Scope of the Roles and Responsibilities 

The Faculty Program Director of a study abroad program is much more than an average faculty member. Classroom teaching and research alone do not prepare you for successfully directing a study abroad program. You are not only a teacher in this situation, but also an administrator, leader, interpreter, decision-maker, and diplomat. Your day does not end when class is over. You must be able to uphold and implement UVU institutional policies while at the same time taking advantage of the differences present in a foreign setting.

The steps listed below will guide you through the process of leading a study abroad program.

The Proposal

 Proposing a study abroad program is a three-step process:

• Intent to Propose: In the Spring semester, the Office of Education Abroad will announce a call for new study abroad proposals. You should consult with your chair/director to determine how study abroad can enhance departmental objectives before submitting an Intent to Propose a Study Abroad Program form for the Spring or Summer of the following academic year. The Office of Education Abroad will collect Intent forms by the end of the Spring semester and inform deans of potential upcoming study abroad programs within each college.
• Prepare Proposal: Over the summer, you should consult with overseas contacts to gather price quotes and logistical information you will need to complete the comprehensive proposal.  You should consult directly with the Director of Education Abroad as you develop you prepare your proposal and budget. 
• Present Proposal: At the beginning of the Fall semester, you should present your final proposal along with syllabi for each course you will teach and price quotes for major expenses.

Proposals are screened by the Office of Education Abroad and sponsoring academic departments and colleges/schools for academic quality, safety, risk, and financial sustainability.

Recruitment

The Office of Education Abroad announces new approved programs for the following Spring and Summer at the Study Abroad Expo in September. Faculty are invited to table at this event to promote their program. the Office of Education Abroad will provide posters and other recruitment materials as described in the Office of Education Abroad Services section below.

Students can apply online  until the general application deadline in early February (unless the program director lists an earlier deadline in their proposal). You will be given a link to a login screen to see your applicants as they apply.

The Office of Education Abroad will help recruit for your program, but the faculty program director and former students on your program are usually the most effective recruiters.  See the Faculty-Led Study Abroad Recruitment Strategies list below for recruitment ideas. Faculty should encourage students to speak with the Study Abroad Coordinator in LA 209 ([email protected]) to discuss application logistics and financial aid/scholarship opportunities.

Acceptance and Orientation

At the application deadline, the Office of Education Abroad will check with the appropriate offices on campus to ensure that each applicant is in good academic, disciplinary, and financial standing with the university. You will have the opportunity at this point to approve or disapprove of the students that have applied to your program.  the Office of Education Abroad will send an official acceptance email to all approved students in good standing asking them to commit to participate in the program by paying a $500 deposit.

All students are required to participate in an online orientation course that covers basic information on health and safety for international travel, informs students how to register for their courses and how to pay the balance of their program fee, and collects required waivers and documentation.

Faculty should also provide at least one pre-departure orientation that covers preparatory information specific to the site students will be visiting. Topics to discuss at this orientation may include: health/safety procedures, academic expectations, program administration, communications, site orientation, public transportation, program rules/behavioral expectations (Code of Conduct), group dynamics, the host country educational system, cross-cultural adaptation, cultural differences, and living with host families or in international residences. You should discuss if there are any conditions on site that could present a challenge for people with disabilities or that require accommodations (i.e. lack of access to refrigeration, the need to walk a lot on uneven surfaces). Establish a leadership role and positive group dynamic and serve as the intercultural facilitator for students (liaison between home and host cultures). 

Prior to departure

After the final roster of students is determined, the Office of Education Abroad and the UVU Travel Office will assist you in completing your program Concur travel request, obtaining travel cards, apply for visas (if required), enrolling for required international health and evacuation insurance, and making international purchases for services.

Since faculty do not have the authority to sign contracts on behalf of the university, you will need to send agreements and contracts that require signatures to the Office of Education Abroad early on in the process so that we can help you get them approved by the UVU General Counsel and the SVPAA. 

