Kansas State University

IT’S A PARTNERSHIP: THE ROLE OF THE STUDY ABROAD OFFICE, THE FACULTY LEADER, AND THIRD PARTY PROGRAM PROVIDERS

Study Abroad Office

The Study Abroad Office is responsible for coordinating all faculty-led study abroad programs at Kansas State University. Faculty members wishing to design a faculty-led study abroad program are encouraged to contact the Study Abroad Office as early in the design process as possible. The Study Abroad Office will provide departments and faculty with assistance and support during all phases of program development and implementation.

Faculty Leaders

Faculty who choose to be involved in faculty-led study abroad programming often make the commitment because they know that study abroad programs can significantly enrich students’ undergraduate and graduate education. Faculty-led study abroad programs can be satisfying for faculty as well, not only because of the travel, but also because of the opportunity to provide a hands-on, exciting academic experience for students. The Faculty Leader’s role is crucial. He/she must design all academic aspects of the program, manage program logistics, and then implement a high-quality program that is managed responsibly from the standpoint of risk management.

Third Party Program Providers

More and more study abroad companies are collaborating with universities on the design of customized faculty-led study abroad programs. These Third Party Program Providers draw on their expertise and in-country staff, business contacts, and facilities (classrooms, residence halls, etc.) to assist with program design, logistics, and marketing as well as health and safety risk management.

WHO DOES WHAT?

Planning and implementing a faculty-led study abroad program is labor-intensive and truly a group effort. The faculty member enters into a partnership with the Study Abroad Office and the Office of International Programs. Successful implementation also will necessitate that the department’s accountant work closely with the Office of International Programs’ accountant. Finally, in many cases, a Third Party Program Provider will work with faculty members to design and deliver the program. In many cases, program providers can assume full responsibility for logistics planning and implementation (with directives from the Faculty Leader) and also provide comprehensive on-site 24/7 support to faculty and students.

It is helpful to articulate the role of the Faculty Leader, the Study Abroad Office, and the Third Party Program Provider. While every program is unique, this outline provides an understanding of what is involved in implementing a faculty-led study abroad program at K-State.

The Study Abroad Office agrees to do the following:

