Program Agreement and Participation Policies

The updated policies below will take effect on January 1, 2026. Students currently participating in a Fall 2025 program can view the former policies here.

Program Agreement

By participating in an Eisenhower Institute (EI) program, Gettysburg College students agree to:

Comply with all Institute policies and adhere to all Gettysburg College policies, including the Honor Code, the laws of the Commonwealth of Pennsylvania, and any other applicable laws.
Remain in good academic and disciplinary standing with Gettysburg College throughout the program.
Conduct themselves with the highest levels of respect, integrity, and professionalism.
Actively participate in all scheduled program meetings, experiential learning opportunities, and independent assignments.
Attend at least one public Eisenhower Institute event during the program term.
Treat all conversations with Program Leaders and guest speakers as off-the-record unless explicit permission is granted by the speaker to share. This discretion ensures a space of open and candid dialogue. Recording conversations or unauthorized sharing of details with third-parties is prohibited.
Acknowledge that failure to comply with these expectations may result in dismissal from the program.
If dismissed or voluntarily withdrawn after the grace period, reimburse the Institute $150 in addition to the full cost of travel, accommodations, meals, and other expenses incurred on the student’s behalf.
Permit the Institute to bill the student’s tuition account for any unreimbursed expenses or penalty not directly paid to the Institute.

Participation Policies

Program Staff

Each program has the following leadership roles:

Program Leader – the expert leading the program
Program Manager – the professional EI staff member who oversees logistics
Program Operations Assistant – an EI student staff member who supports the program

Attendance Policy

Eisenhower Institute programs are competitive, high-impact learning experiences fully-funded by donors, allowing access to all students. Because programs have a limited number of sessions, each session is essential to the overall program and group experience. For this reason, attendance at all scheduled sessions and planned activities is required. Students who cannot fully commit should reconsider applying or participating.

Absences

Students are required to attend all scheduled sessions and activities. Missing a session diminishes the quality of the program for the participant and the group.
If a student anticipates a conflict, they must notify their Program Manager, Program Leader, and Program Operations Assistant at least three (3) days in advance.
In the case of unforeseen emergency or illness, students must notify their Program Manager, Program Leader, and Student Program Operations Assistant within 24 hours of the missed session.
Upon notification, EI staff will review the circumstances and determine if the absence is excusable. An unexcused absence will result in dismissal from the program and may impact eligibility for future programs. See Dismissal Policy below.

Voluntary Withdrawal Policy

Students may withdraw from a program without financial penalty within seven (7) days of their first session. To withdraw, students must submit a formal written notification to the Program Manager, Program Leader, and Student Program Operations Assistant. After this grace period, students who choose to withdraw are responsible for reimbursing the Eisenhower Institute for:

A penalty of $150 to cover administrative costs of the withdrawal, in addition to
The full cost of travel, accommodations, meals, and any other expenses incurred on the student’s behalf

An itemized list of expenses will be provided to the student. Payment of the exact amount due must be made directly to the Eisenhower Institute in cash or by check. Checks must be payable to “Gettysburg College” with the EI program name noted in the memo line.

If payment is not received within a month of withdrawal, the charges will be posted to the student’s tuition account and must be paid in full by the end of the semester.

Please note: Withdrawal from a program after the grace period will be taken into consideration when reviewing the student’s eligibility for future EI programs.

Dismissal Policy

Students who fail to fulfill their commitment to an Eisenhower Institute program are subject to the following process:

Written Warning – The Program Manager will issue a written warning, with the Program Leader and Executive Director copied.
Dismissal Notice – If the behavior continues, the student will receive a notice that they have been dismissed from the program.
Appeal – The student has seven (7) days from the date of dismissal to email the Executive Director to request a meeting to appeal the decision.

Students who are dismissed are responsible for reimbursing the Eisenhower Institute for:

A penalty of $150 to cover administrative costs of the dismissal, in addition to
The full cost of travel, accommodations, meals, and any other expenses incurred on the student’s behalf

An itemized list of expenses will be provided to the student. Payment of the exact amount due must be made directly to the Eisenhower Institute in cash or by check. Checks must be payable to “Gettysburg College” with the EI program name noted in the memo line.

If payment is not received within a month of dismissal, the charges will be posted to the student’s tuition account and must be paid in full by the end of the semester.

Please note: Dismissal from a program will be taken into consideration when reviewing the student’s eligibility for future EI programs.

Travel Policies

The Eisenhower Institute has established the following policies and procedures to ensure that trips organized by the Institute are taken in the most effective, safe, and cost-conscious manner, in full compliance with local, state, federal, and/or national and international laws; applicable health regulations/guidance; and Gettysburg College policies. These policies and procedures apply to all travelers.

