www.abet.

org

Pre-visit Preparation Checklist for Team Chairs (TCs) on Visits outside the US
Note: The following are actions for visits outside the US that are in addition to the usual preparation for a US visit.
Check
Also INITIAL PREPARATION BEFORE JULY MEETING when
applies
finished
to PEV (MAY – JUNE)
Prior to Accepting any Visit Assignments Outside the U.S.
1) Ensure that you are willing and able to commit the time and effort needed for the visit. Most
√ visits outside the US require between 50% and 100% more time and effort for TCs than do US
visits. The total time required for the visit, including travel, is usually at least six days.
2) Review ABET International Travel Policy posted under MYABET/International Travel.
Make sure that you are aware of the relevant policy regarding no accompanying
spouse/family member/significant other during an on-site accreditation visit please. This is
due to potential conflicts of interest, security concerns, and potential distraction during
√
review. Any volunteers who plan to do sightseeing/travel with their spouses/family
members/significant others should schedule “meet-up” and “personal plans” after the on-
site visit is completed. Any questions or concerns, please bring to jemmet@abet.org or
shersh@abet.org.
√ 3) Review Travel Insurance and Assistance provided through ABET.
√ 4) Review the Global Rescue Services and the relevant Country Report.
5) Review Public Announcements, Travel Warnings/Alerts, Traveler’s Checklist, Emergencies, Crises,
√
and Country Specific Information provided by the US State Department.
6) Review the visit country’s health information for travelers and recommended vaccinations
provided by the Centers for Disease Control and Prevention and consult with your physician to
√ see if you need any vaccinations. If vaccinations are suggested by your physician, this should be
done as timely as possible as it takes time for vaccinations to work. Costs of the recommended
vaccinations associated with the visit destinations assigned are reimbursable.
√ 7) Evaluate your stamina, health condition, and the relative safety of travel to the visit country.
8) Return a signed Travel Waiver and Release Agreement (posted on MYABET under International
Travel at this link) to HQ via e-mail. Please note that travelers between the ages of 75 and 85 or
will turn the age of 75 by the time of travel must submit a completed Extended Plan Application
√
(electronic version) 3 months prior to the scheduled travel as required by ABET’s security
provider Global Rescue. The completed form can be e-mailed to Jonas Sabatini at
jsabatini@globalrescue.com.
9) Make sure that you have a passport valid for at least six months following the visit dates with
sufficient blank pages (at least two blank pages). If a new passport is required, please obtain one
as soon as possible. DO NOT WAIT TILL THE LAST MINUTE! Costs associated with passport
√ renewal are not reimbursable.
If you are assigned to a location in the Middle East and your current passport has an Israeli
stamp, please check with VISAHQ (+1 800-363-8412 or Support@VisaHQ.com) to see if a second
passport is suggested.
Upon Accepting a Visit Assignment Outside the U.S.
Finalize the visit dates as soon as possible so that PEV assignments can be proceeded. Remember to
check with the visit institution for local/religious holidays, local climate, the institution’s work days
per week, work hours per day, academic calendar, events, and daily religious practices, if any, before
www.abet.org

finalizing the visit dates. As an international visit typically requires more time for the review team to
prepare, HQ strongly suggests that an international visit be scheduled no earlier than early October
but no later than mid-December. Questions? Contact shersh@abet.org.

NOTE: International Visits do not need to be typical Sunday through Tuesday. The on-site review
itinerary can be extended beyond “two and a half days” when needed.
Encourage an institutional representative to attend the Institutional Representative Day (IRD) and
meet with you the team chair during the July meeting. Any IRD registration questions can be
referred to Ellen Stokes at estokes@abet.org.
NOTE: There is no IRD for ANSAC (ASAC) this coming July as the ASAC IRD was held in April during the
Symposium.
Be proactive with PEV assignments; PEV assignments including replacements must be completed
prior to the institution sending any of the visit materials to the team. Proactive efforts to balance the
team and find PEVs who are able to make the necessary time commitment.
Make sure your PEVs understand the policy regarding no accompanying spouse/family
member/significant other during an on-site accreditation visit. Any volunteers who plan to do
sightseeing/travel with their spouses/family members/significant others are asked to schedule
“meet-up” and “personal plans” after the on-site visit is completed. Any questions or concerns,
please bring to jemmet@abet.org or shersh@abet.org
Remind your PEVs to read the Travel Waiver and Release Agreement form and be aware of Global
Rescue’s Extended Plan Application requirement (for travelers between 75 and 85 years old) before
they accept the assignment.

