Guidelines for Faculty/Staff Study Abroad Programs
(updated by the International Education Committee April 2015)
I. Introduction
A primary purpose of the International Education Committee is to encourage and support the
continuing growth and development of high-quality, international study programs at the
University of Wisconsin-La Crosse. One of the responsibilities of the Committee is to review for
possible approval each UW-L credit generating program offered at least in part at a site abroad. To
that end, the Committee develops guidelines for these programs. The guidelines are intended for
proposers and directors of programs, as well as for the Committee who reviews the programs. The
guidelines on these pages are for International Study Tour programs. These guidelines and
required forms are available from the Faculty Senate
website: www.uwlax.edu/FacultySenate/committees/IECindex.html.
The International Education and Engagement has prepared a “Study Tour Manual” to assist faculty
in the development and on-going administration of short-term study abroad programs. Faculty-led
program proposals originate from the faculty and are administered by the IEE. Many of the policies
and procedures described within are the result of mandates from UW System for safety and liability
reasons. Faculty are required to meet with staff in the IEE for program planning purposes.
The "Spirit" of the Guidelines:
The intent of these guidelines/procedures, and of the International Education Committee, is "to be
a help, not a hindrance" to the advancement of high-quality, international study programs at UW-L.
Accordingly, exceptions to these guidelines may, at times, need to be considered. In those cases,
the Committee will examine carefully the circumstances surrounding the need for an exception
and will take those steps necessary to assure the continuing advancement of high-quality,
international study tour programs at UW-La Crosse.
Program Definitions
An international study tour program is a credit-generating course that is created and led by
faculty/staff and that takes place primarily in another country. These opportunities are
(generally) short term in nature and may or may not involve another institutional (university)
partner participating in the delivery of the program.
Faculty/staff proposing new international study tour programs (i.e., a program that has not been
previously proposed, or a program that has been proposed and approved, but not offered in the
past two years or has a significant location change (e.g., change in country) must submit a detailed
proposal to the International Education Committee following the guidelines outlined in the
remainder of this document.
Faculty/staff leading ongoing study tour programs (i.e., programs that have been offered in the
past) must submit the Ongoing Study Tour Summary Form to the International Education
Committee in the early planning stages of the program. This document is available on the
International Education Committee website.
If there are significant changes in an ongoing program from the original program, contact the chair
of the International Education Committee to determine whether a more detailed proposal is
required.
II.
Issues That the Committee Will Consider
Listed below are the main areas of focus for the International Education Committee in its
deliberations of international study tour programs. These issues should be addressed in the
appropriate places within the program proposal. Proposers should be working closely with the
International Education and Engagement on the proposal and study tour design and are also
encouraged to communicate with the committee chair with any proposal questions.
a. Program Design: study tour programs should be well designed with care taken to
align program activities to the needs and learning outcomes of the program.
Specifically programs should include the following:
i. Need or purpose statement
ii. Goals
iii. Learning Objectives (in alignment with the goals)
1. Knowledge, attitudes and skills
iv. Assessment procedures for the learning outcomes
v. Student evaluation of program
b. Health and Safety: all appropriate measures have been taken to assure that the
health, safety, and well-being of all participants. This includes:
i. the development of an emergency plan in collaboration with IEE
ii. arrangements have been made to provide adequate counseling and supervisory
services at international destinations. (For example: contact persons,
interpreters, emergency services, handicap accessibility, gender-sexuality
diversity, etc.)
c. Program Cost: good-faith efforts have been made to minimize the cost of international
study tour programs to student participants. Please specify the actual measures that
have been taken to minimize cost (e.g., reasonable quotes from hotels, food, travel
between locations, cost of activities)
d. Training: arrangements have been made with the International Education and
Engagement for pre-departure training for both program proposer(s)/ (director(s) and
participants in the language(s), culture(s) and country(ies) to be visited.
e. Course credit: credit-granting, international study tour programs are reasonably and
responsibly linked to a relevant course title and/or catalog description.
i. Credit hours should be explained using a 1:1 hour for class time and 2:1 for
non-instructional activities (e.g., program/class-related excursion/lab
activities) or UW-system recommendation of 1 credit per week unless
otherwise justified.
ii. Credit-granting, international study tour programs are designed to provide
educational experiences integrally related to the curriculum not otherwise
available on-campus and/or offered through a unique and impactful cultural
context.
iii. The course (including outline, instructional methods and evaluation
procedures) are consistent with the course as approved by the University
Curriculum Committee (previously LX-139, now CIM electronic system) for the
course.
iv. Proposals for credit-granting international study tour programs occurring
during the regular academic year (i.e., Fall or Spring semesters) are offered as
part of the proposer's (or program director’s) regular teaching responsibility
and are not compensated additionally without further and appropriate
justification.1
v. Proposals for credit-granting international study tour programs occurring
outside the regular academic year (i.e., Summer, J-term [January], or M-term
[May]) are not considered part of the proposer’s (or program director’s)
regular teaching responsibility and should be compensated appropriately,
whenever possible.
