The Office of Global Education (OGE) seeks to collaborate with faculty members in planning, promoting, and delivering successful short-term faculty-led courses. To that end, these step-by-step guidelines will assist us in communicating and working together throughout the process effectively and efficiently.
Proposal Development (Now – January)
The OGE is at your disposal to assist in the very early stages of your program development. We want to be your ally as you work to create your course and seek Study Abroad Advisory Committee (SAC) approval. Early in the process, consult with the Director of Global Education to discuss feasibility, cost, and logistics regarding the travel component of your course. Where possible, the director will connect you to other faculty members who have travel experience that may be helpful to your specific area of expertise or region of travel. Faculty are also encouraged to speak with the Chair of the Study Abroad Advisory Committee during this stage of the planning process.
By January 15 of the academic year prior to travel, faculty should submit a completed proposal to the SAC, including a syllabus, detailed itinerary, and appropriate signatures. Subsequently, faculty will present the proposal to a meeting of the SAC for approval or revisions.
Program Planning (April – August)
After approval by the SAC and APIRC in late April, the OGE will work with multiple providers to obtain competitive bids on your program. During the bidding process (typically during the summer) the OGE will solicit your timely input (hint: be prepared to answer emails and hold meetings/teleconferences in June or July!). With your feedback, the OGE will strive to select a proposal and sign a contract by mid-August, thereby enabling effective marketing and promotion of your program beginning at our annual Study Abroad Fair, typically held on a Friday in mid-September.
(If your expertise in a region permits you to plan a program without a provider, note that the OGE will need an itemized budget and formalized itinerary by mid-August.)
Program Promotion (August – November)
Promotion effectively begins at the Study Abroad Fair in mid-September and formally continues at two interest meetings (late September, early October). The OGE will coordinate all formalized marketing aspects including informational flyers, website content, and scheduling of interest meetings and class presentations. During the application period, the OGE will guide interested students (and families) to faculty leaders for specific information related to the program course and itinerary.
Application Selection (November)
The OGE will process applications and, when necessary, communicate with faculty leader to select applicants starting in mid-November. The goal is to have course rosters set by Thanksgiving. OGE will make sure admitted students are registered for your course.
Finalizing Your Program (September – April)
Throughout the academic year, the faculty will work directly with the selected provider to fine-tune program arrangements. Any alterations made after the contract has been signed cannot impact the overall cost of the course. To ensure clear communication, the OGE simply asks that you copy the Director of Global Education on all written correspondence with providers. The OGE will hold a mandatory pre-departure orientation for students and a separate mandatory pre-departure orientation for study abroad faculty, both in mid/late-April.
As the faculty member teaching the course, you will receive payment of one and a half courses. Non-teaching faculty leaders receive one half of a course.
Faculty will have all of their program expenses covered, including a per diem, which is calculated at 90% of the rates published by the Department of State. In addition, appropriate incidental expenses will be reimbursed at 100%.
Preparing to Go
In preparation for leading your group of students abroad, please take a moment to read through these important policies and guidelines: