Guidelines & Policies
Program Guidelines
Responsibilities of International Services >>
Responsibilities of Program Leaders >>
Program Policies
Roadrunner Creed
When we send students to international locations, it is our responsibility to help them understand that they are UTSA Ambassadors, and they will need to act accordingly. Being an Ambassador also means following the university's mission statement, vision, and core values at all times and being respectful to the local community.
UTSA Student Eligibility Requirements
We recommend that undergraduate students have at least a 2.5 cumulative GPA and Graduate students have a 3.0 GPA.
Program-specific requirements are determined by the program leader based on academic content.
Restricted Regions
While all travel abroad has some risks, some parts of the world pose heightened risks to the health and safety of travelers. If your study abroad location includes a destination that is currently on the UTSA's restricted region list (add link), you will need to submit this form (add link) to the International Oversight Committee (IOC) for approval or disapproval. The IOC is comprised of many units across campus including Academic Affairs, Business Affairs, Risk Management, Student Affairs, and Legal Affairs, and is very well versed in all risks related to travel. The Associate Director of Education Abroad will be able to help you with this process as needed.
Payment and Logistics
Academic program funds should not be used to pay for any logistics or expenses incurred by ancillary participants. All faculty/staff-led study abroad program logistics and accommodations should be made with the understanding that this is an academic program designed solely to meet the needs of the students and the program leaders.
Program leaders are responsible for obtaining passports and visas, obtaining health insurance, and organizing travel.
Alcohol
Excessive alcohol consumption while abroad is one of the biggest risk factors when traveling with students, and it is important for the program leaders to set the expectations prior to departure. Here are some guidelines for responsible drinking:
- Know that students will drink. Ask them to take responsibility for their actions and remind them that the same student conduct policies apply while they are on a UTSA program abroad.
- Discuss cultural norms about alcohol
- Do not ignore signs of excessive drinking; talk to the student right away
- Inform students regarding risky behaviors, dangerous neighborhoods to avoid, etc.
- Do not serve alcohol to students under 21 at program-sponsored events regardless of the local legal drinking age.
- It is better to avoid any alcohol consumption in a program-sponsored event. Don’t drink around students and restrict them from drinking around you.
Who Can Accompany a UTSA Faculty/Staff Member While on a UTSA Faculty/Staff-led Study Abroad Program?
We understand that sometimes a program leader wants to need to bring their spouse and /or young children to their program. While this may be possible, it is important to note that UTSA study abroad programs are academic programs and are not designed or conducted to cater to the needs of ancillary individuals who are not enrolled in the related academic course and study abroad program. To this end, accompanying children, spouses, or partners generally should not be permitted to participate in classroom and academic activities (to include sitting in the classroom and/or participating in the academic discussion), and their presence may not interfere with the success of the academic operation, impact the quality of the study abroad program, or present increased risk management considerations and liabilities for the university.
Spouse or Partner
A spouse/partner may accompany the program leader for a significant portion (or the duration) of the program, as long as it does not interfere with their responsibilities to the program leader and the participating university students. “Partner” refers to either the spouse or the domestic partner of a program leader, including domestic partners of unmarried program leader and irrespective of sexual orientation. No financial burden or another disadvantage should fall on the students or the program as a result of the participation of the spouse or partner.
The spouse/partner of the program leader can also qualify as the caretaker of children/legal dependents, should they accompany the program leader. In this case, the spouse/partner should clearly understand that their primary role while on the study abroad program is that of “spouse/partner” and also “the caretaker” of any children accompanying the program leader.
For liability and course credentialing purposes, spouses/partners who are not employed by UTSA will not have any responsibilities related to the academic program (e.g. taking roll, monitoring tests, managing finances, etc.).
Extended Family Members and/or Personal Acquaintances
“Extended family members” are those relatives other than the program leader’s spouse/partner or immediate children. Grandchildren, nephews, nieces, or family in-laws who are not a program leader’s legal dependents are considered to be extended family and should not participate unless they are appropriately enrolled as study abroad students in the University program.
“Personal acquaintances” are generally individuals who have no official connection with the program and who are not related to the program leader. However, it is also recognized that in some cases, personal acquaintances may also be professional/educational contacts in the international setting who have direct relevance, prominence, or association with the program and its academic content. In such cases, it is understandable that prudent exceptions may be justified by the program leader.
Extended family members and personal acquaintances generally may not directly participate in academic/classroom activities or travel with the study abroad group on program field trips/excursions. This is due to the increased potential for misperceptions or misunderstandings impacting the official reputation of the program (academic vs. vacation), possible financial challenges in delineating program and guest payments, and increased liability and risk management considerations for the program leader and the university. No financial burden or another disadvantage should fall on the students or the program as the result of the participation of extended family members and/or personal acquaintances.
Visits from extended family members and/or personal acquaintances are preferred to be scheduled to occur before or after the official program dates, during a scheduled vacation (e.g. spring break), or during a free weekend. Program leaders should be aware that such visits during the academic program risk encouraging the erroneous perception that study abroad programs are considered to be vacations, rather than rigorous, high-quality academic endeavors.
Family members and personal acquaintances are not permitted to share living accommodations with university students.