• Collaborate with the University Attorneys to ensure that faculty-led program policies and procedures are in full compliance with the State of Kansas’ laws and regulations.
• Collaborate with the Provost to ensure that faculty-led programs operate in compliance with the rules and guidelines mandated by the Kansas Board of Regents and Kansas State University.
• Keep abreast of current standards in international education as well as K-State policies and procedures.
• Maintain relationships with institutional partners abroad.
• Sponsor mandatory Faculty Leader Orientation, including information on health and safety, emergency protocols and response, international medical insurance, risk management, Counseling Services, Lafene Travel Clinic, etc.
• Direct emergency and crisis plans, including the 24-hour Study Abroad Office Emergency Phone Line.
• Provide the Faculty Leader with step-by-step information and handbooks on the administration of faculty-led programs, development and management of program finances, risk management, health, safety, and emergency procedures (these handbooks are available on the Study Abroad Office website).
• Supply all necessary forms such as student application materials, incident report forms, program evaluation forms, etc.
• Provide the Faculty Leader with information about and contact details for third party program providers who can assist faculty with various levels of logistical support.
• Provide the Faculty Leader with information about and contacts for K-State’s partner universities abroad.
• Assist the Faculty Leader in developing a program timeline.
• Assist the Faculty Leader in developing a program proposal and budgets in accordance with Office of International Programs guidelines.
• Create student payment schedule so participants will be aware of how much and when they have to make payments for their program.
• Assist the Faculty Leader in researching information on country-specific visas (if required by the host country), travel warnings and alerts as posted by the U.S. Department of State, and health information and immunization recommendations as outlined by the Center for Disease Control.
• Provide the Faculty Leader with information for visa processing service agencies and foreign consulates in the U.S.
• Provide the Faculty Leader with information concerning optional supplemental travel insurance.
• May assist in booking flights or provide referrals for travel agents and program providers which the Office of International Programs has successfully worked with in the past.
• Collaborate with the Controller’s Office in obtaining signatory approval for third party provider contracts, as required by the University Attorneys.
• Be available to assist the Faculty Leader with the design and production of publicity brochures, flyers, and posters.
• Assist the academic college, department, and Faculty Leader in strategically advertising to and informing students of the study abroad program during meetings, classroom visits, study abroad fairs, and other recruitment events.
• Post program information and include in the Study Abroad Office online program search wizard.
• Advise students about program information, application process, payment plan, financial aid process, scholarships, acceptance process, international medical insurance, etc.
• Distribute, collect, and process comprehensive student application materials as required by the University Attorneys and Office of International Programs.
• Review and screen student applicants; admit students into the program in consultation with the Faculty Leader; and send notice of official acceptance to students via e-mail.
• Distribute Third Party Program Provider paperwork to students and collect/return paperwork to the provider.
• Liaise with the Division of Continuing Education (DCE) to set-up the appropriate course(s) associated with the program to ensure that students receive the proper credit for the experience. Monitor the course approval process and student enrollment. Grant students permission to enroll in the course via ISIS and notify students when course enrollment is open.
• Liaise with the Office of Student Financial Assistance to confirm students’ participation in study abroad and to create official student Cost Sheets so that students may be eligible to request additional financial aid need for the program.
• Collaborate with the Office of Admissions to assist qualified non-K-State students in applying to the university as non-degree seeking students.
• Assist the Registrar’s Office and academic colleges and departments to facilitate the transfer of credit as appropriate.
• Liaise with the K-State Lafene Travel Clinic to offer health and safety information resources and services to students studying abroad.
• Issue international medical insurance to the students and the Faculty Leader as required by University Attorneys and the Office of International Programs.
• Provide assistance to the Faculty Leader for the student pre-departure orientation, including information on health and safety, emergency contact information, international health insurance information, etc.
• Monitor the DCE course approval process and student enrollment.
• Grant students permission to enroll in the course via ISIS and notify students when course enrollment is open.
• Create an organizational safe-keeping account for the program, which is less restrictive than a state account, enabling Faculty Leaders to have more flexible spending options and allowing cash advances, checks, and refunds to be processed in a matter of days.
• Handle monetary transactions, including collection of student program fees and disbursement of student funds. Provide students with receipts.
• Receive and process third party program provider invoices and faculty travel advances so that that Faculty Leader does not have to completely rely upon personal funding and wait for reimbursement.
• Provide the Faculty Leader with copies of students’ study abroad applications, emergency contacts information, and passport copies to have in the case of an emergency abroad.
• Assist the Faculty Leader in addressing student behavior, health, and safety issues.
• Process Faculty Leader reimbursements for costs which were not included in the travel advance.
• Process student refunds after program is complete, if not all estimated expenses were incurred.
• Manage the Faculty Leader’s program-specific compensation contract.
• Transfer student tuition dollars to academic department account to pay faculty salary or DRA (Development Reserve Account – used at department’s discretion).
• Conduct program evaluation with students and faculty leader following conclusion of program. The Study Abroad Office carefully reviews program evaluations and makes improvements as needed.
• Send the Faculty Leader a summary report of students’ program evaluations following conclusion of program.

Faculty leading a faculty-led study abroad program should agree to do the following:

