Faculty Handbook

Guidelines for accompanying family members

Faculty and other academic staff (instructors, graduate program assistants, etc.) who lead or participate in study abroad programs may decide to bring accompanying family members with them on the study abroad program.

MSU/OSA reserves the right to impose limits and/or conditions bearing on the roles, activities, and presence of family members or friends who accompany faculty and other academic staff in study abroad programs.  Such limits or conditions derive from programmatic concerns related to health, safety, or security demined by MSU/OSA. For example, accompanying family members or friends may not be permitted to join the study abroad group for some or all activities.

MSU/OSA assumes no responsibility for family members or friends who accompany faculty and staff who are involved in study abroad programs.

The following policies describe the limits or conditions that apply to the accompaniment of faculty (and other academic staff) family members in study abroad programs.

1. Employment: Family members of faculty and other academic staff may NOT be hired to perform duties on the study abroad program if the fulfillment of such duties is under the general supervision or direction of the program leader. Such a supervisor/subordinate relationship is against the Conflict of Interest policies as outlined in Section III of the MSU Faculty Handbook. In the case of study abroad programs, “hired” means receiving monetary compensation for services performed, or receiving payment of expenses (travel, etc.) in exchange for performance of duties. It is possible, with special permission, for spouses to serve as co-directors of a program, provided they do not supervise one another. In this case, a Conflict of Interest form, signed by the leader’s home department, must be submitted to Amy Moeder.
2. Liability: It is the responsibility of all family members (including spouse/partner and dependent children) of the leaders to read the US State Department information sheets if they participate in any group travel, whether by land, sea, or air. The family members are responsible for their own safety and insurance coverage.
3. Accommodations: Accompanying family members may share accommodations with the program leader(s), provided such sharing is allowed by the housing provider. The program leaders will receive only the State Department housing allowance for one person, regardless of how many accompanying family members share the accommodation. If housing costs are based on a "per person" rate, the program leader will be reimbursed for only one person. In no case should program leaders or family members share accommodations with students; in general, they should not share apartments or rooms with program assistants.
4. Excursions/Travel: Accompanying family members may participate in program excursions and field trips, provided such participation does not inflate the cost of the excursion. Program excursions are planned to accommodate all students plus the participating leader(s). If there are empty seats on the bus, boat, or other arranged travel, accompanying family members may travel with the group at no extra cost. However, at no time will a bigger or additional bus, boat or other mode of transportation be arranged in order to accommodate accompanying family members.
5. Excursion Expenses: If participating in group excursions, accompanying family members must separately pay all per person expenses (i.e., entrances to parks or museums, theatre tickets, etc.). In no case is program money to be used to fund family member participation in special events. If the cost for the family member is included on the group receipt, it must be deducted before the receipt is submitted for reimbursement.
6. Group Meals: If participating in group meals, the leader must reimburse the program for any expenses incurred by accompanying family members if a separate bill cannot be obtained. Program money should not be used to buy meals for accompanying family members. The exception to this policy is entertainment of host institution guests to which a couple is invited for a meal. The program leaders may bring his/her spouse to such an event and receive reimbursement for the spouse’s meal.
7. Minor Children: Minor children accompanying the faculty must be adequately supervised at all times. The presence of minor children or other family members should not disrupt or alter the study abroad program in any way.