III.
1
New proposal narrative: A detailed proposal narrative should be written to include the
following items, while taking care to cover the criteria the IEC committee will consider
outlined in Section I. Recommended narrative length is 8-12 pages.
a. Preparation (including dates) of the activities before and after the trip (e.g., site visit;
collaboration with IEE)
i. Include health and safety and program cost considerations.
b. Itinerary of travel and study when away from UW-La Crosse
c. Course goals, objectives and work expected of participants.
i. Program design is clearly articulated (see Section I. a. above)
ii. Explanation of how the course content (including outline, instructional
methods and evaluation procedures) is consistent with the documentation
approved by the University Curriculum Committee (previously LX-139; now
CIM electronic system). A copy of the LX-139 or other documentation should
be attached.
iii. Differences in expectations if more than one course is listed (e.g.,
undergraduate and/or graduate courses).
iv. Differences in expectations if courses are offered for variable credit, and
v. Grading criteria (if appropriate, and if such criteria are materially different
from standard grading criteria).
d. Communication
i. A detailed explanation of how communication will be accommodated in
countries/territories where English is not the primary language (e.g.,
arrangements for interpreters, guides).
e. Pre-Departure Language and Culture Preparation
i. This section should explain the steps to prepare participants to be both
effective ambassadors of UW-L while in an international country/territory and
ii. o be minimally functional and conversant in the language and culture of the
primary country(ies)/territory(ies) being visited. These steps should be taken
in advance of the planned study-abroad trip (e.g., might include three or four
training sessions of approximately 45-minutes each).
iii. Explanation should include how are the pre-departure activities aligned with
the course objectives and purpose of the trip? (e.g., what do the students need
to learn; what are key language phrases if applicable)
1. Language: For course in non-English speaking countries, sufficient
language training should be provided to enable program leaders and
participants to communicate orally with a minimum number of key
words and phrases. These words and phrases might include such
things as:
Academic staff council has been asked to discuss this point March 2015.
f.
IV.
a. Phrases of basic courtesy, including greetings and introductions;
phrases asking for directions and information; phrases covering
issues of time, numbers, money and the like; relevant place
names; days of the week; names of common activities; common
foods and phrases for ordering common foods; phrases for
emergency situations.
2. Culture: Information on the culture of a country or region to be visited
should be presented and distributed well before the time of departure.
The cultural material to be covered could well include history, politics,
ethnicity, religion, cultural traditions, social organizations, geography,
gender-sexuality diversity, among other topics.
a. This section of the proposal should explicitly state
i. The number of pre-departure sessions for culture and
language as well as the length of these sections.
ii. The instructor in charge of the language training
iii. A description of the language and cultural materials to
be distributed and any other pre-departure activities
designed for language and culture.
iv. Other pre-departure matters (e.g., logistics, clothing,
funding)
Language and Culture Backgrounds of Tour Leaders
i. This section of the proposal is intended to inform the Committee of the
proposer(s)/director(s) experience in international travel and/or international
study-abroad programs. The purpose of this section is to identify to the
International Education and Engagement what, if any, additional help and
support may be needed by proposer(s)/director(s) to assure a successful
study-abroad program. Included should be the background and experiences of
the leader(s)/director, as appropriate, in the areas below:
1. Prior experience in international travel/international study-abroad
programs (include dates and particulars, as appropriate).
2. First-hand knowledge of areas to be visited (include dates and
particulars, as appropriate).
3. Special training/experience in international studies, including studies
and experiences in comparative cultures, history, science, philosophy,
etc.
4. Relevant fellowships, scholarships, grants or awards.
5. International language knowledge and experience (including level of
proficiency, as appropriate).
6. Related skills and interests, as appropriate (e.g., photography, art,
geography, musical instruments, etc.).
