03:06:06:00 DSCC International Studies Policy | Dyersburg State Community College

Policy:

I. Introduction
A. All international education programs or courses operated, sponsored, or approved for academic credit by any TBR institution are expected to maintain standards of quality in the delivery of instruction, support services, and administration which are consistent with educational excellence.
B. In general, programs or courses operated or sponsored by or in combination with any TBR institution abroad shall be:

Within the scope of the mission of the institution;
Integrated into the undergraduate and/or graduate curricula of the sponsoring institution;
Feasible and sustainable;
Subject to regular, periodic evaluation and assessment according to the institution’s normal review procedures for academic programs; and
In compliance with all applicable federal and state laws and regulations.
C. In addition, programs or courses operated or sponsored by any TBR institution abroad shall adhere to the specific policies listed below.
D. All institutions and TBR sponsored consortium must develop structures for international education programs or courses to be approved by the home institution.
E. Memorandum of Understanding or Agreement related to international studies requires approval of the institutional Chief Academic Officer, President, or the President’s Designee.
F. All approvals must be forwarded to the TBR Vice Chancellor of Academic Affairs upon completion.

II. Types of Programs
Institutions may sponsor and administer their own international programs and/or courses or participate in partnerships with international institutions or consortium to offer opportunities for global study to students.

Institutions must establish policies regarding enrolling TBR students and awarding credit in a timely fashion to these students for international education programs or courses.
i. DSCC Records Office enrolls individual students in TnCIS-approved courses.
ii. At the completion of the course, TnCIS instructors submit official grades to the TnCIS platform.
iii. The International Studies Director forwards the grades to the Records Office for placement on transcript.
Institutions must have in place a policy regarding the acceptance of international transfer credit. Only credit from institutions recognized by their country’s ministry of education must be considered acceptable to transfer.
i. DSCC students may only enroll in DSCC approved TnCIS courses which have been screened by the Vice President for the College and International Studies Coordinator to be part of one the college’s degree programs.
ii. Courses completed with a TnCIS program are not specifically noted as TnCIS courses on the student transcript, but simply as a course completed at DSCC.
Institutions must have policies regarding the enrollment, awarding, and transfer of credit for their students matriculating in another TBR or non-TBR affiliated institution or consortium. The institution must also have policies for non-TBR students matriculating in institutional courses or TBR-related consortium.
i. Transfer of TnCIS courses outside DSCC follow the same transfer rules as any other DSCC course.

Non-institutional faculty must meet SACSCOC standards.
i. Faculty are vetted by SACSCOC standards before being hired as faculty or adjunct faculty into DSCC.
ii. Specific procedures are in place to for eligibility to teach in an existing TnCIS program and are outlined specifically in the TnCIS handbook. Briefly, the DSCC faculty member must complete an Institutional Approval Form; be approved by the International Studies Director, Vice President for the College, and President; complete a detailed application including SACSCOC verification and submission syllabus which is reviewed by the TnCIS Director and Course Review Committee; and finally the course and instructor are approved by the TnCIS Administrative Council approximately 16 months prior to the program trip.
iii. Only faculty affiliated with a consortium member can teach in the program without a majority vote of from the TnCIS Administrative Council.

III. Defining Roles
Individuals who are approved to participate in, and travel with, international education programs sponsored by TBR institutions include enrolled students, program directors, group leaders, and other faculty or staff from the institution, except for the following:

Individual institutions must establish policies as to the suitability of accompanying spouses and minor children of participants.
i. Spouses and minor children of participants must have prior approval from the DSCC President to be allowed to participate in any TnCIS travel.

IV. Safety and Welfare of Participants
A. Safety Considerations Involving Travel

Institutions should not permit travel to countries or portions of countries where the U.S. Department of State currently advises against travel or tourism by Americans.
i. Per TnCIS policy, programs are not established and are subject to cancellation up to and during a program trip, if the country is included on the Travel Advisory List. TnCIS monitors travel advisories frequently and communicates any issues with campus contacts as needed.
Institutions may further restrict travel where, in their opinion, the U.S. Department of State or other credible authority has identified safety risks.
i. Institutions must develop a policy for terminating an existing program if the situation arises where students and/or faculty are in danger. Program participants including faculty, staff, and students must be informed that any program may end in case of such an event.
a. DSCC may further restrict travel where, in the college’s opinion, the U.S. Department of State or other credible authority has identified safety risks.
b. In the event of a situation arising where students and/or faculty may be in danger, DSCC reserves the right to terminate the program.
c. DSCC will inform program participants that any program may end in such an event.

