This policy contains important information about Global Projects at Occidental.
I. POLICY STATEMENT
This policy describes the processes and procedures applicable to participation in Global Projects at Occidental College (“Occidental” or “College”). The College oversees Global Projects to:
- Reasonably consider student safety and program quality;
- Limit institutional exposure to known risks of student participation in Global Projects; and
- Facilitate an educationally enriching experience for Occidental students abroad.
II. APPLICABILITY
This policy applies to (1) all students who apply for and participate in a Global Project and (2) all individuals, organizations, or departments that fund or sponsor a Global Project including students. In addition to complying with this policy, all Global Project participants must also complete the mandatory IPO clearance process (see more information below).
III. DEFINITIONS
IPO - The International Programs Office at Occidental College.
Funding Department/Program - The College Department or Program funding or sponsoring the Global Project. (e.g. URC, Maes, Anderson, Young, Schwartz, URC, SLICE, Music, etc.).
Global Projects – A credit or non-credit (as indicated in the project description) experience funded by the College or facilitated by an Occidental professor or employee acting in the course and scope of their employment with the College. These experiences may include, but are not limited to, student research projects, internships, community placements, and project work that occurs completely or partially outside the United States. Global Projects can include projects with a single student participating independently as well as group or team projects (for example, conferences and competitions, performance-related travel, SLICE/ASOC programs, Alternative Spring Break, athletics, student clubs or organizations, etc.). Global Projects do not include IPO-managed or funded semester abroad, faculty-led courses, and research/creative projects, which are covered by separate policies. Global Projects are subject to the Location Safety Policy and Travel Policy.
Participant – Occidental students who have elected to participate in a Global Project and who have truthfully and fully completed all necessary components required for participation in the Global Project.
IV. POLICY
A. Department/IPO Responsibilities
Pursuant to the Travel Policy, departments or individuals may not initiate a new Global Project without permission of the relevant Dean. Each Funding Department/Program or funding/sponsoring individual is responsible for evaluating the merit of proposed student projects according to published program guidelines. If the Funding Department/Program approves the Global Project, students must proceed through the mandatory self-education and clearance process managed by the IPO. IPO considers potential health and safety risks of the Global Project. IPO may consider the nature and design of the project when assessing these potential risks. As a member of the Forum on Education Abroad, the College recommends that Funding Department/Programs consult with IPO to meet the Forum on Education Abroad Guidelines for Community Engaged Learning Abroad (available from an IPO staff member).
B. Student Clearance Process & Responsibilities
The mandatory clearance process engages students in a process designed to guide them to prepare themselves for their independent overseas experience. Students will demonstrate their efforts to take reasonable care in selecting the safety criteria used in order to locate their housing and means of transportation. Additionally, students will provide on-site local contacts in the case of an emergency. Clearance elements include:
- Global Project Travel Questionnaire
- Global Projects Agreement to Participate
- Host Agreement/ Waiver (subject to funding program requirements)
- Human Subject Approval (subject to funding program requirements)
- Global Medical Insurance Documentation (College-approved)
- Additional materials as required by College policy(ies)
Students are required to complete the IPO mandatory clearance process no later than 30 days prior to departure and the last day of classes, excluding College closures.
C. Procedures
The Funding Department/Program is responsible for reviewing and completing an initial assessment of an application or award for a Global Project. This initial assessment precedes the mandatory clearance process. To ensure students are aware of the clearance process, the Funding Department/Program will:
- include reference and/or links to the clearance process on their application/website;
- notify students who have submitted a proposal for a Global Project that they will be required to complete the IPO mandatory clearance process no later than 30 days prior to departure and/or semester closing (the last day of classes), excluding College closures
- notify IPO of the names of approved student participants at least 6 weeks prior to the student experience start date.
IPO’s clearance review will take place in the 30-day window prior to a student’s departure. This review requires clearance from several departments on campus, including IPO, Residential Education and Housing Services (including, specifically, the Office of Student Conduct), Title IX, and Emmons Health and Wellness Center, as well as consultation with IRB and the Crisis Management Team, as appropriate.
Successful completion of the clearance process is mandatory. If IPO notifies the Funding Department/Program that a student has failed to complete the clearance process successfully, the Funding Department/Program must rescind approval of that student’s proposed Global Project.
Students must be funded before they travel abroad. Retroactively funding students (i.e., once the student is abroad or after the student has returned) is prohibited. A student’s failure to complete the clearance process prior to departure does not change this policy.
V. POLICY HISTORY.
Responsible Officer(s): Director of International Programs Office
Effective Date: August 19, 2025
VI. RELATED POLICIES AND RESOURCES.
Mandatory IPO Clearance Process
Smart Traveler Enrollment Program (STEP)