Information for Faculty Led Programs

 Farmingdale State College

Policy and Procedure Guide For Faculty Led Study Abroad Programs 

 

The Study Abroad Office (SAO) works with FSC faculty and staff to develop Faculty Led Programs (FLPs). FLPs are a great way to enhance the curricula of academic departments as well as expand the geographic diversity of the study abroad programs currently offered at Farmingdale State College. Since these programs are shorter in duration than semester abroad opportunities, they are a more economical option for our students. 

There are many factors involved in offering FLPs beyond the academic component. Leading a group of students in this type of endeavor is a commitment of time and energy. Faculty leaders should realize that they are involved in every aspect of the program and are often on duty 24 hours a day. The NAFSA: Association of International Educators Guide to Successful Short-Term Programs Abroad states that “study abroad faculty must be true leaders, skilled in diplomacy, logistics, and group dynamics.” 

            This Policy and Procedure Guide will assist you throughout the development and implementation phases associated with creating and running a successful Faculty Led Program.

                                                                                                     

I. Program Development Preparation

The first step toward developing a FLP is communication with the Study Abroad Office. Begin by discussing your concept, even if you only have a vague idea. The SAO will help you to develop the program. 

Most FLPs are planned as a single, 3 credit course. Programs of 4 weeks or longer may consist of two or more courses. Faculty leading travel experiences are expected to prepare students for departure, hold a regular series of classes and/or meetings to deliver academic content, and follow up with students after the program’s travel component to reflect and complete final assignments. Courses can begin prior to and end after the travel experience in face-to-face meetings or online in to fulfill required contact hours. (Reference SUNY contact hour requirements.)

Instruction hours on a study abroad program may include any of the following: lectures, trips to museums, theater productions, concerts, educational institutions, corporations, medical institutions, guided bus tours, group reflection time, guided walking tours, planned talks by or interviews with knowledgeable individuals, lab work, internships, experiential learning, etc.

The Faculty leader and the SAO staff will discuss the proposed logistical matters, program promotion, application procedures, payment procedures, orientation, etc. 

 

Faculty Eligibility

The Faculty leader must be:

• Employed at FSC as a full time, part-time, or visiting professor.
• Academically qualified to offer the travel experience as a course: i.e. business, natural sciences, language, art, social sciences, etc.
• Familiar with the location(s) and the local language(s).
• Prepared to address all issues involved in conducting a faculty-led program from planning through final evaluation (e.g. academic issues, financial issues, personnel issues) and submit a complete program proposal to the SAO by the posted program proposal deadline.
• Emotionally and physically prepared to manage the 24/7 presence of a varied student population and their concerns and needs.
• Prepared to ensure student safety and wellbeing while traveling.

Assessing the Academic Need for a Study Abroad Program

When developing a new study abroad program, consider the following:

• Does the program meet the strategic goals and/or curricular needs of your academic department?
• Does the program enhance a college major and/or satisfy portions of the campus’ General Education requirements?
• Does the program offer something unique that cannot be accomplished on campus?
• Is the length of the program appropriate for the academic content?
• Minimum GPA requirement for program participation; Class standing (i.e. upper division only); Prerequisites required for language or other courses?
• Will the program attract students from different degree programs?
• Will this program be able to be offered in years to come? If so, how frequently?
• What will be the methods of instruction?
• Will this program offer opportunities for experiential learning?
• Does the program proposal meet the SUNY Credit/Contact Hour Policy?

Destination considerations: 

• Travelling with the student group to and from the overseas destination is desirable but not mandatory as students may wish to integrate personal travel before or after the program.
• Know the geographic and academic area well and be prepared to convey your knowledge of both to the student group.
• Have sufficient expertise in travel to recognize/anticipate the pitfalls, routes, safety concerns, and advantages the proposed destination offers.
• Possess an ample network of contacts in the region to support planning and development of the program as well as learning outcomes. 
• Speak the local language (in places where English is not widely used).
• Identify connections in the proposed host country or city which may add value to the program content. 
• Consider the political/economic stability of the country/ies and weigh these factors against the academic value of the program. 
• Assess the minimum level of physical fitness required of the participants (where applicable).

Itinerary considerations:

Be sure to plan your program with enough down time so that participants have the opportunity to recover from jetlag, self-exploration, shopping, socializing, and sightseeing opportunities not included in the group itinerary. They need time to experience the host culture to get the full benefit of the travel experience. When possible, please address how you will combine the following elements in your program: 

• Instruction by local scholars and experts.
• Opportunities for student interaction with people of the host culture.
• Reflection on learning experiences.
• Connecting with any Farmingdale alumni who are from the host country or currently working in the program vicinity.

Study Abroad Travel Periods

Winter Intersession

• The travel experience is held any time after the fall semester has ended and prior to the start of the spring semester.  A typical program length is 10 – 14 days. 
• Typically, 3 credit hours.

Summer Session

• The travel experience is held any time after the spring semester has ended and prior to the start of the fall semester.  The duration of programs range widely from 10-28 days.
• Typically, 3-6 credit hours. 

Spring Break programs can be considered as well

 

Multiple Faculty Members: FLPs may include two or more faculty members. This will affect the viability of the FLP, especially in terms of the minimum number of students. If enrollment numbers are not met, faculty members may agree to reduce the per diem and/or pay for certain expenses from other sources. 

