Required approvals and endorsements:

The applicant’s direct supervisor must have approved the staff member’s participation in the IFS activity for which the expression of interest has been submitted. When completing the expression of interest form, you will be asked to acknowledge that a discussion with your direct supervisor has occurred. If selected for a lead opportunity, your direct supervisor will be engaged by Be World Ready to confirm this and obtain approval to discuss the opportunity further.

What are the expectations of faculty/staff proposing and submitting an International Field Study?

NC staff members are expected to help with the recruitment and promotion of the IFS they will lead to students within the approved programs. The viability of an IFS is based on the consistent promotion by the lead(s) and the Be World Ready team to NC students in the classroom and at Be World Ready booths.

Leads are expected to arrange with their program colleagues an in-class promotional schedule to promote the IFS to students from theirs and other program areas (if applicable). The Be World Ready team is available to attend all classroom promotions and will develop the presentation content. BWR will also manage the development and distribution of social media content. If you are acting as a second lead for an IFS, you share the same responsibilities as the IFS first lead.

What are the expectations for NC staff who accompany students on an International Field Studies trip while abroad? NC staff members are expected to be an ambassador for Niagara College. NC staff, leading an IFS, will assist and support student logistics, coordination, inquiries, communicate daily activities with the Manger of Cultural & Global Engagement, share photos and stories during the week for social media content, and support risk-management as needed. Vocationally specific IFS leads may have an increased level of responsibility academic guidance on the program, as requested.

May I bring a family member(s) (spouse, child, parent, grandparent, etc.,), companion or friend(s) with me on the IFS that I lead? No, IFS participants must be full time students at Niagara College at the time of the IFS, or acting as first or second lead during the IFS.

If I have a family member(s) (spouse, child, parent, grandparent, etc.,), companion, colleague or friend(s) in the destination country may they join portions of the IFS or evening activities (i.e., group dinners)? No, IFS participants must be full time students at Niagara College at the time of the IFS, or acting as first or second lead during the IFS.

What happens after-hours? Am I responsible? NC students who participate on field studies are adults (18+). NC staff are not responsible for the social activities in which students partake in (after hours), but will assist in risk-management as needed. Leads are expected to be available after hours to assist with emergency situations as they arise. Training will be provided to all leads prior to departure in managing emergencies abroad.

How will I be supported by Niagara College? Niagara International will provide specialized support and training for staff of their roles and responsibilities in supporting student success abroad. The office of Cultural & Global Engagement manages student registrations and payments, makes the travel arrangements, and supports staff and students in pre-departure. The Manager, Cultural & Global Engagement is available to you throughout the experience abroad.

Is the itinerary set? Each International Field Study is unique. In some cases, the itinerary is developed and set by the host institution/ partner. In other cases, the itinerary developed by the office of Cultural & Global Engagement. Destinations and itinerary development for IFS’ are determined and managed by the office of Cultural & Global Engagement. Faculty/staff with proposed destinations or itineraries must present these to their direct supervisor to bring forward to the office of Cultural & Global Engagement.

Will I have free time? Free time is limited as the group (students and NC staff) are traveling together. Leads, typically, have evenings free and individuals may choose different ways to spend their time. However, leads must be close to the accommodations and available for emergency situations throughout the IFS, at any time. As each IFS will have 2 leads, we recommend that the leads coordinate who will be available which nights to allow for some additional personal time in the evenings.

The timing of courses/trips: Check the www.beworldready.ca for postings and dates. International field studies primarily take place during the fall, winter, and spring break periods. 

Are the dates of departure/return confirmed? Dates are subject to change depending on acquiring the most economical travel. Every effort will be made to firm up the dates early.

Can I book extra days at the beginning or end of the journey? No. IFS groups are expected to travel together. All leads will depart and return with the group. Exceptions for extended stays will only be accepted in the event of a staff or student emergency.

May I make my own travel/accommodation arrangements? No. IFSs are based on group bookings and are typically managed by the International Division for security, consistency and budgetary reasons.

If I am chosen as the staff lead, what costs will I incur? Be World Ready will be covering the most economical transportation to and from the airport, flight, accommodation, insurance, ground transportation, per diem for meals not included in the itinerary, which will align with College policies, and International Department amendments and all programming and attractions that are included in the student cost. NC staff members will be responsible for personal spending money and any additional excursions not scheduled. NC departments responsibility for IFS costs will be determined as part of the initial application and approval process.

Do I need a Passport? Participants must hold a passport valid for six months’ post-departure date. Your passport must be in hand, at the time of applying to lead an IFS.

Do I need a visa? If a visa is needed by the trip lead Be World Ready will support participants to obtain the appropriate visa and cover any associated costs.

Do I need any vaccinations? Participants should visit a Travel Health Clinic to assess what vaccinations are needed (if any) for their country destination. Mandatory vaccinations will be covered for the staff lead, but participants will cover recommended optional and routine vaccinations. As the COVID-19 pandemic evolves and vaccination and testing requirements are in place globally, all NC leads must follow the vaccination requirements to enter Canada, travel though transit countries, and to enter the destination country. It is the responsibility of individual participates to ensure they meet all entry and departure requirements. The BWR team will assist in providing resources to the most up to date and accurate information possible.

