The University of Virginia permits guests to accompany program staff on education abroad programs in limited circumstances. Program staff must receive approval from the International Studies Office (ISO) director for any guest, including minors (see Procedures). All program staff, volunteers, and approved guests, including minors, must abide by the terms set forth in this policy. The University of Virginia is not responsible for guests who accompany program staff abroad

1. Expenses Incurred during Education Abroad:
   The University will cover reasonable and necessary expenses incurred by the education abroad program staff consistent with applicable procurement regulations. Expenses may also be covered for approved volunteers. Examples of volunteer service include, but are not limited to: chaperoning, advising, or providing guest lectures. Specific volunteer activities are defined on an individual basis through contact with the International Studies Office.

   The University will not cover expenses of guests accompanying the program staff. Personal and guest costs cannot be charged to a UVA Travel & Expense Card.

2. Terms for Accompanying Guests:
   Those guests accompanying program staff on an education abroad program must adhere to the following terms:
   1. Travel Arrangements: Guests are responsible for their own travel arrangements, including all transportation, meals, passports, visas, travel insurance, etc.
   2. Accommodations: Guests may share accommodations with the program staff. However, UVA will only cover the cost of the program staff person, for single occupancy, regardless of how many accompanying guests share the accommodation. Additional costs incurred on behalf of guests are the financial responsibility of the program staff individual and must be settled directly with the hotel or tour operator.
   3. Academic Activities: Guests are restricted from participating in academic activities of the education abroad program such as classes, guided tours, guided lectures, or other program-related experiences included in the itinerary and/or syllabus.
   4. Excursions/Meals: Guests may participate in cultural or extra-curricular activities not directly associated with the academic program. If taking part in an excursion or meal, guests must cover all per-person expenses by paying their costs. At no time will additional transportation be added to accommodate guests (e.g., excursion buses or vans).
   5. Additional Restrictions: Other restrictions or conditions may be instituted in individual cases based on concerns related to health, safety, or security as determined by the ISO director.

3. Minor Guests:
   Minor guests approved by the ISO director must be supervised at all times by an adult who is not a member of the program staff or a participant in the education abroad program. UVA is not responsible for any travel or living expense incurred in support of, or associated with, minor guests.

4. Responsibilities:
   Program staff are responsible for submitting the following for approval by the ISO director:

   • The Documentation for Guests Accompanying Education Abroad Program for any requested guest; and
   • Requests for specific individuals to act as volunteers, with required Documentation for Volunteers at the University of Virginia, including the Volunteer Terms of Service.

   A guest is responsible for:

   • Securing emergency assistance and overseas insurance coverage; and
   • Abiding by the terms set forth in this policy.