Budget Worksheet
a. This form should be developed in conjunction with IEE and should detail in budget
form and/or narrative as closely as possible:
i. The comprehensive program fee to the participant/student.
ii. Reasonable/prudent expectations of additional costs to students for necessary
items, such as food, local travel, etc.
iii. Explanation of competitive bidding arrangements.
iv. Full disclosure of all arrangements to pay the cost of travel for the director(s).
Proposals without this information will not be considered. Where more than
one leader/director is needed to support a program, please attach an
explanation to the budget form explaining why the additional leader/director is
needed and what the additional costs associated with the additional
leader/director are.
V.
Letters of Support
a. Letters of support from the department/division and from the Dean/Director are to be
included. The letter from the department should indicate that
i. The proposal complies with the departmental procedures and has
departmental approval.
ii. Your department considers all necessary arrangements for release time, for
coverage of the instructor’s other teaching responsibilities, and for any other
departmental concerns affected by this proposal.
iii. The faculty member has ability to lead and address changing circumstances as
they arise
iv. Program is considered a valuable academic program that will enhance course
offerings
VI.
Application Procedures
a. International study tour programs developed through the initiative of individual
faculty and academic staff of the University of Wisconsin-La Crosse, but formally
sponsored by the University, must comply with institutional and UW System budget
and fiscal policy guidelines in such areas as personnel, salary and fringe benefit
policies, and procedures. The process is as follows:
i. Documentation and forms need to be prepared as outlined in this document.
The International Education Committee will not review any incomplete files.
Additional copies of these guidelines and the appropriate forms are available
from the Faculty Senate
website:www.uwlax.edu/FacultySenate/committees/IECindex.html.
ii. Submission and Deadline:
1. An electronic copy of the completed application package should be
submitted to the IEE and the chair of the International Education
Committee.
2. Deadlines for submission of proposal drafts can be submitted at any
time, but the estimated time for completion of review and approval
process is a minimum of 30 days.
3. Advanced planning is essential as IEC must approve the proposal before
any recruiting or advertising can begin. Organizers should recognize
and consider the time required to obtain necessary course approvals,
guarantees of financial support, and to make the necessary logistical
arrangements both here and overseas. Ideally, the planning process
should begin 12 to 15 months in advance of the program’s projected
start date.
4. Suggested deadlines are as follows:
a. New programs:
Term to be Offered
J-Term
Spring
May/Summer
Fall
Proposals Due
March 1, prior academic year
March 1, prior academic year
October 1, prior academic year
October 1, prior academic year
Review by IEC
March/April meeting
March/April meeting
Oct/Nov meeting
Oct/Nov meeting
b. Ongoing programs:
Term to be Offered
J-Term
Spring
May/Summer
Fall
VII.
Proposals Due
March 1
March 1
October 1
October 1
Review by IEC
March/April meeting
March/April meeting
Oct/Nov meeting
Oct/Nov meeting
Required Documentation
a. New International Study Tour Programs: A new international study tour program is
a program that has not been previously proposed, or a program that has been proposed
and approved, but not offered in the past two years or has a significant location change
(e.g., change in country). The necessary documents for new international study tours
are listed below:
i. Proposal Cover Page: The cover page should conform to the style as presented
in the appendix. The cover page includes a checklist which is intended as a
check that all sections are included in the proposal.
ii. IEE checklist and approval: A checklist associated with the faculty-led program
criteria should be complete with the appropriate IEE signature (i.e., staff for
study abroad program development) indicating that you have worked with
them in the design of the program and completion of the proposal.
iii. Detailed narrative: the body of the proposal should include a narrative as
outlined in these guidelines.
iv. Budget and budget narrative
v. Letters of support
vi. Syllabus
b. Ongoing International Study Tour Programs: An ongoing international study tour
program is one that has been offered consistently in the past (a gap in the program of
more than two years is considered a new program). If there are significant changes in
an ongoing program from the original program, a new proposal is required. Contact the
chair of the International Education Committee to determine whether a more detailed
proposal is required. Faculty/staff leading ongoing study tour programs must submit
the following to the International Education Committee in the early planning stages of
the program:
i. Original program proposal
ii. Ongoing Study Tour Summary Form and Narrative
iii.
iv.
v.
vi.
Budget
Letters of Support
Syllabus
Most recent Post-Trip Assessment (described below)
VIII.
