REQUEST FOR APPROVAL OF A FACULTY-LED OVERSEAS PROGRAM
GEORGIA INSTITUTE OF TECHNOLOGY
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
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
GUIDELINES FOR PROPOSALS TO ESTABLISH
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,
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 email@example.com.
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
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
All field trips must be linked to the courses that are being
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.
Study Abroad Insurance
Other - Specify type of expense.
(include items which do not fit in the categories above.)