During the Program 

While the program is in session, you serve as the facilitator for all communication between UVU’s Office of Education Abroad and the hosting institution or agency abroad (if applicable) and program participants. You represent UVU to the students and host institutions and are therefore responsible for understanding and implementing UVU policies included in but not limited to travel policies 251 and 252.

At the outset of the program, you should provide another orientation to students to reinforce the safety procedures and academic expectations that you discussed in the pre-departure orientation.

Your primary responsibility will be to teach your course using the international site of your program as a classroom, but you will also need to make/confirm logistical arrangements, make payments, manage funds, keep financial records and receipts, and resolve student concerns and handle emergencies. You will organize lodging, meals, transportation, guides and entrance fees for excursions to be conducted in locations relevant to your course learning objectives (as indicated in program budget).

The Office of Education Abroad will provide you with an Emergency Contact Info sheet that includes contact information for the Office of Education Abroad (your main point of contact with the university while abroad), the UVU police, the nearest U.S. Embassy, the insurance company, student and faculty emergency contacts, local emergency services, and other important people and institutions.

You are responsible for maintaining contact with students throughout the program, counseling as needed on issues of cultural adjustment, conduct, and other non-academic issues.

After the Program

Within a month of returning to UVU, you will need to reconcile all program costs with the Travel Office via an Expense Report in Concur.  The Office of Education Abroad is here to assist with this process.

The Office of Education Abroad will request feedback from students and share the results with you.

Students are encouraged to continue developing their international understanding by engaging in the G/I Distinction program and participating in the Diplomatic Conference and UN events, Global Spotlight and Dignitary events, and International Internship. 

April

• Receive Call for Faculty Proposals email sent to faculty who have been in contact with the Office of Education Abroad. Reach out to the Office of Education Abroad if you would like to be added to the email list.

• Watch the UVU Faculty Study Abroad Proposal Guide (see link above)

• Submit the Intent to Propose a Study Abroad Program form to the Office of Education Abroad before the end of the Spring semester for a faculty-led program departing in the summer of the next year.

May - August

• Work on Comprehensive Program Proposal. This will require you to develop syllabi, obtain price quotes, find housing, create activities, establish protocols for emergencies, etc.
• Apply for a Program Development Grant, if needed, to do a site visit to develop your program before submitting the proposal.
• Consult with the Director of Education Abroad and submit drafts of your Comprehensive Program Proposal for feedback.

September

• Submit the Comprehensive Program Proposal by the posted deadline in early September. The Office of Education Abroad will review your proposal for logistical accuracy, completeness, and compliance with UVU policy and forward approved proposals to the appropriate chairs and deans for final approvals. The Office of Education Abroad will send incomplete proposals back to faculty for revisions if necessary.
• Receive and approve marketing materials (websites, flyers, 11x17 posters, large foamboard poster, and digital screens) created by the Office of Education Abroad for fully approved programs.
• Encourage students to apply for your program once the student application is available and the program website is complete.
• Table at the Study Abroad Expo (2 days) in late September. Faculty will have a table to display information about their program to interested students. 
• Encourage students to attend the Study Abroad Scholarship Information Session presented by the Office of Education Abroad after the Study Abroad Expo.

September - Application Deadline

• Recruit for program (info sessions, tabling, class visits, etc.)

January

• Attend the Spring Study Abroad Expo (2 days) to recruit students ahead of the final application deadline.
• Encourage students to attend the Study Abroad Scholarship Information Session presented by the Office of Education Abroad after the Study Abroad Expo.

