DATE:            June 6, 2008

TO:                College Deans, Department Chairs, and FAU Faculty

FROM:           Catherine S. Meschievitz                     
                      Director, Office of International Programs (OIP)

SUBJECT:  Call for Proposals for Study Abroad Programs in 2008-2009:
Proposal Development Advice Session  - Thurs.  July  24, 2008
Proposal Application Deadline               - Tues.   Sept   2, 2008

The Office of International Programs (OIP) at Florida Atlantic University invites applications from FAU faculty for new or recurring Study Abroad Programs (SAP) for Academic Year 2008-2009 (including intersessions and Spring Break 2009). Proposals should be sent to OIP by the close of business Tuesday, September 2, 2008.  

OIP will offer faculty interested in developing a new study abroad program in 2008-2009 a proposal development advice session on Thursday, July 24, 2008 from 10:00 am to 11:30 am in SU 113. All new faculty leaders are particularly invited to attend. For further information on this practical “how to” session or to RSVP, please contact Tania Tucker Kraus at 7-3227 or trtucker@fau.edu.

Proposal Instructions:

1.      SAP development is initiated by a member of the FAU faculty.  Faculty are encouraged to work closely with OIP as early as possible in the process, to take advantage of OIP expertise and experience in SAP development and management.  Complete guidelines and forms for SAPs can be found at www.fau.edu/goabroad.

2.      Faculty planning to develop a new SAP or to repeat a SAP should also notify his/her department chair and college dean of their plan, to get their input and advice. Department chair and college dean approval of the final SAP proposal is required by the stated deadline noted above.

3.      The proposing faculty member normally serves as the SAP leader and as the instructor of record in the course under which the proposed program is to be offered. If two faculty members plan to teach on the program, one faculty will be designated as the lead faculty.

4.     Faculty should follow the SAP guidelines located at  www.fau.edu/goabroad.  OIP will discuss the submitted proposal with the SAP faculty leader and review the proposal for its financial and technical feasibility.  Special attention will be given to the targeted location and academic program, the budget and its effectiveness, recruitment strategies  and likely interested student audiences, and contingency/emergency plan.  The proposal may be sent back to the faculty member for revision if necessary, and then returned to the OIP. Any significant changes must be reapproved by the chair and dean.  

5.      OIP will facilitate final approval of all new or repeating SAPs by the Dean of Undergraduate Studies and the University Provost.  Final campus approval is anticipated no later than mid-October 2008.

6.      OIP will manage the SAP application process for all SAPs, maintaining all paperwork and regularly updating program leaders and the college dean’s office on SAP enrollments and other relevant information.  Particular attention will be paid to the viability of programs, based on enrollments, as the academic year progresses.  OIP will work with faculty to promote the programs for student recruitment.

7.      OIP will establish with the program leader, the sponsoring department(s), and the college dean's office appropriate timelines for program cancellation deadlines, if enrollments prove insufficient.

If you have questions regarding a SAP for 2008-2009 please do not hesitate to contact OIP. We are eager to help all FAU faculty and colleges create outstanding international learning opportunities for our students.  

cc:       Tania Tucker-Kraus, Senior Coordinator of Academic Programs, OIP
            Dawn Harris Wooten, Coordinator of Academic Programs, OIP
            Edward Pratt, Dean of Undergraduate Studies

Guidelines For FAU Faculty-led Study Abroad Programs (SAPs)

Updated May 2008 By The Office Of International Programs (OIP)

I. ACADEMIC ISSUES

1.1 Study Abroad Program (SAP) - A SAP consists of university-credit course(s) taught abroad for a period of time, led by an FAU faculty member.  SAPs can range from one week to an entire semester, and can take place in intersessions during the academic year, spring break, and all summer sessions.  Faculty may also arrange for a short international program of one week during a regular semester (fall, spring, summer) when the SAP is linked to an ongoing course taught the rest of the time at an FAU campus.  SAPs may have classes or Internet sessions before and/or after the period spent abroad.  All SAP participants must register at FAU for the course(s) taken abroad, and must pay applicable resident or nonresident tuition to FAU for the classes taken.  Non-FAU students or adult learners must register for a minimum of one credit in order to participate in an FAU SAP and are subject to admission by the SAP leader and OIP.