• Develop working knowledge of the Study Abroad Office’s faculty leader handbooks and student application materials (all available on Study Abroad Office online program search wizard.
• Work with the Faculty Services Coordinator to prepare a program proposal and budgets in accordance with Office of International Programs guidelines.
• Participate in mandatory Faculty Leader Orientation, which will include information on health and safety, emergency protocols and response, international medical insurance, risk management, Counseling Services, Lafene Travel Clinic, etc.
• Direct emergency and crisis plans, including the 24-hour Study Abroad Office Emergency Phone Line.
• Design academic and professional aspects of the program.
• Verify academic integrity of the program, including any courses taken at a host institution abroad.
• Present and obtain approval for program proposal and budgets by the department head, the college dean, and the Study Abroad Office.
• Work with K-State Room Services to schedule classroom space for on-campus pre-travel and post-travel class meetings.
• May elicit bids to third party program providers.
• May negotiate with third party program provider on matters relating to contract and pricing, marketing of the program, on-site orientation, etc.
• Take primary responsibility for designing all logistical aspects of program, including accommodations, transportation, cultural site visits, tours, lectures, etc.
• Unless working with a program provider, consider designating a secondary leader who will travel with the group for the entire program. This can be another faculty member, staff member, or graduate student assistant.
• Coordinate on-campus classroom scheduling with academic department.
• Collaborate with academic college and department to designate a back-up Faculty Leader in case the original Faculty Leader is not able to lead/manage the group due to severe illness or emergency.
• Designate a local contact to lead and manage the group in the event that the Faculty Leader becomes incapacitated.
• Request vehicle (car, bus, boat, etc.) insurance policies for transportation that will be used in the host country. Submit this information to the Study Abroad Office.
• Work with the Study Abroad Office to review and approve all recruitment materials associated with the program.
• In partnership with academic college and department, take on primary responsibility for marketing the program to students and actively recruiting them to participate in it.
• Organize and make short classroom presentations in order to recruit students for the program.
• Arrange information meetings during the semester for students who are interested in the program or for those who have already completed an application.
• Participate in Study Abroad Office semi-annual Study Abroad Fairs and other recruiting events.
• Work with the Study Abroad Office to approve student applications through the online application system. Verify which students you approve to participate in the program. Direct students to appropriate visa service agencies.
• Submit the final host country itinerary that provides the in-country contact information for the faculty leader(s), program provider, accommodation(s) and transportation service(s) and flight itinerary to the Study Abroad Office two weeks prior to departure.  
• Update the Study Abroad Office of any changes to the program including dates, cost, credit, location, etc.
• In collaboration with the Study Abroad Office, conduct extensive pre-departure orientation for students.
• Conduct extensive on-site student orientation within the first two days in the host country.
• Conduct post-travel debriefing session with students.
• Fly to the destination on the same flight as the students. If the Faculty Leader’s arrival precedes the students’ arrival, the Faculty Leader must meet all of the students at the airport.
• Teach courses while abroad and maintain the academic focus of program.
• Participate in all group activities and excursions.
• Serve as a guide, academic advisor, and responsible counselor to students while abroad.
• Carry a functioning cell phone and share this number with the students, their emergency contacts, and the Study Abroad Office.
• Notify the Study Abroad Office immediately if a student arrives late to the program or leaves early for any reason.
• Liaise with the host university to solve problems and interpret local regulations and laws on behalf of the students.
• Monitor students’ conformance to K-State’s and the host university’s policies, standards of conduct, and local laws.
• Ensure that students are never left alone during the program.
• Take appropriate action if participant becomes ill, is injured, or in the case of an emergency.
• Address student behavioral issues as needed in collaboration with the Study Abroad Office.
• When risks arise, initiate risk management plan as appropriate while providing leadership and making decisions, clarifying risks to students, and providing options and choices as appropriate.
• Document the following items to ensure that there is a proper paper trail: academic issues, student illnesses, K-State Student Code of Conduct violations, and steps taken in response to any and all emergencies or risks.
• Promptly alert the Study Abroad Office and the Third Party Program Provider of any concerns or emergencies while abroad via phone, e-mail, or fax.
• Upon completion of the program, the faculty leader and students should request transcripts from the host university. Official, hard-copy transcripts must be sent to the Study Abroad Office within 30 days of the program end date.
• Validate academic credit upon return for any transfer credits awarded by the host university.
• Assign and post academic grades on ISIS within 5 business days of the end of the last official day of the course.
• Submit all financial documents (receipts, ATM withdrawals, etc.) to the Study Abroad Office within two weeks of return to ensure proper reimbursement.
• Complete Faculty Leader program evaluation administered by Study Abroad Office via e-mail.