Terms

EI – Eisenhower Institute

College – Gettysburg College

EI Staff – Employees assigned to EI (not faculty or students)

College Staff – College employees outside EI (not faculty or students)

Faculty – Professors, instructors, lecturers, or other academic staff

Guest – An approved traveler who is not a student, trip leader, or travel facilitator

Program Leader – The expert (non-resident professional, professor, or College staff) leading an EI program

Program Manager -- EI staff member assigned to support the program and oversee travel logistics

Student – A Gettysburg College student involved in EI programs or activities

Trip Leader – The Program Leader, Program Manager, or staff primarily responsible for students during travel.

Travel Facilitator – An additional responsible adult (EI staff, expert, or College staff) traveling with students to assist the trip leader. Required for domestic trips with more than ten (10) students or international trips with more than six (6) students.

Traveler – Any program leader, staff, student, or others on trips organized by EI

Travel Planning & Approval

Program leaders, faculty, or staff developing an experiential learning trip or planning other travel on behalf of the Institute must use this form to submit a written proposal to the Executive Director outlining the educational/professional purpose, dates, transportation and lodging requests, and planned activities. Trip Leaders are encouraged to avoid scheduling travel during instructional days and should keep accessibility in mind to ensure all travelers can participate.

EI staff will not make any arrangements for travel that has not been approved by the Executive Director. Proposals will be reviewed within 10 days of submission.

Proposal Due Dates

While the deadlines below represent the minimum amount of notice required for travel requests, we encourage submitting proposals as early as possible to ensure EI staff have adequate time and capacity to coordinate logistics.

Type of Trip	Proposal Due Date
1-Day Domestic Trips (ground transportation only; no overnight)	2 weeks prior to travel
Overnight Domestic Trips (ground transportation only)	4 weeks prior to travel
Domestic Trips (air travel)	6 weeks prior to travel
International Trips	6 months prior to travel

Trip Coordination

Once travel is approved, a Program Manager will:

Verify traveler information

Book and pay for all transportation and lodging

Assist with scheduling and program logistics

Ensure that the trip stays within budget

Refer any concerns about the travel plan to the Executive Director

The Program Manager and Trip Leader should communicate regularly and frequently throughout the planning process. The Trip Leader must meet with the Program Manager at least two weeks prior to travel to review final details. Any concerns about itinerary or arrangements should be discussed at that time. Last-minute changes will not be accommodated.

All required medical, security, and transportation forms must be submitted by the deadlines set by the Program Manager.

For Trip Leaders and Travel Facilitators

The Trip Leader proposes and plans the travel experience in conjunction with EI staff. This person may be a Program Leader, staff, or faculty. The Trip Leader is primarily responsible for travelers and activities during the trip and may be supported by one or more additional Travel Facilitators.

A Trip Leader or Travel Facilitator is required for every 10 students traveling on domestic overnight trips and every 6 students on international trips. The Executive Director may require additional Travel Facilitators based on the nature of activities involved, regardless of the number of students traveling.

Trip Leaders and Travel Facilitators Responsibilities:

Planning: Trip Leaders will take the lead on planning the content of the experiential learning trip and will collaborate with the Program Manager to build an itinerary. Trip Leaders and Program Managers should communicate regularly to ensure all tasks are completed in a timely manner.

Forms: Trip Leaders and Travel Facilitators must complete all required forms—including medical, transportation, and security waivers—by the deadline established by the Program Manager.

Training: All Trip Leaders and Travel Facilitators must submit a signed acknowledgement that they have completed Campus Security Authority (CSA) training and reviewed College travel and emergency procedures. This acknowledgement is due no later than 1 month prior to travel. EI staff can assist any Program Leader to arrange this training with the Department of Public Safety.

Transportation: Trip Leaders and Travel Facilitators who will be driving rental vehicles with student passengers must be certified by the College’s Transportation Department no later than two months before travel occurs. The Program Manager can initiate the certification process.

International Travel Acknowledgement: Trip Leaders traveling abroad must provide written acknowledgement no later than 1 month prior to travel confirming that they are familiar with potential problems with international students and re-entry into the United States. See International Travel below.

Accessibility: Trip Leaders should plan activities in which all travelers can participate. EI will make every effort to accommodate travelers of all abilities.

Timing: Trip Leaders are encouraged to avoid scheduling travel during instructional days.

For Students

Students are representatives of Gettysburg College and the Eisenhower Institute and must uphold College standards throughout travel.

Student Responsibilities:

Behavior: Students must be in good academic and conduct standing. If students are placed on academic probation, conduct probation, or obtain more than 4 points at any time between approval and participation, their right to participate will be rescinded.

Forms: Students must complete all required forms—including medical, transportation, and security waivers—by the deadline established by the Program Manager.

Missed Classes: Students are responsible for notifying their instructors of any absences and coordinating plans to make up missed assignments or coursework.

International Travel: Students are responsible for obtaining passports, visas, required immunizations, cell phone upgrades, and other requirements to be eligible for international travel. See International Travel below.

