Faculty Led Program Abroad Proposal 2010-11
FLPA Proposal Deadlines:
Term
Fall (Aug. 30-Dec. 17)
Winter/Spring (Dec. 27-May 22)
Summer (May 23-Aug 22)
Deadline
January 15, 2010
May 15, 2010
September 15, 2010
COURSE INFORMATION:
Program Title (including location)*:
Course Number:
*Note: Countries with travel warnings require approval by the Provost. Please contact OIE for details.
Credits earned:
Minimum
Maximum
Preferred participant #s:
Minimum
Maximum
PROGRAM TRAVEL DATES:
How often do you plan to offer this course?
Once
Yearly
Every
years
FACULTY INFORMATION
Faculty Director
Email
Office phone
Cell phone
Required: 2nd Faculty Director or TA
Email
Office phone
Cell phone
Optional: Faculty Co Director or TA
Email
Office phone
Cell phone
Updated 2/4/10
PROGRAM DESCRIPTION (to be used for website, flyers, student advising)
Language of study:
English
and/or
Other
COOPERATION
Is this program being offered in cooperation with an institution abroad or program provider?
YES
NO
If yes,
Institution Name:
Phone:
Contact Name:
Email:
Web Address:
Explain this organization’s role in this program:
PRE-TRAVEL STUDENT ORIENTATION DATES
Do you know the dates you plan to hold these sessions?
STUDENT ELIGIBILITY
What eligibility requirements must students meet in order to participate in this program?
Class year
Major/minor
Course number prerequisites
Language Requirements
Other (Please list: ex.: interview, recommendations, prior coursework in a related program area,
etc.)
ACCOMMODATIONS
What housing accommodations will students utilize during the program?
Host Family
Residence Hall
Apartments
Hostels
Hotel
Other
Please describe these accommodations (room size, amenities, distance from program site, etc.) and list the
web address, and contact information if available.
Updated 2/4/10
RESOURCES ABROAD
What on-site resources (other than accommodations) do you plan to use (teaching facilities, guest
lecturers, academic or cultural resources, etc.)? Explain your purpose for using facilities (daily classes,
occasional presentations/lectures, etc.) and list the web address, contact information and price estimates
for all resources, if available.
ADDITIONAL QUESTIONS:
1. Would you like to arrange group airfare for the course?
Yes
No
2. Describe any liability concerns for this program (health, travel concerns, etc.)
3. What forms of contracted in-country transportation will be used during the course to transport
students (vans, rental cars, boats, airplane, train, etc.)?
NEW COURSES ONLY
1. Please provide a brief description of the time you have spent in this country
2. Do you require the assistance of OIE in development and administration of a program fee
budget?
Yes
No
If yes, please complete the budget template available at
http://learn.uvm.edu/studyabroad/faculty_forms and send an electronic version to
janet.nunziata@uvm.edu
Updated 2/4/10
APPROVALS
Faculty director supervisor/home department chair
I affirm that ________________________ has my permission to teach this course. To the best of
my knowledge, this faculty member will exercise good judgment and be an appropriate leader for
a course taught abroad.
Supervisor
Signature
Date
(2nd faculty director only) Faculty director supervisor/home department chair
I affirm that ________________________ has my permission to teach this course. To the best of
my knowledge, this faculty member will exercise good judgment and be an appropriate leader for
a course taught abroad.
Supervisor
Signature
Date
Sponsoring department chair(s)
The academic department(s) or unit(s) listing the course
I affirm that this course has academic approval of this department.
Print name
Department
Signature
Date
Print name
Department
Signature
Date
Updated 2/4/10
ACADEMIC DEAN APPROVAL(S)
By signing this proposal, I affirm that these faculty members have my approval to teach
this course under a course title/academic prefix within the purview of this academic unit.
______________________________________________________________
____________________________________
Course Title/Number
Dean #1
Date
Dean #2 (if applicable)
_________________________________________________
Dean name printed
_________________________________________________
Dean name printed
_______________________________________
Signature
_________________________________________
Signature
________________________________________________
____________________________________________________
School/College name
School/College name
*NOTE: Faculty that are proposing courses to be academically sponsored by the College
of Arts and Sciences must submit a CV with this proposal to the Dean.
SPONSORING DEAN APPROVAL(S)
If your course is being offered by Continuing Education, this box is reserved for CE.
Otherwise this box is reserved for the sponsoring academic unit dean(s).
By signing this proposal, I affirm that as an agent of UVM, I will in good faith fulfill the
expectations of me outlined in the attached document under the “Sponsoring Dean”
section of the “Faculty Led Programs Abroad Risk Management, Health & Safety
Responsibilities” document attached. I further certify that if the faculty director(s)
overspend program funds without prior authorization, I will ensure the faculty member or
his/her department reimburses the OIE.
______________________________________________________________
____________________________________
Course Title/Number
Dean #1
_________________________________________________
Dean name printed
Date
Dean #2 (if applicable)
_________________________________________________
Dean name printed
_______________________________________
Signature
_________________________________________
Signature
________________________________________________
____________________________________________________
School/College name
Updated 2/4/10
School/College name
FACULTY DIRECTOR CONTRACT
Upon receiving approval to offer this faculty-led program abroad, I agree to perform the
following duties:
1. Complete administrative and academic responsibilities as outlined in the proposal
addendum.
2. Complete and adhere to guidelines regarding risk management as outlined in the
proposal addendum.
3. If I request assistance from OIE with developing a budget: Create a budget with
tools provided by the OIE and adhere to this budget throughout the course. FLPA
courses must be financially viable. Faculty must adhere to UVM travel accounting
policy as defined by the UVM Accounting Office (including reconciling all travel
advances). Faculty must adhere to US Customs Regulations regarding
transportation of currency across international borders.
4. Reimburse OIE for any over-expenditures(if not previously authorized by OIE in
an emergency situation) if using OIE for budgetary assistance
Course Title: ________________________________
Faculty Signature __________________________________ Date______________
Salary for faculty, support staff, or teaching assistant for CE courses will be determined in
accordance with Continuing Education and UVM policy.
Updated 2/4/10
PROPOSAL ADDENDUM
RESPONSIBILITIES: SPONSORING DEAN
The academic division dean sponsoring the course (i.e. paying the faculty salary) must:
 Screen faculty directors to ensure they are qualified to lead a course to the specific foreign country for
which the faculty-led program is proposed.
 Ensure the faculty directors thoroughly understand UVM risk management and UVM study abroad
policies and guidelines in the development and execution of their program or course itineraries.
 Ensure the faculty directors attend a health and safety/risk management workshop for faculty
directors organized by OIE and Continuing Education
 Ensure the faculty directors understand and complete all responsibilities outlined in this document
 Cancel the course if OIE reports that the faculty director has failed to adhere to expectations
RESPONSIBILITIES: FACULTY DIRECTORS
Administrative

