PLANNING and IMPLEMENTING A STUDY ABROAD PROGRAM
The Role and Responsibilities of the Office of International Programs (OIP)
The implementation and administration of study abroad programs is a
collaborative and consultative process. The primary parties involved in the
process consist of the faculty director/leader, his or her department’s chair and
college dean, and the Office for International Programs (OIP). Each of these
entities has specific roles in the process. The information provided below is
intended to familiarize the university community with the role and duties of OIP
in planning or implementing study abroad programs.
Early Consultation: Any faculty member may propose and develop a
study abroad program. From the inception of the proposal (usually 18
months or more before the program dates), the faculty director should
consult with the Assistant Vice President for International Programs and
his/her Department, or College Dean.
Study Abroad Proposal: The faculty director prepares the study abroad
program proposal. The proposal should clearly specify the justification,
objectives, content, cost, and location of the program, as well as the faculty
who will teach or administer the program.
Affiliation Agreement: Any faculty member may propose or initiate
discussions regarding an Affiliation Agreement with an international
university or educational entity. OIP is the primary coordinator of
Affiliation Agreement s and, as such, the Assistant Vice President for
International Programs, herein after referred as the Director, must be
consulted from the inception of the discussion. Based on PASSHE’s
sample, the director, in turn, will craft the agreement, and, with due
consultation, finalize the agreement for the appropriate university’s
Coordination: OIP serves as the primary liaison among the faculty
director of study abroad programs, his/her academic department and
deans’ office, prospective participants, the accounting office, financial aid
office, insurance, and other campus departments and agencies in the
planning and implementation of study abroad programs. The nature of
the program often determines which OIP staff will provide the assistance.
Assistance/Support: Following consultation with the department chair
and the college dean, the faculty director should request a meeting with
the OIP Staff as soon as he/she decides to explore the development of a
new study abroad program. The range of services provided by the OIP
-developing plans and budgets for the program;
-explaining the process for consultation with deans on the issues of
minimum student enrollment, faculty salaries, and credits for the
-developing a recruitment plan for the program;
-advising on the process for visas, insurance or any other immigration
regulations as appropriate;
- explaining the process on transfer credits and quick admit;
- completing the Study Abroad application process;
- Assisting with the Pre-Departure and Re-Entry planning.
Deposits, Finances and Payments: Except for the tuition to be deposited
to the student’s Clarion account, OIP should process all financial deposits
for the study abroad programs. OIP will assist the faculty director with
processing all other program expenses.
Orientation & Pre-Departure: In consultation with the faculty director of the
study abroad program, OIP will conduct a Pre-Departure orientation program
for all participating students in a short- or long- term program. Pre-Departure
orientation is complemented by program-specific meetings that offer guidance
on how to complete the study abroad application and other related forms. Study
Abroad Fairs are also held during each semester for students and faulty
interested in study abroad.
Re-Entry Meetings: OIP will collaborate with the faculty director to ensure that
reentry meetings are available to students following the completion of their
study abroad experience. Students will have the opportunity to share their
experiences and will be advised of university services of which they may avail
themselves as warranted.
Health Insurance: OIP administers the enrollment process for the International
Student Identity Card (ISIC) for all CU students participating in credit-bearing
study abroad programs.
Scholarships: CU offers the Provost International Scholar Award for CU
students only. The scholarship is administered by the International Advisory
Council and the application forms are accessible online (see websites of the
Provost and Deans’ Offices). Other scholarships may be available from specific
programs such as the Daegu University Scholarship. (OIP encourages all faculty
to advise students to check on the listing of scholarships that is accessible via
Transcripts: OIP encourages all faculty directors to ensure that international
institutions be reminded of the need to send the grade directly to the university’s
Registrar Office. The transfer of credits should take effect immediately following
the conclusion of the semester or study abroad program