Visas: Students traveling internationally are responsible for securing visas at least two months prior to travel. Requirements and costs vary widely by country. Check with the State Department for further details.

Financial Assistance: Students who need financial assistance for expenses not covered by EI should contact the Program Manager.

Permission: Students under the age of 18 must submit written parental or legal guardian consent within two weeks of trip approval or program acceptance. Students under 18 traveling separately must also have a parent or legal guardian sign the Transportation Waiver Request.

Cancellation Policy

Students who drop out or are dismissed from an EI program are responsible for reimbursing the Eisenhower Institute for:

A penalty of $150 to cover administrative costs of the dismissal, in addition to

The full cost of travel, accommodations, meals, and any other expenses incurred on the student’s behalf.

If payment is not received within a month of dismissal, the charges will be posted to the student’s tuition account and must be paid in full by the end of the semester.

Transportation

All travelers are expected to travel together, departing from and returning to the Gettysburg College campus. Travelers who wish to deviate from the group plan must request permission by completing the Transportation Waiver Request.

If the request is approved by the Executive Director, all additional fees and costs are the responsibility of the traveler.

Ground Transportation

Gettysburg College Transportation is the preferred provider for day trips within the Washington-Baltimore-Harrisburg area.

When College Transportation is unavailable, the Program Manager will arrange the most cost-effective and reliable alternative.

Trip Leaders and Travel Facilitators driving rental vehicles with student passengers must be certified by the College’s Transportation Department at least two months prior to travel. Program Managers can initiate the certification process.

Air Travel

Air travel will only be booked by EI staff. The Program Manager will seek the most affordable, efficient, and reliable options given the approved itinerary.

Economy/main cabin seating will be booked for all flights.

Reservations will be confirmed by the Program Manager no later than four weeks before domestic trips and two months before international trips.

The Program Manager will arrange for travelers to arrive at airports no later than 2.5 hours before domestic departures and 3 hours before international departures.

Accommodations

Trip Leaders and Program Managers will work together to select appropriate accommodations. Reservations will be made by the Program Manager no later than 3 weeks before domestic trips and two months before international trips. If an EI staff member is not traveling with the group, rooms will be paid for in advance. The Program Manager will coordinate early/late arrival or checkout in advance, when possible.

Trip Leaders, Facilitators, and EI staff will be placed in single rooms.

Students will be placed in double rooms (two to a room) with another student of the same gender. Each student must have their own bed. Students will not be given single rooms unless absolutely necessary. Gender identity and individual needs will be respected.

Concerns about room assignments should be directed to the Program Manager or Executive Director.

Meals

The Program Manager will work with the Trip Leaders to identify affordable dining options. Lodging with low-cost or complimentary breakfast is preferred. To guide meal planning, the per-person maximums (excluding tip) are:

$15 for breakfast

$20 for lunch

$40 for dinner

Alcohol purchases may not be made with College funds for any traveler, and Trip Leaders and Travel Facilitators who are driving vehicles during the trip are prohibited from consuming alcohol.

Sightseeing

The primary purpose of EI experiential travel must focus on program-related research, meetings, or educational excursions. Sightseeing during unscheduled time is permitted but shall not form the bulk of any full day of travel.

Travelers may engage in sightseeing during free time at their own risk and expense, provided the activity complies with College policies and insurance provisions. EI staff and Trip Leaders may restrict or prohibit sightseeing activities that present potential safety or liability risks.

Payments and Tips

All expenses should be paid using College purchasing cards (Pcards) and/or wire transfers.

Trip Leaders traveling without EI staff may receive a limited Pcard and/or cash advance.

International payments can be authorized by EI staff and executed by the Trip Leader or Trip Facilitator.

Expense Documentation

Travelers must document in detail all payments using College funds. Each transaction should be documented on a summary report, listing the date of transaction, name of vendor/recipient, and the business purpose.

Original receipts for Pcard charges, cash advance or per diem ATM withdrawals, reimbursements, and travel advances must be submitted to the EI office no later than five business days post-trip.

Cash Advances:

If traveling to a location where credit card use is limited, the Program Manager may request a cash advance for the Trip Leader in the form of a check or direct deposit. The Trip Leader and Program Manager should collaborate to determine the appropriate amount needed for the duration of the trip.

The Trip Leader is responsible for maintaining detailed records of all expenses, including itemized receipts. Any unused funds must be returned to the College after the trip via check.

Per Diems:

Depending on the itinerary, the Program Manager may recommend providing a per diem for meals. The total per diem funds for the group will be issued to the Trip Leader via direct deposit or check. The Trip Leader is responsible for distributing the per diem cash to each student and obtaining their signatures acknowledging receipt. No documentation of individual spending is required. After the trip, the Trip Leader must return the signed acknowledgement to EI.