B. Conduct and Discipline Issues

Institutions must develop new and/or employ existing policies for student conduct which clarify the grounds for which a participant can be disciplined for misconduct during the program or course.
i. DSCC students must follow TnCIS conduct guidelines. The student conduct policies from TnCIS clarify the grounds for which a participant can be disciplined for misconduct during the program are clearly outlined in the “Agreement to Provide Services” and the “Rules of Conduct Contract.” All students traveling abroad with a TnCIS program are required to sign these contracts during the mandatory orientation session prior to travel.
The sanction for misconduct may result in any reasonable option, up to and including removal from the program.
i. Students must adhere to the “Rules of Conduct” outlined by TnCIS while traveling as well as indicated in the DSCC International Student Ambassador Scholarship agreement. Misconduct may result in any reasonable option, up to and including removal from the program.

C. Orientation Guidelines

Institutions must establish written guidelines for orientation of students, faculty, program directors, and group leaders in international programs or courses.
i. Per TnCIS policy, any student or faculty traveling with a TnCIS program must attend a mandatory orientation led by the consortium staff, program directors, and participating faculty. Details of information disseminated at the orientation are included in the TnCIS Operational Handbook.
ii. Faculty members attend two mandatory training events (fall and spring) prior to travel in any TnCIS program.

D. Emergency Response Plan

Institutions must have emergency response plans in place for international programs to facilitate swift action by program directors or group leaders, faculty, students, and consortia (if relevant) in the event of emergencies affecting multiple participants, the entire program (natural or human disasters such as earthquakes, flood, hurricane, fire, nuclear incident; political/civil unrest, terrorist activity or threat), assault (physical or sexual) or death, health or psychiatric emergencies, missing participants, arrest, and/or incapacitated program directors or group leaders.
i. Detailed emergency response procedures are outlined in the TnCIS Operational Handbook. Program Directors are trained specifically for crisis management generally and specifically for their travel country, and all participating faculty are briefed during the mandatory faculty orientation prior to departure.
ii. All participants are registered with the U.S. Embassy in the country where the program is located. This is done by the TnCIS office on the official State Department website.
Emergency response plans must be filed at the home institutions and the TBR Office of Academic Affairs and periodically updated.
i. TnCIS files annual emergency response plans with the TBR Office of Academic Affairs. Updated DSCC contact information is also filed with TnCIS prior to any program departure annually (“Member Institution Emergency Contact Information” form).
All program directors and group leaders must be trained on emergency and crisis management procedures by the institution or the consortia offering the international education program.
i. Program Directors receive in-depth crisis management training, and all faculty and group leaders are trained in emergency and crisis management procedures by TnCIS staff prior to departure.

E. Travel Alerts

Within six weeks prior to travel for an international program or course, institutions must disclose to participants U.S. State Department Consular Information Sheets and Public Announcements or Travel Alerts and crime and safety reports from the Overseas Security Advisement Council as well as essential health and safety considerations, including the Center for Disease Control Travel Information Health Recommendations.
i. TnCIS staff frequently monitors travel alerts, crime and safety reports, as well as essential health and safety considerations, and communicates with students and faculty participating in travel abroad, as well as DSCC TnCIS campus contacts.
During the overseas program or course offering, institutions should monitor and evaluate any new information and report to the Program Director, as appropriate.
i. TnCIS staff monitors and evaluates any new information during the overseas program and reports to the DSCC International Studies Director as appropriate.

F. Information to be Provided to Students

Institutions must establish policies and procedures to inform participants who enroll in international opportunities that it:
i. Cannot guarantee or assure the safety of participants or eliminate all risks from the international education environments.
ii. Cannot monitor or control all of the daily personal decisions, choices, and activities of individual participants.
iii. Cannot assure that U.S. standards of due process apply in overseas legal proceedings or provide or pay for legal representation for participants.
iv. Cannot assume responsibility for the actions of persons not employed or otherwise engaged by the program sponsor for events that are not part of the program or that are beyond the control of the sponsor, or for situations that may arise due to the failure of a participant to disclose pertinent information.
v. Cannot assure that home-country cultural values and norms will apply in the host country.
vi. Cannot assure that U.S. standards of hygiene, medical practice, food and product safety will apply in the host country.
a. TnCIS outlines the above concerns in the ‘Assumption of Risks, Release of Liability, and Hold Harmless’ Agreement” signed by any participating faculty and students prior to departure (TnCIS Operational Handbook Appendix AA).

