Designing, implementing and managing an off-campus May/June/July term requires time! Be
sure to submit the appropriate paperwork before departing.
The following 18-month timeline has been created as a guideline for faculty to use while
creating a new May/June/July term program.
Submit a May/June/July term proposal to the Registrar’s Office. The Deans’ Council will
review, recommend amendments and/or approve the proposed program.
1. Proposal should include:
a. academic rational
b. proposed itinerary
c. cost and credits
d. number of student participants
e. measurable learning outcomes
f. on-site resources
2. Use of customized programs through AustraLearn/CIEE/IES
a. Cost of using such a program coordinator?
3. Questions to be considered (adapted from chapter 2, Education Abroad)
a. What are the academic and intercultural learning outcomes for the program?
b. How does teaching the course overseas enhance these outcomes?
c. What facilities will be needed for delivering the course content? Are there special
needs for classroom space and equipment?
d. Will the program take place in one destination or will participants travel to several
destinations?
e. How will transportation to and from the program’s location and during the
program be arranged?
f. What arrangements will be made for housing and meals?
g. What will and will not be included in the fees charged?
h. What types of visits, excursions and cultural activities will be included in the
curricular portion of the program? When will free time be scheduled?
i. Will additional support staff and faculty be needed? If so, how will they be
compensated? Are their expenses covered?
j. Are visas required?
k. Are there any special medical requirements specific to location that should be
addressed?
A. Design off-campus course (adapted from charter 2, Education Abroad)
1. Contact hours
2. Site visits and excursions
3. Readings
4. Grading
5. Learning and intercultural growth
6. Culture learning
7. Unstructured time
8. Group dynamics
9. Orientation
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10. Emergency procedures and contact information
a. List of hospitals, embassies, travel agents, etc.
b. Does each program have a substantial evacuation/medical insurance policy?
c. Follow Risk and Responsibility guidelines in case of emergency
A. Recruit program participants
1. Marking materials
2. Participate in the Off-Campus Study Fair (early October)
3. Applicant screening and approval process
4. Finalize program logistics
5. Clear applicants with Eligibility to Participate form
A. Hold regular orientation meetings with program participants.
1. Cultural preparation/cultural competence training
2. Academic preparation
3. Health and Safety – informing students of health/safety protocols, designing a personal
action plan with each student
4. Contact the Health Center for proper immunizations
5. Review medical files
6. Program schedule, locations, transportation, housing
7. Extra-curricular activities
8. Behavioral expectations
9. Alcohol awareness training (involve the Counseling and Psychological Services office)
10. Code of conduct (setting group norms signed by students)
a. Group dynamics (exclusions?)
b. Roommate issues
c. Dietary restrictions
d. Punctuality
e. Independent travel
B. Collect Medical and Mental Health History forms, Assumption of Risk and Release forms,
Student Off-Campus Program Responsibilities forms, and if needed, Off-Campus Study
Social Conduct and Behavior Contracts; collect parent contact information.
1. Review all material individual with students
2. Ask for clarification from the Health Center and Counseling and Psychological Services.
C. Provide program itinerary and all contact information to the Registrar’s Office.
D. Design a program evaluation and re-entry program.
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