Obtain written approval for the program from dean and chair and submit the required proposal
form to the OIE.

Ensure the program is on the faculty workload form for full-time faculty.

Prepare a preliminary budget and adhere to this.

Work with your department to list the course in Banner.

Design academic aspects of the program, including academic, professional, and/or cultural site
visits, tours, and lectures.

Visit cooperating institutions to work out program details, etc. (if needed).

Market the program and recruit participants to meet course minimum through information
meetings and short classroom presentations during the semester.

Issue course overrides for student course registration, which will occur through normal university
procedures.

Manage spending and accounting for any travel advance.

Submit all financial documents to OIE within two weeks of return.
Academic

Approve/deny student applicants to the program.

Correspond with students regarding all academic issues related to the program.

Serve as a guide, academic advisor, and responsible counselor to students during the entire
program abroad (unless special arrangements have been made in advance).

Participate in all planned group activities (unless special arrangements have been made in
advance).

Develop required pre-travel academic sessions to prepare students for the experience abroad
(minimum 2 class meetings).

Assign and post academic grades within 72 hours of course completion.

Teach courses while abroad and maintain academic focus of program.
Updated 2/4/10
Risk management, health and safety
NOTE: Highlighted items are responsibilities with which OIE is available to assist.
RESPONSIBILITIES: FACULTY DIRECTORS
Before departure, faculty directors must:
 Attend a health and safety/risk management workshop for faculty directors organized by OIE and
Continuing Education
 Develop a working knowledge of UVM risk management policies and guidelines in the development
and execution of their program or course itineraries. See http://www.uvm.edu/~riskmgmt/ and click
on the “Travel safety guidelines” and then “Study Abroad guidelines” links.
 Develop a working knowledge of the UVM sexual harassment policy
http://www.uvm.edu/~uvmppg/ppg/student/sexharasstudent.pdf , of the UVM Conflict of Interest
policy http://www.uvm.edu/~uvmppg/ppg/general_html/conflictinterest.pdf and the Code of Student
Rights and Responsibilities http://www.uvm.edu/~uvmppg/ppg/student/studentcode.pdf
 Develop a working knowledge of UVM’s emergency guidelines and protocols for faculty-led programs
abroad
 Develop a working knowledge of UVM’s student health and safety guidelines for students traveling
abroad
 At one or more pre-departure orientations with all UVM affiliates of the course:
1. Discuss with participants what they can expect, local conditions and customs, potential
risks, cultural and culinary differences, and packing advice
2. Discuss and provide to them a written copy of UVM’s student health and safety guidelines
for students traveling abroad
3. Discuss destination country’s laws and group expectations regarding alcohol and other drug
use
4. Discuss and provide a written copy of the U.S. Dept. of State country-specific information.
This can be found at http://travel.state.gov/ under the tab “Country Specific Information.”
5. Give every participant (student and employee) an International SOS card and ask that they
carry it with them at all times during the trip. Cards can be obtained at the Office of
International Education or the Department of Risk Management.
6. Provide each participant with your contact information and travel itinerary (airline, flight
number, date/time scheduled to arrive) if the group is not traveling together
7. Provide each participant with the ultimate destination for the group and explicit directions
on how to get there (in English and in the local language) if a participant does not make his
or her flight
8. Advise students where to learn about visa requirements for the program
9. Encourage students to carry a copy of the first page of their passport, separate from their
passport
10. Begin to get to know each participant well enough to be able to determine when he/she is
in poor health
11. Additional health and safety tips can be found at
http://travel.state.gov/travel/tips/safety/safety_1747.html
 Encourage participants visit the UVM Travel Health Clinic
http://www.uvm.edu/~chwb/medical_clinic/?Page=travel_clinic/overview.html fees required) for any
required immunizations and travel medical advice well in advance of departure.
 No less than 3 weeks before departure, provide to the Office of International Education (OIE) the
following: a complete, detailed itinerary; at least one reliable phone number, and preferably one land
Updated 2/4/10
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line and one cell phone number, an email address to reach the faculty director during the trip, and
faculty emergency contact information
Ensure each participant completes the “pre-registration” process online which includes a
Memorandum of Understanding; medical and emergency contact information (encourage them to be
