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Policy on Third-Party Accompaniment on Faculty/Staff-Led Programs

The following policy was implemented in order to prioritize student safety and their educational experience as well as take steps to reduce institutional risk - and in direct response to student feedback on post-program evaluations.  Limiting participation in education abroad programs to enrolled students and those IU employees who are officially facilitating teaching and learning within the program is considered best practice in the field. Only allowing those directly facilitating the teaching and learning process to travel with the group in-country significantly decreases the risk to Indiana University.  It also ensures that all who are engaged in the program are focused on the class, the students, and program activities.  As such, only the official program leader(s)/coordinator(s) and students fully enrolled in the program are allowed to travel abroad with the student group and participate in program activities.*  Program leaders and coordinators must all be IU faculty or staff. 

Spouses/partners of program leaders/coordinators are third parties. They may accompany program leaders/coordinators on the international flights associated with the program and stay with program leaders/coordinators in program accommodations.  However, as third parties, they may not accompany program leaders/coordinators during any formal or informal program activities, which include but are not limited to: in-country travel; excursions; guest speakers or networking events; visits to organizations, businesses, or service sites; and instructional sessions.  Such third parties are to refrain from contact with students; program leaders/coordinators are responsible for ensuring this.  Third parties cannot represent IU in any official capacity.  Minors and dependents are not allowed to accompany program leaders/coordinators.

For a spouse or partner to accompany a program leader/coordinator on an international flight and/or stay with the program leader/coordinator in program accommodations, the program leader/coordinator must obtain advanced written approval from the dean of the academic unit.  Once approved, these individuals must also complete the appropriate agreement and release form** and submit it to the dean of the academic unit or their designee as well as to IU Education Abroad (edabroad@iu.edu).  Such waivers must be retained for at least three years.

The following rules and requirements shall apply when a spouse or partner accompanies a program leader/coordinator:

Financial Considerations

  • Indiana University cannot financially support the accompaniment of a spouse or partner of a program leader/coordinator in any way (beyond the spouse or partner being permitted to stay with the program leader/coordinator in program accommodations).
  • Travel costs and living expenses for a spouse or partner of a program leader/coordinator must be covered by that program leader/coordinator or the spouse or partner themself.
  • Indiana University has no obligation to make arrangements for the accompanying partner or spouse during the program, including but not limited to the provision of travel, housing, or meals.  

Impact on Program Activities

  • The program leader/coordinator who is having a spouse or partner accompany them is responsible for ensuring that the spouse or partner does not negatively impact the experience of any program participant.
  • The program leader/coordinator must make all necessary arrangements for the spouse or partner to ensure that the program leader/coordinator is able to fully perform their professional responsibilities with the program.
  • Program participants must not be put in a position of having any responsibility for accompanying individuals.

Health and Safety

  • The program leader/coordinator, and spouse or partner, must understand and accept the risks of the arrangement, including the inherent risks of foreign travel.
  • The program leader/coordinator must ensure that the spouse or partner has adequate health and accident insurance, including evacuation and repatriation coverage.
  • Further details on the obligations of the program leader/coordinator and the spouse or partner can be found on the required agreement and release form.**

This policy applies to all faculty/staff-led programs. Failure by the program leader/coordinator or their spouse/partner to adhere to this policy, the terms of the companion agreement and release,** and other applicable IU policies may result in termination of the program leader/coordinator’s position with the program.

*Note: Vendors, university partners, alumni, and guest speakers who meet with the group in country for a limited time and provide a specific activity for the program, such as guest lectures, organizational visits, dinners, or tours are considered part of the itinerary’s programming.