Faculty Director Study Abroad Responsibilities

Program Logistics:

  • Meet with the Office of Study Abroad at least one year in advance 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 can be developed for the program
  • Provide detailed application requirements, text, and deadlines for payments 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
    • OSA Program Development Workshop/Meeting (for new and ongoing faculty)
    • OSA Debriefing meeting (once the program has concluded)
    • Pre-Departure Orientation with students
  • Review program surveys and evaluations with OSA and Department Chair

Student Matters:

  • Respond to student inquiries about the program
  • Review applications online
  • Meet with student applicants and prospects before accepting them into the program
  • Communicate academic program guidelines and faculty expectations to all student applicants
  • Make program acceptance decisions and update the online applicant database to reflect these decisions
  • Inform students as to whether they’ve been accepted into the program
  • Provide students with course syllabi for the program
  • Email students the OSA Letter of preparation for the program
  • Communicate with students on a regular basis and enforce program deadlines for applications, payments, and submission of program materials
  • 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
  • Arrange for a meeting time and location to host the mandatory pre-departure orientation for all program participants in collaboration with the OSA**All faculty and students are required to attend this meeting
  • 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

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 student payments and study abroad fees have been received by the required deadlines
  • 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 advertising
  • Process vendor agreements
  • Host the Fall and Spring Study Abroad Fair to showcase programs
  • Participate in various SUS Study Abroad Fairs
  • Attend program specific info and/or pre-departure sessions as required/requested
  • Receive all study abroad applications including medical forms, release and assumption of risk, participant contract, etc.
  • Process Panther ID requests and other logistics for non-FIU students participating in the study abroad programs
  • Provide mandatory general pre-departure sessions for all study abroad participants
  • Schedule courses in PantherSoft
  • Register students for all study abroad courses
  • Enroll students in mandatory study abroad health insurance plan and the US Dept of State registry.
  • 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
  • Collect and deposit program fees into individual study abroad accounts