1.2 Course(s) - The course(s) offered during the Study Abroad Program, SAP, are proposed by FAU faculty members and approved by the faculty member’s Department and College.  The syllabi of the course(s) should integrate the overseas travel with structured academic activities designed to enhance student learning. Faculty planning a SAP should remember that a one-credit course requires 15 instructional contact hours of class work or appropriate substitution of field activities and research papers.

1.3 Grading - The faculty member decides on the course(s) grades for students who are enrolled. In many SAPs, participants are required to submit written work such as a project paper. “Southern Association of Colleges and Schools (SACS) Criteria for Accreditation” relating to credit-hours establishes that students must have at least one calendar week of reflection and analysis for each contact-hour of credit. In other words, final assignments cannot be due in less than three weeks for a three-credit course.

1.4 Program Leader - The faculty member leading the students on the SAP for the course(s) overseas is the Program Leader.   If two faculty are teaching on a single program, one shall be designated the lead faculty.

1.5 Program Location - The faculty member proposing the SAP selects the location(s) in consultation with OIP and personal and institutional contacts at the proposed site(s).  FAU currently does not approve undergraduate travel to a country where there is a U.S. State Department travel warning  (http://travel.state.gov/).

1.6 Student Evaluations - The OIP SAP Evaluation form will be sent by OIP directly to the students upon their return. The results will be shared with the Program Leader. 

II. ADMINISTRATIVE ISSUES

2.1 SAP Proposal Process - A SAP Proposal should be prepared and submitted to the OIP as early as possible, but no later than the stated deadline for the forthcoming academic year and subsequent summer sessions.   OIP provides a checklist of the items needed in a proposal, including but not limited to the syllabus, budget (can be estimated), travel plans, description of on-site instructional and housing sites, and orientation plans.  Proposals must be accompanied by a proposal cover sheet signed by the lead faculty member, department chair, and college dean (or dean’s delagee).  OIP will process the SAP proposals and secure FAU campus approval from the Provost’s Office in a timely manner so recruitment can proceed.

2.2 Recruitment and Advertising – OIP will work closely with the SAP faculty leader to develop advertising for the program, once approved.  All advertising should include a statement that fees, dates, courses and number of credits to be offered are subject to change.  It should also note that tuition is paid to the FAU Cashier at regular resident and non-resident rates.  Faculty leaders are responsible for actively recruiting students to their program; OIP will assist the faculty in recruitment activities throughout the fall and spring semesters.

2.3 Contingency/Emergency Plan - The Program Leader will submit to the OIP a detailed contingency plan in case of emergencies and information on hotels and sites where he/she can be reached. The Contingency/Emergency Plan should anticipate how to proceed in case of a travel, medical, or personal emergency abroad.  The OIP emergency phone line (561-716-7218) will be included in the plan and it will also designate a desired order in which at least three FAU administrators are to be contacted in the event that the Program Leader or a member of the SAP becomes incapacitated while away from FAU. Copies of the Contingency Plan will be provided by the OIP to all SAP participants at the pre-departure orientation.

2.4 Disruptive Behavior - Students are required to follow the direction of the Program Leader while on the SAP. Sometimes students engage in behavior that may prevent other students from achieving their educational goals on the SAP. This might involve noisy behavior late at night in the place of lodging or problems related to alcohol abuse. The Program Leader should consider how such a problem would be handled in a class on the home campus in attempting to prevent a recurrence. The Program Leader can call the OIP emergency number 561-716-7218 for staff on call.  They may also call Director Dr. Catherine Meschievitz at 1-561-297-1039 for assistance, or send her an email at  cmeschie@fau.edu.  

2.5 Overseas Contact - It is not essential that SAP’s go to locations where FAU has an overseas contact, such as an institution with which FAU has an agreement. However, in these cases local arrangements can often me made much more easily.  OIP can advise on this aspect of program design.

III. FINANCIAL ISSUES

3.1 OIP Auxiliary Account - The Program Leader is required to use the OIP Auxiliary  Account for their SAP, which allows OIP to handle the financial management of the SAP.  Students will be instructed on how to pay FAU/OIP for the relevant program fees for the program they have chosen.   In addition, students will always pay tuition to the FAU Cashier directly.  Faculty will be assisted in all aspects of program fiscal affairs, following procedures established by the FAU Controllers Office.

