Program Proposal Packet

STUDY ABROAD PROGRAM PROPOSAL COMPONENTS:

The program proposal packet contains the following components, which can be accessed by clicking on the document titles below:

All documents must be submitted as a packet to the OSA by the deadlines listed below.

Program Proposal Deadlines:

Fall 2017: April 1
Winter Session 2017:  September 1
Spring 2018: September 15
Summer 2018: October 5

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 faculty director must complete the Study Abroad Proposal Packet and seek the approval signatures for his/her study abroad proposal from the academic chairperson, the Dean, and the Office of Study Abroad at least nine months prior to the start date of the program.

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.

EXCEPTIONS:

COLLEGE OF ARTS AND SCIENCES (CAS): All proposals for programs originating in the College of Arts and Sciences should come to OSA with the chairperson’s signature. The Office of Study Abroad will obtain the appropriate signature from the College of Arts and Sciences Dean’s Office. Programs offered through institutes or centers that report to the School of International and Public Affairs (SIPA) must be approved by the appropriate institute/center Director and the Executive Director of SIPA before being sent to the OSA for additional CAS and OSA signatures.

COLLEGE OF BUSINESS UNDERGRADUATE PROGRAMS: All proposals for undergraduate programs originating in the College of Business should go to the CIBER office (ciber@fiu.edu ) and will be sent through for approval to the corresponding Chairperson and Dean before going to the OSA for final signature.

PROGRAM PROPOSAL APPLICATION PACKET COMPONENTS:

1) STUDY ABROAD PROGRAM PROPOSAL AND APPROVAL FORMS:

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 forms 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 SYLLABI

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.

A Proposal for a New Course Form can be obtained in the Office of the Faculty Senate. The complete procedures for the approval of a new course can be found online at: http://facultysenate.fiu.edu/forms/currforms.html. If the deadline for approval of a new course is missed, the course could be submitted as “Experimental” and will be valid for one time only.

4) BUDGET

In order to develop a viable budget, it is necessary to obtain realistic prices for all budget components. In the past, study abroad programs at FIU were FTE-generated and Faculty Directors were normally paid by their departments. Starting in spring 2009, all study abroad programs shifted into a self-supporting model. This means that 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 2012-2013, the instructional fee was $205.57 per credit fee for undergraduates and $453.66 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 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 include international airfare for the participants and program director, overseas expenses of the program such as lodging, meals, local transportation, admission tickets and local transportation. Any program expenses anticipated at FIU before departure will also be included (advertisements in the Beacon, promotional materials, etc). 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: Effective July 2013, the mandatory study abroad insurance will be incorporated into the study abroad budget templates for the programs. This expense is being offset by the decrease in the contingency fee from 10% to 8% so as to maintain a similar program cost for students as in previous years.

Instructions for completing the budget form:

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.

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. Should the itinerary change, an updated itinerary must be submitted to the OSA at least 1-2 months prior to departure.

6) 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.