Consult with the International Education Office to determine if this is the right category for your study trip or project.

    1. Read the policy, International Cooperation, Exchanges, and Training, as well as the policy, Student Trips. All student abroad projects must follow these policies as well as the Protocol for Vanier College Employees: Faculty Mobility Projects.
    2. Meet with the International Education Office and your Faculty Dean to discuss your project. Note that all projects must go through the International Education Office.
    3. Complete the Formal Proposal and submit it to the International Education Office with the signatures of your Coordinator and Faculty Dean.
    4. Review the Study Abroad Package with the International Education Office and complete the required reading of the materials.
    5. Decide on eligibility requirements for the students, determine your budget with the International Education Office and advertise your project. Note that all students must be in good academic standing at the time of their selection for the project, and they must remain so until at least the time of their departure. Note that a study abroad project consists of the trip to the host country, the actual project and the return home. As such, students are required to return home with the study abroad group.
    6. Conduct interviews with the International Education Office for the selection of the students. Note: a minimum of 5 students must be participating for the trip to proceed. Students on these projects must be full-time Vanier students and 18 years or older to participate in study abroad projects.
    7. Consult with the International Education Office about the number of project supervisors who should accompany a trip. We encourage your recommendations as to whom should accompany you on the trip but note that the International Education Office reserves the right of the final decision on trip participation based on issues of the safety and well-being of the students.
    8. Bear in mind that irresponsible behavior by students can result in problems. Review the Rules for Student Behavior and adjust as necessary. This form must be signed by the students. If you have serious concerns about any of the project participants, bring these concerns to the International Education Office.
    9. A description of the study abroad project, Description for Students, must be given to all participating students. Encourage parents and students to ask for any clarification.
    10. The Medical Examination Form, Consent & Waiver Form, Rules of Student Behavior, and Contact Form should be completed by the deadlines indicated. Originals should be left with the International Education Office and copies taken on the trip.
    11. From the present procedures – Consult the Medical Concerns: Study Abroad Projects.
    12. Check with International Education concerning the financial procedures to follow. Note:
      a. Project supervisors do not collect any funds from students
      b. Funds raised from fund-raising activities are held by the Foundation for your students
      c. Any purchases must follow College procedures
    13. Health issues:
      • The project leader should carry a first aid kit with the recommended supplies. Obtain this kit from the College Nurse.
      • The project leader should be aware of first aid procedures.
      • Consult the document, Medical Concerns: Study Abroad Projects for general health concerns as well as for first aid and vaccination information. Consult with the Nurse (or alternate) about the medical condition of project participants.
    14. Review the International Emergency Protocol:Before departure:
      • Project leaders will participate in a risk management session with International Education and the Manager of Security to help ensure the safety and well-being of all involved.
      • Project leaders will take emergency contact information with them on their project.
      • The International Education Office will register Canadian citizens with the Canadian Consulate Services.

      Once in the host country, find out:

      • The location and contact information of the local police and other local support services including the nearest hospital.
      • Decide on rendez-vous points for emergencies for the different locations of your project.

      In case of emergency:

      • Deal with the emergency to the best of your ability, making use of local resources.
      • Call the Vanier emergency phone number and report the incident giving your name, location, contact information, the specifics of the incidents including the name(s) of those involved. Vanier Security will initiate the International Emergency Protocol. Incidents must be reported within 24 hours of their occurrence.
    15. During the project, the project leader will take a supervisory role and ensure the safety and well-being of participants. The case of serious problematic behaviour should be addressed immediately by the supervisor. A report should be written to the International Education Office informing them of this behaviour within 24 hours. Roles and responsibilities: The International Education Office will:
      • Review procedures and forms with project leaders and students
      • Review the International Emergency Protocol with project leaders and implement measures for the health, safety and well-being of students
      • Produce promotional materials (brochure, poster, display, online advertising)
      • Collaborate with project leaders in the selection of students
      • Apply for grants with input from project leaders
      • Organize travel arrangements
      • Brainstorm ideas for fund-raisers; help develop a fund-raising plan
      • Organize venues for kiosks and fund-raisers
      • Liaise with the Foundation
      • Co-organize the pre-departure workshops with Project Leaders, carry out administrative tasks
      • Help students with reports; display reports and photographs online and elsewhere
      • Evaluate completed projects

      The project leader will carry out the following functions:


      • Actively recruit students through classroom visits, kiosks, etc.
      • Complete forms with student
      • Provide information for promotional material
      • Work with the International Education Office to help develop a fund-raising plan. Participate in fund-raising activities with students
      • Collaborate with the International Education Office in the selection of students
      • Set the pedagogical goals for the trip and plan the activities to meet these goals taking into account the needs and interests of the students.
      • Co-organize the pre-departure workshops with the International Education Office; animate the pedagogical component
      • Provide information for grants

      During the trip:

      • Implement activities to ensure that pedagogical goals have been met liaising with ground support if available.
      • Control the budget as established with the International Education Office

      By three weeks after the completion of a trip:

      • Submit an expense report
      • Submit a report highlighting the main activities of the trip. This report will be used for promotional purposes by the International Education Office.
      • Submit, if necessary, an incident report to the International Education Office detailing the serious misbehavior of any students, any incident with potentially negative consequences, etc.
      • Submit 10 photographs of the trip including group photographs.
      • Return the First Aid Kit as soon as possible
    16. Please take note:Outsiders to Vanier College can be included on a study project as long as they are Vanier employees on the study project.Confidential documents should be shredded after a trip.
    17. Failure to comply with this protocol could lead to disqualification from future study abroad projects.


  1. Collaboration with the International Education Office should be carried out with mutual respect.

revised July, 2015

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