G. Insurance Coverage

Institutions are responsible for informing participants about the coverage, availability, mandatory purchase of accident and health insurance, and medical evacuation and repatriation insurance prior to departure for any international education program either through the TBR insurance program or other insuring parties.
i. TnCIS purchases a group insurance policy on behalf of students and faculty, but recommends carrying personal health insurance as the policy provides coverage only while traveling abroad and not upon return if complications arise.
ii. Information concerning the policy is reviewed during the mandatory student and faculty orientation prior to departure.
iii. All expenses for medical treatment abroad are the responsibility of the participant.
iv. The participant is also responsible for collecting all necessary documentation while abroad that is required for reimbursement upon return.
Institutions must provide information on available medical care in the host country; if available medical care is a cause for concern, participants must be informed.
i. TnCIS requires Program Directors to have the names, locations, and contact information for doctors and hospitals at TnCIS study sites.
ii. TnCIS Program Directors are also required to carry with them at all times the participants’ emergency contact information and medical information.
iii. All expenses for medical treatment abroad are the responsibility of the participant.
iv. The participant is also responsible for collecting all necessary documentation while abroad that is required for reimbursement upon return.

H. Proof of Acceptance

Students must provide documentation of acceptance into international education programs to the student’s financial aid office as requested and establish policies for payment schedules for tuition and program fees which take into consideration both the disbursement schedule of financial aid monies and the departure dates for international education programs.
i. DSCC selects students to participate in TnCIS programs and provides the Financial Aid, Business Office, and Records with requisite information.
a. A list of potential students is sent to the Financial Aid Office where need is verified.
b. Students who are selected for scholarships have tuition and fees covered by financial aid. Corresponding departure dates are on file with the Financial Aid Office.

V. Recruitment, Admission, Orientation, Participation, and Re-entry
A. Admission/Educational Standards

Institutions must have educational standards for all students whether from TBR institutions or from outside who elect to study in an international setting.
i. All students who are selected for travel abroad with TnCIS must be in good standing with the college which is verified by Dean of Student Services.
Each institution will develop minimum GPA requirements, selection criteria, and enrollment status for students studying internationally either independently or in international education programs.
i. DSCC students who wish to travel abroad complete the following steps:
a. Submit the “International Studies Application” (ADD LINK);
b. Must have minimum cumulative GPA of 2.0;
c. Must have recommendations from two faculty members;
d. Must have completed fewer than 43 credit hours;
e. Must agree to serve as an International Student Ambassador prior to and after their travel;
f. Submit to an interview;
g. Students with financial need are given priority;
h. Final decisions are made by the President.
ii. Once selected as scholarship recipients at DSCC, students must then complete and follow the TnCIS application which is available online.
Credit is offered for individual courses within international education programs with the full measure of demand and academic rigor, not merely for the purpose of travel or touring in a foreign location. Institutions must establish a comprehensive policy on the transfer of credit and transcript evaluation from international institutions.
i. The TnCIS Operational Handbook details the extensive policies and procedures for eligibility and application for individual courses in the TnCIS Program.
a. The “Academic Infrastructure for Study Abroad and Exchange Programs” is outlined in Appendix D of the TnCIS Operational Handbook.
b. New and returning TnCIS courses are recommended annually by the TnCIS Advisory Council typically in spring for approval for the following summer.
c. The TnCIS Executive Director in consultation with the individual Program Directors make final decisions about course and faculty selection.
d. Following final review, applications and course materials are forwarded to the office of the TBR Vice Chancellor of Academic Affairs.
e. The Vice Chancellor’s office forwards the materials to the DSCC Vice President for the College.
f. DSCC Vice President for the College, Academic Deans, and the International Studies Coordinator ultimately approve at the local level only the specific courses whose rubrics align with courses included in DSCC degree plans.
g. Students are permitted to enroll only in TnCIS courses approved by DSCC.
TBR System institutions, in consultation with faculty and departments, will grant appropriate academic credit for coursework successfully completed on educational programs abroad which they operate or sponsor.
i. The International Studies Coordinator works with the TnCIS office to convey appropriate course grades to the DSCC Records office to award appropriate academic credit for TnCIS coursework.
Each TBR institution will inform participants as completely and accurately as possible as to the process that it follows in awarding credit for international education and provide academic advising to facilitate integration of coursework abroad with a participant’s major field and degree requirements.
i. DSCC International Studies Coordinator advises potential DSCC TnCIS students during the application process to the appropriateness of a course of interest.
ii. DSCC International Studies Coordinator further informs selected TnCIS students on the policies and procedures for enrolling in the specific course, scholarship and financial aid, and the awarding of credit following successful completion of a TnCIS course.
iii. Individual institutions must have policies as to the acceptability of academic courses completed in an international setting to the major field requirements.
a. During the application process, the International Studies Coordinator reviews student transcripts to ensure a selected TnCIS course meets the student’s degree requirements. Consultation with the student’s advisor and instructors is recommended. If necessary, students are contacted and an alternative course is selected.
iv. Institutions must have grade appeal policies in place to assist students wishing to appeal an unsatisfactory grade or removal from an academic course taught in an international setting by non-TBR faculty.
a. Procedure for DSCC grade appeals is outlined in the DSCC catalog annually under the “Affairs and Regulations” section, “Grade Appeal Procedure”.
b. All faculty are SACSCOC verified during the application process.
c. Any faculty member associated with a non-TBR institution and/or outside the TnCIS Consortia member institutions seeking to teach in a TnCIS program must obtain specific approval by the TnCIS Executive Director and Administrative Council.
All international study offerings including study-abroad programs awarding academic credit to students enrolled in TBR institutions or consortia within or outside the TBR system must comply with regional accreditation and/or TBR standards.
i. The TnCIS Operational Handbook details the extensive policies and procedures for eligibility and application for individual courses in the TnCIS Program. The “Academic Infrastructure for Study Abroad and Exchange Programs” is outlined in Appendix D of the TnCIS Operational Handbook.
ii. Institutions must ensure that global study opportunities, regardless of the provider equate in contact hours with those expected of students matriculating at the home institution per TBR instructional hour policy.
a. The “Academic Infrastructure for Study Abroad and Exchange Programs” is outlined in Appendix D of the TnCIS Operational Handbook.
i. In accordance with TBR Guideline A-090, each 3-hour course must consist of 2250 minutes or 37.5 full hours of instructional time.
ii. Some of these hours may be while on an excursion, but the excursion experience must be structured as a formal part of the course and be integrated into the course requirements and student evaluation.
Institutions must establish an equivalency for international study courses offered by the institution itself or through an international education program, TBR-sponsored or external consortia, or international institution in order to offer credit at the home institution.
a. DSCC students enroll only in TnCIS courses that have been approved by TnCIS, the TBR Vice Chancellor of Academic Affairs, and finally the DSCC Vice President for the College, Academic Deans, and International Studies Coordinator.
b. The official list is available through the International Studies Coordinator’s office, the DSCC International Studies website, and the TnCIS website.