3.2  Other Arrangements - Departments or Colleges sponsoring short study tours (i.e. 7-10 days only) may opt instead to deposit such payments in their own accounts.  Colleges using their own accounts are responsible for all associated financial transactions and accounting.  All SAPs managed directly by a department or college must still be approved and processed in the same manner as other SAPs, and all students must complete and sign the OIP application packet and pay the applicable OIP administrative/insurance fee.

3.3 Budget and Program Costs - The SAP Budget Sheet should be completed and attached to the SAP Proposal.   Faculty are encouraged to meet with OIP staff as early as possible to do a draft working budget, to project the financial feasibility of the planned program.  In projecting the number of travelers, the Program Leader should be conservative.  An OIP budget template will guide the faculty on the items and costs to be likely to be needed over the course of the program.  In some cases, some or all of the expenses from the OIP Auxiliary account may be paid to a travel agency, airline, or SAP provider.  OIP will advise the faculty on the range of required and optional processes to be used for paying bills overseas.  Any surplus remaining at the end of the SAP must be returned to the OIP Auxiliary account (when being used). Remaining funds will be pooled in OIP as a contingency and development fund for existing and new SAPs, to be allocated by the OIP director in consultation with appropriate program leaders and deans.

3.4 Faculty Pay - Faculty stipends for the courses offered in a SAP are paid by the department and college offering the course for credit.  The department and the college have agreed to cover the costs of the faculty teaching when they submit the SAP proposal for review and approval, subject to adequate enrollments to allow the SAP to proceed.   

3.5 Faculty Travel Expenses - These expenses (e.g. airfare, lodging, reasonable food) are normally covered by spreading the cost over the other travelers.  Family members accompanying a faculty leader are personal costs and may not be included in the costs of the program.

3.6 Financial Aid - Students may use financial aid to defray SAP costs. Students going overseas during the summer term must complete a FAU Summer Aid application which is a separate application from the FAFSA/Financial Aid Application that covers the regular academic year. The application deadline for summer financial aid is usually around February 1. The application must be submitted online through the MYFAU student account. Students should complete and submit the application early because summer funding, other than student loans, is limited and quickly exhausted. Once the student has filed the application and is “in the system”, he or she should bring a copy of the award letter to the OIP. If needed, OIP staff will prepare a memo to the Student Financial Aid Office certifying the cost of the SAP that has been selected by the student. Financial aid is usually not disbursed until about three weeks after a term has begun. This may create cash flow problems for a SAP participant. Students should not rely on financial aid for fronting costs, but rather as a way of reimbursing study abroad expenses already covered by the student.

3.7 Receipts - A cash advance may be provided to the Program Leader to cover expenses while on the SAP. A receipt book (provided by OIP) and an expense diary are needed to   keep track of expenses. A summary of travel expenses itemized by type and supported by receipts with dates must be presented to the OIP to account for the cash advance.  Daily international exchange rates must be used to help tally the costs of the program.  Any surplus money must be returned also at this time. The SAP reconciliation must be turned into the OIP within TWO WEEKS of returning to the U.S. since the cash advance must be cleared with the Controllers Office within 30 days of the end of the program.

IV. PRE-DEPARTURE AND TRAVEL ISSUES

-Unofficial transcript

-Copy of the picture page of passport

-Email address the student will check while traveling
-Students wishing to audit a course should submit with application evidence of permission to do so from the Program Leader.

The Program Leader needs to provide the following information:

-Faculty Emergency Contact form
-Faculty Release form

4.2 Pre-departure Orientation - A pre-departure orientation must be held, even if all travelers cannot attend. During the orientation, the Program Leader along with an OIP staff member (if scheduled during normal working hours) will discuss the course syllabus, itinerary, grading procedures, personal safety, local culture, students’ rights and responsibilities, emergency contacts, meeting points, visas, appropriate dress, and behavior during the travel and overseas activities. The Program Leader will prepare an orientation guide and submit it to OIP for review an additional suggestions.