Collect the signed waivers from your PEVs once they accept the assignment. The collected waivers
can be sent to the HQ staff.
Bring concerns from PEVs who are not comfortable with signing the travel waiver to HQ’s attention at
shersh@abet.org or jemmet@abet.org. If concerns cannot be resolved, HQ will work with TCs to find
PEV replacements.
(Add your own reminders…)
Check
Also
applies
TRAVEL PREPARATION when
to PEV (JUNE-AUGUST) finished

Prior to Making any Travel Plans

Send the collected signed Travel Waiver and Release Agreement forms from your PEVs to HQ as one
email to mailto:shersh@abet.org; estokes@abet.org; akarapetyan@abet.org or via fax (1-443-552-
3644) preferably soon after accepting the visit assignment, but well before your team members call
American Express (AMEX) and make travel arrangements.

Note: All team members should hold off booking international travels until July when the team chair
has a chance to discuss all aspects of the on-site visit logistics with the visit institution and the PEVs.
If early reservation (prior to the July meeting) is needed, please communicate with HQ
(shersh@abet.org).
Training & Supportive Materials
Complete the training materials listed below well before your international travel and remind your
PEVs to do the same:
√
1) Online Training for Pre-visit Preparation (required for PEVs only) – Posted on MYABET under
Training. Questions? Training@abet.org

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2) Online Training for Accreditation Visits outside the US – Posted on MYABET under Training. TCs
√
should also review this material every year. Questions? Training@abet.org
√ 3) Relevant Country Reports provided by Global Rescue
4) This Pre-Visit Preparation Checklist for TCs on Visits outside the US posted on MyABET. Please
√
remind your PEVs to use the checklist for PEVs.
5) ABET Procedure for Seeking Assistance prior to and during International Travel and Country Risk
√
Rating Definitions by Global Rescue
√ 6) Travel Security Advice from Global Rescue
Visa
Research visa requirements as early as possible via https://abet.businessvisahq.com/ or
https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html and share with
PEVs.
It is recommended to obtain tourist/visitor visas. In some instances, other types of visas may be
required (e.g. governmental visa for Kingdom of Saudi Arabia, business visa for India, business visa for
Russian Federation, NGO/non-Business visa for P.R. China). If this is the case, the TC should ask the
visit institution to assist in supplying invitation letters and/or visa approval numbers for the team. If
there is any visa issue, it must be dealt with ASAP. DO NOT WAIT TILL THE LAST MINUTE!

Questions regarding the visa type? Contact Sherri Hersh at shersh@abet.org / 410-843-7169. Need
help with placing a visa order via VisaHQ? See below.
If visas are needed, follow instructions posted on http://www.abet.org/travel-
reimbursement/international-travel/visa-hq/ and place visa orders by using the ABET account at
https://abet.businessvisahq.com. First time users should register an account first prior to placing any
√
visa orders. Questions regarding the online visa portal or your visa application status, contact +1 800-
363-8412 or Support@VisaHQ.com. Costs associated with one of the VisaHQ branch offices in the
U.S. will be forwarded to ABET for payment directly.
Air Travel
Remind your PEVs of the following tips that would help HQ speed up the international travel
approval process:
1) Complete the required Travel Waiver and Release Agreement (including Global Rescue’s
√ Extended Plan Application requirement if applicable) upon accepting the visit assignment. TC
should send the collected waivers to HQ (mailto:shersh@abet.org; estokes@abet.org;
akarapetyan@abet.org) well before the team makes travel reservations with American Express
(AMEX).
2) Review the relevant instructions on the Travel Information page and Travel Policy and Procedure
Manual (TPPM) section C regarding air travel before contacting AMEX. Please book non-
refundable tickets for all legs; this should reduce travel costs for your host institution. Business
√ class (non-refundable) is permitted on international flights that are greater than 8 hours in total
(layovers included) or if one leg alone is 6 hours or more. Unless it is more cost-effective to book
business class for all legs, coach class should be used for a leg within the residing country. Please
refer to TPPM section C for full details.
3) Book international travel by calling AMEX agents at 1-312-340-2745, not via Concur. This is
different from making flight reservations for US visits. HQ will not be notified of International
travel reservations made via Concur. Questions regarding the reservation you made with AMEX
√
can be addressed to PAreservations@service.amexgbt.com or 1-312-340-2745. Issues or
concerns you have with AMEX during the booking process can be directed to Ellen Stokes, at
estokes@abet.org.