B. Students with Disabilities

TBR institutions shall attempt to work with institutions abroad to provide reasonable access for students with disabilities.
Institutions shall inform students that it cannot, however, guarantee any particular access.
i. Per DSCC policy 04:04:04, DSCC is committed to providing a discrimination-free environment for students with disabilities.
ii. The DSCC ADA Coordinator will be consulted to coordinate with the International Studies Coordinator and TnCIS staff to provide reasonable access to students with disabilities.
iii. Due to the extremely varied nature of study abroad, no guarantees can be made to program access.

C. Student Conduct and Discipline

Institutional policies regarding student conduct apply to TBR students registered for credit regardless of their attendance at one of the TBR campuses in Tennessee or while participating in international opportunities.
i. TnCIS clearly outlines all student conduct policies during the mandatory pre-departure orientation, as well as signature on the “Rules of Conduct Contract” listed as Appendix S in the TnCIS Operational Handbook.
All participants, whether enrolled for credit or not, must attend a program pre-departure and on-site orientation, including emergency contact information and repatriation information including issues relevant to the culture, social, and health conditions of the host country, in addition to information about registration, fee payment, and reenrollment, as appropriate.
i. TnCIS clearly outlines all student conduct policies and must demonstrate they have read, understand, and agree to all points covered in “Rules of Conduct Contract” listed as Appendix S in the TnCIS Operational Handbook during the mandatory, pre-departure orientation.
All international education programs must brief program participants regarding student conduct expectations including but not limited to alcohol and drug use, visitation, prohibited locations, and abuse of laws and customs of the country to be visited.
i. TnCIS clearly outlines all student conduct policies, including the aforementioned issues, and students must demonstrate they have read, understand, and agree to all points covered in “Rules of Conduct Contract” listed as Appendix S in the TnCIS Operational Handbook during the mandatory, pre-departure orientation.
A student’s removal from an international program may be conducted in accordance with TBR Policy 3:02:00:01 General Regulations on Student Conduct and Disciplinary Sanctions and/or the host institution policies on student conduct, whichever is more conservative in keeping with Policy 3:02:01:00 Due Process. Students should become familiarized with the host institution’s policies governing student conduct, and a discussion of such policies should be a part of the student’s orientation session.
i. Per TnCIS Operational Handbook, the Program Director may recommend a student be expelled from a program.
ii. In case the Program Director recommends that a participant should be expelled from a program, the Executive Director must be consulted.
iii. Unless emergency conditions exist which require immediate action, the Executive Director will consult the Vice President for Student Affairs at the participant’s home institution (DSCC Dean of Student Services) in order to come to a joint decision on whether or not to expel the student.
iv. The final decision to expel a participant rests with TnCIS.
v. The student must bear all expenses related to his or her return to the United States and no refund for any fees will be made.

