1 SHORT-TERM STUDY ABROAD PROGRAM PROPOSAL 20162017 The purpose of this proposal is help faculty and staff directors conceptualize the different components which make up a short-term program and to help directors plan their program from start to finish. This proposal must be submitted each year by the faculty director (even if the program has run in the past); this is to allow the CGE, the Registrar’s Office, and the CSB Business Office know which programs are running and to make sure that everyone has up-to-date information. Deadline: May 1st, 2016 2 Table of Contents Checklist…………………………………………………………………………………………3 Course Information………………………………………………………………………………6 Itinerary Development……………………………………………………………………………7 Budget Development……………………………………………………………………………..8 Marketing and Recruiting………………………………………………………………………..9 Application Requirements………………………………………………………………………12 3 Checklist This checklist is intended to provide you with a timeline to help plan out the various components of your short-term abroad program. Time Period Activity Contact January - May 2016 Brainstorm meeting for program design, implementation, administration and promotion Annika K. Turner Independent research for on-site logistics and curriculum planning Consultation with past short-term directors Deadline for new Course Proposal Submission - Only new March 15 courses require the approval from the Academic Curriculum Committee. If this course will carry any Common Curriculum attributes, you should forward the application to the Common Curriculum Committee. The course (after approval) will be included with the Summer Off-campus course listings with the course fee (program fee) attached May 1 Deadline to submit program proposal Appropriate curriculum committee Julie Gruska, Registrar's Office Annika K. Turner May - August 2016 Development of marketing materials (paper and website) Refining of program (including dates, itinerary, on-theground logistics) August 1 Deadline for budget review meeting to finalize student program fee August 15 Prepare marketing and promotional materials for students (brochures & website) Annika K. Turner & Joe Rogers Annika K. Turner September 2016 January 2017 Promotion of program and recruitment of students September 1 Short-Term Application opens Annika K. Turner October 12 Study Abroad Fair - One day opportunity to showcase the program to students. Annika K. Turner December 1* Initial application deadline Complete 4 December 10-15 Program enrollment will be discussed and adjustments to budget or cancelation of program will be made if necessary. December 15-31 Student selection and notification of acceptance status should be finalized. January 10 Final list of accepted student should be sent to CGE. Send updates as enrollments change. This roster will be used to bill students for the program and enrollment in the course. Joe Rogers and Annika K. Turner Annika K. Turner *The deadline for student applications may be extended until January 15th, if the program does not have the required minimum of 8 students. Short-Term programs applications are generally accepted and students are admitted as long as space is available. Notification to students should be made within two weeks of applying. ALL STUDENTS must make a $500 non-refundable deposit at the time of the application to be fully accepted to the program. February - May 2017 February 1 Deadline for students to complete post-decision health/safety and waiver forms Annika K. Turner Book logistical arrangements (flight, accommodation, tours, admissions to museums, etc.) February Pre-departure budget meeting with Short-Term Program Manager and CSB Business Office Katie Rock, CSB Business Office After approval, the CSB Business Office will create an account and budget for the program. You will be notified of the account number. Katie Rock, CSB Business Office Apply for a CSB/SJU Corporate Credit Card and ATM card. Katie Rock, CSB Business Office Apply for a travel advance if needed Katie Rock, CSB Business Office Arrange for international fund wires and other prepayments of bills (as appropriate). Katie Rock, CSB Business Office April 15 Summer Term contracts are prepared for Faculty Directors (need to be signed and returned) April 30 Registrar's Office will enroll students for the course. Ben Stommes, Academic Affairs & Marlene Ergen, Human Resources Julie Gruska, Registrar 5 Annika K. Turner May 1 Submit final travel information Mid-May Students will be billed for tuition and program fees with Summer Term billing. Dave Schneider, CSB Student Accounts Deadline for payment of summer charges Dave Schneider, CSB Student Accounts May - August Mid-June Within 30 days of return Submit program receipts for reconciliation. Katie Rock, CSB Business Office 6 Course Information Please indicate which category best fits the course you plan on teaching. If you are offering this program as a not-for-credit opportunity, please indicate that as well. This information is purely for the CGE’s records and to ensure that information presented on the website, the application, and any marketing materials is correct. Please also indicate who will be teaching the course (if it will be yourself, on-site staff, in conjunction with another faculty member, etc.) as well as if a specific department is hosting this program. Previously offered course o Name of Course o Course abbreviation (i.e. GEND 180A) o Designation(s) o Faculty o Department Previously offered course with different topic or content (you should communicate with the Curriculum Committee to determine if you need to submit these changes to the committee for approval; please provide this information once you have it) o Name of Course o Course abbreviation (i.e. GEND 180A) o Designation(s) o Faculty o Department New course (you should submit a new course online and then communicate with the Curriculum Committee to determine which designations will be in place for the course; please provide this information once you have it) o Name of Course o Course abbreviation (i.e. GEND 180A) o Designation(s) o Faculty o Department Not-for-credit o Name of Course 7 Itinerary Development When developing the travel component of your course, there are a number of factors to consider: Do you have a country (or countries) in mind that the program will visit? Do you want the students to fly over together or meet in a location on-site? Do you have experience in that country or speak the language (if it is a non-English-speaking country)? Do you have connections with on-site personnel who can assist you? Are you going to be based in one location and then take day trips? What type of accommodation do you want to stay in? Are you going to require space in which to conduct lectures or classroom time? How much do you want the group to do together? What is the right balance between free time and organized group activities? If you would like assistance with the development of your itinerary, the Short-Term Program Manager is here to help you, either by providing advice or by connecting you with a reputable program provider which can help with all of the on-site logistics. Please provide a brief outline of your itinerary below. 