In the field, you are responsible for all aspects of the program, including organizing and managing program excursions and field trips, as well as the academic experience. The Field School Director is the representative of SFU to the partner institution and elsewhere in the host country. For more information, see the International Field School Roles and Responsibilities Chart.

In Country Orientation

Field Trips and Group Meals

Academics

Support

Setting Boundaries

Administering Student Conduct Policies

While in the field, please keep track of all your payments, and try not to go over budget. It is your responsibility to manage the budget on-site, making alterations in program planning as needed to keep the program’s total costs within budget. If unforeseen new or revised costs arise, let your Field School Coordinator know as soon as possible. If hiring people providing services (tour guide, etc.), use the Short Form Service Agreement (SFSA). Contractors must also provide an invoice.

Expense Worksheet: We recommend that Field School Directors track their expenses using the template you will receive from the ISS Manager, Administration. This is what we will use for the expense claim upon your return.

Expenses claimed should only be those that have already been included in the budget (with exceptions made for extenuating circumstances and emergencies, so long as ISS is aware of the situation).

Field School Directors will not be reimbursed for expenditures not permitted under University regulations.

Receipts

Group Meals

Online Purchases

Exchange Rate

Student Withdrawals

• In the field, you are responsible for all aspects of the program, including organizing and managing program excursions and field trips.

• You are required to liaise with in-country faculty at the partner institution to obtain marks for all courses, if applicable.

• As the Field School Director, you must remain with the group at all times during classes and field trips. You must be accessible to students by phone and email, and stay in the same geographical location as the International Field School throughout the duration of the program, including during non-field school time (e.g. weekends). While students may choose to travel outside the program location on weekends (at their own risk and cost), you must remain in the program location to be accessible to the rest of the group and in case of emergency.
  
  
• You are required to carry the medical kit with you on all International Field School activities (e.g. Field trips, etc.) and use its contents as per your training. Keep a record of medical supplies used, as you will be required to provide a list to ISS upon return. This log book is for liability purposes as well as to allow ISS to know what materials need to be replenished. It is your responsibility to limit access to the contents of the medical kit. ISS recommends that students also pack their own medical kits (you can see the recommended items to pack in the Canvas Field School 101 Program under Module 3.4 “What to Pack”).
  
  
• In the case of injury or illness, Field School Directors are expected to support students in obtaining health care, informing International SOS, and then notifying ISS.
  
  
• International SOS (available 24/7) can be contacted for emergency assistance and expert travel, medical and security advice. This is your first point of contact with SFU in all emergency situations.
  
  
• Please complete an SFU Field School Medical Report Form (login required) for each medical incident that may occur within the field. Please send this form to ISS within 48 hours of completion.
  
  
• In the case of a serious illness or injury such as those requiring hospital/emergency response, contact International SOS immediately, and notify ISS.
  
  
• Encourage students to maintain contact with their families throughout the program, especially when they arrive, after the formal close of the program, and when they are engaging in independent travel.
  
  
• When handling student information (electronic or hard copy), remember to follow the Information Management and Privacy Planning regulations outlined in Stage 5.

• Please contact ISS regularly and when necessary, but specifically :

· Within 48 hours of the students’ arrival to let your Field School Coordinator at ISS know that all students have safely arrived.

· As soon as possible (after first immediately contacting International SOS) in the event of any serious problems with a participant, a participant’s health, program finances, local or regional political unrest, the relationship with the partner institution or its faculty, or if the Field School Director becomes incapacitated for any reason. Outside of office hours, contact International SOS, as they can relay messages back to SFU.

· At the mid-point of the program after receiving a summary of the mid-program evaluations from your Field School Coordinator.

· Within 48 hours of any issue (medical, behaviour, incident) that requires you to complete a report form (login required).

· Upon the formal close of the program to let ISS know that all students have safely departed.

• The Field School Director is required to be reachable in case of emergencies at the number provided to ISS 24/7 while in the field.

• As a representative of SFU on this program, it is your responsibility to ensure that your behaviour and the behaviour of the students on the program is in line with SFU policies. Field School Directors have delegated authority in the field for enforcing the student conduct policy and are responsible for managing students’ adherence to SFU policies. While all SFU policies apply to students while in the field, policies that may be particularly relevant to students’ conduct within International Field Schools include:

· SFU’s Student Conduct Policy

· SFU’s Student Academic Integrity Policy

· SFU’s Sexual Violence and Misconduct Prevention, Education and Support Policy

As the Field School Director, you are also responsible for enforcing the SFU Field School Code of Conduct as well as the Field School Student Acknowledgment, found on the Field School Application website. It is therefore important that you familiarize yourself with these documents. The procedures in the event of contraventions of policy or program rules are outlined in the SFU Field School Code of Conduct.

• In the event any student's behaviour is unacceptable or in contravention of program rules, complete the SFU Field School Behaviour Contract (login required) (and return to ISS with 48 hours).

• As outlined in the SFU Field School Code of Conduct and Field School Student Acknowledgment, the Field School Director has the authority to remove a student from an International Field School if they do not adhere to the behavioural expectations of the program. The Field School Director is responsible for all determinations relating to student conduct and has the authority, with reasonable grounds and without recourse to parties at SFU in Canada, to remove a student from the International Field School.
  
  
• If a student is removed from the International Field School they must leave the group immediately and are personally responsible for organizing return travel to Canada and all associated costs. If a student is removed from the International Field School, they have a right of appeal, and such right must be exercised within three calendar months of their date of departure from the program.

SFU Field School Code of Conduct

Report Forms

When working to solve problems in the field, it is helpful to refer to the Field School Code of Conduct that all participants have signed, referencing how the individual’s behavior is impacting the group. See the Problem Solving in the Field resource for tips on resolving situations that may arise during an International Field School.

• While you are expected to be available to students as described above, there are also resources that students can access while in the field.

• International SOS (ISOS) provides emotional support services which can be accessed by calling +1-215-942-8478 and providing them SFU's membership number: 27acas593560.

• My Student Support Program (My SSP) is a free service available to all SFU students. Students will continue to have access to this service while abroad, but we encourage the use of ISOS. With My SSP, all graduate and undergraduate students will have access to immediate or ongoing, confidential support - accessible from anywhere in the world by phone or through the downloadable app. Worldwide, immediate options are available 24/7 in English, French, Korean, Chinese, Arabic and Spanish. More information on accessing support through My SSP can be found here.

• If a student wants to withdraw from the program while in the field, notify ISS immediately. Once in the field, refunds will not normally be provided unless the student withdraws with just cause and ISS is able to receive refunds from organizations providing services for the program and other service providers. Details of this are outlined in the Student Acknowledgment and Program Fee Refund Policy.
  
  
• Please refer the student to ISS, as all negotiations for and decisions on refunds must take place with ISS. 

• The Field School Program Assistant will send mid-field evaluations to students half way through the program. These are about the logistics, safety and overall program delivery to date. The results are intended to inform your delivery of the rest of the program. These surveys are intended to be anonymous, so the Field School Coordinator will email you a summary of the students’ comments. These evaluations do not cover the academic component of the program.
  
  
• Please acknowledge receipt of the summary of the surveys by emailing your Field School Coordinator.

• Please remind participants to complete these evaluations.