February - March

• Approve students who apply by the application deadline. The Office of Education Abroad will send the approval link to faculty after the deadline. The default application deadline is Feb 1, though faculty may choose sooner deadlines via the proposal process. The Office of Education Abroad will also seek approvals from the Bursar's Office and Student Conduct. Students who are not in good financial or disciplinary standing with UVU or with academic holds on their accounts (for falling below a 2.0 GPA) will not be accepted to study abroad. The Office of Education Abroad will send out official acceptance emails to approved students. Accepted  students will be given five days from the day they are accepted to pay a commitment deposit. Students who don't pay the commitment deposit within five days will be withdrawn from study abroad without the opportunity to re-apply.
• Complete a Concur request following the instructions given in the email sent to faculty from the Office of Education Abroad. This email will be sent after we get a final headcount of committed students and will include final budget figures and indexes to be used for the Concur request. Faculty are given a chance at this point to re-adjust their budgets based on the final count of students before students are charged. Attached to the email will be a Travel Office Study Abroad Checklist that will advise you on travel cards, cash advances, credit limit increase requests, and necessary approvals. Faculty are not authorized to make any financial payments or commitments until they have an approved Concur requests. Faculty who need to make early purchases or deposits should set an earlier application deadline.
• Watch the Program Director Pre-Departure Orientation video for faculty. Students will participate in a non-credit pre-departure orientation course during the second block of the Spring semester that includes general health and safety advice for international travel, instructions on how to enroll in study abroad courses, how to access their health insurance, etc. They also submit waiver forms, passport copies, and other documents via this course. 
• Complete Risk and Release and Export Control Forms for the Office for Global Engagement. These forms need to be completed for your Concur request to be approved.
• Complete the Final Steps listed in the "Final Steps" email you will receive. These steps include supplying the Office of Education Abroad with your personal emergency contact information, instructions for accessing insurance, information on the student orientation and course registration process, and other preparatory information. 
• Send invoices that need to be paid by wire and contracts from vendors that requires a signature to the Office of Education Abroad so that we can facilitate the payments through the Procurement Office. Faculty do not have authority to sign agreements or contracts on behalf of the University.
• Make program purchases that can be made with a Travel Card.

March - Time of Departure

• Prepare students by conducting site- and program-specific pre-departure orientation meetings. Advise students on purchasing flights and what to expect on their study abroad program. The Office of Education can, upon request, send a representative to answer questions at your pre-departure meetings.
• Review the emergency contact information that the Office of Education Abroad will send you one month to two weeks before your program departs. Make sure that you understand how to access the insurance and how to contact UVU in an emergency. 

Time of Departure

• Lead your study abroad program with students. Contact UVU if you need support from the University or in an emergency.

• Confirm with the Office of Education Abroad that all students have arrived safely to their study abroad destination.
• Keep receipts for all expenses. Itemized receipts are best.

Upon Return

• Confirm with the Office of Education Abroad that all students have either returned home or have continued travelling on their own.
• Respond to the post-travel survey link that the Office of Education Abroad sends to faculty
• Contact the Office of Education Abroad to help you complete a Concur reconciliation report to account for all expenses.

Strong Proposals Include

• Clearly and thoroughly laid out academic goals that are enhanced by the program site(s).

• Program directors that have strong ties to and familiarity with the program site. It is recommended that at least one of the program directors speaks the language of the host country.

• A thorough assessment of the risks involved in and associated with the countries visited and the specific program activities.

• A plan to assess the academic goals of the program.

• Program activities that provide opportunities for students to interact with people of different backgrounds, cultures and abilities.

• A detailed program-spending plan (with solid price quotes from providers/vendors) that covers the estimated costs of the program and maps accurately to the program itinerary. Both the spending plan and proposal should include solidly identified housing, classroom spaces and field trips.

• Courses that generally mirror courses taught on campus in terms of academic rigor. Elements of tourism are inevitable in study abroad programs, but the Office of Education Abroad is committed to facilitating international academic programming.

• A clear relationship to the sponsoring department. Program directors are full-time faculty in the sponsoring department (or an associated discipline), the program aims fit with departmental goals/priorities, and the coursework has been vetted and approved.

• A thorough and comprehensive pre-departure orientation plan that informs students of academic requirements, behavioral expectations, health and safety considerations, and living and travel arrangements.

• A student recruitment plan.

