Policy & Guidance

• UK eligible employees and faculty are defined for the purpose of leading and supporting faculty-directed programming. 
• UK EA requires that each program have sufficient support for the academic side and student support. This means that some program types must have two UK employees in close proximity and easily accessible at all times. 
• Faculty-directed programming requires a customizing partner to provide support throughout the program, including logistical planning assistance and additional emergency and liability services. The UK FD Team has a list of already pre-vetted partners that can provide full service or more destination management logistics.  Program leaders can provide group suggestions to UK EA for insurance and other services vetting.
• Non-Credit Accompanying Individuals/Guests who are not enrolled in the program’s course(s) are generally not permitted.  If the program director wishes to include any individual (student or non-student) who is not enrolled in the program’s UK course/s, to accompany the program in whole or part, advance approval by the Associate Vice President for Internationalization is required.

• UK EA manages a program budget for each program. This budget includes payments for items such as flights to/from program location, program inclusions, and standard housing options. 
• The budgets also reimburse, per UK Travel Reports, items such as transportation to/from airports, international cell phone use, per diems and incidentals for program dates, and entry permits as needed. UK EA has a maximum budget amount for these items.

UK EA provides all program leaders with a standard housing option for the duration of the program.

Students must follow EA’s withdrawal policy. Program Directors need to be aware of this policy and assist with its compliance: https://international.uky.edu/ea/policies/withdrawing-your-application

All program leaders will be provided and sign a Letter of Acknowledgment (LOA) before the program is allowed to open for applications. This is a contract-like document that goes over your estimated compensation amounts, provides links to the policies, and summarizes the expectations of both the program director(s) and Education Abroad.

There are other policies that impact students and their eligibility to participate on UK programming. Access those here: https://international.uky.edu/ea/policies

For more information on international insurance and risk management support:  https://international.uky.edu/ihss

Good to know general UK International travel, personal and business travel topics. UK Travel Policies

Student education records, including their potential and actual participation on your program, cannot be shared with ANYONE without written student consent. Program leaders must protect this right unless it is an emergency situation. Parent questions or direct contact should be forwarded to EA

Sexual harassment, assault, and gender-based discrimination that occurs on faculty-directed programs abroad still falls under Title IX obligations, meaning leaders must respond and report just as they would on campus. All PDs are responsible employees required to report disclosures to the Title IX coordinator, even if the incident occurs in another country. You are a mandatory reporter and must remain up-to-date on trainings and policy information.

Crimes occurring on faculty-directed programs abroad must be reported if they happen on "Non-campus property" controlled by the institution (such as a leased classroom or residence). Faculty leaders should understand their role as Campus Security Authorities (CSAs), meaning they are required to report certain crimes they witness or are told about during the program. You must remain up-to-date on training and policy information.