The Third Party Program Provider typically does the following:

• Meet with the Faculty Leader and the Study Abroad Office during the design process to develop an understanding of the program goals and financial constraints of K-State and its students.
• Submit a written bid to the Faculty Leader and the Study Abroad Office.
• Enter into a written contract with K-State through the University General Counsel Office, the Controller’s Office and the Study Abroad Office.
• Assist the Faculty Leader with determining location(s) that will reinforce the academic focus of the program.
• May arrange flights and airport transfers upon arrival and departure.
• Arrange in-country travel and obtains transportation passes as needed.
• Evaluate accommodation options for optimal health and safety of students. Organize, screen, and oversee home stays or other housing arrangements for both students and faculty.
• Reserve and rent classroom space, office space, and educational equipment.
• Arrange and manage logistics for all aspects of the program.
• Carry the necessary liability insurance for the destination country.
• May design and print brochure and other marketing materials.
• Bill the Study Abroad Office for student program fees.
• Implement health and safety measures on-site and assist with emergency management.
• Conduct on-site student orientation and provide ongoing on-site support for the students and Faculty Leader.
• Evaluate program with the Faculty Leader and the Study Abroad Office.  
• Perform other miscellaneous duties.

As you can see, organizing and implementing a faculty-led study abroad program abroad requires a great deal of work, but it is manageable when we all do our part. The Study Abroad Office is always happy to discuss the design and implementation of a faculty-led study abroad program with you, so please give us a call at 785-532-5990, email rebm@ksu.edu or stop by 304 Fairchild.

Faculty-Led Study Abroad Programs

1. Academic Integrity: Study Abroad programming is a serious and meaningful academic enterprise consisting of college-level academic study. The program syllabus includes coursework and experiential learning. The program is taught in a manner that enables participants to connect with the foreign culture and society of the nation (or region) in which the program takes place. K-State’s Faculty-led Study Abroad courses must adhere to the same high standards of content, delivery, and assessment as courses taught on campus.
2. Cultural Integration: Strong programs facilitate participants’ integration into the host culture so that students engage with that culture and society at fairly sophisticated and complex levels and, by means of this connection, arrive at a deeper understanding of its people and culture.
   
   The course syllabus should incorporate some academic content relating to the host country, culture, economy, and history. From this integration and engagement, the participant should learn not only about the host country and region, but also about their home society and country. Perhaps most importantly, the process of integration and engagement will teach the participants a great deal about themselves as well.
   
   Without this academic integrity and cultural integration, participants remain merely tourists and, although tourism is sometimes educational, it is usually not “credit-worthy.”
   
   The program should have an explicit element that enables the participants to become, at least for a while, “residents of” and not merely “tourists visiting” the city and region where the program is located. We want to go far beyond “educational tourism;” one of our goals is to avoid giving participants the feeling that they are just passing through the society in which they find themselves. All education abroad programs - and especially short-term, faculty-led study abroad programs must find the means to enable participants to interact with and engage in the host culture. This is perhaps the principal challenge that short-term faculty-led study abroad programs face.
3. The Safety and Security of Participants: The safety and security of students and Faculty Leaders while they are overseas is critical. For this reason, K-State does not generally support programs to countries where a U.S. Department of State Travel Warning is in effect. If you would like to propose a program to country that has a U.S. Department of State Travel Warning, there are additional documents that our office will request, to help us determine the safety level of the location.
   
