The Complete Guide to Packing for Faculty-Led Programs (FLPs)

Let’s be honest: packing can be frustrating. Figuring out which outfits you should bring, and how many pairs of shoes you’ll need, all while trying not to forget the essentials like your passport, feels like an impossible task. And knowing what to pack for faculty-led programs (FLPs) can be even trickier, especially if it’s your first time taking part in a short-term study abroad program. 

Our complete guide to packing for FLPs covers all the essentials and non-essentials, making sure you don’t forget a single item before taking to the skies. We’ll provide practical tips on how to make the most of the confined space in your suitcase and by the time your trip rolls around, you’ll know exactly what to pack to make your experience an unforgettable one!

Why packing for FLPs is different

One of the great things about faculty-led programs is that they offer structure. This is a huge part of what sets the packing experience apart from any other trip, because you have a planned out itinerary provided in advance of your travels. This means you can tailor your packing based on the activities set out in your program. 

If you’re learning about Skiing and National Identity in Norway, with a full day set aside for adventure on the slopes, then you’ll definitely want to pack your base layers and waterproofs. And if you’re taking part in Sustainable Agriculture in Nicaragua, you might want to bring a pair of walking boots for the various wildlife walks and coffee plantation hikes included in our itinerary.  

Unlike your average trip abroad, you should also consider academic requirements, such as bringing your journal or laptop to make daily notes on what you’ve been learning. 

Our top 5 tips for smart FLP packing 

Before we get into our packing guide, we wanted to provide you with some useful preparation tips that will take your packing from jumbled chaos to coordinated order. Here’s what we’d suggest: 

1. Check airline baggage allowances early so that you know what you’re working with. 

2. Use packing cubes to organize your belongings and make it easier to find what you need when it comes to unpacking. 

3. Buy vacuum bags to maximize the space in your suitcase and carry-on. 

4. Practice packing early to see what works and what doesn’t, then revise your list. 

5. Leave room if possible, just in case you decide to bring back souvenirs. 

There’s definitely more to packing than pulling your suitcase out of storage and hoping everything fits. By following our advice, packing for your FLP should go off without a hitch!

What to pack for your FLP  

Knowing exactly what to pack for your FLP will depend on the destination and the program itinerary, so it’s always a good idea to review those elements first. Research the weather forecast for your chosen dates and read through each site visit carefully to fully understand what’s expected and this should set you on the right path. 

To help get things started, we’ve put together a collection of items for your consideration. 

Essential travel documents  

Key travel documents like your passport and visa requirements can often get missed when it comes to packing. On the morning of your trip, you’re so focused on where your headphones are and what the traffic is going to be like on the way to the airport, that you end up leaving your passport at home. Trust us, it has happened before–and will happen again! 

Check that you have the following at hand before you set off:  

• A valid passport 

• Visa or entry permits

• Travel insurance 

• Boarding pass and flight details 

• FLP program and paperwork

You might not need every piece of documentation we’ve listed, since not every country requires a visa or an entry permit, however you should always check these requirements just in case. 

Learn from Travel will provide you with all the relevant trip details prior to travel, so read through this carefully as it could help inform the rest of your packing preparation.

Keep essential documents like your passport accessible

Trip-specific clothing

Clothing is a tricky one. That’s because it all depends on the type of study abroad program you’ve chosen. Of course, you have the basics like underwear and sleepwear, but you also need to consider the climate, the activities you’re taking part in, cultural dress codes, and comfort, especially when it comes to adding in the rest of your outfits.  

Try to include: 

• Supportive footwear suitable for walking and being on your feet.  

• An additional pair of shoes for casual downtime. 

• Warm layers if you’re heading somewhere cold or a location with cooler evenings, like New York in the winter.  

• Light, breathable layers if your FLP destination is hot and humid like the Bahamas. 

• Modest clothing options for business formal, cultural, or religious contexts. 

• Waterproofs and thermals for cold and wet climates.  

• Swimwear for pools and beaches. 

• Accessories such as sunglasses, hats, a belt, scarf and gloves.  

This isn’t an exhaustive list and some items may not be relevant at all, just remember to be as smart as possible with the clothing you pack. Choose outfits instead of single items and try to find things that mix and match so you can create multiple looks without having to overpack. 

Toiletries and personal care 

Airline restrictions can be a nightmare. That’s why you should always double-check what you’re allowed to include before adding anything to your suitcase. 

For an FLP, here’s what we’d suggest: 

• Deodorant 

• Toothbrush and toothpaste 

• Shampoo and conditioner 

• Soap and body wash 

• Sunscreen and after-sun 

• Insect repellent 

• Hand sanitiser and disposable wet wipes 

• Basic first-aid kit 

• Hairbrush, comb and other hair accessories 

• Sanitary products 

• Make-up kit 

• Stomach medications or antacids

• Any prescription medicines  

You don’t have to pack everything we’ve mentioned here, but try to choose the items that work best for your trip specifically. And use travel-sized versions of everything, placing them in a ziplock bag for easy storage. 

Electronics

You’re obviously going to bring your phone with you, especially if it has a copy of your boarding pass and you’re using it to take those all-important pictures! But there are a few other tech items you might not have thought about. 