D. Academic and Logistical Program Assessment

TBR institutions will assess both academic and logistical aspects of study abroad programs which they operate or sponsor.
i. Students complete a confidential online evaluation at the programs end covering both academics and the program as a whole (TnCIS Operational Handbook, Appendix I: “Program and Academic Evaluation”).
ii. Results of the evaluation summary are made available to the Program Directors as well the next Advisory Council meeting.
iii. Faculty must also complete and sign a “Faculty Course Reporting Form” at the completion of a program (TnCIS Operational Handbook, Appendix O: “Faculty Course Reporting Form”).
iv. Results of the student evaluation as well as course reporting form are utilized for post-program meetings with the TnCIS Staff, TnCIS Executive Director, and Program Directors to discuss possible changes for future programs and to advise and orient future participants more effectively.

E. Media Inquiries

Each institution will establish policies for media inquiries regarding any incident involving a TBR institution faculty, staff, or student involved in any TBR- endorsed international education experience.
i. Any media inquiries are handled by the DSCC Office of Public Information.
The media policy must require that administrators consult Chief Student Affairs Officers and/or legal counsel regarding the release of student information on student records in accordance with the Federal Educational Rights and Privacy Act (FERPA). The media policy must require that administrators consult Chief Student Affairs Officers and/or legal counsel regarding the release of student information on student records in accordance with the Federal Educational Rights and Privacy Act (FERPA).
i. DSCC requires that the DSCC Office of Public Information, as well as administrators consult with the Dean of Student Services regarding any release of student information to ensure FERPA laws are followed.

VI. Establishing a Memorandum of Understanding (MOU) or Memorandum of Agreement (MOA)
Contracting with Institutions Abroad

Individual institutions and TBR sponsored consortia shall establish guidelines for the contracting with potential institutions abroad, including appropriate legal review.
Partner universities may be proposed by anyone in the institution but the decision to pursue a formal agreement with any institution abroad must be supported by the Chief Academic Officer, President of the institution, or the President’s designee.
Institutions must have an official, written agreement with institutions abroad or consortia prior to commencing an international studies program and such agreement must be reviewed by legal counsel prior to its execution.
i. Faculty teaching in TnCIS programs work with the Executive Director as well as Program Director to identify specific on-location program needs, and if necessary, sign into formal agreements with institutes abroad.

VII. Host Country Consideration
To promote the free exchange of ideas and knowledge, no restrictions shall be placed on the establishment or maintenance of programs in other countries based on the political, religious, racial, ethnic, or ideological characteristics of a host country or its government.

TnCIS study abroad programs may be considered for establishment in any geographic location in the world, except in such cases that the U.S. government has included the country on its Travel Advisory List, or if, in the judgment of the Consortium, conditions exist in a country making the establishment or continuation of a program unacceptable.

VIII. Financial Management (Also see DSCC Study Abroad Financial Procedures Policy for additional financial information)
A. Financial Policies

Institutions must establish financial policies specific to international education programs using approved state accounts, with appropriate management and auditing procedures.
i. All degree-seeking DSCC students, pay a mandatory International Fee of $15 per semester.
ii. International Fee monies are used to provide international cultural experiences to the college community, to pay 50% of salary and benefits of the International Coordinator and to offer scholarships to students who travel to TnCIS classes.
iii. Students who travel to a TnCIS course pay a participant fee which is placed in an agency fund. Money in the agency fund is used to pay TnCIS costs related to the travel of students, faculty, and staff.
iv. Subject to the institution biennial state audit and the occasional internal audit.

B. Employee Compensation/Benefits provided by Program Abroad

A program shall provide upon request disclosure of any benefits provided to any employee of a TBR institution which are paid for or subsidized by participant fees or secured from any vendor that is providing services to students.
i. DSCC International Studies Coordinator facilitates and manages documentation for DSCC faculty teaching in a TnCIS program to be remunerated for their services through the following process:
a. Complete an Adjunct Faculty Contract with Pellissippi State Community College (PSCC), fiscal agent for TnCIS;
b. Complete a Travel Authorization form to be approved by DSCC with a copy sent to the TnCIS office;
c. TnCIS office will submit contract and requisition to the PSCC accounting office;
d. PSCC accounting office will complete a Dual Service Agreement and send to DSCC along with a purchase order;
e. DSCC will pay the faculty after confirmation of services by PSCC and then invoice PSCC.
f. Occasionally TnCIS will pay staff travel related to international education.
ii. Participant fees may be used to help with the travel costs for DSCC students studying in Germany with the US Congress – Bundestag Young Professional Exchange.

