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Faculty-led programs are among K-State’s best opportunities for students to discover the world and themselves. Like any standard academic course, though, they merit a good deal of time, effort, and care in preparation and execution in order to help ensure their success. That’s why we’re here: to help you build a unique and rigorous program for your students.
To get started, then, simply contact Education Abroad at abroad@ksu.edu or 785-532-5990 to set up a meeting with an Education Abroad Advisor. The Education Abroad staff are ready and able to share their professional expertise on international educational practices to make the most out of your faculty-led program. Prior to the meeting, please take a moment to acquaint yourself with the required proposal materials and be prepared to discuss these elements with your advisor. In addition, you may want to review our full Policies and Procedures for Faculty-Led Programs online.
As you consider your options, we recommend that you take a look at the following Seven Ps, or phases, that characterize the process of building, launching, and evaluating a strong program.
The Seven Ps of a Successful Faculty-Led Program
1. Plan
2. Propose
3. Proof
4. Publish
5. Promote
6. Pre-Departure
7. Post-Tour
1. P lan
Every faculty-led program comprises two main elements: a course and a study tour. As a result, you can begin to form the foundation of your program by first considering its academic merits and how the study tour adds value to the learning experience.
Course Student Learning Outcomes
Your SLOs should drive every aspect of your program—just like any standard course at K-State. Start with the goals of your course and department, then consider ways to globalize those aims. The Education Abroad Office recommends the following SLOs for all international programs:
- Building capacities for self-reflection and self-understanding
- Developing critical communication and thinking abilities
- Encouraging intercultural values and perspectives
Study Tour Logistics
Consider all of the logistics involved in an educational “guided tour” in another country, such as program length, location, and excursions. These elements may affect the total estimated cost of your program, of course, but at this stage, be open-minded and creative.
Departmental Fit
Start to seek departmental support for a faculty-led program. Does your department or college already have a similar program in place? If so, distinguishing your proposal in a clear way will help both programs succeed.
Student Interest
Will students be interested in your course and program? Is the course content and tour location going to be appealing to students? Who is your target audience? Be sure to think about ways to maximize enrollment and ensure the program can make.
Meet with Us!
Set up an appointment with Education Abroad. We can provide examples of past successful programs and point you toward the relevant resources to help you build your own.
2. Propose
Once you have an idea of what you want to teach, where you’d like to take students, and for how long, you should start to build your program with these basic proposal elements.
Proposal Form
You can start to document your proposal plans with our Proposal Form. The form contains several fields that call for specific information we need to build the course with Global Campus and in KSIS, along with recommended supplementary materials. Please meet with Education Abroad to discuss completing the proposal form, particularly the section pertaining to faculty leader travel expenses. Once you're ready to submit your proposal, be sure to gain the required signatures listed at the bottom of the second page, especially those of your department head and college dean.
Course Syllabus
Attach a full Course Syllabus to your Proposal Form. Don't forget to include your SLOs, a course description, assignments, textbooks, grading scheme, and any pre-departure and post-return on-campus dates.
Study Tour Itinerary
Also include a more detailed Study Tour Itinerary, with departure and return dates, site visits, excursions, and academic content. Feel free to include contact hours, as well, if you want to ensure that you're not including too much or too little overall content for the number of credits you wish to award.
Program Budget
Once you have some details on paper, work with your Education Abroad Advisor to start pricing out costs. The Program Budget includes columns for your travel expenses, student expenses (billed to KSIS), and student out-of-pocket expenses. Be sure to communicate with your Education Abroad Advisor if you have any outside funding sources, such as funds from your department/college, that you hope to use toward your personal travel expenses. To ensure accuracy of the program budget, it is generally ideal to meet with your Education Abroad Advisor on completion of the budget sheet.
Documentation
For the "big ticket" items--airfare, lodging, transportation, and excursions or admissions--attach quotes or estimates from websites, program providers, or cost estimates from program providers or travel agencies to corroborate the costs your Education Abroad Advisor will input into the Program Budget.
Rationale and Implementation Plan
Your Rationale and Implementation Plan is intended to help you articulate why you are proposing your program and how you will recruit students in your target audience. If your program is approved, you will be responsible for recruiting a minimum number of students for your program to be viable. Consider your marketing and recruiting strategy. Which specific student populations comprise your target audience? Will other faculty or staff help you promote the program? Let us know if you need some creative ideas. For additional ideas for marketing and recruitment, please review the Faculty Led Programs Marketing and Recruitment Toolbox.
Supplemental Information
Depending on the nature of your program, you may need to include other details, like contracts with third-party program providers or a waiver for driving abroad.
Deadlines
We recommend the following deadlines for your proposal submission to ensure adequate time for Proofing, Publishing, and Promotion:
| Course Term: | Proposal Deadline: |
| Fall Semester | December 1st of the Prior Year |
| Spring Semester | June 1st of the Prior Year |
| Summer Semester | September 1st of the Prior Year |
3. Proof
After you submit your proposal, Education Abroad staff will proof your program to ensure all of the necessary elements are included, the budget is solvent, and all policies and procedures are upheld.