You might want to bring: 

• Smartphone 

• Laptop or tablet 

• Camera 

• Headphones 

• Universal power adapters 

• Power bank 

• Chargers for all the above 

Going on an FLP with Learn From Travel is all about immersing yourself in the culture of the country you’re visiting, so you probably won’t be reaching for your phone as often. However, it’s still a good idea to bring all the tech needed to capture the experience, whether that means making notes on your laptop in the evening or taking pictures of the picturesque landscape with your camera.

 Remember to pack a camera to capture those awe-inspiring moments

Faculty-led program resources 

Finally, when packing for FLP, you want to make sure you have all the necessary items to help with your learning experience. 

This could include: 

• A journal or notebook to jot down your reflections 

• Pens, pencils and other stationery 

• Reusable water bottle for long day trips 

• Light reading material related to your course 

If you’re unsure on what resources you might need for your specific FLP, you can always ask your faculty leader for further advice.

Your next adventure begins with Learn From Travel 

All packed for your faculty-led program? Or do you still have some questions about what to include for your specific trip? We understand that every destination is completely different and with itineraries full of immersive experiences, cultural exchange, educational workshops and historical tours, it can be tricky to get your packing right the first time. 

When you organize an FLP through Learn From Travel, we make sure you have all the necessary information about your trip prior to take-off. We take care of all the planning so that you have a truly meaningful learning experience and provide you with a detailed itinerary, that way you know exactly what to pack for excursion and site visit.  

Need some advice on our faculty-led programs? Contact Learn from Travel directly and we’d be happy to help.

Preparing Students for Faculty-Led Programs Abroad (FLPs)

Clear communication and planning will help prepare students for an FLP

Faculty-led programs (FLPs) are all about learning abroad and cultural exchange, helping to enrich the knowledge of your students. But it’s the job of the faculty to facilitate this process.

When it comes to preparing students for FLPs, you need to make sure they have all the necessary information months prior to take off, including location details, flight times, a detailed itinerary of the trip and packing guidance. With this knowledge, your students will be able to make the most out of any FLP.

From essential travel documents to safety considerations, we’re looking at all the ways you can help your students get ready for a trip of a lifetime! We’ll go into detail about different approaches you can take to preparation and how to be the most effective communicator. That way, you and your students will feel confident about your exciting trip abroad.

Why preparation is so important for faculty-led programs

There’s a lot going on with faculty-led programs. You have extensive travel, multiple site visits, cultural exploration and a wealth of learning opportunities. Plus, you have to manage a group of people with packed schedules and accommodation requirements.

This is why preparing students for FLP is so important. If students are given enough time to get everything in order, such as their travel documents and flights, they’ll feel more confident about the experience and be more likely to engage fully with the program.

And by giving your students all the information they need at the start, you can reduce stress and anxiety significantly. Faculty-leaders should set clear expectations for the trip so that everyone knows what to expect in terms of academic outcomes and practical responsibilities.

Good preparation leaves more time for cultural exchange

Five steps to preparing students for FLPs 

We’ve put together a list of the five best ways to prepare students for FLPs so that your trip is as stress-free as possible:

1. Get a plan together

You need to start with a solid plan for your FLP. There must be a reason why you’ve chosen a specific location, and students want to know how this ties into their learning, so make sure you have this outlined in detail before explaining to your class. Let the students know what they can expect to discover while they’re there and how it will enrich their academic learning. 

Flight dates and times should also be shared, so that students can book their own tickets if necessary. And you’ll need a detailed itinerary showcasing all the cultural highlights, site visits, learning opportunities and activities that will take place during your stay. This will help students understand what to expect when they arrive and how to make the most out of each day.   

Finally, accommodation and food will need to be taken care of, informing students what will be covered as part of the trip and what they will need to purchase themselves. 

Our recommended approach: 

Consider partnering with Learn From Travel for your faculty-led program. We can help take care of all of the above for you, working closely with faculty leaders to bring your immersive trip to life. Each one is priced and customized to your learning needs, with bespoke itineraries that focus on meaningful experiences. We even have our own planning framework to help guide your custom program. 

2. Check travel documents 

Make sure your students know about all the essential travel documents required for the trip. 

Visa and entry requirements can trip a lot of tourists up, resulting in them being sent home before they can even leave the airport and nobody wants a wasted trip. 

As an example, Brazil’s eVisa is needed for stays up to 90 days and many countries in Latin America need proof of the yellow fever vaccination before you enter the country. Research this information and be sure to share it with your class. 

Here’s a list of what your students should check: 

• Passport expiry dates 

• Visa requirements 

• Vaccination requirements 

• Travel insurance costs and cover 

If any of the above require action, make sure your students are proactive and punctual in getting this done, especially since passport updates can take a while! You don’t want anyone to be denied entry or miss the trip because of poor planning. 

Our recommended approach: 

Give your students a live link to a digital checklist that they can edit themselves, outlining all the important documents that need verifying and updating. Because the document is live, you will be able to see when they’ve checked each item off, so you know which areas need more attention, especially if a deadline is drawing near.  

3. Encourage cultural research 

Chances are the FLP you’re planning already ties into the academic goals of the students who are attending, so they’ll already have some understanding of the location. But you should still encourage self-led research to gain a better understanding of the culture they’ll be stepping into.