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4) If you need to make a combined reservation to include the ABET travel in any other business or
√ personal travel, please inform ABET HQ (Ellen Stokes at estokes@abet.org and copy
shersh@abet.org) in advance and be prepared to reimburse ABET for the airfare difference.
Make sure that your PEVs understand that ABET is unable to support accompanying
spouses/significant others/family members on accreditation visits. The relevant policy is stipulated in
Training for Accreditation Visits outside the US module 2.F. Any volunteers who plan to do
√
sightseeing/travel with their spouses/family members/significant others are asked to schedule
“meet-up” and “personal plans” after the on-site visit is completed. Contact shersh@abet.org or
jemmet@abet.org if clarification is needed.
Any unexpected flight changes/cancellations/airline strikes/uncontrollable situations that are
resulted in the need of alternative flights, please contact AMEX directly at
√ PAreservations@service.amexgbt.com or 1-312-340-2745, and keep Ellen Stokes at
estokes@abet.org in the loop. AMEX provides 24/7 services and can change flights and advise
alternative flights. ABET staff members are not set up to do so.
Logistics – Getting Around the Visit Country
Request the visit institution to provide support in airport pick-up, expediting entry to the country in
the airport, escort, daily ground transportation, lodging, and security support (if advised by HQ) on
behalf of the team.
Note: Institutions outside the U.S. are required to reimburse ABET for the actual travel expenses of
team members. If your visit institution chooses to pay for the hotel expenses, meals, ground
transportation and pick-up, and other on-site review related costs directly, please allow your visit
institution to do so.
Register your travel plans with the U.S. Department of State at https://step.state.gov/step/ before
√
scheduled travel.
Make good use of the traveler’s checklist and tips for getting help in an emergency posted by the U.S.
√ Department of State’s https://travel.state.gov/content/passports/en/go/checklist.html and
https://travel.state.gov/content/passports/en/emergencies.html.
Register a Global Rescue’s GRID account and download the mobile app. See Appendix D for
V
detailed instructions.
Collect your team’s personal and travel information by using the template in Appendix B. The
completed form (one form per team) should be sent to HQ (Anna: akarapetyan@abet.org) at least
five weeks prior to the scheduled travel. This information will be used by Global Rescue for
monitoring travel conditions, analyzing route security, and emergency extraction only.
Quick Links – Additional Resources on Cultural/National Information:
 U.S. Department of State: https://travel.state.gov/content/travel/en/international-
travel/International-Travel-Country-Information-Pages.html
 U.S. Embassies & Consulates Around the World:
http://www.nationsonline.org/oneworld/us_embassies.htm
 CIA - https://www.cia.gov/library/publications/the-world-factbook/
 Foreign Travel Advice by GOV.UK: https://www.gov.uk/foreign-travel-advice
√  Commisceo Global: http://www.commisceo-global.com/country-guides (cultural info on over 80
countries – works via Google Chrome)
 WikiTravel: http://wikitravel.org/en/Main_Page
 World Travels: http://www.wordtravels.com/
 World Airport Guide: http://www.wordtravels.com/Airports
 Would Holiday Calendar: http://www.qppstudio.net/publicholidays.htm
 World Clock: https://www.timeanddate.com/worldclock/
 World Weather: https://www.yahoo.com/news/weather/
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www.abet.org