• Students should be informed about the State Department Travel site (http://travel.state.gov/). This contains relevant “headlines” and information about the countries to be visited on the SAP. The site provides details of any travel warnings and a Consular Information Sheet which has information on visa requirements, safety and crime, health facilities, appropriate clothing and the location of the U.S. Embassy.

• Students should be informed about the Center for Disease Control site (http://www.cdc.gov/). The spotlights on the site contain articles of interest. Below this link there is a further link labeled "Travelers." Students should be told to follow this link if they have any questions. There is also a link called Traveler’s Health. Students should click on this link and enter the region of the world where they are traveling.

• Students should be informed of the benefits regarding the International Student ID Card (ISIC) that is included in the study abroad application fee, which contains evacuation and repatriation insurance and an emergency worldwide toll free number (www.isicus.com). Non-degree seeking students are required to purchase an insurance policy containing evacuation and repatriation equal to the ISIC.

• Students should be informed of procedures for making telephone calls when overseas. They can be informed about services that enable them to call home by dialing a local number while abroad and billing their home telephone or a credit card. This service is offered by long distance telephone companies such as AT&T (AT&T Direct): http://www.consumer.att.com/global/english/away/directservice.html. The same company that provides the International Student Identity Card is only one of many other providers selling long distance minutes in advance of travel: https://www.myisic.com/MyISIC/Travel/Main.aspx?MenuID=5003.

• Students and Faculty may call the FAU emergency number from overseas in case of an emergency while traveling.  The telephone number is 1-561-716-7218 and is manned by an OIP Staff member during off business hours.

• International students should be informed that they may need to contact the Office of International Student and Scholar Services, OISSS, to obtain appropriate travel authorization. Non-U.S. citizens must consult with OIP on obtaining a visa for the proposed overseas locations. The OISSS telephone number is 1-561-297-3049.

• If the Program Leader carries a cellular phone on the trip or there is a local emergency contact, this information should also be provided at the Pre-departure Orientation. In some cases, there will be an Assistant Program Leader whom the students can contact if they cannot reach the Program Leader while on the trip. The Program Leader is responsible for the SAP group and should be on call for the students at all times. The program leader should supply OIP with their overseas cell number within 24 hours of arrival.

• Students also need to know the cancellation and refund policy for the SAP. All policies are outlined in detail in the OIP application form which students must read, acknowledge, and sign. Typically, students will be refunded most unexpended monies if the SAP is cancelled. There is also a date close to the point of departure beyond which students may not drop out from the SAP and obtain a full or partial refund. This date is set by the Program Leader. Often, funds must be expended prior to departure to guarantee lodging or airfares.

4.3 TAR - OIP will prepare  the FAU Travel Authorization Request (TAR) for the Program Leader and other FAU teaching staff prior to travel. The TAR certifies that the Program Leader(s) are on official university business for insurance and legal purposes.  The Program Leader will be able to obtain a travel advance of the money encumbered by the TAR equal to 80%. To do this, the Program Leader must sign an Application for Advance on Travel Expenses with OIP. The Travel Desk in the Controller’s Office will only accept this form for processing ten days before the date of travel. The travel advance will be direct deposited into the program leader's bank account two to three days prior to the date of travel. (Program leaders of short study tours managed by their college will work on TARs with their college financial offices.)

4.4 Travel Arrangements – The Program Leader is responsible for making appropriate arrangements for his/her travel and the group excursions. Staff at the OIP will provide assistance.  It is not required that FAU's  campus travel agency make the travel arrangements, but they must be consulted on the planned travel itinerary for a quote. Most SAPs use more specialized student travel agencies. A travel agency  that specializes in student overseas travel is http://www.statravel.com/index_secondarv.asp.

V. Available Forms (on OIP web site under "Forms for Faculty")

- SAP Proposal Cover Sheet -pdf

- Budget Sheet -pdf

- Itinerary -pdf

- Checklist -pdf

- Student Application Packet -pdf

- Program Leader’s Release and Assumption of Risk Agreement -pdf

- Program Leader's emergency contact info (to be submitted prior to departure)

- Pre-departure orientation guide for students (to be distributed at pre-departure orientation)