   Additionally, because emergencies can occur anywhere in the world, each Faculty-led Study Abroad Program must adhere to the Study Abroad Office and K-State’s Emergency Preparedness Protocols. For detailed information, please review Conducting a Safe and Healthy Program, which is available on the Study Abroad Office website. Also, please visit the K-State Office of Student Life website at:
4. Fiscal and Budgetary Responsibility: We recognize that many students face considerable financial pressures in completing their studies at K-State and that a study abroad experience may create additional financial burdens. The Study Abroad Office and the Faculty Leader work together to keep the costs for Faculty-led Study Abroad programs at a reasonable amount. When developing a program, Faculty Leaders should strive to find a balance between fiscal responsibilities, logistics, and academic content, to maximize both the opportunity for student learning and the opportunity for participation by students who rely on financial aid to fund their study.
   
   Proposals for new faculty-led study abroad programs must present evidence that they will provide the highest quality program in the most fiscally conservative and cost effective manner. All program budgets should include a minimum 5% contingency fee (per person) to act as a cushion for unexpected expenses. Funds expended for faculty-led study abroad programs are carefully monitored and accounted for, and each Faculty Leader is expected to reconcile an expense report immediately upon returning to the United States.
5. The Needs of the Student: One of K-State’s goals is to increase the number of K-State students studying abroad each year. To do this, the University seeks to provide students with programs (short-term, semester, and year-long) that reflect the academic strengths of the institution. K-State seeks to offer programs that appeal to students in all departments and to students at the Manhattan Salina, and Olathe campuses.
   
   In developing new programs, Faculty Leaders and departments should place a priority on proposals that demonstrate explicit support of these principles. Rather than duplicating opportunities that already exist on campus (especially in terms of location and content), Faculty Leaders should look to augment and complement the existing curriculum. In this way, students will have an even stronger academic degree.
   
   Additionally, the Faculty Leader must be prepared to provide a high level of personal support – significantly higher than on the home campus – for the participants, many of whom will be traveling outside the U.S. for the first time, are in need of a higher level of care.
6. Appropriate Orientations: The students should not arrive in the host country ignorant of things that they need to know in order to understand the host culture and its people. An orientation for a faculty-led study abroad program is best viewed as an ongoing process, starting well in advance of departure and continuing throughout the program and even upon the students’ return to campus, if possible.
   
   To prepare the students adequately for living and studying abroad, the program proposal should include provision for a substantive orientation program that includes the preparation of an orientation handbook and pre-departure and on-site orientation components. The Faculty Services Coordinator is available to assist the Faculty Leader in conducting a pre-departure orientation for students.
7. Likelihood of Success: The proposed program should provide evidence of a convergence of factors that increase the likelihood of success for the program. The Faculty Leader should identify a topic of relevance, an adequate pool of students on which to draw, and an appropriate location for the program. For detailed information, please review Tips for Recruiting Students, which is available on the Study Abroad Office website.
8. Reasonable Faculty/Student Ratio: Successful programs rarely will have a faculty/student ratio greater than 1/20.
9. Inclusion of Local Faculty: If the size of the proposed requires additional instructors, the Faculty Leader may want to consider hiring additional instructors from the host country. Local faculty or guest lecturers from the host county/host institution can provide new viewpoints or insights, as well as giving students another opportunity to interact with host nationals.
10. Language Programs: For program designed to improve students’ foreign language skills, additional characteristics of success include:
    + The professors in the host country who teach the language courses are native-speakers of the language they teach.
    + In addition to language study, opportunities are made available for students to study the culture, society, history, or contemporary politics of the country.
    + Program length is a minimum of 6 weeks.
    + Language classes enroll no more than 10 students per section and are offered at various skill levels.
11. Multiple Site Programs: For faculty-led study abroad programs that involve multiple sties, additional characteristics of success include:
    + The program balances the desire to provide an overview of several cities or countries with the need for an in-depth experience in each location and utilizes an itinerary that neither exhausts the participants or the Faculty Leader, nor inflates the cost of the program unnecessarily.
    + Since accommodations for faculty-led study abroad programs are generally in hotels, hostels, or bed and breakfast settings, the program should provide additional opportunities for participants to have contact with the residents of the countries visited.