What are the accommodation options? Each field study destination has different accommodation providers; options (depending on destination) include a combination of dorm-style rooms, homestays or hotels. Private accommodation cannot be guaranteed, although staff will not share rooms with students. In all cases, unless otherwise unavailable, staff leads will be required to stay at the same residence as the students.

Transportation: Local transportation is arranged through NC in-country partners, logistics third parties (i.e. tour companies), or by using local transportation systems (e.g. bus, subway, train). Your travel to and from the airport, in the destination country, will be arranged prior to the trip departure. Leads will be provided with all logistical details of the trip prior to departure.

Can students receive credit for this experience? Students will be advised of academic credit opportunities for each IFS activity. Upon approval by the Academic and Liberals Studies Division (ALS) and Niagara International, students may register in SOCL 1127or IDPL 9101: The Global Classroom, to pursue general education or liberal arts elective credit. A student registered in SOCL 1127/ IDPL 9101 must attend a specialized orientation to receive an independent learning package and to receive instructions relative to requirements and expectations for the self-directed study requirements. SOCL 1127or IDPL 9101 are academic courses with registration deadlines and academic requirements established by ALS. If a student misses deadlines, registers for the course and/or does not complete required academic activities they will be directed to the associate dean, academic and liberal studies, to resolve these matters.

Other IFSs may be approved for program-related transfer credits; this will be done where a course or short program is offered and must be approved by the Associate Dean at least six months prior to travel. The Associate Dean and Academic Advisors will work with the IFS lead to ensure that the transfer credits are approved and communicated in advance to the Registrar’s Office. There may be additional costs to students for attaining a program-related transfer credit.

How do I apply? All future IFS leads must attend a global learning lounge session with Be World Ready (offered during break weeks). A unique link will be provided to the attended to complete an application. All applications are reviewed, and leads are determined based on IFS needs, fit for the program, and divisional goals. In an effort to provide as many opportunities as possible to NC staff, faculty and administrators, lead roles on IFS’ may be limited to leading an IFS only during 2 consecutive break weeks.

How is my time overseas workload recorded through NC Human Resources? NC Staff are expected to discuss with their supervisor how this international opportunity would fall within the parameters of their individual contracts and work assignments as part of the initial application and approval process.

How is staff selected to go? Selections will be made in cooperation with the potential leads’ direct supervisor in relation to how the international travel opportunity meets divisional goals for intercultural and interconnected learning. (Be World Ready/Internationalization).

How many leads will be selected? The number of staff leads will depend on the destination and the various parameters within each IFS activity. Each IFS will have at least 2 leads. One lead may be from the destination country as a guide and act as secondary support throughout the experience. Every effort will be made to have a faculty lead and/or staff or administrator lead.

Is insurance included? Yes, international medical insurance is covered for staff participating in an IFS. This is done through Guard.me. The Cultural and Global Engagement office will order insurance for staff when ordering insurance for students. Details on the current policy can be requested from the Cultural & Global Engagement office.

Travel Expenses and Per Diems

Approval for Travel

A Travel Authorization Request (TAR) will need to be completed for each staff participating as a lead. The following chart identifies the level of approvals for Niagara College staff participating in an International Field Study.

The office of Cultural & Global Engagement will assist staff in submitting the TAR in all international opportunities where students are involved.

Travel Expenses

IFS staff leads will be required to complete a Travel and Expense Report within 15 days upon return of the International Field Study. The report will be paid in accordance with Niagara College’s travel and expense policy. The Travel and Expense Reports can be found on the Niagara College website or and will be supplied prior to departure by the office of Cultural & Global Engagement. For assistance in completing the expense report, leads may contact their divisions’ administrative assistants.

Costs which may be included in the report include:

Travel to and From the Airport

IFS Staff Leads will find the most economical way to and from the departing airport and will be reimbursed in line with Niagara College’s travel and expense policy. The office of Cultural & Global Engagement will assist with this transportation arrangement.

Miscellaneous Expenses/ Incidentals

Leads will be reimbursed for incidentals such as country entry permits, taxis etc. that are reasonable costs associated with participating in the International Field Study. All incidentals are receipt based.

Cell Phones

If the lead(s) have College issued cell phones, they may contact ITS to have an international plan placed on their cell phone for the duration of the trip.

If a lead will be using their personal cell phone, they are to contact their cellphone provider and arrange for an international package to be placed on their cellphone. This expense will be reimbursed in full, with receipts, on the leads reconciled Canadian expense report.

Per Diem

All per diem rates and amounts will follow Niagara College’s travel and expense policy. Please review Niagara College’s travel and expense policy prior to application. Upon lead selection an individual and mandatory meeting will be held with the lead and the Manager, Cultural & Global Engagement to ensure comprehension and compliance with the Niagara College travel policy during the international opportunity.