Recruitment Strategies

Classroom visits 

• Ask colleagues if you can come speak to their classes about the program.
• Request the Study Abroad Coordinator (via [email protected]) to facilitate a classroom visit. Even 5 minutes at the beginning of class can make a huge difference.

Department and College website – Feature your program to increase visibility.

Create a Facebook page– Social media is one of the best ways to connect with students and post updates.

Department Events – Is your department having a large scale event running multiple days/hours? Set up a table and talk to people. This is the best way to reach a large number of students in your target audience.

Department Advisors – Share program details and handouts with your department adviser(s). They have a great deal of contact with your students and can be a great resource!

Information Sessions – Hold multiple information sessions per semester to answer questions that students may have and give them an opportunity to meet who they would be traveling with.

Information Table – Set up a table by the library, dining halls or on the quad to hand out fliers and talk to students. Ask past participants to help staff events. Students love hearing from other students.

Listserv Blasts – Does your department have a listserv? Use it to email your students about study abroad opportunities. Ask to send out a message on other relevant university listservs.

Study Abroad Expo – Every semester, The Study Abroad Expo attracts hundreds of potential study abroad students! Make time to recruit at this event or send a representative on your behalf. Bring photos or a laptop to show a presentation of what the program is all about to get students excited! 

The Office of Education Abroad Services

The Office of Education Abroad serves as a central point of coordination for all UVU study abroad programs and provides the following services for Summer Faculty-Led Study Abroad Programs:

Program Development and Proposal Processing

• Faculty advising to develop program itineraries, budgets, and proposals
• Coordination of program proposal process including program course, budget, and logistical approval from Chairs, Deans, and the Office of Education Abroad
• The Office of Education Abroad provides guidelines and reviews program proposals and monitors program activity to help faculty program directors stay in compliance with university and government policies and law (including UVU travel policies 251 & 252).

Marketing & Advising

• The Office of Education Abroad provides each faculty-led study abroad program with the following marketing materials: Color program posters | Program flyers | Campus signage | Program webpage
• Study Abroad Expo coordination
• Advising services for students, Monday through Thursday 7:30 am - 5:30 pm and faculty, Monday through Friday from 8 am – 5 pm
• General marketing at university events such as freshman orientation and weekly info tables
• Classroom presentations to promote study abroad participation (upon request)

Student Application Processing

• Online student application process with faculty portal
• the Office of Education Abroad liaisons with the offices of Student Conduct, Cashier/Bursar, and Academic Standards to verify that accepted students are in good disciplinary, financial, and academic standing with the university

Financial Services

• The Office of Education Abroad’s central administration of Summer Faculty-Led Study Abroad programs allows for a discounted tuition rates for students (Not available for programs running in the Fall or Spring semesters)
• Coordination with the Office of Financial Aid & Scholarships and direct scholarship coordination and advising for specific scholarships (i.e. Nelson, Gilman scholarships)
• Budget development and management
• Coordination with the Travel office and Procurement Services to facilitate wire transfers and other program service purchasing, student billing, and travel card administration
• Faculty compensation administration based on course registration (Not available for programs running in the Fall or Spring semesters. Faculty running programs in these semesters will be paid directly by their departments as part of their regular load or as overload.)
• Post-program reconciliation

Academic

• Course section creation and student registration coordination with colleges and departments (Not available for programs running in the Fall or Spring semesters)
• Global/Intercultural University Distinction advising

Pre-departure Preparation and In-country Health and Safety Support

• Faculty consultation and orientation
• Online pre-departure international travel, health & safety, and culture orientation for faculty & students
• Scheduling support for program-specific orientations (upon request)
• Provision of international health, accident, and evacuation insurance for faculty and students on all programs
• 24/7 Emergency phone number and response for programs out in the field
• Liaise with the Office of Emergency Risk Management

Post Program

• Post-program student and faculty survey and assessment
• Faculty follow-up support to wrap up loose ends

UVU Travel Policies

Policy 251, Traveling on University Business

Policy 252, International Travel for Faculty, Students, and Staff