 Plug, Socket, & Voltage by Country: http://www.worldstandards.eu/electricity/plug-voltage-by-

country/
 Currency Converter: https://www.oanda.com/currency/converter/
Cultural Etiquette and Local Restrictions
Make use of the online cultural training course (will be available in July 2019) posted under Training.
√
Questions about the course? Contact shersh@abet.org.
If TC determines that it is appropriate to give ABET gifts (e.g. pens, laser pens, 4 port USB adapters,
Tiles) to the visit institution, please inform staff (Anna: akarapetyan@abet.org) at least one month
prior to scheduled travel and allow ample time for preparation and delivery.
Be respectful to local restrictions (i.e. drinking). Remind your PEVs to refrain from drinking in the
countries where drinking restrictions are enforced. Any drinking expenses while traveling to
countries where there are drinking restrictions, please file separate expense reports for drinking
costs as institutions in those countries are not allowed to expense drinking costs.
√ Check out local laws and customs in your visit country at
http://travel.state.gov/content/passports/english/country.html, select country then click “Local Laws
and Special Circumstances.” Or, check out https://www.gov.uk/foreign-travel-advice, select country
then click “Local Laws and Customs.”
Any questions, please contact shersh@abet.org.
Develop a Team Contingency Plan
1) Designate at least one backup TC.
√ 2) The TC or the backup TC should be the primary team contact for communication with ABET HQ
and/or Global Rescue.
3) For any life-threatening, medical or security emergencies during international travel, the TC or
√
backup TC should contact Global Rescue’s 24/7 911 services at 1 (617) 459-4200.
4) Download Global Rescue’s GRID mobile app (see Appendix D for instruction) to your smart
phone and program important contacts (e.g. Global Rescue, visit institution, ABET staff (see
√ http://www.abet.org/abet-hq-contacts/ or Appendix A), U.S. Embassy/Consulate in the visit
country, your physician, family members, etc.) in your communication device.
Note: A short-term international calling plan is reimbursable.
5) Come up with a team communication plan for international travel (i.e. carry each other’s mobile
√
number and keep each other informed of the travel status, etc.)
6) Remind your team to have important documents, contact information, medications, insurance
√ information, Global Rescue member ID card, AMEX contact information, a set of clothes and
other necessities in their carry-on luggage in the event of lost or delayed luggage.
7) Any unexpected flight changes/cancellations/airline strikes/issues that are resulted in the need
of alternative flights, please contact AMEX directly at PAreservations@service.amexgbt.com or 1-
√ 312-340-2745, and keep your TC/backup TC and Ellen Stokes at estokes@abet.org in the loop.
AMEX provides 24/7 services and can change flights and advise alternative flights. ABET staff
members are not set up to do so.
8) Review ABET Procedure for Seeking Assistance prior to and during International Travel and
√
Country Risk Rating Definitions by Global Rescue with your team members.
9) Review the Travel Security Advice Checklist provided by Global Rescue. This checklist is
√ comprehensive and may not apply in full to every location or traveler, but will foster a level of
security awareness which is fundamental to the reduction of incidents.
10) Review travel preparation with your team including appropriate clothing for various climates and
√
local culture/restrictions, airport security issues, potential checked luggage problems, local

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voltage/electrical system, emergency contacts, calling during travel, airport pick-

