Proposal for Faculty-Led Short-Term Study Abroad

Proposal for Faculty-Led Short-Term Study Abroad
Instructions:
SUU faculty should provide details about their faculty-led short-term study abroad program by completing and submitting this proposal form. Program Directors may reference this webpage or Proposing a Program handbook for more information about building a proposal.

This form includes:
- Page 1
  - Program Overview
    
    Program Directors
    
    Locations and Dates
  - Courses Offered
- Page 2
  - General Questions
    
    Safety
    
    Rough Itinerary
    
    Etc.
- Page 3
  - Budget
    
    Student Program Costs
    
    Program Director Costs
- Page 4
  - Signatures
  - Additional Comments or File Uploads
Please note that once a program has been proposed and approved, changes can be made by submitting a "Request to Change Approved Proposal" form. Any questions regarding forms, proposals, or programs may be directed to Tayah Nelson (tayahnelson@suu.edu), the Learning Abroad Specialist.
Program Director(s):
Primary Director's Email Address:
please list only one email address here
Other Directors' Email Addresses:
Two or more SUU-employed Program Directors are required on all programs unless an exception is granted by the Advisory Board for Learning Abroad (ABLA). Not all exceptions will be granted. When an exception is not granted, the Director will be given a window of time to revise their proposal accordingly. Will this program be requesting an exception to the two Program Director rule?

YesNo
Exception Request: Please thoughtfully explain your exception request, adding any information, proposed solutions, etc. that may be relevant for the ABLA to consider. Some of the questions you may wish to address in this section are: What are the circumstances that necessitate an exception to the two Program Director rule? How will supervision and support of students be met if this exception is granted? If there is just one Director, what will happen if the Director is sick or needs to leave the group to take care of an emergency? If there is a proposed secondary Directory but the proposed Director is not an SUU-employee, what are their qualifications to be acting in this role? Have they led/hosted student groups abroad before? Are there any conflicts of interest associated with this request?
Sponsoring Department(s):
Program Name: (We recommend that the name be short and indicate clearly both the discipline of study and location; such as "Theatre in London", "German in Austria", etc.)
Program Destination(s):
Proposed Program Start Date:

MonthDayYear
Proposed Program End Date:

MonthDayYear
Please provide a short program description that can be used on flyers and promotional materials once the proposal is approved. Directors are encouraged to include some information about the courses tied to the proposed program.
Has this program been conducted in previous years?*

YesNo
Will the program be conducted in the same country as in previous years?*

YesNo
Courses Offered
Only courses listed in this section may be offered during the program. Additional courses may NOT be added after the proposal has been approved without expressed permission from both the Advisory Board for Learning Abroad (ABLA) and the relevant Department Chairs and Academic Deans. Changes can be requested using the "Request to Change Approved Proposal" form.

Courses offered as part of a study abroad program are counted towards an instructor's summer overload ICHs. Program Directors must receive approval from the Provost if they plan to teach more than the 6 maximum overload ICHs over the summer. It is the Program Director's responsibility to ensure they stay in compliance with this policy.

Per SUU Policy 6.26, "A Credit Hour of work is the equivalent of approximately 50 minutes of class time or 60 minutes of independent study work. A minimum of 45 hours of work by each student is required for each unit of credit." For a 3 credit course, that equates to 135 hours. To help set student expectations for each study abroad course, please provide an estimate of how many course hours students will complete before, during, and after their study abroad. For example, a program might have 5 hours of course-related activities on their itinerary each day with the added expectation that students will complete an extra 1 hour of work on their own each day (through journaling or other homework assignments). If that schedule stays the same for 12 full study abroad days, then a total of 72 course hours (out of the required 135) will be completed abroad. The remaining 63 hours are then divided between instruction and assignments scheduled before and after the study abroad program.

