FACULTY-LED STUDY ABROAD PROGRAM PROPOSAL PROCESS
Thank you for your interest in submitting a proposal for an experience that will surely change your students’ lives.
In order to get started, we ask that you get acquainted with the program development guidelines, so please access this document and carefully review its contents. At the end of this document you will find an acknowledgement form that will then have to be included in your submission.
Also, please take into account these deadlines for 2018-2019 Programs:
Fall 2018: April 1
Winter Session 2018: September 1
Spring 2019: September 15
Summer 2019: October 5
Submission Packet Components
Now you are ready to start compiling all the documents to complete your submission packet. The program proposal packet contains the following components:
- Study Abroad Proposal Form 18-19
- Form 14 for Study Abroad Courses AY 18-19
- Study Abroad Budget Worksheet AY 18-19
- Vendor and payment information sheet 18-19
- PAYMENT SCHEDULE FOR STUDY ABROAD PROGRAM 2018-2019
- Course Syllabus
- Tentative Program Itinerary
- Signed Acknowledgement Form (last page of Study Abroad Program Development Guidelines 2018-2019)
Please complete and print to obtain signatures as appropriate and submit all documents as a packet (either via e-mail or physically) to the OSA by the deadlines listed below.
Important Information about the components of the proposal
1) STUDY ABROAD PROGRAM PROPOSAL AND APPROVAL FORM:
Before submitting a program proposal, the faculty director must discuss all aspects of the program plan with the Department Chair and/or Dean.
The faculty director must then complete the Study Abroad Proposal and Approval form and seek the approval signatures and initials for his/her study abroad proposal from the academic chairperson, the Dean, and the Budget Area Manager, to ensure that there will be departmental support for the development and implementation of the program.
2) FORM 14
Form 14s must be completed for each course to be offered. As noted above, the Form 14 must have the signature of the academic chairperson and the Dean. The form will be used by the Office of Study Abroad for inputting the course into the academic schedule once the program has been approved.
3) COURSE SYLLABUS
A syllabus must be submitted for every course to be offered. If the course does not already exist in the catalog, the program director must submit the proper paperwork to the University Curriculum Committee.
4) BUDGET WORKSHEET
In order to develop a viable budget, it is necessary to obtain realistic prices for all budget components. All study abroad programs follow a self-supporting model. The Faculty Director’s salary will come from the overall program and instructional fees. The budget form that is part of the attached proposal packet has been modified to reflect this change, and includes a worksheet which will help you determine the following:
- Faculty salary
- Total instructional fee that must be assessed based on the projected number of students and the number of credits per student
For 2017-2018, the instructional fee was $205.57 per credit fee for undergraduates and $455.64 for graduates. In-state and out-of state students will pay the same instructional fee per credit. Instructional fees are always equivalent to the academic year’s tuition.
The student instructional fees will go directly towards the Faculty Director’s salary. If the total amount of instructional fees is less than the total faculty salary, a per student administrative fee will be added to the overall program budget to compensate for the difference. If the total amount of instructional fees is more than the total faculty salary, the excess funds will be used to offset the total program costs for the students.
The budget form is set up to include all of the items which are part of the program costs. These items tend to include overseas expenses of the program for the students, such as lodging, some meals, local transportation, admission tickets and local transportation. Faculty expenses including international airfare, lodging and a per diem should be included as well. . An auxiliary fee of 7% of all program expenses is assessed by the university for all auxiliary accounts. This fee is already included as a line item in the budget. An 8% contingency fee has also been included to offset the cost of any emergencies abroad, unanticipated program expenses, or currency fluctuations. If the currency of the host country (ies) tends to fluctuate widely, this should be taken into account when preparing the program budget. The total program price is divided by the number of students anticipated. This number of students becomes the program’s required break-even enrollment. For programs that have run for several years, the previous year’s enrollment should be used to project future enrollment unless unusual circumstances the previous year or the current year deem otherwise.
