Faculty - Plan a Course Abroad

FLPA Process Timeline

For New Course Development

12 – 18 months prior to departure date

• Faculty Director (FD), CE and OIE review need for course and the potential for sufficient student enrollment (review availability of current FLPA courses for viability, marketability, similar courses, geographic location)
• Faculty receive a copy of FLPA Proposal Form
• Faculty submit FLPA Course Proposal with appropriate approvals to OIE (due dates follow deadlines listed below) (Repeat courses begin the process here)

FLPA Proposal Deadlines: (with Department Chair and sponsoring Dean approvals & support)

Course term	Deadline
Fall	January 15
Winter	May 15
Spring	May 15
Summer	August 30

Development Process

After Faculty Led Program Abroad Proposal has been approved

• FD & FLPA coordinator finalize budget; budget certified by CE and program fee established
• Chart string established
• Marketing plan established and implemented
• Travel logistics initiated—vendor contracts established

Recruitment Process

4–6 months prior to departure date

• FD promotes class through informational sessions, posters, websites, OIE study abroad fair, fliers and posters, classroom visits, department notices etc.
• OIE submits program fees for accepted programs to Student Financial Services

Student Acceptance/Registration Process

Class should be filled no later than 2 months before departure

• FD selects students
• Students complete the "Registration Packet" and return with non–refundable deposit to OIE by set deadline.
• Appropriate flights are identified.
• Students enroll via BANNER in course and are charged balance of program fee and tuition
• Students obtain passports
• FD advises students on visa acquisition
• Student visits to Travel Clinic

Pre–departure Process

1–2 months prior to departure date

• All Faculty and TA attend a mandatory health and safety/risk management workshop for faculty leaders organized by OIE and Continuing Education
• Final course itinerary submitted to OIE
• Pre–payments to TPP (Third Party Provider) utilizing programs fees
• Pre–departure orientations with students are held
• OIE completes Travel Authorization and Cash Advance requests using PeopleSoft.
• Faculty registers students with State Department

1 week prior to course departure:

• Cash advance picked up at Cashier's office by faculty member
• Final course rosters & SOS cards issued

Program Takes Place

• FD keeps in contact with OIE/CE and alerts UVM of any problems or crisis following the emergency response protocols document.

Post Program

Within 15 days of return:

• Complete listing of receipts submitted to OIE no later than 15 days upon return for reconciliation
• CE will facilitate student evaluations via Survey Monkey and review with FD
• FD will be asked to complete a questionnaire via Survey Monkey

Leading a program abroad is much more than just teaching a class. Read this information to find out more about the obvious and not–so–obvious tasks related to being a Faculty Director.

What are my responsibilities as a faculty director?

(at a glance)

Pre–departure

• Complete the FLPA Course Proposal Form and obtain signatures of approval
• Program planning and budget creation
• Arrange program logistics
• Recruit and accept students
• Attend health and safety/risk management workshop with OIE/CE
• Hold at least 2 pre–departure meetings with all students

While abroad

• Hold an on–site orientation
• Keep track of student arrival and departure
• Assess/address student behavior
• Uphold the academic integrity of your program
• Be vigilant of student health and safety
• Keep in touch with the Office of International Education

Post program

• Encourage students to complete student evaluations facilitated by CE
• Tally and report grades
• Complete a program review
• Work with OIE to reconcile your budgets
• Plan for potential future program

You're not going it alone. The Faculty–Led Programs Abroad Team is here to help you from nurturing your idea, to planning your program, to making adjustments while you're abroad, to eventually reviewing your program upon return.

How do OIE and CE support your programs?

Pre–departure

• Review proposed programs
• Meet with faculty to discuss in detail the program, itinerary, and logistics
• Assist in budget and program fee development
• Help with recruitment through info sessions, website, and study abroad fairs
• Provide Student Financial Services billing information for students requesting financial aid.
• Advise students on study abroad in general, helps direct students to specific programs based on interest, major or minor and discusses other issues related to the study abroad experience.
• Develop, distribute, and process student registration packets and waivers
• Distribute pre–payments for transportation, housing, facilities, sightseeing activities, cultural events, etc
• Process travel authorization and cash advances
• Provide Faculty with packet containing student health and emergency contact information, health insurance information, SOS International Cards, and passport copies.
• Offer a mandatory health and safety/risk management workshop
• Preparation with Faculty for student pre–departures

While you're abroad

• Assist in emergencies
• Assist in problem–solving unexpected situations, including judicial issues

Post program

• Conduct student evaluations
• Debrief with faculty
• Aid in reconciling cash advance and program budgets
• Plan for future programs

CUPS (Community– University Partnerships and Service Learning)

Thinking about incorporating a hands–on community–based project into your course, or having your students do research with the community you'll be visiting? If so, consider consulting with the CUPS office. From faculty training to incentive grants, curriculum consultation, and their TA program, CUPS provides a wealth of support for engaged programs. You may view their website.