***It is important for Program Directors to know that typical student financial aid, including FAFSA and tuition-based scholarships, cannot be applied towards credits earned on short-term programs, even if those credits are working in tandem with other non-study abroad summer courses. This is because tuition for courses offered on these study abroad programs is waived, so there isn't a tuition cost for those scholarships to link to.***

Proposed course offerings:

	Course Subject and #	Course Name	# of Credits	Instructor(s)	Estimated Course Hours Pre-Departure	Estimated Course Hours While Abroad	Estimated Course Hours Post Study Abroad
Course 1
Course 2
Course 3
Course 4
Course 5

Any additional courses:
How will the location abroad enhance student learning in the courses offered?
Briefly describe how the courses will be structured and how the course structures will differ from non-study abroad iterations of the courses.
As the Office of Learning Abroad is unfamiliar with the requirements for every course at SUU, it is the responsibility of the Program Director, Department Chair, and Academic Dean to ensure that all course requirements are met. In this section, briefly elaborate on how the needed contact hours will be met and academic rigor ensured.
While uploading course syllabi is not required as a component of the proposal, the Office of Learning Abroad strongly encourages Program Directors to do so as a supplement to the responses above. Note that syllabi may be requested by the approving Department Chair and College Dean. If not included in the proposal, Program Directors should send syllabi at their earliest convenience to the Office of Learning Abroad to be added to the study abroad program directory so that students can be made aware of the nature of the coursework, assignment deadlines, course requirements, etc., prior to applying for the program.

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1. When was this program last conducted?
2. Will this program differ at all from the previous program? If so, what changes have been made and why? (Include course changes, Program Director changes, location changes, itinerary changes, etc.)
3. How does the program contribute to the missions of both SUU and the sponsoring department(s)?
4. Are there any language skills, course prerequisites, or other requirements that applying students should be notified of?
5. What are the safety and security risks of the proposed program location(s), including, but not limited to, the Travel Advisory Levels (https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/)? How will these risks and safety concerns be addressed?
6. How will the sponsoring department(s) support the proposed program and Program Directors? (Select all that apply)

Department faculty will encourage students to take part in the study abroad program.Department faculty will give short presentations about the study abroad program to their classes.The department will offer study abroad scholarships to students.The department will pay for Program Director travel.The department will provide a travel subsidy to decrease the program fee paid by each student.The department will inform all students in trip-related majors of the upcoming study abroad program.The department will post flyers about the study abroad trip in their classrooms and main office.Other
7. What sets this study abroad program apart from others that might be proposed?
8. What will a rough itinerary for this trip look like? (Include dates, travel, activities, etc.)
If preferred, Program Directors may upload a rough itinerary here:

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Budget
Minimum number of students required to conduct this program within the proposed budget: (This should be no fewer than 5)
Maximum number of students allowed to participate in this program: (This should be no more than 30. It is recommended that the ratio of students and Program Directors never exceed 10:1)
Currency exchange rate: (Add at least 10% to the current exchange rate to account for market fluctuations at the time payments will be made)
If preferred, Program Directors may upload the budget information asked for below in a separate document. If uploading a file, please make sure all of the information asked for below is clearly stated.

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Student Expenses

In this section, please list the student program costs only. Do not include any of the Program Director costs. Along with lodging, travel, and activity expenses, the student cost should factor in the instructor fee, learning abroad fee, and cost of insurance (listed below). If programs plan to make payments via wire transfer, the budget should account for potential wire transfer fees and fluctuating exchange rates. When researching program costs for the estimates below, Program Directors should take into account the time of year they will be traveling. Expenses fluctuate throughout the year and tend to be higher in the summer.

The Program Director Instructor Fee is charged to each student. It is through this fee that Program Directors are compensated for their efforts in leading a program abroad. The instructor fee is only payable after a trip has been completed. If a trip is unable to run, students are refunded the program fee in its entirety.

