Document Sample

Program Title

Program Dates

Program Director

Study Abroad Program Directors are required to submit a program proposal for review by the GT Study
Abroad Committee for each year that a program will be offered. Proposals should be developed
according to the attached “Guidelines for Proposals to Establish Faculty-Led Overseas Programs”. All
signatures, except for those of the Executive Director of International Education, the Provost, and the
Executive Vice President for Administration & Finance requested on this page must be obtained before

Completed program proposals should be submitted to the Office of International Education (OIE) in the
Savant Building, Suite 211, Mail Code 0284, Tel: 404-894-7475. OIE submits program proposals to the
Study Abroad Committee, which is a standing subcommittee of the Institute Graduate and Undergraduate
Curriculum Committees. Incomplete proposals will not be reviewed by the Study Abroad
Committee. No students should be officially accepted to a program and enrolled in its courses and no
deposits or other payments for services should be accepted from students until all signatures have been
obtained and the program has been fully approved by the Study Abroad Committee.

 Deadline for submission of completed program proposals for           Priority deadline:
 Fall Semester Programs/Academic Year Programs (Fall +                October 1 of prior year
                                                                      Final deadline:
                                                                      February 1 of same year
 Deadline for submission of completed program proposals for           September 1 of prior year
 Spring Semester Programs
 Deadline for submission of completed program proposals for           October 1 of prior year
 Summer Semester Programs

AFTER review and approval by the Study Abroad Committee, OIE will obtain the signatures of the Executive Director
of International Education, the Provost, and the Executive Vice President for Administration & Finance.

Department/School Chair of unit sponsoring program


Executive Director of International Education

Provost and Vice President for Academic Affairs

Executive Vice President for Administration & Finance
                       FACULTY-LED OVERSEAS PROGRAMS

Georgia Institute of Technology requires that a formal proposal be submitted for all study abroad
programs. In order to receive approval for a faculty-led program, the proposal must address each of
the following items as thoroughly as possible:

       1. Educational Objectives and Outcomes/
          Nature and purpose of the program
          Describe how this program supports/enhances the academic experience of the students
          and the curriculum of the academic unit. Program Directors and other faculty teaching
          as part of study abroad programs should work with the appropriate academic units to
          outline the educational objectives and outcomes of the courses offered abroad to assure
          compliance with the units’ assessment procedures.

       2. Program Changes and Improvements
          Describe significant changes that will be made to the program (if any). If there were
          problems with the program the last time it was offered, explain how those problems will
          be addressed in the upcoming program. If there were significant changes in the financial
          statement, please list those with an explanation.

           If the program is exactly the same, state “no changes”. If the program is new, state “new

       3. Course information
          Submit a completed “Study Abroad Course Proposal Form” for each course that will be
          offered as part of the program. This form is located on the OIE web site:

           Here is some information to assist you in completing the “Study Abroad Course Proposal
              a. Classes should have at least 12.5 contact hours per credit hour.
                   60 minutes of lecture = 1 contact hour. 180 minutes of field trip activity,
                   recitation, or laboratory work = 1 contact hour. Please note that the minutes
                   counted as field trips should not include travel or other non-academic time.
                   Minutes during which students are being challenged academically are the only
                   ones that should be included. Requests for other ratios for contact hours should
                   be fully explained in the program proposal.
              b. During a full-length semester, a normal workload is 12-18 credit hours. If the
                   proposed length of the study abroad program is shorter than a regular semester,
                   Program Directors should consider whether the workload is reasonable and
                   should provide a justification for the increased workload. Due to the intense
                   activity schedules, rigor of study abroad, and special tuition rates, programs
                   should not offer more than 12 credit hours for a full semester program. Requests
                   for more than 1.5 credit hours per week must be fully justified.
              c. Study abroad courses are usually offered only on a letter grade basis. Program
                   Directors wishing to offer courses on a Pass/Fail or Audit basis as well should
                   clearly explain the rationale for doing so in the program proposal.
              d. Requests for variances in academic regulations or procedures (e.g. drop date,
                   mid-term grades, final grade submission) must be fully justified.

       4. Course-related activities/excursions
          Describe these activities and mention where they would occur and how long they would
5. Activities designed for cross-cultural experiences
   Describe activities or facets of the program’s structure that will give participants the
   opportunity to interact with people from the host country and learn about the
   history/culture of the host country/city. This could include home stays, students from host
   country taking GT classes, events planned for local and GT students. These
   experiences are not necessarily connected to the academic offerings of the program, but
   can be experiences designed to help students take advantage of their surroundings
   outside of the classroom.

6. Language preparation
   If the program will take place in a non-English-speaking country, please indicate how
   students will be prepared with basic language skills prior to departure and/or on-site.
   Students should receive some sort of an orientation to basic vocabulary in the language
   of the host country in order to meet and greet people, purchase food and other
   essentials, utilize transportation and handle emergencies.

