How to Develop a Faculty-Led Program

Proposal planning, approval, and submission

The faculty director assesses the need for a program and the potential for sufficient enrollments.

Faculty director informs the Education Abroad department of interest in faculty-led programming and the Faculty-Led Coordinator assigned to that college will schedule a meeting with the Faculty Director to discuss next steps.

Faculty director drafts a program proposal and preliminary budget with assistance from Education Abroad.

Education Abroad department convenes an implementation team meeting to review program proposal and budget and to discuss commitment of staff and finances.

• Team consists of college members (dean or dean’s representative, chair, faculty member(s), and finance officer) and International Programs members (Education Abroad faculty-led coordinator, IP finance officer, and others as appropriate).

Dean and chair give written approval for program implementation.

Preparation for a Global Learning experience

Faculty Director submits approved program proposal form and preliminary budget to Education Abroad.

Education Abroad and faculty director meet with WSU Risk Management Coordinator and Legal Counsel to review risk management and legal responsibilities and requirements.

Education Abroad and faculty director determine which vendors will be used and solicit bids. Once bids have been collected and reviewed, vendor(s) selected. At this time, new programs will be required to use vendors for Faculty-Led programming.

Finalize budget; budget certified by academic department and the Office of International Programs finance officers.

Education Abroad develops contract with vendor.

• Contract approved and signed by implementation team and WSU signature authority
• Education Abroad sends signed contract to vendor.

Education Abroad and faculty director develop marketing plan and determine if program will be marketed to non-WSU students.

Faculty director attends workshops on emergency preparedness, health and safety, financial procedures, and assessment of cross-cultural learning outcomes.

Recruit student participants

Education Abroad prepares program flyer, program poster, and student application.

Education Abroad assists faculty director with program promotion through class visits and information sessions, flyers and posters, department notices and website, Education Abroad Fair, and so on.

Students submit applications to Education Abroad.

If eligible, non-WSU students who wish to participate in the program apply to WSU as non-degree students and obtain a WSU ID number.

All students obtain passports.

Final details and communication with students

Applications close.

• Education Abroad and faculty director finalize program cost based on participant number and determine if program can go as proposed
• Education Abroad notifies implementation team of program status and final budget
• Faculty director selects students (at department’s request, Education Abroad can assist with student interviews)

Global Learning bills nonrefundable deposit and other program fees (not tuition) to student accounts according to schedule.

• Student payments deposited in Education Abroad account
• Education Abroad monitors student payments and notifies faculty director of outstanding balances

Vendor(s) invoices Education Abroad for program costs; Education Abroad uses program fees to make payments through WSU Travel Office.

Faculty director instructs students to make travel arrangements independently or, if group travel is arranged, to purchase tickets on schedule with group travel agent.

Education Abroad advises students on passports and visa acquisition, course approvals, and other preparations.

Faculty director holds program pre-departure orientation(s) with Education Abroad assistance as desired.

Students will be required to attend the Education Abroad Pre-Departure Orientation in addition to program-specific orientations with faculty.

Purchase airfare, secure travel advance, receive faculty notebook

If faculty airfare and expenses are to be covered by student fees, Education Abroad purchases faculty airfare and completes Spend Authorization so that faculty director can obtain travel advance.

Education Abroad holds orientation for faculty director(s) and distributes the Faculty Resource Packet.

Receive travel advance, pick up cell phone, have a safe journey

Education Abroad will remain in contact with faculty director to assist with problems or crisis management.

Turn in receipts

Faculty director(s) and/or logistics coordinator submit receipts and Travel Expense Voucher to the person who completed the pre-departure Spend Authorization (usually someone in the Fiscal Department of International Programs).

Evaluations

Education Abroad and faculty director evaluate program design, implementation, costs, and outcomes and prepare written recommendations for future programs.

Faculty director and Education Abroad discuss program evaluation with implementation team.

Education Abroad holds reentry programs for students.

Education Abroad provides students opportunities to work with Education Abroad office as peer advisors.

Faculty director may ask students to help with recruitment process for next program; Education Abroad will train students to develop and deliver high quality and accurate presentations.

It depends on the length of your contract at WSU, how your department determines summer salary for 9-month positions, and if this is a summer program.

If you are on a 12-month contract, you will not receive additional salary while leading a study abroad program.

If you are on a 9-month contract, you will receive a salary based on your unit’s summer session compensation model.

If you lead a program over an academic break (spring break, winter break, Thanksgiving), you will not receive additional compensation.

Faculty director expenses are considered part of the instructional expenses and are paid through tuition income or participation fees.

Faculty directors do not pay air fare or living expenses out of pocket.

Faculty directors are limited to per diem rates unless there are special circumstances that warrant pre-approved additional expenses.

As the program proceeds to the proposal phase, you will be working with your area finance officer, department chair, and dean’s office. You will be required to receive approval from your chair and dean prior to marketing your program and recruiting students.

The benefits of study abroad are almost innumerable. A few benefits include:

• Students become much more marketable
• Students gain cultural understanding, global perspective, and confidence
• Students learn how to interact with other cultures
• Students strengthen their foreign language proficiency
• Students builds critical thinking and problem-solving skills
• Students develop flexibility, creativity, and team-working skills

Find additional information at:

• How Studying or Working Abroad Makes You Smarter – Time, April 29, 2014
• 10 Great Reasons to Study Abroad – Institute of International Education, Nov. 14, 2017
• Why Study Abroad, Huffington Post, Oct. 10, 2013
• What Statistics Show About Study Abroad Students , Univ. of California/Merced
• What the Numbers Say about International Education, NAFSA, Jan. 25, 2017