Learning basic phrases from a language app or phrasebook will help improve communication and understanding certain etiquette standards and laws will prevent any unintentional misunderstandings. Plus, it will give a clearer picture of what to expect when interacting with the local culture. 

By developing their cultural awareness, students will also expand their learning, gaining more exposure to the unique history of your chosen location, which is the ultimate goal!  

Our recommended approach:

Create a detailed list of trusted resources, such as location guides, language apps, historical-based podcasts, and videos that relate to your faculty-led study abroad program. Ask your students to share their findings with the rest of the group to see how they’re getting on and encourage further learning. 

4. Packing advice 

With a destination and itinerary in place, it should be much easier for your students to understand the packing requirements for the trip. However, you should still be on hand to offer advice on what should and shouldn’t go in their suitcase. 

Make sure your students know what weather-appropriate clothing is for your chosen destination and that they pack essential items such as plug adapters and sunscreen. Aside from this, they should also be prepared for each learning activity. Do they need a journal or laptop to take notes or share presentations? Are waterproofs needed for one of the tours?

Here’s a list of some of the most important things your students should bring with them:

• Passport and any other travel documents 

• Climate-specific outfits and footwear 

• Electronics such as smartphone, tablet, headphones, adapters 

• Toiletries and personal care items 

• Prescription medicines 

• A notebook and pen 

Our recommended approach: 

Provide a packing checklist that’s tailored specifically to your chosen location. That way students can prepare for the FLP without overpacking or underpacking. You can even use our complete guide to packing for FLPs to help inform your own checklist. 

5. Set and reflect on learning achievements 

We’ve already established that a huge part of preparing for FLPs is made up of the steps you take before the trip, but there’s some preparation that’s more of an ongoing process. Before going on your faculty-led program, get your students to set their own learning goals, focusing on improving cultural understanding and academic development. 

Then, when you’re there, enjoying the sites and expanding your knowledge, try to make time for reflection so that your students can see their progress. Evening workshops and lunch discussions can both help to facilitate these opportunities.   

Our recommended approach: 

Offer support through prompts and templates that will get your students considering their learning achievements. Encourage journaling and note-taking during each site visit and make time for downtime and reflection during your trip. 

How to communicate effectively when preparing students for FLPs 

Now that you know what you should be doing to help prepare students for faculty-led programs, it’s time to talk about the how. 

Here’s what we’d suggest:  

• Set expectations early, especially when it comes to participation and behavior.

• Emphasize key timeframes around passport renewals and booking flights, as well as any budget requirements. 

• Book in regular meetings and one-to-ones to discuss the FLP in detail and answer any questions students may have.  

• Provide students with any necessary resources such as cultural guides and handbooks.    

• Hold a pre-departure briefing a week before the trip to make sure everything is in order.

Travel guidebooks can help prepare students for FLP

Getting started with a personalized study abroad program 

Developing a well-thought-out FLP takes time and dedication, but it’s worth it if it means your students get to immerse themselves in unique cultures and make a positive impact on the host community. 

At Learn From Travel we can help create a bespoke itinerary for any faculty-led program. We cover locations across the Western Hemisphere, including Europe, the United States and Latin America, facilitating the learning needs of any subject and all types of students. 

Browse through our sample programs to learn more about how our programs work and highlights from previous trips, or contact us directly to plan your FLP today.

Best Strategies for Staying Safe on Faculty-Led Study Abroad Programs (FLPs)

Staying safe on FLP means being prepared

Studying abroad offers a unique way to engage with a specific subject matter, enriching your education through hands-on experiences rather than books and long presentations. There really is no better way to learn. But one thing–and most important thing–that often gets neglected when going on an educational adventure is safety. 

And while we know that safety briefings are the least exciting part of any trip, they’re still important. Being in the know when it comes to cultural norms and expectations will aid you best when it comes to staying safe on faculty-led programs (FLPs). And some strategies can really help to make your trip as stress-free as possible. 

We’ve put together some handy safety tips and tricks to help you feel comfortable on your FLP, so you can focus more on the fun activities and educational tours. It doesn't matter if you're a student or a faculty leader, our strategies are versatile and foolproof. And they work for every type of trip! 

Assessing risk factors when studying abroad 

As a student, you’ll already know that research is king. It's the starting point for course assignments and improving your understanding of a specific subject. And it can really help when assessing risk factors in a different country, telling you more about local customs and laws that you might not know about otherwise. 

Use online resources to better understand things like environmental and weather conditions. You probably won’t be travelling in monsoon season, but there’s no harm in checking what the forecast is for your FLP dates. A wet, rocky terrain could be bad for your injured knee, whereas a high pollen count could agitate your allergies. And if anything, it will help to inform your packing, too! 

To better assess these risks, look out for: 

• Political or cultural differences that could cause a misunderstanding. 

• Environmental factors that could impact your health, like heat or altitude.  

• Weather-related risks such as seasonal monsoons and earthquakes. 

• Destination-specific illness that you might need to be vaccinated against. 

• General safety considerations around protecting your personal items or heightened awareness when using public transport. 

Not every risk we’ve listed will be relevant, but you should still double-check these elements just to be on the safe side. 