This is the ideal timeline for a faculty-led program: 18 months start to finish:

Approval Process: 18 months in advance of program departure

• Faculty Leader (FL) assesses the need for a program and the potential for sufficient enrollments.
• FL informs Faculty Services Coordinator (FSC) in the Study Abroad Program of interest in faculty-led programming and receives introductory materials
• FL drafts Program Proposal and preliminary budget with assistance from FSC.

Development Process: 12-16 months in advance of program departure

• Faculty Leaders (FL) submits finalized Program Proposal form and budget to the Faculty Services Coordinator (FSC).
• FSC and FL finalize a student payment plan.
• FSC will notify FL when the program proposal has been approved.
• FSC completes Division of Continuing Education (DCE) course information sheet, which is then submitted to DCE for approval. Once DCE approves the course, it will be posted on the K-State website.
• FSC and FL develop a marketing plan.

Recruitment Process: 6-12 months in advance of program departure

• The Faculty Services Coordinator (FSC) prepares program brochure.
• FSC assists Faculty Leaders (FL) with program promotion through a program brochure, website announcement, and the annual Study Abroad Fair. 
• FL coordinates classroom visits, information sessions, department listserv announcements, brochure distribution, etc.
• Students submit application along with their first program payment to the Study Abroad Program (304 Fairchild Hall).
• Non-K-State students who wish to participate in the program may apply to K-State as non-degree students.
• FSC will notify FL via e-mail when the DCE course has been officially set-up
• All students should obtain passports.

Student Logistics: 3-6 months in advance of program departure

• Faculty-Led Accountant (FLA) monitors student payments and notifies Faculty Leaders (FL) of outstanding balances.
• Students submit second program payment to Study Abroad Program.
• If applicable, Third Party Program Provider (TPPP) invoices the Study Abroad Program for program costs. The Faculty-Led Accountant utilizes program fees to make payments on behalf of the group.
• FSC submits Student Cost Sheets to the Office of Student Financial Assistance.
• FL instructs students to make travel arrangements independently or, if group travel is arranged, to purchase tickets on schedule with group travel agent.
• Students contact the K-State Foreign Travel Clinic and share health concerns and request information on immunizations.
• Students enroll via ISIS in study abroad course
• FL holds program pre-departure orientation(s)
• Students apply for financial aid

Faculty Logistics: 2 months in advance of program departure

• Faculty Leader (FL) confirms all arrangements and reservations
• Balance of student program fees due to the Study Abroad Program - these must be collected no less than 2 months before departure.
• FL requests travel advance from Faculty-Led Accountant (FLA)

Pre-Program Open Doors Evaluation: 1 month in advance of program departure

• Students complete pre-program Open Doors electronic evaluation (administered by the Study Abroad Program)

Last Minute Procedures: 1 week in advance of program departure

• Faculty Leader (FL) and students register with the U.S. Department of State.
• FL obtains cash advance from Faculty-Led Accountant (FLA).
• Students pay tuition/fees to K-State

Program Takes Place

• Faculty Services Coordinator (FSC) remains in contact with Faculty Leader (FL) and is available to assist with problems or crisis management.

Grade Submission

• Grades due approximately one week after the last day of the course on ISIS.

Program Concludes: 1-30 days after conclusion of program

• Faculty Leader (FL) submits receipts and travel expense log to Faculty-Led Accountant no more than 30 days after the end of travel.
• FL hosts debriefing session for students.

Program Evaluation Process: 1-3 months after conclusion of program

• Students complete post-program Open Doors electronic evaluation (administered by the Study Abroad Program)
• Students complete the K-State Study Abroad Program’s electronic evaluation for faculty-led study abroad programs (administered by the Study Abroad Program)
• Faculty Leader (FL) completes a short program evaluation (administered by the Study Abroad Program)
• Students are encouraged to join Study Abroad Mentors, International Buddies, and other programs coordinated by the Study Abroad Program
• FL may provide student(s) opportunities to work with FL in recruitment process for next program.