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 for tips regarding proposals and other information about leading a trip abroad.

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)*:
*Two or more Program Directors are required on all programs unless a previous exemption has been obtained from the Office of Learning Abroad and Risk Management.
Primary Director's Email Address:
please list only one email address here
Other Directors' Email Addresses:
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.
Has this program been conducted in previous years?*

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

YesNo
T-Bird Education Abroad Mentorship (TEAM) Project: Program Mentors Needed

SUU's Office of Learning Abroad has been awarded the IDEAS Grant for FY25! This competitive federal grant supports the diversification and expansion of study abroad programs across the country. The objectives of our particular grant project are to enhance study abroad visiblity, accessibility, and quality. We have strategically selected 8 campus offices, divided into "Advocate" offices and "Support" offices. A representative from each of these offices will become a Program Mentee. These Mentees will go abroad with a short-term study abroad, learn about the process, and use their specialized knowledge to create resources for both students and Program Directors in pursuit of project goals.

What we need from Program Directors:

Four short-term studies abroad will be assigned two Program Mentees each. The Program Directors of these studies abroad will act as Mentors to the Mentees. Mentors will guide Mentees through the study abroad process, actively engaging the Mentee in the study abroad experience so they can experience it from both a Program Director and student perspective. They will facilitate moments for the Mentee to help in program development, talk to students about their experiences, ask questions, and otherwise gain the knowledge the Mentees will need in order to create action plans later.

Since the task of training another individual about the study abroad process is not a usual component of studies abroad (and additional trainings, etc. will be required), selected Mentors will receive additional compensation for their efforts. Travel funds for Program Mentees will be provided by grant funding, so it will not need to be included in the Program Mentor's proposed study abroad budget.

If you are interested in being a Program Mentor, please indicate so in the provided space below. Priority will be given to Program Directors who have led programs in the past. Limits of grant funding available for Program Mentee travel will also be taken into consideration.

For more information about the grant project, please reach out to Tayah Nelson (tayahnelson@suu.edu).
Are you interested in acting as a Program Mentor?

Yes, but only one of the listed Program Directors would act as the Program MentorYes, all Program Directors would divide the responsibilities/compensation of being a Program Mentor equallyNo, I am not interested in being a Program MentorN/A
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.

***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 #	Course Name	# of Credits	Instructor(s)
Course 1
Course 2
Course 3
Course 4
Course 5

Any additional courses:
How will the courses offered be enhanced by an international setting?
Briefly describe how the courses will be structured. Will students complete assignments while traveling? How much time before and after the trip should students anticipate spending on coursework?
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, please explain how the needed contact hours will be met and academic rigor ensured.
If desired, Program Directors may upload a copy of their study abroad course syllabi below to supplement their responses above.

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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)? Include Travel Advisory Levels (https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/). How will these risks 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. Student costs should include 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 additional fees. A wire transfer fee is generally about 6% of the amount being transferred. Fluctuating exchange rates should also be considered.

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*

*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 insurance for dependents who are traveling is $125
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:
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