FACULTY AND STAFF INTERNATIONAL TRAVEL
Northern Virginia Community College
Policy and Procedures

Approved by Administrative Council, Feb. 16, 2008
Effective March 17, 2008

INTERNATIONAL TRAVEL

Northern Virginia Community College’s programs and initiatives in international and intercultural education derive from its commitment to develop productive, globally competent citizens. Its richly multicultural communities and student body, its location near the nation’s capital, and above all the realities of an increasingly global economy further compel the need to address global learning and engagement beyond the local and national context. The College therefore views travel outside the United States as a valuable part of broadening perspectives and deepening knowledge which will in turn improve global learning and teaching.

All international travel supported and approved by the institution must pertain to the institutional mission. The Commonwealth of Virginia has strict policies regarding such travel that require prospective travelers to make their international travel plans early. The president is personally required to approve all international travel, and his endorsement is required in cases where up to three college employees intend to travel abroad together. In cases where more than three are traveling, the Virginia Secretary of Education must also approve the travel.

While the following requirements may serve as guidelines for international travel, meeting the requirements should not be seen as guaranteeing approval.

PROCEDURES

The president has sole institutional authority to approve international travel associated with the College, regardless of purpose, funding source, or destination. The Commonwealth of Virginia defines international travel as travel to any destination outside the 48 contiguous United States (CAPP Manual Topic 2355 – State Travel Regulations, p. 6) and thus, for the purposes of this policy, travel to Alaska and Hawaii comes under these provisions. In accordance with ASPM regulations (Section 5), when using college resources, college employees must apply for permission to travel outside the United States to the president, using the appropriate form and supporting materials, at least 30 days in advance of travel. Proposals for approval of international travel do not replace the need for other formal requirements – e.g., NVCC 125-81 (Field Trip/Course Request for Approval), NVCC 125-84 (Student Travel Expenditure Request/Report form), or NVCC 125-152 (Assumption of Risk Certificate) – as described in the Faculty Handbook, Section 3.4100.

In making the request for approval, the prospective traveler must prepare for review both the Travel Request Form (NVCC 105-002) and the requirements described below.  The protocol for approval is, first, the dean or unit supervisor, then the campus provost or unit vice president.   With those approvals, the president will consider the request.  Abiding by the timelines can be critical. In developing an international travel proposal, the Office of Global Studies and Programs can be of assistance if contacted with sufficient lead time. 

REQUIREMENTS
The purpose of the travel determines the type of justification and supporting materials to be provided.  Both sections I and II below must be addressed in separate categories identified in the following:

I. For all international travel

  • A completed Travel Request Form (NVCC 105-002);
  • In addition to the form, a proposal including the following:
  • Source(s) of the funding requested to support the travel and activity, identifying the following:
    1. Statement of the purpose of the travel and of how it will contribute to advancing global learning or
    2. Expected outcomes and the plan for how the experience will be applied to one’s teaching or role at the College and shared with NVCC community, if applicable.
      • Institutional funding, amount, and account number(s),
      • Other funding source(s) and amount(s).

 

II. In addition, where the following purposes apply, this information is required:

  • For Study Abroad with Students
    1. Course title, description, number of credits, and course goals and competencies to addressed;
    2. Service provider contracted, if any;

    3. Schedule of planned events, indicating all course activities where course contact hours are earned (the total number of contact hours competencies earned must match that required for the course, e.g., 1 credit hour requires 15 hours of classroom or other supervised instruction);
    4. Price of the trip per student;
    5. 5. Statement of learning outcomes and the plan for how these will be assessed.
  • For Study Abroad Tours Abroad (under CEWD and not for credit) –
    1. Course title, description, and course goals;
    2. Sponsorship or affiliation besides that of NVCC also associated with the trip (e.g., a travel agency or overseas vendor arranging the events);
    3. Schedule of planned events.
  • For Professional Development –
    1. Identification of the organization or institution structuring and sponsoring the learning activity, and any schedule or agenda describing what is to take place;
    2. If the activity is not sponsored, a detailed description of what is to take place and how it constitutes a substantial development experience.
  • For Curriculum Development –
    1. Identification of whether the curriculum development activity is intended to modify an existing course, to create a new course, to develop a new program to certificate, or to develop a potential collaboration.
  • For Faculty Exchange –
    1. Identification of exchange partner, the duration of the exchange, the Institutional affiliation, and, if applicable, the organizational affiliation under which the exchange is coordinated or sponsored.
  • For Conferences, Invitations, Meetings, etc. –
    1. Title and description of the meeting;
    2. Statement of purpose for wishing to attend (e.g., the event represents an uncommon opportunity for the individual and the college, the opportunity does not exist within the U.S., etc.)