The best strategies for staying safe on FLP

Staying safe on an FLP is easier than any other trip for one main reason. Every detail is carefully planned out in advance. Site visits are approved and certified, only trusted transport companies are used, individual needs are taken into account and your safety is a number one priority. 

Because of this, you’re unlikely to experience any significant safety concerns when being led around by your faculty leaders, but that doesn’t mean you shouldn’t be prepared. And we’ve got the strategies to help you.  

Research and preparation 

We’ve already touched on this, but researching the laws of the land you’re travelling to and making preparations to follow them carefully, is always a good place to start when it comes to securing your safety. 

Things that are legal in your country might be illegal elsewhere. For example, you’re not allowed to take pictures of buildings or people when you’re in the Red Light district in the Netherlands. And in the Caribbean, wearing camouflage is strictly prohibited since that type of clothing is only allowed for military personnel. 

Learning this type of information prior to your trip will help to avoid any unnecessary misunderstandings, so you don’t find yourself accidentally in hot water. 

Here’s a list of some things you can check online: 

• Local laws and customs, especially those that vary significantly from your own

• The weather forecast for your trip, as well as general climate information

• Vaccination requirements

• Guidelines on cultural and religious sensitivity

Communication planning

Communication can often be overlooked when staying safe on FLP. You’ve got such a detailed itinerary that you forget to secure important contact details, so make sure you get your faculty leader’s phone number if you don’t already have it and look up local emergency contact details, just in case. Ask about any program-specific communication procedures as well as any phone-based apps you might need on the trip.  

As part of this planning, you’ll need to have a good grasp on mobile coverage abroad. Learn about your existing provider’s international roaming plans or look into getting an eSIM, so that you can still access all your contacts and stay connected to WiFi from the minute your plane lands. 

Use the buddy system 

This goes hand-in-hand with communication planning. As well as getting contact details for your faculty leader, try to find a fellow learner or friend who you can buddy up with during the trip. First of all, it’s a lot more fun to travel with somebody than it is to be alone the entire trip, but it’s also safer. Travel in pairs or even a group if possible, as you have more chance at avoiding any risky situations. Awareness increases and you always have somebody looking out for you.

Use the buddy system to stay safe abroad

Follow travel safety rules

You’d be forgiven for switching off when the in-flight safety briefing starts on your plane. But those announcements are an important part of securing your safety because they can make all the difference in an emergency situation. So, before you put your headphones on and start listening to your favorite podcast, make sure you pay close attention to any travel safety procedures.

The same goes for local travel when you’re abroad. Only choose certified public transport systems and taxi services, while also following the safety advice of local authorities and your faculty leader. There’s nothing worse than getting on the wrong train!

Become familiar with safety procedures

Stick to your itinerary 

Staying safe on an FLP is easier when you follow the itinerary provided. It outlines everything you need to know, including all the different site visits, tours, excursions, and learning opportunities that are included as part of your trip, along with key timings and dates. Because of this, there’s less for you to worry about. It’s also easier for faculty leaders to keep track of their students. 

The strategy here is to ask for your itinerary at the earliest convenience so you can carefully study it in advance. This will help ease anxiety and improve preparedness. 

Pack health and safety essentials 

Packing needs vary depending on the FLP. If you’re heading to a tropical destination like Colombia or Brazil, then you’ll need bug spray and sunscreen. However, you might want to pack your protective goggles for a skiing trip in Norway. 

That said, there are some health and safety essentials that work for every type of study abroad program.

Remember to pack: 

• Sun protection such as sunscreen, a hat, or a UV umbrella 

• Sturdy footwear that offers good support for long tours or hikes 

• A portable first aid kit 

• Thermals, gloves, a scarf and waterproofs for colder climates 

• Reusable water bottle for staying hydrated 

• Prescription medicines 

By packing any of the above essentials, you’ll be more adept at staying safe on your FLP. After all, preparedness is key! 

Disclose all health needs

If you’re travelling with a disability or need certain accommodations during your FLP, you should disclose this information as soon as possible. Let your faculty leader know about your requirements or any concerns you may have and be clear about what you need, even if it’s just a food intolerance. This will make your trip go a lot smoother. 

Get travel insurance 

Travel insurance is the ultimate hack to mitigating risks when studying abroad. It covers unexpected medical expenses such as emergency treatment or hospital stays and can also provide protection should you lose or damage any personal items. Reimbursement for cancelled or delayed flights are also included with a lot of different insurance policies, so you’re covered if something doesn’t quite go as planned. 

Staying safe on FLP with Learn from Travel 

With a faculty-led program, all excursions and tours are fully certified, which means students can focus more on learning instead of worrying about whether or not a site visit is safe. You also have the benefit of expert faculty leaders who are on hand to answer any questions and provide all the necessary information and guidance to ensure your safety. Plus, you’re going with a group, so there’s always somebody around to walk with you to scheduled meetups. 

At Learn From Travel, we help with developing a completely bespoke FLP based on education requirements. Every program is designed with meticulous attention to detail, covering a full itinerary with safety considerations being a top priority for every excursion. And because we’re community-based, we’ve already formed strong relationships with unique cultures across Latin America, Europe, North America, and the Caribbean. 