up/transportation provided by the host institution, etc.
(Add your own reminders…)
Check
Also REVIEW PREPARATION when
applies
finished
to PEV (JUNE – SEPTEMBER)
Work with your PEVs to confirm that each program name is properly translated into English and that
the technical content is appropriate for the translated title. Notify HQ (jemmet@abet.org or
√
shersh@abet.org) immediately if the translated name appears inappropriate. Complete this as soon
as possible after receiving the self-studies and transcripts.
Be familiar with the visit country’s education system and make sure that the visit programs are of
post-secondary level in the host country. Complete information regarding the education system,
education structure and organization, educational process, and website resources for a specific
√ country can be found on the following websites:
 WENR: http://wenr.wes.org/archives
 UNESCO: http://www.ibe.unesco.org/en/services/online-materials/world-data-on-
education/seventh-edition-2010-11.html
Verify the campus information provided in the submitted RFE, transcript, Self-Study, and program
website/literature. If there is any inconsistency, please seek clarification from the visit institution and
√
bring to HQ’s attention at shersh@abet.org or jemmet@abet.org as soon as possible well before the
scheduled travel.
Assess whether an interpreter will be needed during the on-site review. The interpreter can be a
√
faculty member or student who is fluent in English and familiar with the program terminology.
Should displayed material need to be translated for the on-site review, give the visit institution
√ sufficient advance notification to provide needed translation. (Avoid translation if not essential for
the review.)
In late August/early September, follow up with ABET HQ (akarapetyan@abet.org) as to whether
there will be any participating observer from the host-country accrediting agency/national higher
education authority. If there is to be an observer, you will be notified by email around August/early
September.
Observers
Reminders as to participating observers:
1) All observer candidates must be vetted by ABET HQ first without going through the visit
institution. If there is any potential observer, the team chair can expect to hear from HQ by late
August. Feel free to check with HQ (akarapetyan@abet.org) if you do not receive any updates.
Note: If the team chair receives an observer’s request from the visit institution instead, please
notify HQ staff (shersh@abet.org/akarapetyan@abet.org) immediately; do not accept the
observer candidate until receiving a further notice from HQ.
2) Be familiar with ABET Guide for Observers on Accreditation Visits
Note: Per the ABET policy, the observer’s sending agency is responsible for the observer’s travel
arrangements, expenses, and insurance support/etc., not ABET nor the visit institution.
3) After receiving the observer’s bio and information from ABET HQ, identify perceived/real
conflicts of interest.
4) Ascertain the institution’s decision and share the ABET Guide for Observers on Accreditation
Visits with them. Never disclose the institution’s decision with the observer and the
representing agency. All decisions including declination and request for replacement should
come from ABET only.

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5) Make sure the observer, if approved, understands his/her role on the team and the ABET Guide
for Observers on Accreditation Visits and submits a signed Observer Confidentiality and COI Form
(on Page 7 and Page 8 of the Guide for Observers).
6) Return the signed Observer Confidentiality and COI Form to ABET HQ (akarapetyan@abet.org)
7) Additional questions? Contact HQ staff (shersh@abet.org).
Suggested handlings when any observer shows up unannounced:
1) Make sure the visit institution is comfortable with the observer in a private setting.
2) If there is any declination, never disclose the institution’s decision to the observer to protect the
relationship between the visit institution and the observer’s representing agency. It is okay to
decline the observer participation by using reasons like busy visit schedule and heavy workload.
In this situation, it is still appropriate for the TC/team to meet with the observer on Day 0 before
the review work begins. The observer may be valuable resource for the team to learn about the
visit country’s education system.
3) If the observer is accepted, go over the ABET Guide for Observers on Accreditation Visits and
have him/her sign the Observer Confidentiality and COI Form (on Page 7 and Page 8 of the Guide
for Observers) prior to including him/her in the team.
4) Additional questions? Contact HQ staff (shersh@abet.org).
(Add your own reminders…)

Enclosed:
 Appendix A – ABET HQ Emergency Contacts
 Appendix B – Must be completed and returned to HQ (akerapetyan@abet.org) at least five weeks before the scheduled travel.
 Appendix C – Reference only. Details should still be referred to the Checklist itself and/or the online training.
 Appendix D – Global Rescue’s GRID Mobile App Information.

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Appendix A
ABET HQ EMERGENCY CONTACTS

24/7 TRAVEL ASSISTANCE

American Express Business Travel
1-312-340-2745
PAreservations@service.amexgbt.com

24/7 SECURITY & MEDICAL ASSISTANCE

Global Rescue
1-617-459-4200
(please be sure to check the outgoing dialling codes:
http://www.countrycallingcodes.com/)

CONTACTING HQ

General inquiries
Jane Emmet, Director, Accreditation Operations
Direct: +1.410.347.7736
Mobile: +1.443.280.3665
Email: jemmet@abet.org

