policy prohibits unmarried students of the opposite sex from sharing the same sleeping quarters.
If a student requests assistance with on-site housing arrangements, before or after the program dates, you may provide the student with contact information. However, neither you nor OSA can make specific arrangements for students prior to or after the official program dates: providing services outside formal program offerings and dates can lead to unacceptable liability risks for MSU.
If students are not allowed to make their own alternative housing arrangements, this requirement MUST be stated in the program information sheet and on the Web.
In no cases should faculty or family members share accommodations with students; in general, it is preferable for faculty to not share apartments or rooms with program assistants. If the program assistant has academic responsibility and potential influence on grades, the program assistant cannot be housed with students (but can stay with faculty if necessary). If the program assistant has only logistical responsibility, he/she can stay with students or faculty.
Excursions
If your program involves extensive logistical and/or travel arrangements, there are several ways to coordinate these:
- if they involve a host institution, OSA will arrange them;
- utilize the services of a U.S. or in-country agency;
- you may make arrangements.
In all cases, OSA intends to work in partnership with faculty to make this process as efficient and effective as possible.
If you include excursions and class activities as part of the course and the program fee, they must have academic relevance to the course. Ensure that they are academically focused and not merely tourism outings.
If students are given individual course assignments that require independent travel and additional cost, this requirement must be included in the course syllabus. In this way, students will be adequately informed of this additional transportation, cost, and the associated liability.
Because of the potential for a high number of serious and fatal accidents, rental expense from outside agencies for vans that hold a driver and 11-14 passengers is not reimbursable. A mini-bus with a driver is permissible since they are constructed differently and not subject to roll-over like the 12-15 passenger vans.
On the advice of the Office of Risk Management, no program funds can be used to pay for activities with a high degree of risk. The Statement of Responsibility that all students sign also indicates the University is not responsible for injury or loss that students may suffer when traveling independently. The MSU General Counsel has emphasized the importance that faculty leaders not endorse, encourage or facilitate any independent student activities that may involve a high degree of risk.
Keep in mind possible special needs (e.g., physical needs, needs between group members, and interaction with host nationals) of students, such as those of students of color; students with physical disabilities; students who need extra academic support; students who may need assistance with personal, emotional and educational concerns; GLBT (gay, lesbian, bisexual, and transgendered) students; and mature students, especially those with accompanying family members.
Accompanying non-participants are limited to spouses/partners and children. If non-participants accompany a student on the program, the student is responsible for obtaining overseas health insurance for that person(s). Accompanying non-participants are not part of the program and therefore cannot attend classes, field trips, or any other activities formally associated with the program. If such individuals become disruptive to the program, it may be grounds for the student’s dismissal.
Consider networking with international MSU alumni to assist with limited on-site issues. See “Alumni club (international)” on the MSU Alumni Web site for names of on-site contacts.
