WINTER STUDY TRAVEL COURSES
Trip Leader Preparation

If you haven't led a trip previously, it is highly recommended that you meet with an instructor who has in order to gain firsthand insight.

For general travel information, the World Wide Web is an excellent source of information. Just a few sites worth visiting:

Planning Your Trip

Getting Started:

Planning your trip will be a much easier process if you utilize a travel agent who specializes in trips to your destination. Any formal contractual agreements must be presented to the Office of the Vice President of Administration for approval before being signed.

Itinerary:

Accounting for all potential delays in your schedule makes all the difference when planning your trip. In preparing your trip's schedule, find out about any state or national holidays that may cause many places to be closed during the course of the trip. Keep in mind that weekends may have the same effect. Allow plenty of time for banking, as banking hours are limited in many countries and even simple transactions can take a considerable amount of time.

You can minimize disruptions in the schedule by arranging to leave daily notes at the front desk of the hotel or on a bulletin board nearby with crucial times and expectations, making sure that students will check.

Shopping time should also be considered when developing your schedule. Keep in mind that carrying around items that are too heavy and/or too bulky can seriously hinder individual and group travel. Everyone should plan for feasible carrying. It is helpful to send gifts home.

Student Fees and Finances:

In setting the fee to be paid by students participating in your Winter Study Travel Course, first total the individual cost: flights, hotels, food and immunizations. Then total the bulk costs: your travel costs, group transportation, speakers, etc. Divide this total by the number of students and add the resulting amount to the individual cost. Finally, increase each fee by one or two hundred dollars in case any unexpected expenses are incurred or a student decides not to attend. Refunds can be made to students if the trip costs less than the fee.

Financial Aid will cover a minimum of 50% of the posted fee for those students awarded aid (those with greater financial need can receive up to 90% of the total cost), which will be credited to their term bill.

Be clear in exactly what the course fee covers and advise students on how much they will need in addition. If applicable for the destination country, emphasize that, in addition to carrying traveler's checks and minimal cash, use of the ATM is the best method of getting cash in terms of safety and exchange rate (VISA's website has an excellent global ATM locator at www.visa.com/pd/atm/main.html). If not available, a VISA credit or debit card is useful for drawing cash in most large cities. The College is not responsible for money or personal assets that are lost or stolen. Click here for more details about financing your trip.

Registration:

Winter Study Travel Course registration takes place early in the Fall Semester, about three weeks in advance of regular Winter Study registration. Upperclass students who want to participate in a WSP travel course submit the travel form to the Registrar's Office after it has been signed by the pertinent travel instructor. The student also needs to sign the form to show that he/she agrees to be responsible for any expenses associated with the trip, even in the event of withdrawal from the course after the deadline. This early registration should help determine early-on in the Fall Semester the interest level in a particular travel course, and ultimately the financial feasibility of going forward with the trip.

Getting Students Ready

Reality Check:

It is important that each student be made aware of the dangers, discomforts and realities of the trip before any commitment is made to participate, during trip preparation, at the onset of the trip, and onsite as needed. Provide orientation to the students prior to and during the trip, including the following key issues:

Dangers: violence, disappearances, health risks, traffic dangers
Cultural issues: appropriate clothing, behavior and manners; legal and religious considerations
Discomforts/inconveniences: weather and climate, travel, long waits, available sanitary facilities, available vegetarian food
Potential Disappointments: planned visits disrupted, speakers/contacts not coming through, locations not being as nice as they seemed

It is particularly important that as soon as students show interest in the trip, you provide them with health and safety information so that they and their families can make informed decisions regarding participation, preparation and behavior while on the trip. The websites of the State Department (travel.state.gov/travel_warnings.html) and the Center for Disease Control (www.cdc.gov/travel) are helpful in this area, as is the advice of an instructor who has led a trip to the country previously. If there is a travel advisory in place, indicate this to the students along with the grounds on which you have determined the trip to be a viable activity. You should formulate emergency response measures for any problems that could potentially arise due to the above risks and dangers.