C. Emergency Reserve/Contingency Fund

Each institution shall maintain a reserve/contingency fund deemed adequate in response to the international activity level of the institutions in order to respond to emergencies and unforeseen problems of students, faculty, and staff engaged in TBR sponsored or supported international programs or courses.
i. DSCC will maintain a minimum of $4,000 for a contingency fund, which is approximately 5% of the annual program costs.

D. Contracting-Legal Review

As state-assisted public universities and community colleges, TBR institutions will exercise reasonable care in contracting with any institution or entity associated with international education/travel programs to ensure compliance with TBR policies and promote the best interests of the students and TBR.
All contracts must conform to Tennessee State law, TBR policy and DSCC policy 07:08:01:00 (Contracts and Agreements), including legal review.
Contracting issues shall be discussed at orientation sessions offered to faculty, staff and students.

E. Fiscal, Management, and Educational Standards

Individual institutions must have fiscal, risk management, and educational standards for international education programs whether offered by the institution through consortia or other arrangement.
i. Institutions are responsible for determining if there are additional demands for international education programs in any specific location or for any specific field unmet by any TBR institution or affiliate program.
a. The International Studies Coordinator and Vice President for the college meet annually to review events from the previous year, evaluate effectiveness of programs, and plan programming for the upcoming year.
ii. Institutions must consider affordability including startup costs, convenience, and stability of a site when developing an international education program.
a. Any faculty wishing to participate in TnCIS programs must complete the application outlined in the TnCIS Operational Handbook to be considered.
b. Faculty may also participate in study abroad opportunities outside TnCIS by following the “International Studies Approval Process” (DSCC Policy 04:06:01:00).
iii. Each institution must establish and include in their general student information published policies which allow students to register for classes, earn credit, obtain financial aid, pay tuition and international education fees, and to obtain refund and or withdraw for all international education programs. (Also see DSCC Study Abroad Financial Procedures Policy for additional information)
a. Students who have successfully completed the application and approval process to study abroad with the TnCIS program are guided through the registration and records process:
i. In coordination with the International Studies coordinator and the student’s advisor, an appropriate TnCIS program and course are identified.
ii. DSCC Records Office enrolls individual students in TnCIS-approved courses.
iii. Financial Aid applies a scholarship to cover the appropriate cost of the TnCIS program. Any remaining account balance must be paid by the student prior to the beginning of the term.
iv. At the completion of the course, TnCIS instructors submit official grades to the TnCIS platform.
v. The International Studies Director forwards the grades to the Records Office for placement on transcript.
vi. Refund and withdrawal policies are the same for TnCIS as for regular students for DSCC fees but program costs and application fees are non-refundable unless trip is cancelled by TnCIS.
iv. Institutional policies must be established including deadlines for the collection of tuition and fees from TBR students for international education and the transfer less the administrative fee to the TBR related consortium.
a. TnCIS widely publishes annual deadlines for application and fee deadlines.
b. DSCC Scholarship applications including deadlines are also made available annually through the International Studies Coordinator office, DSCC website, and both student and faculty email.
c. The International Studies Coordinator facilitates the collection of scholarship applications, review and collection of other pertinent information, scheduling of interviews, and convening of a meeting of the President and Vice President for the college for selection of scholarship recipients.
d. The International Studies Coordinator is responsible for managing the TnCIS online portal where scholarships are applied, as well as overseeing timely payment to TnCIS for application and program fees.
v. All international travel accounting and reporting for students, faculty, program directors, or group leaders is covered by existing accounting and reporting procedures.

IX. Evaluation
Program and Course Evaluation

Individual institutions shall establish an evaluation for individual courses and for all international education programs to determine the continued academic value and financial viability of each program.
Course evaluation procedures and measures must be the same or equivalent to those of the home institution.
At a minimum the program evaluation must include perceived strengths and weaknesses, the projected and actual costs of the program, both in terms of financial cost and in-kind costs contributed by the program director and program staff, program enhancements or improvements needed, strategies for improvement and lessons learned that can be a good tool for future Program Directors or Group Leaders.
The evaluation should include student assessments, as appropriate, as well as a full evaluation completed by the Program Director or Group Leader.
i. The International Studies Coordinator is a member of the TnCIS Advisory Council and is part of the program and academic review process outlines previously in the policy.
ii. Courses and programs are evaluated and critically reviewed annually by the TnCIS Executive Director, Program Directors, and the results of those reviews are made available to the TnCIS Advisory Council for review and approval for future years.
iii. DSCC reserves the right to discontinue participation in specific TnCIS programs for any reason deemed necessary by the institution.