8 Budget Development All program directors must submit a budget to the Center for Global Education for review. This budget will also be given to the CSB Business Office to help determine the final program fee which students will be charged. You can find the budget template below; this template has many built in formulas to help you determine the overall program fee. Some things to think about when developing your budget: 1. The reduced rate for summer tuition is either $525 or $550 (depending on whether the student is paying CSB or SJU tuition). 2. An assistant director is required when there are 16 or more students participating in the program. The assistant director will have their expenses covered by the student program fee and will receive a salary of $500. 3. Only the director and assistant director salary can come from tuition. The director and assistant director costs are covered by the student program fee. Please indicate if you plan on bringing any dependents or having an assistant director. Budget Spreadsheet: Budget\Short-Term Program Budget_Template.xlsx 9 Marketing and Recruiting While the CGE is here to assist you, you should expect to do the majority of the recruiting. You should develop a recruiting plan to help you determine the students you would like on your program (level, background, experience, gender ratio) and how you plan on reaching them to promote your program. One major way you can recruit students is at the Study Abroad Fair, which will be held on Wednesday, October 12th. This is an opportunity to talk with interested students and to also talk with other faculty members to understand what would attract students to your program. You should plan on attending the fair. Please briefly list the ways in which you plan on recruiting students for your program. Additionally, the CGE will promote your program on the CGE Short-Term Program section of its website. Each program will be listed according to when it runs (fall semester, winter break, spring break, or summer) with the course code (i.e. COLG 280R), the location(s) of the program, the name of the course, and the dates of the program. The CGE will also develop individual pages for each program. Program directors are encouraged to use the following template to help organize the content. Appropriate pictures are always welcome; you can include them with the content of the website. We can also link out to external websites, brochures, videos, or any other type of content that you have developed to promote your program. Program/Course Title City, Country Dates of Program (please indicate if these are tentative) Program Highlights Experience famous art galleries and performance spaces. Attend a major musical production. Visit the Tower of London and ride the London Eye. Travel to Brighton, and downstream to Greenwich. Explore London through walking tours and on your own. This is a Fine Arts (FA) designated core course. Program Description Insert text here as you would like to see the program described. Please visit our website (http://www.csbsju.edu/global/findan-education-abroad-program/short-term) to see examples. 10 Course Description Please provide information about the course, if there will be any pre-departure meetings, and overall expectations of the course. This is also where we will list information about the course, including designations assigned to the course. Program Cost Be as specific as possible! You want to be upfront with all expected costs of the program, whether they are billed or out-ofpocket. The estimated Program Fee is $XXXX plus the cost of X CSB|SJU credits at the reduced summer tuition rate (approximately $550 per credit). The Program Fee includes: Round-trip international airfare from Minneapolis to XXX Accommodations during the program Local transportation Course related excursions including: admission to museums, cultural attractions, major musical and theatre productions as outlined in the itinerary Program administrative costs and fees Some group meals Visa fees? Other required expenses? The Program Fee does not include: Most meals (estimated at: $XXX) Personal spending money (estimated at: $XXX) Please include anything else here that is reasonable that the student needs to budget for. (estimated at: $XXX) Activities, housing or transportation not associated with or included in the program. Housing Please provide basic information about the type of accommodations provided with the program. Are they dorms? apartments? host families? hostels? hotels? What amenities might the students expect to find? Are there any particular items the students will need to provide (i.e. Is bedding provided but not towels?) Is there an internet connection included with the accommodations? Is it self-catering? Is there a student cafeteria? Or will students be dining out? Director 11 Please provide here any information you would like to include about who you are and why you are leading this trip. Do you have past experience in this location? Do you have background/expertise in this subject area? Is there additional information you would like to have the students consider? Right hand Menu Box In this section we will provide mainly links to more information and follow-up for students on the program. Detailed Itinerary/Program Brochure Email the Program Director APPLY NOW! 12 Application Requirements All credit-bearing programs which are not attached to an on-campus course must use the Short-Term Study Abroad Common Application. This is to allow applications to open at the same time and to prevent any double applications from one student. The CGE will provide program directors access to the Short-Term Application Database to allow for review of applications and acceptance (or denial) into the program. If your program has specific requirements, please make sure that you include that in the website materials and in any marketing materials. Please contact Annika K. Turner if you would like to add any questions not found below to the application for your program. The Short-Term Common Application includes the following questions: Legal First Name, Full Middle Name, and Legal Last Name Banner ID, Email Address, Cell Phone Number Country of Birth, Country of Citizenship, Passport Number, Passport Issue/Expiration Select the short-term program to which you are applying Have you ever traveled internationally? If yes: where did you travel to? For what purpose? And for how long? What are your academic goals for participating in this study abroad program? (suggested length 200-300 words) Intended major(s) and minor(s), Intended date of Graduation (Month/Year) What are your professional goals for participating in this study abroad program? (suggested length 200-300 words) Please describe your personal goals for this program and the contributions that you will be able to make to the program. (suggested length 200-300 words) Describe any concerns or hesitations you may have about studying abroad. Please include any additional information that may be helpful to, or should be considered by, those who are selecting candidates for this program. Please indicate your current cumulative GPA Are you aware that you must enroll in the academic credits in order to participate in this program? Please provide the name of a CSB/SJU community member (faculty or staff member- NOT a student) who is willing to be a reference for you. Are there any other CSB/SJU students you would like to recommend for this program? If yes, please provide their name.