The per diem amount will be calculated by the Program Manager based on the itinerary activities and the meal guidance rates.

Tips:

Trip Leaders and Travel Facilitators will receive “tip forms” to be signed by anyone receiving a tip using College funds (or personal funds to be reimbursed by the College). Follow local customs and document all gratuities on the receipts. Excessive tips will not be reimbursed.

International Travel

International travelers are responsible for:

Securing passports and visas at least two months prior to departure. Requirements and costs vary widely by country. Check with the State Department for further details.

Completing all required immunizations prior to travel. Consult the Centers for Disease Control for details. A complete physical examination is highly recommended.

Obtaining an international cell phone plan for the trip’s duration. WhatsApp and other internet-based applications do not cover this requirement. Trip Leaders and Travel Facilitators will be provided with temporary travel phones or reimbursed for upgrading to an international cell phone plan for the duration of the trip as a business expense.

Program Managers will:

Register international travel with the US State Department Smart Traveler Enrollment Program and encourage travelers to register themselves.

Provide travelers with the College’s Medical Evacuation and Repatriation Insurance Form.

Risk and Health:

EI coordinates with the College’s Director of Risk Management to assess travel advisories. Travelers will be required to acknowledge and accept the risks and responsibilities associated with global travel by signing an International Program Waiver prior to participating.

For international travelers, Gettysburg College’s Global Insurance includes coverage for medical evacuation and repatriation, international health insurance, support through Healix, and other benefits. To receive this coverage, travelers must complete the Medical Evacuation and Repatriation Insurance Form.

Behavior Expectations

When traveling on behalf of the Eisenhower Institute, you serve as an ambassador of Gettysburg College. All travelers are expected to act with a high level of responsibility and maturity and must comply with all Gettysburg College policies and procedures as well as applicable local, state, federal and/or national laws.

Before Travel

Trip Leaders and Travel Facilitators must be free of any disciplinary action.

Students must be in good academic and conduct standing. If students are placed on academic probation, conduct probation, or obtain more than 4 points at any time between approval and participation, their right to participate will be rescinded.

During Travel

Students must adhere to all policies included in Gettysburg College’s Student Rights and Responsibilities Handbook  and the Eisenhower Institute Program Participant Agreement.

Trip Leaders and Travel Facilitators must adhere to the Gettysburg College Employee Standard of Conduct.

Dismissal

In order to maintain an effective learning environment, represent the high standards and expectations of Gettysburg College, and to promote the health, safety, and well-being of fellow travelers and our hosts, the Eisenhower Institute reserves the right to dismiss a traveler due to disruptive behavior or conduct unbecoming to the high standards of Gettysburg College.

Trip Leaders and Travel Facilitators will provide a verbal warning to a traveler who displays disruptive behavior.

A single instance of severely disruptive, harassing, or threatening behavior may warrant immediate removal, without warning, from the trip.

The use or possession of illegal drugs or being knowingly present in instances of use or possession of illegal drugs while travelling is cause for immediate dismissal.

The use of alcohol by students who are underage in the jurisdiction where they are traveling is cause for immediate dismissal.

Actions which violate student or employee policies during travel will be addressed by the Trip Leader, Travel Facilitator, or Executive Director. Student actions will also be addressed through the College's conduct system.

Dismissed travelers will be responsible for all expenses incurred, including all transportation costs involved in returning home.

Any student dismissed from an experiential learning trip (or in violation of Gettysburg College policies) will be referred to the Gettysburg College Office of Student Rights and Responsibilities.

Trip Leaders and Travel Facilitators dismissed from an experiential learning trip will be referred to appropriate College authorities and become ineligible for future travel with EI.

Incidental Costs

EI covers transportation, lodging, approved activity fees, and most meals. Travelers are responsible for their own passport and visa fees, international phone plan upgrades, required medical tests, and immunizations. Travelers may also incur incidental costs including but not limited to tips, personal expenses, and some meals.

Students who need financial assistance for expenses not covered by EI should contact the Program Manager.

Guest Policy

EI travel experiences are designed primarily for students and program leaders. Guests are generally not permitted but may be approved by the Executive Director under limited circumstances.

Approved guests must complete all required forms, including medical, transportation, and security waivers, and may be asked to complete additional training before traveling.

Cancellation

Gettysburg College and the Eisenhower Institute reserve the right to alter or cancel planned travel and/or activities at any time for reasons including but not limited to: imminent or ongoing violence, health risks, inclement weather, or natural disasters. This will be done in consultation with the Trip Leader and based on recommendations from Gettysburg College Administration and the Department of Public Safety.

Exceptions

The Executive Director may grant exceptions to this policy at their discretion.

Updated October 2025

Program Agreement and Participation Policies

The updated policies below will take effect on January 1, 2026. Students currently participating in a Fall 2025 program can view the former policies here.

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