Additional Study Abroad Financial Procedures
The following financial procedures are in addition to the above policy to further detail handling of the international education finances.

X. Budgeting
A. Each study abroad program is expected to be financially self-sustaining over time, and be accountable for good financial management practices. A projected budget must be completed by the Study Abroad Program Director/Coordinator and submitted to the sponsoring institution’s Chief Business Officer or his/her designee.

At DSCC, The Vice President of the College prepares an annual International Studies Budget which is approved by the President prior to being forwarded to the Finance Manager.
B. The budgeting process for study abroad programs should be based on a reasonable projection of operating costs in the host country, including consideration of projected currency exchange rates. The budget should also clearly identify which expenses are to be paid from tuition and mandatory course fees and which expenses are to be paid from the student-specific program fee revenue. The budget should also specify if the expense is for the employee or students.

DSCC students typically participate in TnCIS study abroad programs. Program fees are announced annually and are utilized to determine number of available scholarships. DSCC scholarships are based on the amount available and they are allocated based on the need of the student per the estimated family contribution (EFC).
Faculty may also participate in study abroad opportunities outside TnCIS by following the “International Studies Approval Process” (DSCC Policy 04:06:01:00) where budgetary matters are examined.

C. Budgeting for instructional costs paid from the general fund may consider both tuition revenues and state appropriations generated by student enrollments in study abroad programs, consistent with budgeting for other academic programs. DSCC budgets only funds allocated from the mandatory international studies fee.
D. In addition, the budgeting process should include the establishment of a reserve fund, appropriate to the size and scale of the institution’s programs, to ensure that the institution can meet reasonable contingencies that may arise during the operation of the program. It is recommended that an amount not less than 5% or more than 20% of the annual program fees be budgeted for this reserve, (non-accumulating).

DSCC will maintain a minimum of $4,000, or approximately 5% of the annual mandatory international studies fee, for a contingency fund.

XI. Registration and Fee Payment
A. Students who participate in approved study abroad programs should normally be assessed tuition and program fees by their home institution (or the sponsoring institution) Business Office. Study Abroad Offices and program directors should avoid the direct receipt of payments from students, whenever possible. Study Abroad Offices and program directors should provide the Business Office necessary information about each student and his/her appropriate program charges by no later than three weeks prior to departure, so that these can be entered into the institution’s student information system.
B. Study abroad fees generally consist of two components:

Tuition and mandatory student fees related to the actual registration for classes. All study abroad students pay a minimum of tuition and applicable mandatory fees, except where noted by TnCIS. See TBR Guideline A-076, Development & Operation of Off-Campus International Educational Programs, section VI, A, 2. Tuition should be assessed by the regular student information system when registration occurs. Payment due dates and refund dates should be the same as those for students taking campus-based courses.
Program specific fees (for travel, lodging, meals, exchange rate variance, etc.) These program fees should be assessed in the student information system whenever possible. The payment deadlines and refund schedules for these fees will vary from program to program. Payment due dates and refund dates can be earlier, but should not be later, than the due dates and refund dates for students taking campus-based courses.
i. Scholarship students are identified in January by the President, Vice President of the College, and the International Studies Coordinator. Students apply to be part of the TnCIS programs and pay DSCC an application fee ($100). DSCC informs TnCIS which applicants are scholarship students, TnCIS bills DSCC for the application fee, DSCC remits payment back to TnCIS for the application fee, TnCIS confirms final student rosters, DSCC students are entered into a study abroad course and billed appropriately, the Business Office applies scholarship funds to cover program cost and fees (~550/student), TnCIS bills DSCC for program fees of scholarship recipients, DSCC remits payment to TnCIS (PSCC).

There are no refunds on TnCIS application or program fees unless travel is cancelled by TnCIS staff or with special dispensation from the TnCIS Director. Other related fees may be refunded if the student withdraws from the course prior to the first day of the term. There are no refunds of any of these fees on or after the first day of the term.

XII. Accounting
A. Financial activity attributable to study abroad programs is recorded in two funds: General funds (Unrestricted E&G) and Agency funds.

