Accompanying Individuals Program Travel

Global Education Program Purpose  

Study Abroad and Away programs are designed to deliver meaningful and academically enriching experiences for participants. Program Leaders are expected to prioritize participants’ learning and well-being throughout the duration of the program.  The purpose of this document is to define the role of individuals accompanying program leaders during program travel.  

Terminology  

  • Office of Global Opportunities (OGO): Refers to Ohio University’s administrative unit responsible for Study Abroad and Away programs. 
  • Program Leader: Refers to Program Directors, Assistant Directors, and Program Assistants responsible for the development and/or implementation of a program. 
  • Caregiver: An individual accompanying a Program Leader to provide essential support related to a documented medical condition or disability. Caregivers do not have a formal role in program delivery or participant engagement. 
  • Program: Any Ohio University Study Abroad and Away experience, along with associated academic, cultural, and logistical components. 
  • Participant: Any individual officially enrolled in a program who meets eligibility requirements and is authorized to take part in program-sponsored activities. 

Eligibility for Participation 

Just as family members are not permitted to participate in OHIO University student classes, they are not permitted to participate in any aspect of the program.  This includes planned group meals, excursions, tours, and academic activities, such as lectures, included in the cost to participants.   

Participation in Ohio University Study Abroad and Away programs is limited to: 

  • Enrolled or accepted Ohio University students  
  • Ohio University faculty and staff serving in an official leadership capacity  
  • Program Provider support team 

Individuals who do not meet the above criteria are not eligible to participate in scheduled program activities. Exceptions may be considered and approved under special circumstances.   

Program Leader Responsibilities 

  • Program leaders are expected to focus on the curricular and student development needs of participants during program travels.  
  • OHIO University expects program leadership to serve as the program participants’ primary contact and to be the first University responder should a participant emergency arise.  
  • In the event the program needs to depart from the host location for political upheaval, natural disaster, or any other reason, the program leaders’ responsibility is to the participants.  
  • Should an incident draw the program leaders’ attention away from the program operations, the co-leader and/or emergency backup will assume responsibility for program operations.   
  • Should program leadership change needs to occur, the program leader will notify the OGO risk management via email (OGORiskManagement@ohio.edu) 

Accessibility Accommodations  

Program Leaders with documented disabilities or medical conditions requiring essential assistance may register accompanying caregivers through the Office of Accessibility Services.  

  • The caregiver’s role must be directly related to supporting the Program Leaders’ ability to fulfill their responsibilities to the program.  
  • Program Leader is responsible for ensuring the caregiver understands the travel expectations, is appropriately prepared, and does not interfere with the participant’s experience. 
  • Caregivers are not considered program participants or staff and may not engage in program activities unless explicitly authorized.  
  • Program Leaders are responsible for the financial costs associated with caregivers’ travel, meals, and transportation. 
  • Caregivers must not make decisions, supervise participants, or perform program-related tasks. 
  • Program leaders must follow the Accessibility Services process for employee accommodations. 

Registration Process  

Program Leaders must register any accompanying caregiver through the Office of Accessibility Services. Accessibility Services will communicate with the Office of Global Opportunities on care required for travel.   

The information will include: 

  • Name of individual  
  • A plan to mitigate any potential or perceived conflict with the program leader’s duties 

Information on the accompanying caregiver must be communicated to the Program Leader’s appropriate department head, program coordinator, and risk management within the Office of Global Opportunities.