Leading Effectively
This section provides advice and information on best practices for handling aspects of program leadership that are distinct from on-campus responsibilities.
 Setting Up Faculty for Success |  Preparing Students for the Experience |  Personal Property Insurance |  Student-Faculty Contract |  Responsible Alcohol Use |
Setting Up Faculty for Success
Faculty and co-leaders must attend a pre-travel session for faculty, organized by the Cronin Office of International Education, Student Development, Conduct and Care, Equal Opportunity and Institutional Equity, and the Counseling Center. The workshop dates will be communicated by the Cronin Office of International Education early in the Spring and Fall semester. The workshop will cover important policies regarding emergencies, insurance, sexual misconduct, as well as best practices for smooth group travel and all the resources that are available to Bentley travelers.
Preparing Students for the Experience
Faculty and co-leaders must hold at least (2) pre-departure orientation on the Bentley University campus or a hybrid modality for graduate students, and an on-site, in-country welcome orientation prior to the beginning of the program. Students should be required to attend both orientations. The main objective of the on-site orientation session is to review information that students have previously received about the program and host country. Both orientations allow students to bond with each other and with the faculty and co-leader are good opportunities to have students discuss and examine their expectations and motivations for participating in the program. Orientation for a faculty-led program is best viewed as an ongoing process, starting well in advance of departure and continuing throughout the program.
Additionally, the Cronin Office of International Education will organize a pre-departure orientation for students to cover important health and safety information and university policies (the departmental orientation can be combined ensure maximum attendance). The dates will be coordinate prior the start of the semester in a timely manner.
Pre-departure Orientation
The pre-departure orientation hosted by the Office of International Education is focused in providing students with the necessary resources to safely navigate a new environment while having an impactful academic, professional and personal experience. A few topics include the following:
- Costs and refund policy
- Scholarship and funding information
- Information about the host country and city, including country-specific information from the U.S. Department of State (see http://travel.state.gov)
- Country-specific safety and health issues, including necessary immunizations and information about access to health care, physical access issues, assistance in an emergency, and embassy registration
- Country-specific information related to gender roles, LGBTQAI, receptivity to public displays of affection, culturally appropriate behavior, and the consequences of inappropriate behavior
- Country-specific information related to diversity and inclusion (e.g., level of diversity within the population and how that may impact the experience of BIPOC students while abroad).
- Outline of program drug and alcohol policies and country drug and alcohol laws
- Information about services and conditions available on the Princeton campus that will not be available at the program site. This information can be particularly important with differences that students may perceive as negative. If students are prepared for these differences in advance, they may use “overcoming” such stresses as a bonding experience
- Resources available in a crisis, including information about how to access local emergency medical services
- Policies regarding use of cars and other modes of transportation.
- Behavioral expectations
- Information about cultural adaptation and culture shock as well as re-entry or reverse culture shock.
All programs are invited to create and distribute a packet that includes site-specific information, maps, schedules, contacts, etc. This packet should review the program’s academic and behavioral standards. It may also include names and addresses of recommended restaurants, pharmacies, banks, shops, and post offices.
It is advisable to address health-related concerns at the pre-departure orientation session and again during your on-site orientation. You should provide students with basic program emergency information, such as the nearest local hospital/clinic and the phone number for emergencies (equivalent to 911).
On-site Orientation
During the on-site orientation, you should review the program schedule and requirements and set ground rules. You should repeat this information even if you have reviewed it in the pre-departure orientation. Inform students of local laws, regulations, customs of the host country, community, etc. Provide location-specific safety information, such as areas that might not be safe at night or places where political demonstrations might occur. You should also identify for students where the group should immediately gather in an emergency or crisis. For example, if the fire alarm is engaged at residence, the group should meet XXX. If there is a major crisis like a terrorist attack or earthquake, the group should meet XXX.
Remind students that they are serving as ambassadors of Bentley; review behavioral expectations.
It can be fun to take at least one group photo on site (preferably with some students wearing Bentley attire). This photo can be used for program-specific and general promotion and publicity. The Cronin Office of International Education will provide to the faculty leader with a Bentley banner or flag – and share photos and videos over social media. This effort provides other students with a chance to see what some of the activities are and places a faculty-led course provides.
Advising Students on what to pack
For an overview of what can and can't be taken on board or checked, visit the TSA's list of prohibited items.
For a breakdown of what qualifies as hazardous materials, check the FAA website.
Student Abroad Pack-List website.
Use this checklist from the Centers for Disease Control and Prevention to prepare for your next trip. Make sure to bring items with you, since the quality of items bought overseas cannot be guaranteed.
Passport and Foreign Entry Requirements
As soon as the roster of students is confirmed, the Cronin Office of International Education will check the list of nationalities of your students. Some countries require entry visas, even for short stays or for transit through one country to the next. The requirements will be country-specific; you can obtain that information from the country’s consulate. A list of many embassies is available at http://embassy.org/embassies.
All students, regardless of nationality are required to attach a copy of their valid passport during the course application period. The Cronin Office of International Education will help you apply for the entry visa in that country’s corresponding Consular Services.
