INCARNATE WORD REGULATIONS FOR INTERNATIONAL VISITING GROUPS

SAN ANTONIO, TEXAS

All students participating must comply with the following regulations. In the event of infringement of any of the
subjects mentioned in the text, may result in a student being asked to leave permanently, and required to return
immediately to his/her home country with no refund.

ABOUT THE ARRIVAL TO INCARNATE WORD IN SAN ANTONIO, TEXAS

1. All participants must comply with US laws and respect University regulations. Otherwise, Incarnate Word will
not be responsible for any legal sanctions in the US territory.

2. Participants will be responsible for all their passports/visas & belongings (money and valuable objects such
as tablets, cameras, cell phones, etc.).

ABOUT THE BEHAVIOR INSIDE AND OUTSIDE THE UNIVERSITY IN SAN ANTONIO, TEXAS

1. All attendees must obey the indications of University authorities (administrators, professors, student leaders,
chaperones), following the rules of behavior established by the University.

2. All the activities will be done in groups. In no time will the participants be allowed to break from the group or
abstain from participating in any activity.

3. Participants will notify the proper staff when off-campus during non-scheduled activities.

4. All attendees must respect common areas and field facilities.

5. All participants must respect dorms allocations. There will be no changes of any kind. Participants must also
respect the stated quiet hours in the dorm halls.

6. Participants must attend all the activities in the established schedule.

7. All participants must have a good & engaging behavior in all activities.

8. All participants will only speak English during classroom hours, if participants speak another language
they will be subject to the regulations in place.

9. Attendees will only be allowed to use medicines prescribed by a doctor. Prior notice must be given through
a written letter using the form indicated for such matters. No illegal drugs may be in the participant’s possession
and will result in immediate legal action.

10. The University of the Incarnate Word is a tobacco-free campus, including off-campus housing. It is forbidden
to consume any alcoholic beverages or smoke on UIW campus and all its facilities.

11. Under no circumstances may participants have any kind of weapons.

12. Participants must dress according to the event being held and will not wear clothing that is revealing or
displays tasteless/vulgar wording or images.

13. Participants must always keep a good attitude towards the activities and time spent together with other
participants of the trip and the University.

14. If by any means the participant saw himself/herself involved in a conflict or fight during the trip, the activities
would be immediately suspended or he/she will be return immediately to his/her home country.

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15. Participants will use internet access and social media in a proper manner, not limited to photos and/or
videos for the duration of the camp. Any inappropriate and unacceptable material will result in the immediate
leave of the program.

ABOUT THE DEPARTURE AND ARRIVAL DAY

1. In order to travel, students will have to carry the following documentation

• Valid passport
• Valid visa
• Plane ticket

2. The University and the staff in charge will not be responsible in case a participant is denied the entrance to
or exit from the country.

3. The university and the staff will not be held responsible for cancelations or delays in the flights.

4. Any unforeseen situation in these regulations will be turned to the corresponding authorities for its resolution.

Release, Indemnity and Waiver Agreement

In consideration to engage the “Activities” offered by UIW for the enjoyment of its students, I agree as follows:

1) I acknowledge and understand that:

a) The Activities may take place at facilities operated by UIW or by third parties;

b) The Activities may be conducted by UIW directly or contracted to other licensed activity or tour
operators;

c) UIW may have to authorize on my behalf, participation in activities conducted by other licensed
activity or tour operators;

d) UIW will provide transportation to and from all the Activities, which may be provided by UIW
directly or by an independent contractor and transportation to and from and participation in certain of the
Activities may expose me to risk of loss of personal property, and physical injuries both minor and
serious.

2) I voluntarily assume all risk of loss and injury of any kind or nature that may arise as a result of my
participation in, or travel to and from any of the Activities, and in doing so I specifically agree to the following:

a) Waive any and all claims that I now and in the future may have against UIW that may arise out of
my participation in the Activities;

b) Release and forever discharge UIW from and against all demands, claims, actions, damages,
costs and expenses, with respect to injury, or loss or damage to my person or property that may arise
out of my participation in the Activities; and

c) Indemnify and hold UIW harmless from and against any liability, including injury to any third party
that may arise out of my participation in the Activities.

