These policies outline the responsibilities, expectations, and operational procedures for universities partnering with Actuality Abroad to deliver faculty-led study abroad programs focused on documentary storytelling and ethical collaboration with local changemakers.

Program Overview and Scope of Responsibility

Actuality Abroad provides customized, faculty-led study abroad programs focused on documentary storytelling and ethical engagement with local changemakers. We are responsible for organizing and delivering logistics, instruction, and in-country support as outlined in each individual program agreement. The following policies govern our responsibilities, participant expectations, financial procedures, and emergency protocols.

Participant Requirements and Expectations

Minimum Enrollment

Each program proposal includes a defined minimum number of participants. If minimum enrollment is not reached, Actuality Abroad can still deliver the program; however, the per-student cost will be recalculated to reflect the minimum-equivalent total (e.g., cost divided by 8 participants). Final per-student pricing will be confirmed based on total enrollment 60 days before departure.

Code Of Conduct

All participants are expected to adhere to both:

* Their home university’s code of conduct

* The Actuality Abroad Code of Conduct, which emphasizes respect for cultural differences, ethical collaboration, and responsible storytelling practices

In cases of significant misconduct, Actuality Abroad reserves the right to remove a participant from program activities. Universities will be notified immediately and consulted on disciplinary actions.

Travel Insurance

Travel medical insurance is required for all participants. This may be arranged by the university or purchased individually. Actuality Abroad does not provide insurance coverage for students.

Health and Safety Protocols

Actuality Abroad will provide a destination-specific safety briefing and emergency protocol prior to travel. This includes:

* Emergency contact information for local authorities (e.g., police, tourist police, hospitals)

* Risk management guidance tailored to the host community and type of program activities

* Expectations for health disclosures and behavioral accountability while abroad

Actuality Abroad staff accompany participants to seek medical care if needed and coordinate closely with university contacts during health or safety events.

Faculty Responsibilities and Collaboration

If university faculty accompany a group, the following outlines the respective roles and collaboration process:

Academic Leadership

Faculty are responsible for:

* Delivering academic content and assessments (if for-credit)

* Maintaining oversight of student learning outcomes and grading

* Supporting student behavior and accountability in line with university policies

Program Operations

Actuality Abroad is responsible for:

* Managing on-the-ground logistics, safety, and coordination with local partners

* Delivering storytelling and documentary instruction, mentorship, and production guidance

* Facilitating cultural orientation and ethical engagement with host communities

Decision-Making and Support

Faculty retain control over academic credit and grading. Actuality Abroad facilitates delivery of program content in alignment with pre-approved learning outcomes. In case of conflicting priorities during the program, decisions related to safety and logistics will be made by Actuality Abroad, with faculty consultation. Collaboration and mutual respect are foundational to a successful program experience.

Payment Terms and Methods

* A non-refundable deposit equal to 25% of the total program cost is due no later than four (4) months prior to the program start date.

* The remaining balance is due sixty (60) days before the start of the program.

* Payments may be made via ACH transfer or check, payable to **Actuality Abroad**.

Invoicing and Late Payment Policy

Invoices will be issued upon proposal acceptance for the deposit, and again at least 90 days before the final balance is due. If payment is not received by the stated deadlines, program preparation may be delayed. Actuality Abroad reserves the right to impose a late fee or cancel the program in cases of non-payment.

Changes And Modifications

Program Adjustments Made By Actuality Abroad

Actuality Abroad reserves the right to modify the itinerary, housing, or other program components as needed in response to safety, weather, or availability concerns. Any such changes will be made in good faith to preserve the academic and experiential integrity of the program.

Modifications or Additions by the University

* Changes to the itinerary will not be accepted within 30 days of the program start date.

* Additional participants may be added to the program at any time, subject to availability.

* For additions made within 60 days of departure, enrollment is contingent on the availability of accommodations. Additional participants will be billed at the agreed per-student rate.

* Requested changes to program scope or content that fall outside the original proposal may require additional planning fees or may not be feasible depending on timing and resources.

Cancellation and Refund Policy

Cancellation by Actuality Abroad

Actuality Abroad reserves the right to cancel a program under the following exceptional circumstances:

* A natural disaster significantly affecting travel or local conditions at the program destination

* An armed conflict or significant safety threat that endangers participants or program operations

* Government-imposed travel restrictions that prevent entry into the host country

In the event of such a cancellation, Actuality Abroad will make every reasonable effort to recover and refund any unused program funds. When possible, program credits for future dates may be offered in lieu of refunds. However, many program costs are non-refundable once committed.