Sherri Hersh, Manager, International Accreditation

Direct: +1.410.843.7169
Mobile: +1.410.513.9856
Email: shersh@abet.org

Emergency issues during on-site visits

Jane Emmet, Director, Accreditation Operations

Direct: +1.410.347.7736
Mobile: +1.443.280.3665
Email: jemmet@abet.org

Sherri Hersh, Manager, International Accreditation

Direct: +1.410.843.7169
Mobile: +1.410.513.9856
Email: shersh@abet.org
www.abet.org
Joe Sussman, Chief Accreditation Officer, Chief Information Officer
Direct: +1.410.347.7703
Mobile: +1.443.255.5839
Email: jsussman@abet.org

Insurance or legal questions

Jessica Silwick, Chief Financial/Operating Officer
Direct: +1.410.843.7173
Mobile: +1.443.838.4128
Email: jsilwick@abet.org

Media inquiries
Dan Losapio, Senior Manager, Communications and Marketing
Direct: +1.410.347.7728
Mobile: +1.301.639.3688
Email: dlosapio@abet.org
 www.abet.org

Appendix B
ABET VISIT TEAM – COLLECTED PERSONAL & TRAVEL INFORMATION
Note: One completed form per team is due five weeks prior to the scheduled travel.

ABET Commission
ABET Team Chair (Name)
Visit Institution
Visit Country
Visit Dates
Hotel Name (and URL if any)
Hotel Address
Primary/Emergency Contact
of Visit Institution (Name,
work number, mobile
number, and email address)

Mobile & Departure Flight Return Flight Itinerary

Full Name Country Emergency Flight
Email Itinerary (Airline/Flight
as Shown DOB of Passport Home Contact Confirmation/
(During (Airline/Flight Number, Number,
on (MM/DD/YY) Citizens Number Address (Name & Record Locator
International Depart/Arrive Date, Depart/Arrive Date,
Passport hip Number) (i.e. ABCD8X)
Travel) Time & Location) Time & Location)

(Add additional rows as needed)

 www.abet.org
TIMELINES FOR PREPPING VISITS OUTSIDE THE US
INITIAL PREPARATION TRAVEL PREPARATION
MAY JUNE
 Use the checklist (page 1) to assess
whether this visit assignment suits
your situation.
 Evaluate your stamina/health
conditions. Check CDC advisory and
consult with your physician.
 Complete a signed travel waiver.
 Complete Global Rescue’s physical
exam requirement if applicable.
 Research before finalizing visit dates.
 Have a valid passport ready.
 Be proactive with PEV assignments.
 Understand the ABET policy regarding
no accompanying spouse/family
member/significant other.
 Remind your PEVs to assess their
situations by using the checklist for
PEVs.
 Any declination of the visit
assignment should be made as soon
as possible and brought to HQ’s
attention.
Appendix C
PROGRAM REVIEW PREPARATION
JULY AUGUST
 Use the checklist as a reminder.
 Complete online training.
 Research visa requirements and provide
guidance to PEVs.
 If visas are needed, get help from
Business VisaHQ and proceed with
necessary steps ASAP.
 Review travel policy (TPPM).
 Book flights by calling AMEX.
 Get vaccinations if recommended by
your physician.
 Arrange visit logistics and needed
support (i.e. visa, entry to the country,
ground transportation, lodging, and
security etc. with visit institutions.)
 Be familiar with the local culture and
restrictions and share with your team.
 Register your travel plan with US State
Department.
 Come up a contingency plan with your
team.
 Collect your team’s travel information
and return it to HQ.
VISIT SEASON
SEPTEMBER OCTOBER
 Use the checklist as a reminder.
 Be familiar with the visit country’s
education system by using the
provided UNESCO link.
 Make sure the program name and
campus information on the RFE,
transcripts, institution’s website,
and self-studies are consistent.
 Help the institution to determine
the needed translation of
displayed materials and whether
an on-site interpreter is needed.
 Double check with HQ if there is
any potential observer by early
September.
 Stay in close communication with
HQ and feel free to contact HQ
staff anytime.
NOVEMBER DECEMBER
VISIT SEASON:
 Go through the checklist
again.
 Review Global Rescue’s Travel
Security Advice Checklist with
your team.
 Review the team contingency
plan with your team.
 Make sure all travel and
important documents are in
place.
 TCs stay in close
communication with HQ
while PEVs stay close
communication with their
TCs.