Student tuition and applicable mandatory fee revenue is assessed and recorded in General funds (E&G) as tuition revenue. Salaries and benefits of program faculty and staff should be paid from applicable departmental E&G funds.
Program Fee revenue (deposits) and related expenses are recorded in an Agency Fund account specific to the responsible program or office. Student-specific expenses must be paid from the Agency account. Typical student-specific costs include travel, lodging, tours, meals, event fees, and student supplies. Students are also assessed an additional program fee to cover such things as the cost of travel and non-instructional costs of conducting the program. The Program Director may also elect to charge a per-person amount for emergency funds.
Note: If an agency account has been inactive for eighteen months, with no deposits or expenditures, any excess funds remaining in the account must be transferred to the DSCC general fund.
B. Both the activity’s self-supporting and agency funds should be monitored and regularly reconciled by the Study Abroad Office. It should also be verified that only activity-related expenses are charged to self-supporting funds where students pay the costs.
Note: The remainder of this guidance deals with specifics more suited for campus-driven programs. All of the below information is covered in our TnCIS programs and reviewed in depth whether you are a student, faculty instructor, and especially program director. Similar to all of the other guidance, we want to leave open the possibility of campus-lead programs but currently primarily utilize TnCIS for study abroad programs.

XIII. Acquiring Goods and Services Abroad
A. To the maximum extent possible, arrangements for goods and services needed while abroad should be paid directly to the vendor from the General fund account and/or Agency account established for the study abroad program. However, there are situations where payment for goods and services abroad must be rendered at the time they are acquired. In these situations institutions may utilize several methods to make payments while abroad.
B. Any of the following can be used for purchases and expenses associated with a study abroad program:

Procurement card
Bank account in foreign country
Check request
Stored value/pre-paid card
Traveler’s check
Cash Advance/petty cash advance to an authorized institutional representative
Direct payment by an authorized institutional representative from personal funds, with a reimbursement request to follow
C. Study abroad programs should comply with all applicable TBR and institution policies regarding procurement and use of these payment methods.
D. Petty Cash – DSCC will have the authority to determine the best way to handle payment of purchases and expenses for its study abroad programs. Petty cash funds may be used by other institutions for travel purposes, however, at this time, DSCC does not allow the use of petty cash funds to pay for goods and services while travelling abroad.

E. Travel Advance – DSCC currently does not allow for travel advances to be usedfor expenses incurred while traveling for a TNCIS program.

XIV. Reimbursement
A. DSCC does not reimburse employees for travel expenses relating to TNCISprograms. If travel abroad is related to an International Education program otherthan a TNCIS program, then reimbursement for travel expenses may be possibleupon the approval of the DSCC President. In this case, employees are responsiblefor keeping copies of original receipts to verify that expenses were valid and relatedto the program. If it isn’t possible to obtain original receipts for program-relatedexpenses, the employee must keep a log listing all expenses and ask the personproviding the service to sign and document what was provided. DSCC will hold theemployee financially responsible for all charges for which there are no receipts or log entries. The employee will also be responsible for all expenses that are notapproved according to TBR or DSCC regulations, as well as those not integrallyrelated to the educational aspects of the program.
B. The employee is responsible for completing the Travel Expense Report andsubmitting it with all appropriate receipts and additional funds owed to theinstitution within 60 following their return to the United States. Reimbursementsto the institution that are not submitted within 60 days following the return to theUnited States are considered taxable and must be processed through the payrollsystem.
C. Additionally, the following items must be completed and submitted to the StudyAbroad Office no later than 10 days after the conclusion of the study abroad trip:

List of program participants with student ID numbers and amount of program fees paid by each participant.
List of faculty, including course names and numbers, section numbers, credit hours for classes taught, and names of students in each class.
All bank statements, if applicable to the program.
Documentation of foreign exchange rates used. This will only apply if funds were exchanged during the program. (www.oanda.com is a good resource for currency conversion.) If currency is bought in advance, please provide documentation of the rate at which the currency was originally purchased.
Required documentation of expenses – including receipts for goods and services purchased, and signature sheets for cash allowances distributed during the program.
Do not include disallowed expenses on the Travel Expense Summary and Travel Expense Report. Examples of disallowed expenses include personal items, alcohol, etc.
The Travel Expense Summary and a summary of travel advances should be submitted with the Travel Expense Report.
The Travel Expense Report must be filled out in U.S. dollars and signed by the Study Abroad Program Director or his/her designee.
Upon return from the trip, remaining institution funds must be deposited in the Business Office with a deposit receipt form. A copy of the deposit receipt form must be submitted to the Study Abroad Office if funds were deposited.
If foreign currency was distributed to the program director in advance of the trip, documentation must be submitted with the Travel Expense Report. This also applies if foreign currency was returned to the Study Abroad/Business Office.