If Actuality Abroad cancels a program for any reason *other than* the scenarios listed above, all program fees paid by the university will be refunded in full.

Cancellation By The University

University partners may cancel a program at their discretion. In such cases:

* The 25% deposit is non-refundable, as it is immediately used to secure accommodations, transportation, and other logistical needs.

* No refunds will be issued for cancellations made within 60 days of the program start date.

* If a program is canceled prior to the 60-day deadline, Actuality Abroad will make reasonable efforts to recover any uncommitted funds for potential refund.

* Student substitutions are accepted up to the program start date, contingent on housing and logistics.

* In the event of partial cancellation (e.g., some students withdraw), Actuality Abroad will work with the university to adjust final costs, subject to minimum group size requirements.

Participant Cancellation

All participant payments are managed directly by the university. Actuality Abroad does not collect individual participant fees. Universities are responsible for handling participant withdrawals and determining any associated refunds. Participant substitutions may be made at any time prior to the program start date, subject to logistical feasibility.

Liability and Risk Management

Liability Coverage

Actuality Abroad maintains general liability insurance for its operations, program delivery, and in-country activities. This insurance does not cover individual participants, who are required to obtain their own travel medical insurance. Proof of insurance coverage can be provided upon request.

Participant Waiver

All student participants must sign a liability waiver prior to departure. This waiver acknowledges the risks inherent in international travel, collaborative media production, and participation in experiential programming. A sample waiver can be provided upon request.

Emergency Response

Actuality Abroad provides a destination-specific safety and emergency protocol, which includes:

* A list of local emergency contacts (tourist police, national police, nearby hospitals and clinics)

* A clear chain of communication between on-site staff and university contacts

* Guidance on incident response and coordination with local authorities

In the event of a serious medical emergency or safety incident, Actuality Abroad will notify the designated university contact as soon as possible and coordinate appropriate response measures. On-site staff will accompany students as needed to medical or legal services.

In the case of a natural disaster, pandemic, or political disruption occurring shortly before or during the program, Actuality Abroad will support the university and participants in securing partial reimbursements or rescheduling options when possible. However, refunds are not guaranteed due to the non-recoverable nature of many program expenses.

Communication and Emergency Protocol

Pre-Departure Communication

Each university partner is assigned a designated Program Manager at Actuality Abroad who serves as the main point of contact throughout program planning and delivery. Regular check-ins will be scheduled leading up to the program start date to confirm logistics, enrollment, and deliverables.

On Program Communication

During the program, Actuality Abroad maintains direct communication with university contacts as needed. In case of emergency, a 24/7 contact number will be provided to both the university and participants. Daily field updates are not standard, but progress reports or summary messages can be arranged upon request.

Incident Reporting

Actuality Abroad will report any significant incident involving health, safety, or behavior concerns to the university contact as soon as possible. Minor incidents (e.g., minor illness or logistical delays) are handled locally and do not require university involvement unless escalation is needed. In a crisis, the designated Program Leader serves as the on-site authority and coordinates response efforts with headquarters and university partners.

Media Use and Documentation Policy

Ownership of Student Work

Participants retain ownership of the films and media projects they create during the program. Universities may also retain rights to student work per their own academic policies. Actuality Abroad does not claim ownership but may request non-exclusive permission to share completed work for educational or promotional use.

Media Releases

Actuality Abroad facilitates the collection of signed appearance releases for any individuals or organizations featured in filmed interviews or public-facing content. These releases are retained by Actuality Abroad and shared with student creators for legal use of the footage.

Program Documentation

Actuality Abroad may document aspects of the program experience (e.g., behind-the-scenes photos or short highlight videos) to be used in future program promotion. Participants may opt out of being personally featured in this documentation by notifying the program coordinator in writing before departure.

Actuality Abroad reviews all student projects before public distribution to ensure accuracy, ethical representation, and alignment with program goals. Institutions may request to review materials featuring their students before publication. Actuality Abroad complies with applicable privacy regulations, including FERPA and GDPR, in the handling of participant information.