thorough); a ‘transportation waiver;’ confirmation of overseas health insurance. Copies of the first
page of every participant’s passport also is required.
Register all program participants with the U.S. Embassy at least 7 days prior to departure and submit
the registration confirmation note to OIE. The registration site can be found at http://travel.state.gov/
under the link “Registration with Embassies.” To register, you will need each participant’s legal first
name, last name, date of birth, phone number, e-mail address and passport number..
Obtain a copy of the travel itinerary (airline, flight number, date/time scheduled to arrive) for each
participant if the entire group is not traveling together.
Know contact information for closest American consulates at each location in itinerary
Create general evacuation plans in the event of an emergency. See
http://www.osac.gov/resourcelibrary/
If the program will be a distance from reliable medical assistance, ensure that either the faculty leader
or TA are certified in first aid
During the trip, all faculty directors must:
 Notify OIE and sponsoring academic department promptly of any concerns, inappropriate student
behavior or emergencies, and document in writing steps taken to respond
 Notify OIE and sponsoring academic department of any unexpected itinerary changes
 Be alert to participant fatigue, digestive ailments, dehydration, culture shock, jetlag, and symptoms of
other illnesses and procure appropriate medical attention when necessary
 Carry a roster that includes the following for every participant (including the leader him/herself):
Participant name, passport number, emergency contact name and phone number, birth date,
participant health insurance information, health and allergy information, and medications. Ensure that
two individuals – preferably faculty member and TA – have a copy of the roster.
 Carry the International SOS card and the OIE Emergency Response card at all times.
 Carry a first aid kit. Recommended contents can be found on the Centers for Disease Control and
Prevention site http://wwwn.cdc.gov/travel/yellowBookCh2-HealthKit.aspx . Or inquire at the UVM
Travel Clinic.
 Know the location of the nearest immediate emergency medical service, and the phone numbers for
emergency medical service and police for each stop in the trip itinerary
 Upon arriving in country, and in each new location that presents potentially different safety concerns,
hold a group meeting (in country orientation) and review with participants:
a. Behavioral expectations and recommended safety measures, noting any recent incidents of
which in-country partners have informed you or which have been reported on the Department
of State website.
b. Review country or region specific health, safety and security concerns
c. Review general safety measures (from pre-departure)
d. Review medical and counseling sites, as well as UVM resources
e. Review students’ responsibilities regarding their own personal safety and health
f. Review independent student travel policies
g. Review important cross-cultural issues that may impact health, safety or security.
h. A meeting place – and a backup meeting place if the first is inaccessible – in the event of a
large-scale emergency. A written address, phone number and directions should be in the local
language as well as in English
i. What a participant should do if he/she is separated from the group
Updated 2/4/10
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j. Emergency phone numbers and nearest US consulate contact information
k. Evacuation plans
Upon arrival in country, encourage students to contact their parents or other family members to let
them know they’ve arrived
Upon arrival in country, notify the Faculty-Led Programs Abroad Coordinator and appropriate staff or
faculty member in sponsoring department that all participants have arrived safely; halfway through
course, check-in with the same individuals to apprise them of status. (Semester-long faculty directors
must check in weekly with Continuing Education.)
Keep apprised of local news and events
Note any risky student behavior, and discuss with student as appropriate, noting potential
consequences; document conversations
In the event of any adverse event (natural disaster, terror attack) that does not directly affect the
group, but could generate international media coverage, e-mail and/or call the Faculty Led Programs
Abroad Coordinator, the OIE office and the appropriate staff or faculty member in the sponsoring
department to inform them of participants’ status
Follow UVM’s emergency guidelines and protocols if necessary
As part of the course curriculum or “free time,” do not organize the following activities, as they are
excluded from UVM’s insurance coverage: hang gliding, parasailing, parachuting, tobogganing, luge,
skateboarding, trampolines, bungee jumping, hot air balloon rides, mechanical bulls, Velcro jumps,
paintball, race track, motorsports, rodeo, whitewater rafting, scuba diving.
Submit Risk Management incident reports if an event occurs resulting in significant injury or crime, or
if directed by the Director of OIE or a CE representative
Updated 2/4/10