To get a good idea of what’s included in our personalized faculty-led programs, view our samples page or learn more about what Learn From Travel has to offer.

LFT's Inaugural Faculty and Staff Development Workshop in Costa Rica, January 2026

spotting a sloth in the canopy, La Mariola

Learn From Travel was thrilled to host fourteen faculty and staff members from six different institutions for our inaugural Faculty Development Workshop from January 4th to 8th, 2026. Set in beautiful Costa Rica, the workshop was an immersive professional learning experience designed to help faculty and staff envision, intentionally design, and strengthen faculty-led education abroad programs.

The workshop was co-led by Grace Galloway, who served as our lead guide, and Matthew Yates as academic lead. We began our journey with a welcome dinner in Liberia before boarding a coach bus the following day for La Fortuna. Along the way, we stopped at the stunning Café Macadamia, setting the tone for a week that balanced reflection, community engagement, and experiential learning.

learning about the recycling project at Adifort, La Fortuna

In La Fortuna, we visited Adifort, a local nonprofit dedicated to supporting youth and seniors through education, wellness initiatives, and community programming. Participants learned how Adifort operates a modern swimming pool for seniors, hosts private events to generate income, runs a large recycling operation, and funds its work through the privately-owned La Fortuna Waterfall preserve. This visit sparked rich discussion around community-based organizations and how they often step in where government services are unable to help. According to one participant, “The discussions on why certain activities and places were chosen was very helpful in understanding the study abroad design process.”

The next day featured two dynamic site visits for faculty program development. At the La Mariola hiking trail, participants observed sloths and other wildlife before making tortillas by hand. Afterwards, we visited North Fields Farm to sample fresh cacao, coffee, and chocolate—experiences that collectively provided an ideal model of experiential learning in Costa Rica.

Enjoying a chocolate tasting at North Fields, La Fortuna

Our final full day returned us to Liberia for a guided visit to the National University of Liberia, led by a local biology instructor. Highlights included research on stingless bees, a community playground, and even a hiking trail featuring edible termites, before concluding with a warm farewell meal at a local restaurant.

Overall, participants described the workshop as intentionally designed, informative and fun. We’re excited to see how this experience inspires the development of impactful future study abroad programs at their home institutions. One faculty member concluded that “The entire trip was excellent. I underestimated how impactful it would be to be a participant. It’s been fun reflecting on the trip.”

Interested in joining us for our next Faculty and Staff Workshop in Panama in January 2027? Register today for your spot!

Is Service Learning the Best Approach to Ethical Study Abroad?

Service learning is a common component of study abroad, especially faculty led study abroad programs which are rapidly growing in popularity.  Service learning is a type of "community-based learning," but it might not always be the right choice for faculty seeking to create meaningful impact on both their students and the host community. 

This post is based on a presentation Learn from Travel founder, Roman Yavich, made in collaboration with Laura Ochs and Tanyshia Stevens from Agnes Scott College, at NAFSA Region 7 conference in Jackson Mississippi, in November 2025. We presented a variety of approaches to community based programming in study abroad, highlighting the pros and cons of each and presenting a framework for evaluation of community impact. We highlight the importance of the financial contribution to host community institutions and the local economy. 

The slides for the presentation can be downloaded here, along with the case study handout and the evaluation rubric. 

The Spectrum of Community Engagement

Not all interactions with host communities during a study abroad program are created equal. Faculty-led programs engage with communities in a variety of ways, spanning a spectrum from structured service to simple shared experiences and conversation:

• Service Learning: Historically focused on students providing a direct service as a component of their academic work. 

• Workshops: Educational, hands-on experiences for visiting students to learn from local experts  

• Peer-to-Peer Engagement: Collaborative, interactive experiences with local students, ideally with a focus on reciprocity 

• Community Site Visits: Primarily observational experiences, which ideally facilitate cultural immersion.  

• Conversations / Meetings / Discussions: Informal dialogue, often facilitated as part of a community visit. 

While each of these types of community-based learning can be absolutely transformative for the students, truly ethical community-based programming prioritizes the host community’s needs and goals, at least as much as those of the students. On the contrary, this model of learning can be exploitative and reinforce many of the colonial paradigms study abroad is intended to break. 

Students and faculty are usually interested in service learning in order to provide a benefit to the host community, but the time and effort invested into these projects by the local community and host institutions is often undervalued, while the product of the service performed is often overvalued. When we correctly assign value to the inputs and outputs of service learning, the net impact of many projects is negative. On the other hand, because the input required by the host community is much lower for other community-based activities, the net value is usually positive. 

A Case Study in Partnership: Peer to Peer Exchange with Students in Belize

An effective community-based approach centers on reciprocity. This ethos is shared by one of our long-time clients, Agnes Scott College. We recently presented on the topic at the NAFSA Region 7 conference, where our colleagues from ASC shared several case studies that exemplify ethical community-based programming. 

Studetns from agnes scott college conducting an environmental impact assessment in a natural area with peers from galen university in belize

One such program in Belize involved a Peer-to-Peer exchange with the Belizean Galen University students. Rather than U.S. students performing a service for the community, both sets of students collaborated on a shared assignment: an Environmental Impact Assessment. U.S. students worked with their Galen University peers throughout the semester and presented their findings once they arrived in Belize. In this model, both groups acted as co-educators, ensuring the learning and the output were mutually beneficial and locally relevant. The local faculty did not have to deviate from their standard curriculum or spend a significant amount of time on organizing a service project. Learn from Travel even made a donation to Galen University to compensate for the administrative efforts. 