Coordination with the International Education and Engagement: The director of the
trip abroad should meet with the International Education and Engagement staff to:
a. Get assistance with the design of an effective study abroad program and complete the
IEE faculty-led program proposal checklist.
b. Develop a detailed budget
c. Ensure compliance with “ACIS 7.1 Policy Guidelines for the Development and
Operation of Off-Campus International Educational Programs for University of
Wisconsin System Students” and “Financial and Administrative Policies 45: Study
Abroad Programs.”
IX.
Post Trip Assessment: A post-trip assessment report is required and is to be submitted to
the International Education and Engagement within 60 days of the completion of the
program. The director of the trip abroad should also report in person to the International
Education Committee. This section of the proposal should include the date by which the
report will be submitted, as well as an overview/outline of the planned report. The format
of this section is open, but it should demonstrate that the report will provide appropriate
commentary while addressing the following issues:
a. A brief description of the program (for example, to which UW-L course(s) the program
is applicable, the program goals, the sites of the program and the dates of the program).
b. A complete list of participants and addresses (postal and e-mail) should be included.
c. Changes in the actual implementation of the program from what was proposed (for
example, changes in personnel, changes in itinerary, changes in sites visited and
changes in activities), and the impact of these changes.
d. Any logistical problems encountered during the implementation.
e. The degree to which actual revenues and expenses matched the budgeted values.
f. The degree to which the curricular goals and objectives were achieved (i.e., program
assessment).
g. Student evaluations of the program.
h. Recommendations for a subsequent program.
COVER SHEET
PROPOSAL FOR INTERNATIONAL STUDY TOUR
□
□
New
Ongoing
Title of Proposal:
Dates in previous years when course was offered as a study tour (if ongoing):
Proposers and Rank
mail Address
Dept and Campus Address
Program Dates:
Phone #
E-
Estimated program fee: $
Countries to be visited:
Course(s) through which study tour will be offered:
Dept/Course #
Course Title
Credits
Maximum number of participants:
Distribution of students:
Target Audience:
Abstract:
_____ Fresh _____ Soph _____ Junior _____ Senior _____ Grad _____ Audit
□ UW-L/La Crosse □
Regional
□ Statewide □ National
Checklist: Please arrange the proposal in the following order and place an “X” next to each item included.
New
Ongoing
□ 1.
□ 2.
□ 3.
□ 1. Proposal Cover Sheet
□ 2. IEE Checklist/Approval
□ 3. Original Program Proposal
□ 4. Ongoing Study Tour Summary Form and
Proposal Cover Sheet
IEE Checklist/Approval
Detailed Narrative (see guidelines)
___ Itinerary
Narrative
□ 4.
□ 5.
□ 6.
Budget and Budget Narrative
__ Itinerary
□ 5. Budget and Budget Narrative
□ 6. Letters of Support
□ 7. Syllabus
□ 8. Most Recent Post-Trip Assessment
Letters of Support
Syllabus
Signatures of Proposers(s):
Date:
Proposal Transmittal deadlines
Term to be Offered
Winter Session
Spring
May/Summer
Fall
March 1, (prior academic year)
March 1, (prior academic year)
October 1 (prior academic year)
October 1 (prior academic year)
*If an exploration trip is needed, an International Development Fund (IDF) should be secured for travel the year prior to the
proposed term.
International Education & Engagement
Checklist for Faculty-led Proposals
Program Name:
Location:
Term:
Dates:
# Days:
Applicant name:
Department:
Applicant #2 (if joint proposal):
Department:
Course #
Course Name:
# Credits:
Course #
Course Name
# Credits
The following items have been discussed by the proposing faculty/staff member and an IEE
representative.
____
Minimum number of students: __________
____
Rationale for teaching the proposed course at the proposed location
____
Design of the program – Need, goals, learning objectives, assessment, evaluation
____
Target audience for the program
____
Safety of location: review of emergency protocol
____
Faculty or staff member’s familiarity with the location
____
Is an exploratory trip necessary?
____ International Development Fund (IDF)?
October February April
____
Quotes for all expenses of the program have been submitted to IEE
____
Budget has been prepared in coordination with IEE and ready for approval process
____
Is there sufficient time to properly recruit for the program?
____
Pre-departure training
___________________________________
IEE Representative Name – PRINTED
___________________________________
Faculty/Staff Name – PRINTED
___________________________________
Faculty/Staff Name – PRINTED
_____________________________
Signature
_____________________________
Signature
_____________________________
Signature
____________
Date
_____________
Date
_____________
Date