Who does what in Study Abroad?

Faculty director responsibilities regarding program logistics:

  • Meet with the Office of Study Abroad to discuss plans for the study abroad program
  • Discuss program proposal plans with Department Chair and College/School Dean as well as direct supervisor if different from above
  • Identify a program contact or vendor abroad to assist with all travel arrangements for the group on site
  • Ensure that the program itinerary and program site are in compliance with all matters of student safety and academic quality as discussed in the study abroad program guidelines
  • Submit all program proposal materials for approval by the required deadline for study abroad program proposals
  • Provide detailed text/content and photos to the OSA so that promotional materials and online information can be developed for the program
  • Provide detailed application requirements and program payment deadlines to the OSA so that a program application can be developed
  • Actively promote the program through a variety of sources: information sessions, classroom presentations, individual meetings with students
  • Attend the OSA Study Abroad Fairs (November and January of each year)
  • Attend the following OSA meetings:
    • OSA Annual Faculty Directors’ meeting
    • OSA Emergency Response Study Abroad Workshop
  • Review program surveys and evaluations with OSA and Department Chair

Faculty director responsibilities regarding student matters:

  • Respond to student inquiries about the program
  • Review applications online in Studio Abroad
  • Communicate academic program guidelines and faculty expectations to all student applicants
  • Adhere to your own admission criteria for study abroad and make program acceptance decisions and update Studio Abroad to reflect these decisions
  • Inform students as to whether they’ve been accepted into the program
  • Provide students with course syllabi for the program
  • Communicate with students on a regular basis and enforce program deadlines for applications, payments, and submission of program materials in Studio Abroad and Panthersoft.
  • Maintain continuous communication with the OSA regarding application material and payment updates for students
  • Meet with student participants as a group at least 2-3 times prior to departure
  • Communicate all program itinerary updates to students, as well as all arrival arrangements and local contact information
  • Provide students and the OSA with 24-hour on-site contact information for you for the duration of the program abroad
  • Ensure that all program participants are enrolled in the program courses and that their names are reflected in your class rosters
  • Send to students all correspondence and program reminders that are sent from the OSA to faculty directors for the participants.
  • Oversee all course-related matters for the program, as the program’s instructor of record. Ensure that all university academic guidelines are met abroad. This includes meeting with students in or out of class daily in order to ensure their academic success in the program.
  • Accompany students on all program-related activities and excursions
  • Respond to student requests and needs while abroad
  • Address matters of academic conduct and student behavior as necessary
  • Communicate matters of concern and/or student incidents to the OSA (see the OSA Emergency Response Manual)
  • Submit grades for all program participants by the established university deadlines

Faculty director responsibilities regarding financials:

  • Communicate with the OSA once the application deadline has passed in order to determine whether program enrollment targets have been reached
  • Communicate with the department chair and/or budget manager in order to open/update the study abroad program account and in order to identify and assign the appropriate person in the department who will assist the faculty director with all program-related travel arrangements and financial matters
  • Work with the department contact and the OSA with opening a TA for travel, communicating with the vendors abroad, creating vendor agreements, and processing payments to the vendors by the established deadlines
  • Provide the program contact with a program itinerary, program budget, and a student roster with names and panther ID’s
  • Confirm that all students have paid their program fees and study abroad fees.
  • Communicate with students regarding pending payments and requirements
  • Maintain a detailed log of expenses and receipts while for the duration of the program
  • Work with the department contact on generating an expense report for the TA upon returning from the program
  • Follow all university guidelines for travel. See University Travel guidelines here—a set of FIU Study Abroad Travel Guidelines can also be found here.

OFFICE OF STUDY ABROAD PROGRAM RESPONSIBILITIES

  • Review and approve Faculty-led programs
  • Provide guidance and assistance with program budget, itineraries, emergency contingency plan
  • Work with faculty directors in creating program study abroad accounts
  • Create and produce program marketing materials for each program and share  at events, fairs and on social media
  • Process vendor agreements for in-country vendors
  • Host the Fall and Spring Study Abroad Fair to showcase programs
  • Provide and host mandatory pre-departure sessions for students studying abroad.
  • Create online brochure for program and open application for student applicants.
  • Review all documents submitted by students for their study abroad program, including medical forms, pre-departure forms, passport copies and required questionnaires.
  • Schedule courses in PantherSoft
  • Register students for all study abroad courses
  • Enroll students in mandatory study abroad health insurance plan and the US Department of State STEP program.
  • Work with the Office of Financial Aid on program budgets and list of students
  • Work with Student Financials to process course payments through Florida Pre-Paid
  • Post program fees and study abroad fees to student accounts.