PROCEDURES: Authorization
Prior to the initial offering of a University Sponsored Event, 赞助部门必须在大纲中描述项目的细节，大纲包括但不限于以下内容:
1. Purpose of the program
2. Proposed itinerary
3. Potential pools of participants
4. Budget. Sources of funds must be identified. Requests for funding to subsidize the program should be directed to the appropriate Dean.
5. List, including contact information, of individuals, agencies, and organizations responsible for travel arrangements.
6. Other relevant information, including University credit being offered.
7. If the program proposed involves travel to a location under a U.S. State Department Level 3 travel advisory on travel.state.gov and/or a Centers for Disease Control and Prevention Level 2 travel alert on cdc.gov, 需要解释该计划将如何提供咨询或警报中指定的参与者的安全和保障. Programs involving undergraduate student travel to a location under a U.S. 国务院4级旅行警告和/或疾病控制和预防中心3级旅行警报将不予批准.
Once the outline is complete, approval of the program is a three-step process:
1. Submit the outline of the proposed program to the appropriate Dean for preliminary approval.
2. 将院长批准的大纲转发给全球参与办公室的365英国上市官网主任进行审查和咨询.
3. Provide the preliminarily approved and reviewed outline to the Provost, or designee, for final approval.
提案应不迟于项目开始前的学期初提交，以便项目组织者在项目批准后有足够的时间招募参与者.
Accounting Requirement
Once a program has been approved, 赞助部门必须与各自的单位业务经理合作，建立一个专门的基金，以说明与该计划相关的所有收入和支出. All study programs must have a distinct fund.
Purchasing Process
Once a program has been approved by the Provost, or designee, 赞助部门必须与全球参与办公室和采购办公室合作，安排旅行, pay program fees, and procure other services required by the program. 赞助部门必须向采购部门提交采购申请单和批准的计划大纲副本, along with any information regarding prices and services of suggested travel agencies, proposed itineraries, or special requirements. If applicable, a justification for the use of a sole source vendor for services must be included.
Under certain circumstances, the Sponsoring Department may want to consider the option of working with partners (airlines, overseas program providers) who will facilitate direct individual payments by students. Purchasing must approve any such arrangement.
Organizers and participants of this type of travel are also subject to the requirements of OU AP&P #1000 Procurement and OU AP&P #1200 Travel.
Billing Process
赞助部门必须与全球参与办公室和学生商业服务(SBS)合作，以确定从项目参与者那里收到付款的最佳和最合适的方法. Possible methods include student billing through student accounts, Marketplace, or other vehicle identified by SBS.
Receipt and handling of payments must comply with OU AP&P #210 Cash Receipts. 禁止将资金存入除已建立的大学账户以外的银行账户 OU AP&P #210 Cash Receipts. All receipts must be deposited to the dedicated program fund, either at the OU Cashiers Office or through other means established through SBS.
Insurance
赞助部门必须与全球参与办公室和风险管理办公室合作，确定海外合作伙伴的适当保险范围.
All travelers are required to participate in the University’s foreign travel insurance program. Participants must register at least two weeks prior to departure and can register on-line at the Risk Management website.
主办部门有责任在出发前与风险管理部门确认所有参与者都参加了大学的国外旅行保险计划.
Clery Act Compliance
At least two months prior to departure, 赞助部门必须联系365英国上市官网警察局(OUPD)进行克莱利法案合规性审查. Before departure, the Global Engagement Office will submit the following to OUPD:
- A roster of all travelers, including their emergency contact information - Proof of completion of Campus Security Authority (CSA) training by a faculty member who is traveling with the group.
Registration
At least two weeks prior to departure, 所有学生将在全球参与办公室维护的在线留学申请系统上完成注册. The Global Engagement Office will file the following with the Office of Risk Management, and with the OU Police Department:
• A roster of all participants including contact information, emergency contact information, and student identification numbers, if applicable
•团体行程表，包括在美国境外旅行的每个阶段的相关联系信息
Promotional Material
After a program is approved, 全球参与办公室将协助分发传单和宣传材料.
Hold Harmless Agreement
所有旅客都必须签署《365英国上市官网》(附件A)和《365英国上市官网》(附件B)。. These forms will be maintained for at least three (3) years from the date of the program. Travelers not submitting the forms will not be allowed to participate.
Orientation
If required by the University, 所有旅行者必须在出发前至少两周参加由担保部门提供的国外旅行指导. The Global Engagement Office is available to assist in the orientation. 首次领导公开大学海外留学项目的教职员工必须参加由全球参与办公室提供的项目负责人培训课程. Faculty and staff who have previously led study abroad programs are encouraged to participate.
Repeat Programs
Once a program has been approved and run successfully, continuation of the program is subject to the approval of the appropriate Dean. 重复课程不需要教务长的重新批准，但每个后续课程都必须遵循本政策中提到的所有其他程序.
项目组织者必须在每次重复举办项目时通知全球参与办公室和风险管理办公室.
Safety Concerns
If, after a program has been approved, a destination becomes subject to a U.S. 国务院3级或4级旅行警告和/或疾病控制和预防中心2级或3级旅行警报, the Office of the Provost must be notified immediately. The Provost, in collaboration with the Global Engagement Office, will determine if the travel is still allowable. If a destination becomes subject to a U.S. 国务院4级旅行警告和/或疾病控制和预防中心3级旅行警报, 本科生旅行将不被允许，涉及本科生的项目将被取消.
In case of emergency while abroad (natural disaster, political unrest, student health issue, etc.), the Office of Risk Management and the Global Engagement Office must be notified immediately. If Risk Management and/or Global Engagement are unavailable, notify OUPD. Faculty and staff leading programs must follow OU's Health and Safety guidelines at all times. |
