Skip to content

Faculty-led Program Proposals & Renewals


This page is under construction. (12-22-19)

This page contains general information about proposing and renewing faculty-led study abroad programs.

Proposals for New Programs
The deadline for faculty to propose a new spring break or summer 2021 program is Friday, April 3, 2020.
Approved proposals submitted in April 2020 for 2021 programs are valid for a 3-year cycle through spring/summer 2023 programs. New proposals must be submitted in April 2023 for 2024 programs. 

Renewing Approved Programs
Per the 2021 program-cycle outlined above, program renewal information must be submitted each year the program will run until between 2022 - 2023.
The deadline to submit program renewal information for 2021 programs will be July 3, 2020.
Contact the Assistant Director of Study Abroad to find out if your program is eligible for renewal, or if a new proposal needs to be submitted.

Summary of Program Development Timeline for Spring Break 2021 Programs
   
     Deadline for faculty to submit online program proposals and price quotes from hosts/providers: Friday, April 3, 2020
     Screening and review of proposals (International Education Council and Office of Study Abroad): April 2020 – June 2020
     Proposal decisions sent to faculty, department chair(s), and dean(s): June 2020 – July 2020
     Development of program budgets and advertised program fees (Office of Study Abroad): June 2020 – August 2020
     Creation of program marketing materials, webpages, and online budgets (Office of Study Abroad): June 2020 – August 2020
     Launch of 2021 programs and online student applications: by the start of the fall semester
     Faculty attend student recruitment seminar: September 2020
     Student recruitment season: August 2020 – October 2020 (2 months)
     Negotiation and execution of program contracts/agreements with host schools/providers (Business Office): September 2020 – March 2021
     Program application deadline (students): late October 2020
     Program down payments (commitment deposits) deadline (students): November 2020
     Program and course rosters finalized: early December 2020
     Course registration information submitted to the Registrar (Office of Study Abroad): December 2020
     Program billing information submitted to the Bursar (Office of Study Abroad): December 2020
     Invoices from host schools and program providers processed for payment (Office of Study Abroad): February 2021 – March 2021
     Pre-departure meetings with students (faculty): December 2020 – March 2021
     Office of Study Abroad pre-departure orientation (students): November 2020 – March 2021
     Faculty attend safety and responsibility seminar: March 2021
 
Summer 2021 Programs
   
     Deadline for faculty to submit online program proposals and price quotes from hosts/providers: Friday, April 3, 2020
     Screening and review of proposals (International Education Council and Office of Study Abroad): April 2020 – June 2020
     Proposal decisions sent to faculty, department chair(s), and dean(s): June 2020 – July 2020
     Development of program budgets and advertised program fees (Office of Study Abroad): June 2020 – August 2020
     Creation of program marketing materials, webpages, and online budgets (Office of Study Abroad): June 2020 – September 2020
     Launch of 2021 programs and online student applications: by the Fall Study Abroad Fair in mid-September 2020
     Faculty attend student recruitment seminar: September 2020
     Student recruitment season: September 2020 – February 2021 (5 months)
     Negotiation and execution of program contracts/agreements with host schools/providers (Business Office): September 2020 – March 2021
     Program application deadline (students): early February 2021
     Program down payments (commitment deposits) deadline (students): late February 2021
     Program and course rosters finalized: early March 2021
     Course registration information submitted to the Registrar (Office of Study Abroad): April 2021
     Program billing information submitted to the Bursar (Office of Study Abroad): April 2021
     Invoices from host schools and program providers processed for payment (Office of Study Abroad): March 2021 – June 2021
     Pre-departure meetings with students (faculty): February 2021 – May 2021
     Office of Study Abroad pre-departure orientation (students): March 2021 – April 2021
     Faculty attend safety and responsibility seminar: March 2021 - April 2021


Policies and Procedures

Faculty are expected to review Internal Governing Policies 46.1 Credit Hour Policy and 56 Study Abroad while planning a study abroad course/program.  Faculty-led program proposals are submitted each year during spring semester for the following academic year (i.e. for spring break and summer 2021 programs, proposals are due by April 3, 2020). This is to provide sufficient time to thoroughly market & promote, and recruit the required number of students for the program to run. All program budgets are developed and managed by the Office of Abroad and are 100% self-supporting.  

Program approval and renewal

Program proposals are reviewed and approved by the faculty study abroad sub-committee of the International Education Council and the Office of Study Abroad. Programs are approved on a three-year cycle. After which a new proposal must be submitted and re-approved by the OSA & IEC. Within the three year cycle, only a Renewal Form need be submitted to update and reactivate the program. Renewal forms are for faculty to indicate updated program information such as official dates, updated price quotes, revised target student population, revised advertising content, and minor changes to program logistics. Faculty are not permitted to advertise their program to students until after notification of program approval from the Office of Study Abroad and the International Education Council. The Office of Study Abroad will then develop and publish the billable program fee to the program's dedicated web page on the Study Abroad site. This launch generally takes place at the start of the fall semester in time for the study abroad fair in September and simultaneously opens online applications for the program.

Contracting with on-site host schools/providers
Any international host school, program provider, or vendor that provides on-site program-related services must work EIU's Assistant Dean of International Education, in consultation with the EIU Business Office/Legal Department, in order to execute the appropriate contract and/or agreement. On-site services include academic instruction, room (and board), transportation, classroom rental, excursions/tours/activities, etc.  All international agreements are signed by authorized EIU signatories from the Business Office in the name of the EIU Board of Trustees. Faculty are not authorized to sign any contract or agreement on behalf of the University.

Strong proposals include:
Clearly and thoroughly laid out academic goals that are enhanced by the program site(s).

Faculty leaders that have strong ties to and familiarity with the program site. It is strongly recommended that the faculty speaks the language of the host country.

A thorough assessment of the risks involved in and associated with the countries visited and the specific program activities.

A plan to assess the academic goals of the program.

Program activities that provide opportunities for students to interact with people of different backgrounds, cultures and abilities.

A detailed program-spending plan (with solid price quotes from providers/vendors) that covers the estimated costs of the program and accurately reflects the program itinerary. Both the spending plan and proposal should include solidly-identified housing, classroom spaces and field trips.

Courses that generally mirror courses taught on campus in terms of academic rigor. Elements of tourism are inevitable in study abroad programs, but the Office of Study Abroad is committed to facilitating and providing high-quality international academic programs.

A clear relationship to the sponsoring department. Program leaders are full-time faculty in the sponsoring department (or an associated discipline), the program aim aligns with departmental goals/priorities, and the coursework has been vetted and approved and complies with EIU's Credit Hour Policy

A thorough and comprehensive pre-departure orientation plan that informs students of academic requirements, behavioral expectations, health and safety considerations, and living and travel arrangements.

A student recruitment plan.