Montserrat Soto
I, _________________________________________, have read, understood, and agree to follow the UIW
policies for student conduct as outlined above.
Mar 3, 2024
Participant Signature: Montserrat
__________________________________________Date:
Soto (Mar 3, 2024 09:48 CST) ___________

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 PODCASTING,  PHOTOGRAPHIC,  AND  OTHER  MEDIA  
CONSENT  AND  RELEASE  FORM  
I  authorize  and  grant  to  the  University  of  the  Incarnate  Word  (UIW),  St.  Anthony  Catholic  High  School,  and  Incarnate  
Word  High  School,  all  of  which  are  referred  to  collectively  in  this  agreement  as  UIW,  and  those  acting  pursuant  to  its  
authority,  a  non-­‐exclusive,  perpetual,  worldwide  license  to:  
1. Record  my  participation,  likeness  and/or  voice  on  a  video,  audio,  photographic,  digital,  electronic,  hosted  media,
web-­‐based  service  or  any  other  medium,  including  podcasting;
2. Use  my  recorded  likeness  and/or  voice  on  a  video,  audio,  photographic,  digital,  electronic,  hosted  media,  web-­‐
based  service  or  any  other  medium,  including  podcasting;
3. Use  my  name  and  identity  in  connection  with  these  recordings;
4. Use,  reproduce,  exhibit,  or  distribute  in  any  medium  (e.g.  print  publications,  video  tapes,  CD-­‐ROM,  Internet,
podcast)  my  recorded  likeness  and/or  voice  on  a  video,  audio,  photographic,  digital,  electronic,  or  any  other
medium  without  restrictions  or  limitations  for  any  educational  or  promotional  purpose  which  UIW  and  those
acting  pursuant  to  its  authority,  deem  appropriate,  including  promotional  efforts.
5. Distribute  the  medium  over  the  internet  using  formats  that  allow  downloading  and  playback  on  mobile  devices
and  personal  computers,  for  the  purpose  of  making  the  work  available  in  any  format  through  ITunes  or  other
web-­‐based  service.
6. Make  and  maintain  more  than  one  copy  (hard-­‐copy  and/or  digital  copy)  of  the  work  for  purposes  of  security,
back-­‐up  and  preservation.
I  release  UIW    and  those  acting  pursuant  to  its  authority,  from  liability  for  violation  of  any  personal,  intellectual  
(including  copyright)    or  proprietary  rights  I  may  have  in  connection  with  uses  of  the  recordings  authorized  above.      
To  the  extent  required,  I  hereby  grant  and  assign  all  copyright  in  the  podcast,  video,  audio,  photographic,  digital,  
electronic,  or  any  other  medium  utilized  to  UIW.      I  waive  any  right  to  inspect  or  approve  the  final  use(s)  of  the  video,  
audio,  photographic,  digital,  electronic,  podcast  or  any  other  medium.    As  to  the  video,  audio,  photographic,  digital,  
electronic,  podcast  itself,  or  any  other  medium,  I  understand  and  agree  that  UIW  shall  have  exclusive  ownership  of  
the  copyright  and  other  proprietary  and  property  rights  in  the  work.    

I  waive  any  rights,  claims,  or  interests  I  may  have  to  control  the  use  of  my  likeness,  voice,  name,  recordings,  and/or  
identity  in  the  recordings  and  podcasts  authorized  above.      I  agree  that  any  uses  described  above  may  be  made  
without  compensation  or  additional  consideration  to  me.      I  agree  that  UIW  shall  have  the  right  to  remove  the  work  
from  the  hosted  media  or  webd based  service  at  anytime  without  prior  notice  for  any  reason  deemed  to  be  in  
UIW’s  best  interest.  