If an approved trip includes travel to a destination that is on the State Department's list of "Travel Warnings," the College Administration reserves the right to cancel the trip. An instructor can appeal the decision at that time.

Trip Policies:

Spell out all policies for the trip prior to travel, and reinforce them at the onset of the trip as well. Include the consequences of their violation and be prepared to enforce them. It is important to address the following issues to avoid having to do so later when problems arise:

Drug and alcohol use
Sexual activity: Indicate potential health risks and personal safety issues.
Staying out late at night: Warn of possible interference in the group's activities and set desired restrictions.
Separation from group: Advise that if separated, students remain stationary or return to the hotel. Instruct students that they should not wander in this situation.
Policy for students with Ethnic/National ties in the destination country: Emphasize that the trip is not like vacations that may have previously been spent in the country. Also minimize visits to family/friends during the trip, which can compete with existing plans and detract from the experience intended for the students.
Course Research: Let students know that research must be done in advance, as books/libraries are not readily available for use in many countries, and time constraints may also be an issue. Also, minimizing the amount of work done during the trip will allow students to fully benefit from the experience itself. You may opt for evaluation via onsite presentations, for example.
Individualizing the Experience: Encourage or mandate that the students experience some significant individualization during the trip. They can do so by breaking off in two's rather than staying in larger groups or by separating from the group individually in safe situations and integrating with locals.

First Meeting:

It is advisable that you hold an initial trip meeting during the first few weeks of the Fall Semester for any students who may be interested. At this meeting provide the information included in the Reality Check and Trip Policies sections above, in writing. Also indicate to students that completing the travel course registration form does not guarantee their enrollment in the course.

This initial meeting may also bring to your attention whether any of the interested students may lack the dedication, maturity, or sense of responsibility that is required for a successful travel course experience. You are welcome to consult with the Dean's Office about any of the potential participants.

What to Bring:

It is a good idea for everyone to bring basic cold, anti-diarrhea and motion sickness medications, pain relievers and any prescription drugs being taken-in their original containers. (Thompson Health Center will supply you with first aid kits.) Find out from each student if she/he has any chronic health conditions, including asthma, diabetes and allergies. If so, advise that the student bring everything needed for treatment of the condition. Supplies may not be available during the trip, and arranging for them to be sent from the U.S. is unreliable.

Disinfectant wipes, Pepto Bismol, sunscreen and insect repellent may also be necessary supplies. Students with glasses should be sure to bring along an extra pair. A small light should be packed for reading in the event of a power failure. Finally, international calling cards should be brought for calls home during the trip.

Require that students carry two photocopies of the first two pages of their passport separately from the passport itself. They should also bring two identical photos in case a new passport is needed. Everyone should make copies of credit cards and keep a list of traveler's check numbers in case of loss. As the instructor, you should make copies of plane tickets as well.

Strongly recommend that students have health insurance that is effective while traveling abroad. Require that they obtain the International Student Identity Card for its discounts, basic health and accident insurance, and emergency evacuation benefits. It can be ordered for $20 from the Council on International Educational Exchange (www.counciltravel.com). There is an equivalent card available for instructors at the same web address.

Individual Data:

It is important that you obtain contact information for each student participating in the trip for the vacation period between the Fall Semester and Winter Study.

Before your departure, prepare a list of information for yourself and each student, including: full name, passport number, date and location of passport issue, visa number*, length of visa*, date and location of visa issue*, date of entry to the country, nationality and date of birth. Insert everyone's data into a single chart. Bring a copy for each hotel at which you will be staying in order to significantly reduce the time required for checking in.

Be sure to provide a copy of this chart to the Dean's Office, as well as your itinerary, flight numbers and all available contact information. Also carry a list of emergency contact data for each student as well as contact data for pertinent offices at Williams.

*If available

Health & Safety Issues

Immunizations:

Immunizations should be taken care of well in advance. Some require several injections over a period of time. It is advisable that you find out for yourself which immunizations are required for your travel (visit www.tripprep.com) and coordinate with Health Services.

