Program Leader Guests & Unaffiliated Travelers

Program Leader Guests & Unaffiliated Travelers

Program Leaders are only permitted to bring guests or travelers unaffiliated with the program if
specific parameters are met. It is best practice in Short-Term Faculty-Led Programs that the
Program Leader does not bring a guest, dependent, spouse, or other unaffiliated traveler during
the program dates. Program Leaders are encouraged to arrive before or stay after the program
dates to conduct personal travel with unaffiliated travelers.

Guests may only travel with a program leader if the following parameters are met:

1. The presence of the Guest in no way impacts the program fee paid by students.
2. The Program Provider permits it.
3. The Program Provider can bill PSU or the Program Leader directly for the Guest’s
   expenses. If PSU is billed, the Guest charges will be posted to the Program Leader’s
   PSU Banweb account on the student billing date. This charge will be coded as a
   receivable account of which the Program Leader would be responsible for reimbursing
   funds back to PSU.
4. The presence of the Guest in no way interferes with the Program Leader’s ability to
   teach the course to their fullest ability
5. The Guest should not participate in any academic activities that are required for the
   course. Allowing such participation can negatively impact the experience of the paying
   participants of the program and can negatively impact the academic integrity of the
   program.
6. The Guest must be covered by all appropriate insurance to participate in any activities
   associated with the program, including that needed to access housing.
7. The Guest must have signed off on all liability and other legal documents required by
   PSU to travel with a PSU group and be registered in the PSU VikingsAbroad system
   prior to departure.

Program Leader Dependents

PSU’s policy is that the workplace is not a substitute for childcare; in general, dependents
should not be present in the workplace except in emergency or unexpected cases for a short
period of time. There should at all times be every effort made to maintain a professional
workplace environment in the classroom. In the case of International Faculty-Led Programs,
these policies still apply, with the “workplace” and “classroom” extending to all program
inclusions, such as site visits, excursions, tours, professional visits, etc.
If a Program Leader cannot lead a program unless they bring their dependent, the Program
Leader may submit a proposal to the Faculty-Led Program Coordinator for review by PSU
Education Abroad, PSU Human Resources, and the PSU Risk Management Office. This
proposal should include the following:

1. An outline of how any costs incurred by the dependents' participation on the program will
   not impact the program fee paid by students.
2. A written statement from the Program Provider(s) that the Program Leader is permitted
   to bring their dependents.
3. Outlines what additional costs will be incurred by the dependent and how/when these
   costs will be paid by the Program Leader.
4. Establishes daily/nightly (if needed) in-country childcare that ensures the presence of the
   dependent does not interfere with the Program Leader’s ability to teach the course to the
   fullest ability.
5. An outlined risk management plan in case the dependent suffers an emergency that
   ensures the student experience is not impacted.
6. A description of how the dependent will be insured while abroad.
7. An agreement to have the dependent (and guardian) sign off on all liability and other
   legal documents required by PSU to travel with a PSU group and be registered in the
   PSU Vikings Abroad system prior to departure.