Culture Shock
Be aware of possible indicators of culture shock in students, including compulsive eating or lack of appetite; feelings of helplessness, irritability, and loneliness; homesickness; sleeping more than usual; feeling depressed; getting angry easily; decline in inventiveness, spontaneity, or flexibility; stereotyping of host country/culture; increase in physical ailments or pains; inability to work effectively; boredom; or unexplainable crying. Most study abroad participants will experience some form of culture shock. However, some might experience it after only two days in the host country, others not until two or three weeks into their stay. In addition, the concrete indicators of culture shock vary from individual to individual. Encourage students to take care of their health, sleep, and eat well.
Community Building
Faculty and co-leaders often report that their biggest challenges abroad are not emergency situations, public transportation strikes, fluctuating currencies, or language barriers, but problems with student behavior. Those who have successfully traveled with students for many years advocate discussing appropriate student conduct and behavior-related problems in the pre-departure orientation and upon arrival.
To begin, emphasize that study abroad is an academic experience, and that academic responsibilities take priority over personal interests. Planting this idea helps to combat the occasional notion that study abroad is a travel vacation. Also, refrain from referring to the experience as “a trip,” but instead refer to it as a program or course to emphasize its educational goals.
While abroad, you may want to meet with students (or hold office hours) regularly to discuss non- academic issues such as language issues, housing, health concerns, personal difficulties, and other student concerns.
Holding a required mid-program meeting to have students evaluate and discuss the academic and non- academic aspects of the program is also a good idea. Faculty and co-leaders have reported highly successful sessions specifically arranged to share and discuss impressions, cross-cultural adjustment, personal activities, inappropriate behavior, etc. These sessions can also help to build group cohesiveness, alleviate possible cliques and divisions, and help manage students’ expectations.
Reinforce the concept of students as “cultural ambassadors” and emphasize that their conduct will be seen as representative of the U.S. and of Bentley University. Students need to be reminded that while the consequences of poor behavior at Bentley usually reflect solely on themselves, their misconduct abroad will be attributed to the entire group. In addition, be honest with your students about how their poor behavior reflects negatively on you, as the faculty member, co-leader, to your local colleagues. Most importantly, participants need to understand that the viability of a program rests in their hands.
Personal Property Insurance
Program participants (including the faculty and co-leader) may wish to purchase insurance for personal equipment taken on the program, such as camera/video equipment, laptops, etc. Before purchasing insurance, check to see if an existing homeowners’ insurance policy would apply in a location abroad. Any lost or stolen property while abroad is not covered by Bentley University.
Student-Faculty Contract
Consider creating a “student-faculty” contract specifically tailored to your program. You can create one in advance or work collaboratively with participants to identify acceptable and unacceptable behaviors that the group can agree upon and create a “contract” that the students sign on-site. Please review this sample agreement that you may use for your international faculty-led course.
In addition to the expected (“don’t be late for bus departures”), ask students to decide on actions to avoid such situations. For example, students can agree to check that everyone is awake at a certain time or phone a classmate after their alarm has rung. The students may also agree upon consequences and/or group response to behavior that undermines the smooth operation of the program. Students should also be informed of the procedure to follow if they experience the consequences of such behavior (for instance, if they are left behind because they miss a field trip departure). There is no need for complete agreement—consensus should be the desired goal.
It may be more important to emphasize what the students should do, rather than what they should not do. This applies to peer interactions as well. For instance, if one student sees another student displaying inappropriate behavior, that student should step forward to stop it. Encourage this type of response and allow a healthy kind of peer pressure to flourish.
Ask students to discuss how personality conflicts can undermine the atmosphere of the program. Although it may seem like common sense, you may need to remind students to:
- Be polite and listen to one another.
- Respect each other, leaders, and local people.
- Honor diversity and differences within the group.
- Make your difference in opinion known respectfully and address the idea rather that the person
- Look for compromises.
- Be aware of stress related to group travel.
The faculty and co-leader have primary responsibility for mediating conflicts among students. Be alert to group dynamics and address any concerns you may perceive. Make sure you follow up on your stated consequences. It is important to do what you said you would do if students violated agreed-upon rules.
Responsible Alcohol Use
Responsible use of alcohol should be emphasized at the pre-departure orientation and should also be discussed during your on-site orientation. Students should be encouraged to use good judgment if consuming alcohol during group meals, or during non-program hours. If members of the group are misusing or abusing alcohol, students should be encouraged to discuss these issues with the faculty and co-leader. Peers should look out for each other and keep each other safe. High altitude, high temperatures, dehydration are all factors that can affect how the body processes alcohol. Students should be made aware of these factors that may influence what they perceive as “safe amount of alcohol” to consume when they are on campus.
In addition to posing a health and safety risk, alcohol misuse and abuse are the primary sources of behavioral problems and personality conflicts between group members. To begin discussions of this issue, it is helpful to ask students to discuss the consequences of alcohol misuse, such as the following:
- Tardiness or poor attendance at classes and activities
- Negative student interactions as a result of alcohol-induced behavior
- Animosity or breakdown of community among members due to such behavior
- Poor reflection of group to local community and faculty
- Undue stress on faculty director that requires excessive attention and time
Discuss with students their perception of alcohol use in the host culture, comparing and contrasting with alcohol use in the U.S. Share your knowledge of alcohol use in the host culture and remind students of the difference between alcohol use and alcohol misuse and abuse. Don’t make light of incidents of abuse (such as joking about hangovers).