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Kansas State University

IT’S A PARTNERSHIP:

THE ROLE OF THE STUDY ABROAD OFFICE, THE FACULTY LEADER, AND THIRD PARTY PROGRAM PROVIDERS

Study Abroad Program

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

Faculty Leaders

Faculty who choose to be involved in faculty-led group study abroad programming often make the commitment because they know that study abroad programs can significantly enrich a student’s undergraduate and graduate education. Group 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 group 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 group study abroad program is labor-intensive and truly a group effort. The faculty member enters into a partnership with the Study Abroad Program and Office of International Programs. Successful implementation also will necessitate that the department’s accountant work closely with Study Abroad Program’s accountant. Finally, in many cases, a Third Party Program Provider will work with faculty members to design and deliver the program.

It is helpful to articulate the role of the Faculty Leader, the Study Abroad Program, 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 group study abroad program at K-State.

The Study Abroad Program agrees to do the following:

  • Provide faculty with step-by-step information and handbooks on the administration of faculty-led programs, development and management of program budgets, and risk management and emergency procedures.
  • Provide information about and contact details for third party program providers who can assist faculty with various levels of logistical support.
  • Provide signatory approval for third party provider contracts, as required by the University Attorneys.
  • Assist faculty in developing a program timeline.
  • Assist faculty in developing a faculty-led program proposal and budgets in accordance with Office of International Program guidelines.
  • Create student payment schedule so participants will be aware of how much and when they have to make payments for their trip.
  • Assist 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.
  • Be available to assist with the design and production of publicity brochures, flyers, and posters.
  • Advertise to and inform students of your program during meetings, classroom visits, study abroad fairs, and other recruitment events.
  • Post program information the Study Abroad Program website.
  • Distribute publicity materials on campuses.
  • Answer student inquiries regarding the program itinerary, payment details, and health and safety, etc.
  • Liaise with the Division of Continuing Education to set-up the appropriate course(s) associated with the program to ensure 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 Financial Aid to confirm students’ participation in study abroad and create official student Cost Sheets so that students may adjust their financial aid need for the term.
  • Collaborate with the Office of Admissions to assist non-K-State students in applying to the university as non-degree seeking students.
  • Assist the Office of Registrar 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.
  • Distribute, collect, and process comprehensive student application materials as required by the University Attorneys and Office of International Programs.
  • Monitor the course approval process and enrollment.
  • Grant students permission to enroll in the course via ISIS and notify students when course enrollment is open.
  • Inform faculty of enrollment during recruitment period.
  • Create an organizational safe-keeping account, 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.
  • Collect, manage, and provide receipts for students’ program payments.
  • Receive and process third party program provider invoices and faculty travel advances so faculty leader does not have to completely rely upon personal funding and wait for reimbursement.
  • Process faculty 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 faculty program-specific compensation contracts.
  • Transfer student tuition dollars to academic department account to pay faculty salary or DRA (Development Reserve Account – used at department’s discretion)
  • May assist in booking group flights or provide referrals for companies which we have successfully worked with in the past.
  • Issue international health insurance to students and faculty as required by University Attorneys and the Office of International Programs.
  • Assist with pre-departure orientation, including information on health and safety, emergency contact information, international health insurance information, etc.
  • Provide faculty with copies of students’ study abroad applications, emergency contact information, and passport copies to have in the case of an emergency abroad.
  • Conduct program evaluation with students and faculty leader following conclusion of program. The Study Abroad Program carefully reviews program evaluations and makes improvements as needed.
  • Send faculty summary report of student evaluations following conclusion of program.

Faculty leading a group study abroad program should agree to do the following:

  • Work with the Faculty Services Coordinator to prepare a program proposal and budgets in accordance with Office of International Programs guidelines.
  • Present and obtain approval for program proposal and budgets by the department head, the college dean, and the Office of International Programs.
  • May send bid 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.
  • Design academic and professional aspects of the program
  • Work with Faculty Services Coordinator to design logistical aspects of program, including accommodations, transportation, cultural site visits, tours, lectures, etc.
  • 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 Program Fairs and other recruiting events.
  • Develop working knowledge of the Study Abroad Program’s student application materials and faculty leader handbooks.
  • Submit final itinerary to Study Abroad Program.  
  • Fly to the destination on the same flight as the students.
  • Teach courses while abroad and maintain the academic focus of program.
  • Serve as a guide, academic advisor, and responsible counselor to students while abroad.
  • Take appropriate action if participant becomes ill, is injured, or in the case of an emergency.
  • 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 to ensure that there is an appropriate paper trail: academic issues, student illnesses, K-State Student Study Abroad Code of Conduct violations, and steps taken in response to any and all emergencies or risks.
  • Promptly alert Office of International Programs and Third Party Program Provider of any concerns while abroad via phone, e-mail, or fax.
  • Assign and post academic grades on ISIS.
  • Submit all financial documents (receipts, ATM withdrawals, etc.) to Study Abroad Program within two weeks of return to ensure proper reimbursement.
  • Complete faculty leader program evaluation administered by Study Abroad Program.

The Third Party Program Provider typically does the following:

  • Meet with faculty leader(s) and Study Abroad Program 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(s) and Study Abroad Program.
  • Enter into written contract with K-State through the Study Abroad Program.
  • Assist with determining location(s) that will reinforce the academic focus.
  • May design and print brochure and other marketing materials.
  • Bill Study Abroad Program for program fees.
  • Conduct in-country student orientation and provides on-site information.
  • May arrange flights and airport transfers upon arrival and departure.
  • Arrange in-country travel and obtains transportation passes, if appropriate.
  • Evaluate accommodation options for health and safety of students. Organizes and oversees home stays or other housing arrangements for both students and faculty.
  • Rent classroom and office space and oversees educational equipment needs.
  • Arrange logistics for field trips.
  • Carry the necessary liability insurance for the destination country.
  • Implement health and safety measures on-site and assists with emergency management.
  • Evaluate program with faculty leader and the Study Abroad Program.  
  • Perform other miscellaneous duties.

As you can see, organizing and implementing a faculty-led group study abroad program overseas requires a great deal of work, but it is manageable. We are always happy to discuss the design and implementation of a faculty-led group study abroad program with you, so please give us a call at 785-532-5990, email rosered@ksu.edu or stop by Fairchild 304.

 

 

 

 

 

 

 

 

 

 

 

 

Resource used: Faculty-Led Programs Manual from Washington State University
http://www.ip.wsu.edu/education_abroad/documents/faculty/faculty-led-program-manual.pdf