Advisor Review
While the Assistant Director will oversee the review process, any one of our Education Abroad Advisors may work with you directly on your proposal. He or she will provide feedback about program details, budget issues, third-party contracts, or other elements.
Revision and Resubmission
The Proof process is a recurring one, with feedback that will help strengthen your proposal draft. This process may take several weeks to ensure all program details are clear and ready for final review.
Director Review
The Director of Education Abroad, with the support from the Associate Provost of International Programs will grant final approval of your program proposal.
4. Publish
Once approved, your program is ready to be published online for student access and recruitment. Education Abroad works with several campus units to build your course, collect applications, and grant enrollment permissions. After your program is published, we cannot increase its program fee nor make significant changes to the program's academic content.
Global Campus and the EIS Course Creation Process
All faculty-led study abroad courses at K-State are administered through Global Campus, with the oversight of Education Abroad. Your program's Education Abroad Advisor will build the course in the online EIS system using the details you provide in your proposal. The course will then enter an Approval process that ensures Global Campus, your department head, your college dean, and other campus units agree on the course's structure and format. During this process, you, your department head, and your college dean may specify your compensation agreement in the EIS system.
StudioAbroad and the Student Application System
Education Abroad uses StudioAbroad, the most common software program for education abroad in the United States, to facilitate online student applications for your program. Our staff will build your program's application, its accompanying brochure, and publish it for student access.
Application Deadlines
Students will need to submit their completed applications in StudioAbroad depending on the term you award credit for your program's course. We're happy to set earlier deadlines for your program if you so choose, but postponed deadlines may harm the ability of your students to apply for scholarships or financial aid.
| Course Term: | Application Deadline: |
| Fall Semester | April 15th |
| Spring Semester | October 15th |
| Summer Semester | March 15th |
5. Promote
Your program is now ready for promotion! Kick your Marketing Plan into gear and harness the power of campus units to gather the student interest you need. Use the Faculty Led Programs Marketing and Recruitment Toolbox for ideas to promote your program.
Faculty-Led Cards
Education Abroad can develop on your program's behalf a customized digital Faculty-Led Card with your program's key details. This card can be distributed electronically or printed for promotion.
Education Abroad Fairs
Check with your department of college regarding whether or not they host annual Education Abroad Fairs. These are excellent opportunities to set up a table and meet hundreds of interested students!
Application Commitment
Once your students complete their applications and submit them prior to the relevant deadline, your program's Education Abroad Advisor will request your approved roster of students. He or she will then accept those students you permit into your program, and they will have up to two weeks to commit their applications and consent to Education Abroad's Conditions of Participation for Faculty-Led Programs.
6. Pre-Departure
The deadlines have passed, as you have your minimum number of students--congratulations! Now prepare your students for the program of a lifetime!
Booking Program Expenses
You can begin to book logistics for your study tour as soon as you secure your committed group of students and your program is viable. Your program's Education Abroad Advisor can suggest travel agents or other providers for airfare and lodging, or you're welcome to begin working with your program accountant on submitting payments. The vendors you select can invoice the Education Abroad office before your program departs (assuming you have your committed group of students), and we recommend that you book as many elements as possible. We will bill students their tuition and program fees through KSIS and use those funds to cover program costs.
Enrollment Permissions
Your program's Education Abroad Advisor will grant permission in KSIS for your students to enroll. Take a moment to remind them that they still need to sign up for the course.
Host a Pre-Departure Orientation
We recommend that you meet with your students at least once prior to departure to build a learning community, discuss health and safety issues, go over your program's syllabus and itinerary, and finalize any logistical details. Education Abroad staff regularly participate in these events, if you would like our assistance; other campus units, like Lafene Health Center, are also happy to provide their expertise ahead of your study tour.
Collect Your Program's Cash Advance
For expenses that you cannot book in advance, like meals, your program accountants can provide you the remaining student program fees as a cash advance or on a declining balance SET card to be used abroad.
Go Abroad!
Have an amazing time with your students, and help them discover the world of your discipline--and themselves!
7. Post-Tour
Welcome back! Follow the learning process through with some final steps as you reintegrate back into campus life.
Reflection Meeting
International education studies indicate that programs are significantly more effective in their SLOs when students have a guided reflection process throughout and after their program. Consider scheduling at least one post-return meeting to reflect with your students on course content and the international experience--and celebrate your adventure together!
Grade Submissions
University policy asks for you to submit final grades within five business days of the final meeting of your course. As a result, you may want to leave some time after you return to Manhattan to grade--and recover from jet lag!
Settling Accounts
Be sure you keep receipts for all of your program expenses while abroad. These receipts, with your Program Budget, allow your program accountant to settle your program's account with the university.
Post-Tour Survey
Education Abroad will arrange a survey for you and your students as part of our wider assessment initiatives. Keep an eye out for it and encourage your students to contribute to our university's internationalization.