Short-Term Study Abroad Program
Repeat Proposal



This form is used for previously approved study abroad programs. Please note that a
complete proposal must be submitted every 3 years so that the appropriate
documentation is on file. Thus, this form may be used only two years in a row.
If it has been 3 years or more since you last offered a program, you cannot use the
repeat proposal.
Proposals will be accepted at any time. Please note that faculty members are not
allowed to market their programs to students or accept deposits until the proposal has
been approved.
A. Faculty Information
Name/title of faculty leader:
Department:
Campus address:
Telephone:
E-mail:
Person/organization serving as second chaperone:
B. Program and Course Information
Program site(s):
Approximate dates:
Course number and title:
Number of Credit Hours:
Anticipated price for student:
C. Itinerary
Use the questions below to detail any anticipated changes to your itinerary. For any answer of
“yes” you must offer a detailed explanation. (Note that a finalized itinerary must be submitted
to International Affairs prior to departure.)
Do you anticipate a change in…
Your departure point in Virginia?
No
Yes
The towns/cities you will visit during your travels?
No
Yes
The types of transportation you will use while abroad?
No
Yes
The excursions that will be included?
No
Yes
The hotels/housing accommodations you will use?
No
Yes
The way this program is guided (by you, by tour company, etc.)?
No
Yes
The level of risk associated with your itinerary?
No
Yes
D. Budget
Will the price (to students) change from when previously offered?
 If you answered “yes,” you must provide details below.
No
Yes
Please provide budget code and name of account for the relevant agency account. (This will
help with payment of scholarships.)
E. Curriculum
Use the questions below to detail any anticipated changes to your course. (Note that a finalized
syllabus must be submitted to International Affairs prior to departure.)
How many contact hours (in discipline) will you complete prior to departure?
How many contact hours (in discipline) do you plan to complete while abroad?
How many contact hours (in discipline) do you plan to complete after return?
Who will be responsible for delivery of contact hours?
Will there be any changes in how contact hours are completed.

No
Yes
If you answered “yes,” you must provide details below.
Will there be any changes in the assessment activities you will use to determine a student’s
grade?
No
Yes

If you answered “yes,” you must provide details below.
FACULTY EXPECTATIONS
Short Term Study Abroad Program Proposal
Read thoroughly and sign at the bottom.
The quality of short term study abroad programs led by faculty, and the resulting experience of students who
participate in them, depend on the degree to which participating faculty involve themselves in the planning,
recruitment and implementation, as well as the daily operation of the program on site. The duties of on-site
faculty include attention to the administrative details and logistics that make such programs run smoothly, often in
difficult international contexts. Involvement beyond the academic component includes logistics, extracurricular
activities, and the personal lives of the students who participate. In addition to teaching, faculty must be available
to students outside the classroom. Nevertheless, the rewards of this level of involvement are extraordinary and,
to many, provide some of the most meaningful teaching experiences of their careers.
I am committed to serving as one of the leaders of a Longwood University study abroad program and understand
that, if this proposal is approved, I am responsible for and agree to:
1. Conduct marketing of the program and recruitment of students.
2. Screen and interview applicants, as part of the application process, to determine that the focus of the course
and the student expectations are a good match.
3. Make all overseas arrangements (travel, housing, meetings, etc.).
4. Lead the international excursion, plan and teach the course, and lead/accompany students on program
activities, field trips, cultural events, etc.
5. Oversee all aspects of travel, including housing, student conduct, health and safety, crisis management, etc.
6. Abide by the policies and procedures of the sponsoring institutions. Communicate to students that their
behavior will be governed by the policies of Longwood University.
7. Follow all safety and security procedures. Ensure that students complete all appropriate release forms.
8. Notify any sponsoring institutions abroad as well as the Longwood Office of International Affairs of any
emergency situations that arise (student illness, attacks, natural disaster, etc.). Keep in mind how world events
are perceived by parents at home and make sure that the institution abroad/Office of International Affairs
have the facts directly from the faculty.
9. Ensure that students complete and submit program evaluations.
10. Submit all required materials to International Affairs including: a) copies of passports and ISIC cards for all
travelers, b) emergency plan, c) detailed final itinerary, d) finalized syllabus, e) budget reconciliation upon
return within 4 weeks of returning.
11. Meet the academic expectations for courses offered for credit. This includes completing required withindiscipline contact hours, having reasonable assessment activities, and generally maintaining the expected level
of rigor.
I have read the “Short-Term Study Abroad Programs Guide for Faculty Directors” and understand the level of
commitment and responsibilities required of me and I agree to meet these obligations.
Faculty Member Signature: _____________________________________ Date: _______________
Short-Term Study Abroad Repeat
Program Proposal
Department Chair/Dean Approvals
Recommendation for:
(Faculty member)
The faculty member is applying to repeat a study abroad program that has been previously approved.
Please initial the following statements and then indicate your level of support for the faculty member and the
study abroad program.
I have reviewed this proposal and I am comfortable with:



CHAIR
DEAN or
ASST. DEAN
I support this faculty member’s desire to repeat his/her
study abroad program.
I am comfortable with any changes that are indicated.
I am confident that both the academic and travel
components will meet the expectations of the university.
Please sign in the appropriate space below:
Department Chair
Department
Date
Academic Dean/Asst. Dean
College
Date
OPS officer (*only if practicum program)
Date
Coordinator of Study Abroad (on behalf of committee)
Date
Director, International Affairs
Date
The contents of this recommendation will be kept in confidence in the Office of International Affairs. This form
may be reviewed by the Dean of the appropriate College, the Coordinator of Study Abroad, the Director of
International Affairs, and by the Vice President for Academic Affairs.