NOTE: The mandatory study abroad insurance is incorporated into the study abroad budget templates for the programs. The study abroad fee of $175 is in addition to the program fee.
Instructions for completing the budget form:
- All line items in the budget form have a fixed/locked formula
- Numbers and amounts currently entered in the budget form serve as samples only
- The cells that are highlighted in yellow and green are those in which you are being asked to enter information
- Please enter amounts in US ($) dollars only
- Instructional and Administrative fees for the faculty salary are calculated automatically and those cells are populated directly from the Salary Worksheet.
- All line items in the worksheet have a fixed/locked formula
- Numbers and amounts currently entered in the budget form serve as samples only
- The cells that are highlighted in yellow are those in which you are being asked to enter information
- Part I (1) will help you determine your salary for one (1) course based on a 9-month appointment.
- If you plan to teach an additional course, please fill out Part I (2) of the worksheet
- If you are on a 12-month appointment, please enter stipend information in line (i) of Part 1 (1)
- If you are an Adjunct, please enter salary information in line (h) of Part 1 (1)
- If you are teaching a Winter Session course, please enter salary information in line (j) of Part I (I)
- If you are teaching an undergraduate course, please enter information in Part II (1)
- If you are teaching a graduate course, please enter information in Part II (II)
- The salary worksheet will provide you with information in lines II(1)-b, II(2)-b, and IV-b, which you will populate automatically in the Budget Form
5) PROGRAM ITINERARY:
The faculty director is required to submit a tentative program itinerary for the proposed program. The itinerary should include a day-by-day schedule of classroom instruction as well as program excursions. The final itinerary has to be submitted to OSA one month prior to departure.
6) PROGRAM PAYMENT SCHEDULE
For all FIU study abroad programs, program fees and study abroad fees will be posted to the student accounts in Panthersoft following the internal audit of the Office of Study Abroad in Fall 2015. Faculty directors will work with the Office of Study Abroad to determine a payment schedule for their program based on vendor payment deadlines and the total program fee.
7) VENDOR AND PAYMENT INFORMATION SHEET:
The vendor and payment information sheet will assist the OSA and your departmental contacts on identifying the expenses that are scheduled to take place throughout the year in preparation for the program. Faculty are asked to communicate often with the vendors and to provide as many details as possible to the department and/or the Controller’s office to help facilitate the payment process in a timely and expeditious manner.
Exceptions to the Submission Process:
COLLEGE OF ARTS AND SCIENCES AND EDUCATION CASE: All proposals for programs originating in the College of Arts, Sciences and Education should come to OSA with the chairperson’s signature. The Office of Study Abroad will obtain the appropriate signature from CASE
COLLEGE OF BUSINESS UNDERGRADUATE PROGRAMS: All proposals for undergraduate Business study abroad programs originating in the College of Business should go through Ms. Jennifer Hilton Montero (firstname.lastname@example.org) at the Office of Global Initiatives at the College of Business . and should also be reviewed and sent through for approval to the corresponding Chairperson and Dean before going to the OSA for final signature.
STEVEN J. GREEN SCHOOL OF PUBLIC AND INTERNATIONAL AFFAIRS (SIPA): Study Abroad programs in SIPA must be approved by the appropriate institute/center Director and the Dean’s office before being sent to the OSA for additional CAS and OSA signatures.
Once all the Program Proposal components have been completed, please submit to the Office of Study Abroad for approval. For a successful submission special attention will be given to the following:
- Targeted location
- Academic program
- Budget and program effectiveness
- Recruitment strategies
- Likely interested student audiences
- Safety and emergency plan
The proposal may be sent back to the faculty member for revision if necessary, and then returned to the OSA. Any significant changes must be reapproved by the department Chair and the College/School Dean.
The Office of Study Abroad will facilitate the review and approval process for all new or repeating study abroad programs. Final campus approval for complete proposal packets is anticipated no later than 2-3 weeks following the campus deadline provided all packet components are complete and information is accurate.