7. Projected number of students, faculty, and staff
      a. What is the minimum number of students needed for the program to run? What is
          the maximum number of students that the program will accept?
      b. List the names and official roles of all faculty and staff affiliated with the program
          who are not listed as teaching courses in the course approval forms. This
          includes anyone who will act in an official capacity, even on a temporary basis.
          Please make note if faculty/staff will be hired who are NOT currently employed by
      c. Which faculty or staff member(s) will handle on-site administration, including
          misconduct and emergencies? Student assistants cannot be given these
          responsibilities, and only official GT faculty/staff or others trained and
          knowledgeable about GT policies may act in this capacity.

8. Projected cost to each student
   Please complete the attached “Study Abroad Program Cost Breakdown” (page 5 of this
   document). Please do not alter the categories of the breakdown form. This information
   is needed for financial aid purposes; the categories specifically follow federal financial aid

9. Amount and source of faculty compensation
   Please be advised that the tuition paid by the students for enrollment in a faculty-led
   program is transferred to the department. It is expected that these funds will be used to
   cover some or all of the salary, fringes, travel, room and board of the faculty, classroom
   costs, and other academic expenses of the program.

    PLEASE NOTE: Embedded Faculty-Led Study Abroad Programs do not receive tuition
    and so should not include tuition in compensation calculations.

10. Program Budget
    Please complete the attached “Financial Statement for Faculty-Led Study Abroad
    Programs” and attach it to the final proposal.

11. Promotional materials
    A copy of the promotional brochure/flyer/booklet given to students should also be
    included with the program proposal.
       12. Program Affiliations
           Provide a brief description of the institution/agency with which the program may be
           affiliated including its history, accreditation status, and academic programs. Mention
           should be made of the faculty counterpart associated with the affiliated institution who
           would be assisting with the program, if applicable.

       13. Cities/countries to be visited
           Include in this proposal an itinerary with dates, even if they are not firm.

       14. Security and travel arrangements
           The safety and security of our students and staff is of utmost importance. As such,
           Travel as part of a study abroad program is not permitted to countries for which the U.S.
           State Department has issued Travel Warnings. Furthermore, we require that
           information be provided regarding steps that will be taken to protect students in the event
           of civil unrest. Speak to the safety measures that are in place where participants will
           reside, to the program’s plans for a meeting place for students and staff in case of an
           emergency, to back-up plans in case the Program Director is injured/ill or for some
           reason unable to continue his/her duties, and to how these measures and plans are
           communicated to students and program staff. Please note that this section is not asking
           for a reference to the GT Emergency Response Plan for Study Abroad and Exchange
           Programs, which is a general document for all programs, but for the specific plans for this
           faculty-led program in the cities it visits and in the places its participants reside.

       15. Medical and psychiatric facilities
           Provide information on the resources to which you would turn for assistance if a
           participant were in need of medical or psychiatric care during the program. Speak to the
           steps that will be taken to secure medical treatment for sick students and/or possible
           evacuation. Please include a list of specific addresses and telephone numbers for
           hospitals/clinics and psychiatric facilities.

       16. Insurance and risk management information
           Short-term programs are required to purchase insurance coverage that includes
           medical/evacuation coverage while overseas through a broker that works with Georgia
           Tech. The Office of International Education will provide this information to Program
           Directors. If you would like to request an exception to the requirement of including
           insurance in the program, please provide an explanation for your request. If the program
           will take place in a country with known risk factors, explain how those risks will be
           managed (e.g. special orientation meeting for students and/or faculty before departure,
           contingency plan).

       17. Assessment
           Recognizing that individual courses will be assessed by the academic units offering the
           courses according to the units’ assessment procedures, explain how you measure
           whether the overall program objectives in Item # 1 “Educational Objectives and
           Outcomes/Nature and purpose of the program” were met. All GT programs are required
           to administer the standard student evaluation available from the OIE to participants and
           to submit completed evaluations to the Study Abroad Committee.

Please address all of these issues as thoroughly, yet as succinctly, as possible. The faculty
committee that reviews proposals for faculty-led programs will discuss this proposal and make
recommendations for changes/modifications. For further clarification on any of the items mentioned
in the guidelines, please contact Ms. Lorie Páulez, Assistant Director of Education Abroad, 404-894-
7475 or
                               Study Abroad Program Cost Breakdown

This form is designed to provide the Study Abroad Committee with the actual cost to each
student and to obtain all of the information that federal law requires GT to include in financial aid
budgets for study abroad programs. OIE must report program costs as per the categories listed
on this form. Please do not add categories or change this form, please only use the
categories specified below.

Name of Program: ______________________________________

How much is the program fee?                                    ____________

 Type of Expense                                                Cost (include either the     Is this amount
                                                                exact cost each student      included in
                                                                must pay to the program or   the program
                                                                the amount students          fee?
                                                                should estimate for this
                                                                item)                        YES/NO

 Roundtrip airfare
 Books and supplies
 Indicate the cost included in the program fee for meals. If
 not all meals are included in program fee, indicate how
 much students should expect to spend for independent

 Local transportation
 Field trips
 All field trips must be linked to the courses that are being

 Administrative Fee
 This should include faculty expenses not covered by tuition
 revenue, faculty travel before the program to make
 necessary arrangements, the cost of marketing the program,
 & miscellaneous costs that do not fit into other categories.

 Application Fee
 Study Abroad Insurance
 Other - Specify type of expense.
 (include items which do not fit in the categories above.)

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