The instructor fee is traditionally $250 per student, although the distributed amount will be reduced to account for university-required benefits (approximately 22%). Program Directors may choose to waive or reduce the fee as a way of making the trip more affordable to students. The instructor fee will be divided equally among the trip's Program Directors unless an Instructor Fee Agreement indicating otherwise is uploaded below. If a program spends more than is listed in its approved budget, the excess amount will be deducted from the instructor fee.
If needed, please upload an Instructor Fee Agreement here:

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Office of Learning Abroad Fee: $250/student

International Insurance: $65/student*

*Insurance will be more expensive if traveling to Spain ($70). The insurance rate is set by month. If the program is longer than a month in duration, the cost of insurance will increase accordingly.
Program Director Instructor Fee (per student):
Please note that the amount dispersed to Program Directors will be lower than the amount listed above after the required university benefits have been accounted for (roughly 22%).
International lodging cost per student (please include the number of nights and rate per night):
International travel cost per student (please include a breakdown of costs):
Activities and other expenses per student (please list each activity and expense):
Total Student Cost: (per student)
Total Program Director Expenses

Program Director International Insurance: $65/Program Director*

*If the program lasts longer than a month, insurance will be more expensive. Insurance will also be more expensive if traveling to Spain ($70).
International travel costs (including airfare):
International lodging costs:
International cell phone/sim card:
Program Director meals (per diem):
Activities and other expenses:
Total expense for ALL Program Directors:
Determining Total Study Abroad Program Fee

To calculate the program fee that will be charged to each student, the "Total expense for ALL Program Directors" amount above should be divided by the minimum number of students needed for the program to run (ex. $4,000/5 students). That number should then be added to the "Total student cost". The resulting amount will be the program fee students are required to pay to participate in the program.

If any of the sponsoring departments will be subsidizing the program, either through paying for Program Director travel or through subsidizing a certain amount for each student ($250/student, etc.), please indicate the amount and type of subsidy below.

Please list the calculated program fee per student below.
Total Program Director expense divided by the minimum number of students:
Total Study Abroad Program Fee per Student:
Total Student Cost + Divided Total Program Director Cost
Subsidy Amount (if any):
Subsidized Total Program Fee per Student (if applicable):
List any anticipated student costs that are not included in program fee: (This might include airfare, meals, travel to/from airports, etc. )
Note: If a program spends more than the approved budget, the excess amount will be deducted from the instructor fee. If unapproved costs are in excess of what the teaching fee can cover, a request might be made to Department Chairs and/or Academic Deans for reimbursement. Only costs both listed in this proposal and approved by the ABLA will be reimbursed. If the budget needs to be adjusted after the program has been approved, a "Request to Change Approved Proposal" form should be submitted.

Signatures

Signatures of Department Chairs and Academic Deans (and/or other supervisors in the case of staff members traveling as supervising Program Directors) are required for ALL Program Directors involved in the proposed study abroad program. Once each email address is provided below, the listed signatories will receive an email with a copy of the proposal and the option to approve, deny, or request more information. Programs that do not get the needed signatures will not be approved by the Advisory Board for Learning Abroad (ABLA).
Please indicate below how many Department Chairs will need to approve this proposal: *
Please indicate below how many Academic Deans will need to approve this proposal: *
Please indicate below how many supervisors will need to approve this proposal: *
(not Department Chairs or Academic Deans)
Department Chair 1 Email Address: *
please list only one email address here
Department Chair 2 Email Address:
please list only one email address here
Department Chair 3 Email Address:
please list only one email address here
Academic Dean 1 Email Address: *
please list only one email address here
Academic Dean 2 Email Address:
please list only one email address here
Academic Dean 3 Email Address:
please list only one email address here
Supervisor 1 Email Address:
please list only one email address here
Supervisor 2 Email Address:
please list only one email address here
Supervisor 3 Email Address:
please list only one email address here
If Program Directors have any additional documentation that they would like to supply, it may be uploaded here:

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Additional comments:
Should be Empty:

Proposal for Faculty-Led Short-Term Study Abroad

Instructions:

Courses Offered

Budget

Signatures