Skip to content

Leader Handbook

Faculty Leader Handbook 

The Office of Study Abroad works with faculty to establish the following information for study abroad programs:

Cost 
Enrollment 
Financial Aid 
Travel Packages 
Invoices and Billing  
Contracts and Agreements with hosts/providers
Tuition Expenses and Fees 
Faculty Director Preparation 
Health and Safety Issues 
Program Risk Management 
Pre-Departure Orientation 
Behavior and Criminal Issues 
Responsible Study Abroad Seminar 

Marketing your Faculty-Led program

Once you receive clearance from the OSA, you can begin to market your program. The OSA will produce promotional materials for your program such as brochures, posters, & flyers and we will maintain a web page dedicated to your program. You are welcome to create your own flyers. If you include the program cost on any materials you create, it must match the amount set by the OSA. 

Recruiting students

While you may rely on your flyers and the website to do a big portion of the recruiting, you may also present during your classes, as well as your colleagues' classes. One of the best opportunities to recruit is at the Study Abroad Fair, which occurs once every fall and spring semester. Bring various materials, such as brochures, flyers, and photos, create a poster, and decorate your display to provide students with information about your program. 

Recruitment ideas
Participate in study abroad fairs- September 18, 2019 and January 30, 2020. Ask past participants to help you recruit at these events. 
Talk to your classes (frequently)
Visit your colleagues' classes
Feature your program on your department's/college's website
Use social media to promote your program
Participate in department and college events
Share information about your program with your department advisors
Hold program info sessions
Have your department admin schedule information tables in the Union or the library. Ask past participants to help you recruit. 
Use a department/college listserv to send emails out to a wide student audience

Getting students to apply

The flyers worked, your presentations drew in a crowd, and you have students who are interested. Now what?  Students must apply for your program by submitting an application on the study abroad website, by the deadline posted. Late applications cannot be accommodated and should not be encouraged. The OSA screens students for academic eligibility (minimum 2.0 GPA & appropriate class standing). All students who apply to study abroad are also screened by the Office of Student Standards for behavioral/judicial issues. The OSA issues admissions decisions typically a few weeks after the application deadline. All students who meet eligibility requirements & course pre-requisites are admitted to study abroad without regard to race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status. Faculty leaders will be notified by the OSA of the status of their program around the deadline and admissions decision date, but may access real-time applicant information for their program in the online application system. (Contact the OSA to request this access). 

Getting students to commit

Programs that admit at least 8 students are considered viable and proceed to the next step: financial commitment. A few weeks after students are admitted, they must financially commit to your program. Commitment deposits are equal to 50% of the program fee and must be paid to secure a student's spot in the program. As part of their online application, students sign a Refund Policy. The OSA works with students who cannot put the full 50% down (with limitations). 

Finalizing your roster

Programs that have at least 8 students commit are considered viable once again and proceed to the next step: course enrollments. The OSA will work with you to finalize enrollments for your study abroad course and will submit to the Registrar for processing. No other department on campus is authorized to enroll students in study abroad course work.

If we admit at least 8 students to your program but fewer than that number commit, your program will be cancelled due to insufficient enrollment. If this occurs, all students will be refunded 100% of the deposit they paid. 

Preparing to depart

Submit a Travel Application and a Student Group Travel Advance to the OSA.

Register with the US State Department's Smart Traveler Enrollment Program (STEP). 

Hold pre-departure meetings with your students. Provide them with information on environmental, political, cultural, social, and religious conditions in your host country.

Attend the OSA’s pre-departure orientation. This orientation is mandatory for all students studying abroad. We cover general international travel information as well as safety, health, emergency, and legal topics. 

While You’re There 

Hold an on-site orientation. During the first two days of your program, help your students acclimate to their new surroundings by sharing information about navigation, transportation, housing, banking and ATM withdrawals, food and restaurants, pharmaceuticals, and other necessary information about daily living abroad.  

Set group expectations. Student behavior is typically the main reason challenges arise while abroad. Discuss student conduct and reinforce that your program is not a vacation—it is a serious academic experience. Remind students to be respectful of the new culture and location, address the danger of alcohol abuse, and encourage students to avoid forming cliques.  

Returning to the US

Submit a Travel Voucher (reimbursement for travel expenses) to the OSA 

Your students will need to readjust back to life in the United States and may experience reverse culture shock. Maintain contact with your students after the program concludes in order to ensure their re-adjustment as well as to maintain your mentorship and professional relationship with them.  

Fill out any necessary paperwork. You may need to submit an end-of-program report to your dean, department chairperson, or the director of the OSA.

Submit a program renewal form to the OSA if you plan to offer the same program the following year.