Food & Water Quality:

If applicable, you should tell students that only water obtained in sealed containers should be consumed, and no ice. Also warn of food quality issues, indicating what is to be avoided. For example: raw fruits and vegetables without peels may not be trustworthy; some places are safer for eating than others (e.g., restaurant vs. hotel food); avoid buffets and the use of old, stale and cold frying oils as they likely contain harmful bacteria. Acidophilus tablets or a serving of yogurt each morning are helpful for enhancing the tolerance of foods.

Personal Safety:

Everyone in the group should be conscious of personal safety during the trip. Carry valuables-including cash, credit cards, passport and traveler's checks-on the person and not in a carried bag. Wallets should be kept in the front pocket or, alternatively, a moneybelt can be worn. It is also important that everyone keep track of receipts with credit card numbers.

Offer tips to prepare the group for the possible physical harassment of women. Women should be prepared to speak extremely firmly, but not rudely, or to push a hand away. It is in everyone's best interest to maintain an alert and confident bearing that indicates that they know where they're going when out walking.

Students should be made aware of the possible scam tactics that they will encounter during the trip. Indicate some of the bogus lines that may be heard, for example: "Why do tourists never talk to the local people?", "I was forced into an arranged marriage...", "Can you carry this package back to America for me?", etc.

Financial/Administrative Procedures

For Starters:

You will be notified of your FRS account number by the Winter Study Committee.
Give your account number to your travel agent to be included on all invoices, which should be directed to Abby Bienkowski (x4413) in Accounts Payable (AP).

Your Account:

You will receive monthly account statements; to receive a statement at any other time, or if you don't know your account number, contact Sandy Connors (x4003) in the Controller's Office.
All expenses will be drawn from your account, which cannot be over-expended.

Before You Leave:

You may request a 'cash advance' for funds to be taken with you on the trip. To obtain an advance, complete a white A/P voucher. Leave the account number area blank, and instead, write your account number in the middle of the voucher where it reads in red 'Special Instructions/Comments'. Leave the boxes for your account number blank. In the 'description' boxes write 'ADVANCE'. Contact Abby in A/P if you have any questions.
Winter Study trips are part of the normal billing and collection process at Williams; students with unpaid balances may not be permitted to participate.
Contact Abby (x4413) in AP if you need to pay bills to parties in the destination country before you leave; the College can obtain foreign drafts in the appropriate currency.

During the Trip:

As previously mentioned, the ATM-if available in the host country-is the best source of cash during travel, in terms of safety and exchange rate.
Bring credit cards and checks with you. American Express is the preferred card and is good for travel services and buying traveler's checks; VISA and MasterCard are useful for getting cash.
Bring all three cards to counter low charging limits per use set by banks and hotels.
The College purchasing card (MasterCard) is also available for your use. Contact Kelly Kervan (x4684) in the Controller's Office as soon as you know your travel plans as it takes at least two weeks to order the card. He will send you a MasterCard credit card application form to fill out. This purchasing card can be kept after your return and used for College purchases such as office supplies, research supplies and other similar expenses. Kelly can explain in further detail the many uses of the College purchasing card.
Keep all receipts. Keep a log of expenses when a receipt is not available. Record the date of the expense, name of person or business paid and amount of payment.

When You Return:

Complete a blue travel voucher for AP and include your receipts and recordings.
Convert foreign currencies to U.S. Dollars.
If you received a cash advance greater than the total expenses, include a check payable to "Williams College" for the difference.

All forms must be completed in a timely manner using correct account numbers and subcodes.

Information in this brochure is based on the contributions of Abby Bienkowski, William Darrow, Ruth Harrison, Sue Hogan, and Laura McKeon.

If you have questions regarding Winter Study Travel Courses that are not answered by this brochure, please contact Barbara Casey in the Registrar's Office at x4286 or barbara.casey@williams.edu.

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WINTER STUDY TRAVEL COURSES Trip Leader Preparation