Approved Accompanying & Unaffiliated Travelers

Approved Accompanying & Unaffiliated Travelers

Program Leaders are only permitted to travel with Approved Accompanying or Unaffiliated Travelers when specific conditions are met. For Short-Term Faculty-Led Programs, it is best practice for Program Leaders not to bring guests, dependents, spouses, partners, or other accompanying individuals during official program dates. Program Leaders are encouraged to plan personal travel with accompanying travelers before or after program dates whenever possible. To request approval or access to required forms, please contact facultyled@pdx.edu.

Approved Accompanying Travelers

Approved Accompanying Travelers may only participate in a PSU Faculty-Led Program under the following conditions:

• The presence of the Accompanying Traveler does not increase or otherwise impact the program fee paid by students.
• The program provider permits the Accompanying Traveler’s participation.
• The program provider is able to bill PSU or the Program Leader directly for all related expenses. If PSU is billed, charges will be posted to the Program Leader’s myPSU account on the student billing date and coded as a receivable account, for which the Program Leader is responsible for reimbursement to PSU.
• The Accompanying Traveler’s presence does not interfere with the Program Leader’s ability to teach and deliver the course at full capacity.
• The Accompanying Traveler does not participate in any required academic activities. Participation in instructional components may negatively affect the experience of enrolled students and compromise the academic integrity of the program.
• The Accompanying Traveler maintains all required insurance coverage for participation in program-related activities, including housing and excursions.
• The Accompanying Traveler completes all required PSU liability and travel documentation and is registered in the PSU VikingsAbroad system prior to departure.

Unaffiliated Travelers

Unaffiliated Travelers are not considered part of the program and may only be included in rare or exceptional circumstances when explicitly approved. Any participation or coverage must be reviewed and authorized in advance by PSU Education Abroad in coordination with relevant PSU offices and program partners.

Unaffiliated Travelers must also meet all applicable insurance, liability, and travel registration requirements prior to departure.
 

Program Leader Dependents (Exception Only)

PSU policy maintains that the workplace is not a substitute for childcare. In general, dependents should not be present in the workplace except in emergency or short-term, unexpected situations. All efforts must be made to maintain a professional learning environment during program activities, including classroom instruction, site visits, excursions, tours, and other program-related engagements.

If a Program Leader determines they cannot lead a program without bringing a dependent, they may submit a formal proposal for review by the Faculty-Led Program Coordinator, PSU Education Abroad, PSU Human Resources, and PSU Risk Management. The proposal must include:

• Confirmation that any costs associated with the dependent will not increase or be passed on to students.
• Written approval from program provider(s) permitting the dependent’s participation.
• A breakdown of all additional costs associated with the dependent and how those costs will be covered by the Program Leader.
• A plan for appropriate in-country childcare or supervision arrangements ensuring the dependent’s presence does not interfere with program delivery.
• A risk management plan addressing emergency scenarios involving the dependent and ensuring continuity of the student experience.
• A description of how the dependent will maintain appropriate insurance coverage while abroad.
• Signed acknowledgment of all required PSU liability waivers and travel documentation for the dependent (and guardian, if applicable), along with registration in the PSU VikingsAbroad system prior to departure.

To request approval or access to required forms, please contact facultyled@pdx.edu.