Leading study abroad entails a broad range of responsibilities. While abroad, program leaders are not simply responsible for delivery of academic content, but also serve as cultural guides, mentors, counselors, health and safety overseers, and first responders. It is essential that all study abroad program leaders understand basic risk management principles, emergency protocols, and communication requirements to ensure a successful program and participant safety.

Risk Management and Response

Points of Contact: Prior to departure, every study abroad leader must provide Study Abroad Services (SAS) with a completed emergency contact worksheet that includes a 24/7 phone number for urgent communication.  Program leaders should also ensure all necessary emergency contact information is programmed into their phones, including telephone numbers for the UFIC Health, Safety, and Global Risk Manager (HSGRM), the SAS Director, host/partner provider contact information, and numbers for local police, fire department, and national emergency services.  

Safe Arrival: Once on-site, all faculty are required to notify the UFIC HSGRM via email when all students have safely arrived.

Emergency Response: Study Abroad program leaders are the University of Florida’s first responders in any emergency that might arise. Please attend to the urgent needs of the individual or group,  then immediately notify the HSGRM and fully advise of all details.

Student Emergency Contact: Please collect the mobile phone number of every student in your program during pre-departure orientation and ensure ready personal access in case of emergency. In the very unlikely event that a student does not have a mobile phone, please ask for an email address. You can also find this information in the online application system.

Physical Accountability: As a study abroad leader, you agree to participate in all program related activities. Leaders are not permitted to leave the program and students unattended unless it is an established free weekend. Leaders are strongly encouraged to remain in the host country for the duration of the program so that they are readily available should an emergency arise.

Student Travel: Students planning to travel during a free weekend are required to provide program leaders with destination information, to include the address of planned lodging.

Risk Management & Response: Effective stewardship in these often high-stress situations depends on readiness and clear understanding of necessary steps. All actions should be prioritized by the need to attend to the immediate safety and well-being of the program participant.  UFIC understands that emergency situations often comprise some degree of unexpected complexity and stands by to assist. The HSGRM carries a 24/7 emergency phone and should be the first POC to assist with emergency response and follow-up actions, to include activation of the UF Crisis Response Team if required. Please ensure that you have read and maintain access to the UFIC Emergency Protocols and be familiar with the Student Code of Conduct on issues of academic integrity or conduct and behavior. Please ask questions at any time.

Program Expense Management

While rare, you may need to pay for some travel and group expenses while you are abroad. These expenses should have been pre-approved by Study Abroad Services, and it will be very important that you keep receipts for all expenses, including items $25 and under. To help you manage program costs while on-site, we suggest you implement these tips:

  • Keep program funds separate from your personal funds
  • Open a new account that will be specifically used for program funds (if applicable)
  • Make note of international transaction fees and record this information
  • Increase cash withdrawals with your bank prior to departure
  • Bring a copy of your signed budget with you and have it accessible to you at all times for your own reference
  • Keep a daily ledger of expenses corresponding to each receipt in English (date, vendor, purpose, amount in foreign currency and that day’s conversion to US dollars, explanation for the expense)

To learn more about how to submit your receipts for reconciliation, please review our “Returning to Campus” webpage.