I  waive  and  release  UIW  and  its  officers,  agents  and  employees  from  any  claim  or  liability  relating  to  the  use  of  my  
name,  likeness,  identity,  voice,  photographic  image,  video  graphic  image  and  oral  or  recorded  statements  in  the  
work,  including  all  claims  of  compensation,  damage  for  libel,  slander,  invasion  of  the  right  of  privacy  or  any  other  
claims  based  on,  arising  out  of,  or  connected  with  the  use  of  said  recordings  and  podcasts.    I  agree  to  indemnify  UIW  
and  its  officers,  employees,  agents,  successors,  heirs,  and  assigns,  for  any  and  all  claims,  liabilities,  damages,  and  
expenses,  including  reasonable  attorneys'  fees  actually  incurred,  due  to  any  claimed  infringement  of  copyrights,  
trade  names,  trademarks,  service  marks,  right  of  publicity  or  privacy,  or  other  proprietary,  personal  or  property  right  
arising  from  publication  of  the  work  through  the  hosted  media  or  as  a  result  of  my  breach  of  any  covenant  or  
warranty  herein  contained.  
This  Agreement  shall  be  governed  by  and  interpreted  in  accordance  with  the  laws  of  the  State  of  Texas.  

By  my  signature,  I  represent  that  I  have  read  and  fully  understand  the  terms  of  this  release.  
Montserrat Soto
Name  (print):______________________________________________

Signature:  _Montserrat
__________________________________________  
Soto (Mar 3, 2024 09:48 CST)
Mar 3, 2024
Date:  :_____________  
 UIW Visiting Groups – 2024
Accident & Sickness Insurance Overview

ATLAS GROUP TRAVEL INSURANCE

All students participating in the program are covered under our International Insurance. If a student is
sick and needs to be taken to the doctor a UIW staff member will take the student first to our on-
campus nurse or off campus clinic. The following is a list of the Medical Expense Benefits:

• Maximum benefit: $50,000 per Injury and Sickness

• Deductible: $0

• Up to $200 Co-payment per Hospital Admission

• ER Co-Pay: Up to $200 if not admitted to hospital as an in-patient

• Urgent Care Co-Pay: Up to $50 per visit

• Hospital Indemnity: Up to $100 per night in additional to all other benefits

• The Covered Person is responsible for the payment per generic or brand name prescription

Please initial the following statements and sign below stating you agree to the UIW Insurance plan.

• _____ I understand that if my son/daughter gets sick and needs to see a doctor, there are
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different co-payments and deductibles that apply.

• _____ I understand that if my son/daughter needs medication he/she must pay the co-
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payment and he/she may need to pay an additional cost of the prescription once the
Insurance contacts the University of the Incarnate Word for billing.
• _____ I understand that if my son/daughter must be taken to the hospital the insurance will
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cover up to $50,000 per injury or sickness.

Paricipant Signature ________________________________________ Date: _____________

Montserrat Soto (Mar 3, 2024 09:48 CST)
Mar 3, 2024
 International Visitors Program – 2024
Housing

HOUSING

Throughout their stay, students stay at dormitory rooms for students. Each room has a bed, desk,
chair, chest of drawers and closet space. Linens are supplied for each room. Housekeeping comes
Monday-Friday for a full cleaning of bathrooms.

All halls are monitored by Resident Assistants and Camp Counselors. The RA’s are there to assist
with any lockouts or any other problems the students may need help with during their stay.

Keys
• All students are given 1 or 2 room keys and 1 access card. The key opens up their bedroom
and the access card grants them access to the dormitory building/floor. If lost there is a
charge for each. Replacement of an access card to the building is $35. Replacement of 1
room key is $50. Students must pay this at the time it is lost for replacement.
• Lockouts – Students will not be charged the first time they are locked out of their room.
After the 2nd time the student will be charged $10 per lockout. It is important for the
students to keep their keys with them at all times.

Laundry Facilities
o Each floor is equipped with washer and dryer. Laundry detergent is provided. There is
an approximate cost of $1.50 per load.

I HAVE CAREFULLY READ THIS CONSENT AND RELEASE FORM AND AGREE TO ITS TERMS.

Montserrat Soto
Participant Name (print): ______________________________________________

Participant's Signature:_________________________________________
Montserrat Soto (Mar 3, 2024 09:48 CST)
Mar 3, 2024
Date: _______________________