Panama Service Learning Case Study 

Learn from Travel has partnered with a rural community in Panama for five years to offer an incredible service learning program to students from Cal Poly. The course is centered on sustainability and sustainable design and construction. Students travel to Panama and for two days build an adobe house (casa quincha) with local residents who design and guide the process. The construction technique which employs locally sourced clay and hay to make an adobe mix, has been used in this area for centuries, but is slowly becoming forgotten as cement and other materials have become available. New materials cost more, are less durable, and have a bigger environmental footprint. The elders of this community are keen to share their knowledge with the youth, and so our project provides them with this opportunity. Learn from Travel pays for all of the materials and the food which traditionally accompanies a community gathering to complete the construction. The house is then donated to a family in the community, the same way it has been done for centuries. 

The financial contribution we make to the community, the opportunity to gather in celebration and pass on important skills to future generations, are all positives that outweigh the time and effort invested by the community. A description of this program can be found here. Below is a video summarizing the impact of this program on the students. 

Positive and Negative Impacts

Community engagement activities can have profound and often unintended consequences. An honest evaluation must consider both the potential benefits and the ethical risks.

Positive Impacts

When executed thoughtfully, community-based activities can offer:

• Financial contribution: Direct and fair compensation to local partners

• Potential for long-term relationship and ongoing collaboration

• Respectful cultural exchange that moves beyond surface-level interactions

Negative Impacts 

Without careful planning, programs can inadvertently cause harm:

• Subpar Quality of Service Work: Unskilled student labor often produces work that local organizations must later fix or maintain.

• Undermining Local Culture: Unreflective engagement can introduce or promote capitalistic values, creating a negative social impact.

• Lack of Funds for Ongoing Maintenance: Building new infrastructure (gardens, buildings, etc.) without a plan for long-term maintenance leaves the host community burdened.

• Distraction from Ongoing Work: Requiring local partners to dedicate significant time to supervising students distracts them from their core mission.

• Destabilizing Effect on the Host Community: Inconsistent or poorly planned projects can create instability or dependency.

Best Practices for Ethical Engagement

To mitigate negative impacts and ensure ethical practice, we recommend the following best practices:

1. Prioritize Financial Contribution Over Service: Direct, fair monetary support is often the most respectful and sustainable form of contribution.

2. Challenge Providers: Work with providers who are willing to rethink and move beyond a purely "touristic" approach to community interaction, prioritizing the actual benefits to the host community. .

3. Formal Training for Cultural Exchange: Implement structured training (like GlobalUp) to prepare students for meaningful and respectful cross-cultural interactions.

4. Strategic Planning and Reflection: Plan activities with clear objectives, incorporate guided reflection while abroad, and include follow-up reflection upon return.

5. Community Partners in Leadership Roles: Ensure community partners are in leadership roles, guiding the work, defining the needs, and maintaining ownership over the projects.

A Simple Framework for Evaluation

The difference between a "lacking" program and an "excellent" one can be quickly assessed and compared using a simple framework. This rubric provides a tool to evaluate whether your program is truly community-based and ethical:

Planners can Compare programs by assessing these categories and summing up the points.

By moving past the label of "service learning" and embracing a truly community-based approach—one where partnership, ethics, and local ownership are prioritized—you ensure your faculty-led programs create lasting, positive value for everyone involved.

Crisis Management in International Education - the essential elements

This blog is Part 2 of our three part series on Risk Management. Please see Part 1 to learn about our approach to diagraming the risk ecosystem and managing program related risk. 

Crisis management is a fundamental part of running international education programs. Especially with faculty-led programs, which involve a lot of moving around and logistics,  and are often customized so that a large portion of the itinerary is new to the faculty and the provider. A strong crisis management approach is built on preparation, clear communication, ongoing training, and a willingness to learn from every incident.

This post outlines a practical framework for strengthening crisis readiness in international education, based on three key phases: before, during, and after a crisis.

Before the Crisis: Building a Strong Foundation

1. Create a Crisis Management Plan

A comprehensive crisis management plan is the backbone of any risk preparedness strategy. This document outlines what constitutes a crisis, who has decision-making authority, and how information flows during an emergency. It should also establish communication expectations—both internal and external—as well as guidelines for working with campus leadership, legal offices, insurers, and local partners abroad.

For international education, the plan should address a wide range of potential crises, including, but not limited to:

• Medical emergencies - typically involve one or several students and transfer to a medical facility

• Natural disasters - involve the whole group and likely evacuation to a different country or at least a different city

• Political instability or security threats - depending on the nature of the situation may involve sheltering in place (e.g. violent protest), evacuation to a different city (e.g., ongoing political manifestations), or evacuation to a different country (e.g., coup)

• Student conduct issues - typically involve one or several students and may involve local authorities

• Transportation accidents - may require transport to a medical facility for multiple students or the whole group

• Mental health challenges - may require remote counseling or visit to local mental health professional

A strong plan makes it easier for staff to respond effectively when time is limited and emotions are high.

a volcanic ERUPTION would likely require evacuation although airports may be closed

2. Develop Clear SOPs and Protocols

Standard Operating Procedures (SOPs) help translate a crisis management plan into concrete, step-by-step actions. These procedures outline what staff should do in specific situations, who is responsible for each step, and what documentation is needed.

