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					        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
     signatories.



    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


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   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
  staff include:

   -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
   students;

   -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


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         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
      OIP’s website).



     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


Submitted by
Jocelind Gant




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posted:8/24/2011
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