Useful SOPs can include:

• How to activate the crisis response team

• Communication templates for students, families, and leadership

• Incident reporting steps

• Evacuation or shelter-in-place procedures

• Guidelines for coordinating with local partners or third-party providers

SOPs take the guesswork out of emergency response, reducing delays and improving accuracy when staff must act quickly.

standard emergency procedures will address the order of operations, including when to call an AMBULANCE vs. providing first aid

3. Train Staff and Faculty on SOPs

Even the best protocol is ineffective if the people responsible for implementing it don’t understand it. Regular training ensures that staff and faculty leaders know:

• Who to call first

• How decisions escalate

• What information to gather

• When to involve campus offices or external partners

• What their individual role is within the broader response

Training should be ongoing, not a one-time session. As staffing changes or programs evolve, refreshers help keep everyone prepared.

4. Use Scenario Analysis to Prepare for Real Situations

Scenario-based training is one of the most effective tools for crisis readiness. These exercises place staff and faculty into realistic situations—such as a lost student, a political protest near a housing site, or a medical emergency during an excursion—and ask them to walk through their response using the SOPs.

Scenario analysis helps teams:

• Practice decision-making under pressure

• Identify gaps in existing protocols

• Strengthen communication skills

• Build confidence in their ability to respond

• Improve coordination between campus and on-site staff

By training in a controlled environment, institutions build the muscle memory needed to respond well when a real crisis occurs.

political protests can start peacefully but turn violent, scenario analysis can help prepare staff for extracting participants from this difficult situation. essential for

Support During the Crisis

When a crisis does occur, clear communication and coordinated action make the biggest difference. This phase focuses on supporting students on the ground, faculty leaders, and institutional decision-makers.

Effective crisis support includes:

• Maintaining direct communication with the affected student(s) and their emergency contacts 

• Keeping faculty leaders calm, informed, and supported

• Working closely with insurance, medical providers, or security partners

• Providing regular updates to campus leadership

• Communicating transparently with families while safeguarding privacy

• Documenting key decisions and actions as the situation evolves

During a crisis, it’s important for staff to stay focused on student safety and well-being while also being mindful of logistical considerations like transportation, housing, and academic continuity. The goal is to stabilize the situation, ensure students feel supported, and guide the program toward a safe resolution.

Learning From the Crisis

Every crisis—large or small—provides valuable lessons. After the immediate situation has passed, teams should conduct a thoughtful review.

A post-crisis evaluation might include:

• Careful review of the incident report 

• A debrief with staff, faculty leaders, and partners

• A review of communication timelines, decision-making processes, and the actual decision that were made

• Identification of what worked well and what didn’t

• Updates to SOPs or the crisis management plan

• Additional training based on identified gaps

• Improved guidance for staff, students and faculty for future programs

These evaluations strengthen institutional preparedness and help build a culture where learning and adaptation are part of the risk management process.

Conclusion

Crisis management in international education is not just about responding to emergencies—it’s about building systems that make programs safer, more resilient, and more supportive for students and faculty. With strong planning, clear procedures, thoughtful training, and honest reflection after every incident, institutions can navigate challenges more effectively and continue offering transformative international experiences with confidence.

Puerto Rico - the domestic international education option

Why Puerto Rico Works Well for Short-Term Study Abroad Programs

Are you looking for an international education destination that is easy to manage, culturally rich, and a good fit for short-term faculty-led programs? Look no further! Puerto Rico offers all of that, and because it is a U.S. territory, it removes many of the common barriers that keep students from participating. For faculty-led and short programs, it’s a destination that delivers meaningful learning without unnecessary complications.

The streets of old san juan offer plenty of opportunity to explore and learn

1. No Passport Needed

For U.S. institutions, one of the biggest advantages is that students and faculty don’t need a passport to travel to Puerto Rico. It’s considered domestic travel, which removes cost, paperwork, and long processing times of obtaining a passport. This can make a major difference for students who might not have a passport and one who are coming from lower-income backgrounds for whom the cost of obtaining a passport may be prohibitive.

Also, there is no need to go through customs and immigration on the way back to mainland US.

2. A Distinct Cultural Experience Close to Home

Although Puerto Rico is part of the U.S., the cultural experience is very different. The island blends Taíno, Spanish, African, Caribbean, and U.S. influences. Short-term programs can easily build strong educational content around:

• Colonial history and Puerto Rico’s political status - The capital, San Juan, has an exceptional colonial center with a several fortifications dating back hundreds of years. Puerto Rican population is divided between those who want to maintain the status quo as a US territory and those who want statehood in the United States. A growing faction, especially among young people, are vying for independence.

• Caribbean history and identity - Puerto Rican culture, cruise, and Spanish dialect is close to Cuban, but the island is much more accessible of course. The blend of Native, African, and European culture is unique on every island, but the blend of these cultures is a shared identity across the region.

• Afro-Caribbean culture - Music such as Bomba and Plena, which draw on African drumming and dance, the vejigantes, which blend Spanish and African mask-making traditions, and of course the cuisine, like the mofongo, a delicious pile of cooked green plantains mixed in an infinite number of variations with other ingredients, are all examples of African influence.

• Architecture, music, and the arts - From colonial to art deco and modern and post-modern San Juan is an architectural diamond in the rough. Bad Bunny is one of the world’s biggest pop stars. Some of the best art museums in the Caribbean are in Puerto Rico.

vejigante mask in Museo de Arte de Puerto Rico

3. Strong Academic Opportunities Across Many Fields

Puerto Rico works well for programs in a wide range of disciplines. Partnerships with the University of Puerto Rico, which has campuses throughout the island, can leverage existing research and facilitate peer to peer exchange. Some areas that are especially strong include:

• STEM: The world famous Arecibo Observatory, where the movie Contact with Jodi Foster was filmed, was recently transformed into a community-based STEM learning center. A large portion of the island is covered by unique karst limestone with many caves to explore. Puerto Rico is an exceptional place for scientific exploration. Here is our sample program on Astronomy in Puerto Rico.

• Environmental science: One can study rainforest ecosystems in the only tropical rainforest in the US Forest system at El Yunque; coastal management projects include mangrove restoration; sustainability initiatives include renewable energy and community resilience in central highlands as well as coral reef restoration initiatives along the coasts; and of course there is plenty of climate change research. Check out our sample program in Tropical Biology in Puerto Rico.

• Public health: Community health initiatives include ongoing hurricane recovery and resiliency efforts as well as improvements in emergency response systems. There are also opportunities to visit community clinics, NGOs, and university-led research centers that focus on topics like environmental health, vector-borne diseases, water quality, and the social determinants of health.

• Business and economics: Entrepreneurship, tax incentive zones, economic development, and small-business innovation. The island operates at the intersection of U.S. and Caribbean markets. Tariffs are determined by US federal policy that Puerto Rico cannot influence. Local tax incentives are aimed at attracting investors, startups, and remote workers.

• Arts and humanities: An outdoor street art gallery in the Santurce neighborhood is an example to political protest through the arts. Museo de Arte de Puerto Rico, the Museo de Arte Contemporáneo, and smaller community-based arts spaces provide access to classical and contemporary works from Puerto Rican artists. Faculty can easily incorporate workshops, performances, or conversations with local musicians and cultural educators to help students understand how these traditions have evolved and how they shape everyday life.

• Social sciences: Themes such as migration, identity, governance, and resilience can be explored through the lens of colonialism and post-colonialism. Students can explore how Puerto Ricans navigate life between the island and the mainland, including bilingualism, cultural preservation, and diaspora communities. Puerto Rico’s political status as a territory, some might say a modern colony, is a fascinating case study in governance and political science.

the arecibo observatory in 2012. After IRREPARABLE damage in 2020 the facility was converted into a stem education center soon to be open to the public.

4. A Useful Case Study in Sustainability, Resilience and Community Strength

In addition to the academic subjects that can be explored through a visit to Puerto Rico, one of the most striking elements of a program there is the resilience of the people of Puerto Rico, who have faced major environmental and economic challenges in recent years. The island offers powerful real-world examples of:

Students can explore how neighborhoods organize around mutual aid, a model that became especially visible after Hurricane María. Many communities built their own response networks—sharing resources, setting up community kitchens, and supporting elderly or vulnerable neighbors. These examples help students understand bottom-up problem solving and the strengths of community-led action.

Puerto Rico is moving toward more decentralized energy systems, including solar microgrids, rooftop solar projects, and battery storage initiatives—often led by nonprofits, cooperatives, and local governments. Visiting these projects allows students to see practical steps toward energy independence and climate adaptation.

There has been a renewed push for local agriculture, community gardens, and farm-to-community programs. Students can meet with farmers, agricultural educators, and food justice organizations to understand how food sovereignty connects to long-term stability.

Faculty can also focus on how arts, culture, and storytelling play a role in recovery. Many artists and cultural groups use creative work to support healing, preserve memory, and strengthen community identity. Likewise, economics, business, or tourism and hospitality faculty can explore the role of tourism development and redevelopment in fortifying the Island economically.

window cave is just one of many geological points of interests in Puerto rico.

5. Simple Logistics and Lower Costs

Planning a program in Puerto Rico is generally easier than running one abroad. Key benefits include:

• Domestic flights are cheaper and easier to schedule.

• No currency exchange—everything is in U.S. dollar.

• Most major U.S. phone carriers work normally, without roaming fees.

• Fewer compliance challenges because travel to a U.S. territory typically requires less institutional oversight.

• English is widely spoken, which helps with coordination, while Spanish immersion is still available for students.

These factors can help keep overall program costs down and simplify planning for study abroad offices.

6. Reliable Local Partners and a Comfortable Student Environment

Puerto Rico has strong universities, nonprofits, research centers, and cultural institutions that are open to collaboration. The island generally offers a safe, comfortable experience for students, making it a good fit for high impact short-term faculty-led programs.

As institutions work to expand access and offer more inclusive global learning opportunities, Puerto Rico stands out as a destination that is both approachable and impactful.