Program Promotion. Faculty will actively promote their study abroad program on campus by: 

• Participating in the FSC Study Abroad Fair and other SAO events
• Conducting in-class presentations and informational sessions
• Posting flyers
• Helping to developing program descriptions for the SAO website. 

 

II.  How and When to Submit a Program Proposal

Faculty should plan for a study abroad course at least 12 months in advance of when the travel experience will take place.  

18-12 Months Prior To Travel

§  Initial meeting between Faculty leader and Study Abroad Office

§  Faculty leader and SAO create the program

§  Faculty leader submits the Study Abroad Faculty-led Proposal Request, Syllabus, and Contact Hour form to SAO

§  Proposal undergoes approval of SAO, Dept. Chair, and School Dean 

§  SAO makes arrangements with partner institution, provider, or other travel-related agents

§  SAO prepares the program budget sheet 

12-6 Months Prior To Travel 

§  SAO develops marketing plan and shares with Faculty leader, including webpage, posters, on-campus and online informational sessions, and emails to students

§  SAO advises interested students

§  SAO requests a CRN from the registrar’s office

§  Faculty leader submits the Travel Authorization Form to SAO    

§  Faculty leader must obtain a Travel Card through the Purchasing Office

§  SAO will establish the Program Go/No Go date (typically 10 weeks before start of program)

6-2 Months Prior To Travel

§  SAO and Faculty leader will communicate with the overseas program 

Provider, when relevant   

§  Faculty leader must sign the final itinerary acknowledgement form      

§  SAO will conduct the student Pre-departure orientation            

§  SAO provides the Faculty leader with the Study Abroad Emergency Response Plan

§  SAO will collect student emergency contact information and share with the Faculty 

leader

§  SAO will collect student passport copies and share with the Faculty leader      

§  SAO will collect student health insurance card copies and share with the Faculty leader         

§  SAO will enroll the Faculty leader through the Health insurance website

§  SAO will email the health insurance PowerPoint to the Faculty leader  

§  Faculty leader must complete and submit the UP-8 form to their Chairperson

1 Month Post Travel  

§  Faculty leader will conduct a debrief meeting with SAO 

§  Faculty leader and SAO will conduct a debrief call with the program provider  

§  Faculty leader will submit travel receipts to SAO 

§  SAO will send out student survey and share results with Faculty leader 

 

III. Faculty Compensation and Costs

Enrollment: A minimum number of students will be determined based upon costs and agreement between the SAO and the Faculty Leader with approval of the School Dean and Provost. Most programs are viable with 5 students unless a higher number is required by a partner or a provider. 

Faculty Compensation/Teaching Load: To obtain full adjunct salary stipend, at least 9 students must be enrolled in the course. With enrollment below 9, compensation is prorated. 

Faculty Travel: When travelling abroad with students, the expenses included in the itinerary will be covered (international airfare, accommodation, excursions, activitities). Modest per diems are set (but not Dept. of State recommendations). Any deviation from the services, meals and/or accommodations provided as outlined in the itinerary are billable and payable by the faculty member. Any change in program cost due to addition of faculty and/or faculty family members are billable and payable by the faculty member. 

Family Members/Guests of Faculty: With approval from the SAO and the Chair of the faculty leader’s department, family members/guests may travel with the faculty leader with the following conditions: 

• It is expected that any faculty/staff member leading a Study Abroad Program is primarily engaged in the student learning process. As such, accompanying parties must not hinder this responsibility or even present the perception that this responsibility is compromised.
• Only those family members/guests who are formally approved in advance by the SAO may accompany the faculty/staff member during the study abroad program. All others must apply, be accepted and be registered as students.
• Faculty/staff members are responsible for all expenses incurred for family members/guests who accompany him/her on a faculty-led program. It must be transparent for all those involved in the program, especially the student, that no portion of the student program fees, in any way, subsidize non-participants.
• Family/guests attending a program should arrange their own flights and ground packages. The obtaining of insurance for those individuals travelling with the FSC group is at the discretion of the individual.
• The Faculty leader traveling with family members/guests must submit the following to the SAO: Family Member Release and Waiver Form and Copy of Family member’s passport.           

 

IV.  Health, Safety and Emergency Management

The safety and security of our students and Faculty leaders while they are traveling is of the highest importance at every stage in the development and administration of study abroad programs. For this reason, the SAO will not support programs in areas that the US Department of State has issued warnings for American citizens to not travel to. Prior to travel visit www.travel.state.gov to help you prepare for traveling with persons with specific concerns. 

Insurance: As established by the SUNY International Insurance Committee, international health insurance for our students, faculty and staff including evacuation, repatriation and medical assistance is required. The insurance may only be waived if a student, faculty or staff member hold citizenship and insurance in the location abroad. Insurance website information will be provided at orientation. A list of English-speaking doctors can be found on the insurance website.

What To Do in the Event of an Emergency: In any emergency that arises, the Faculty leader is the official representative of FSC and has the dual obligation to represent FSC vis-á-vis an overseas university or the US Embassy, and to ensure the safety and well-being of the students entrusted to her/his care.

Faculty leaders will be provided with the Study Abroad Emergency Protocol and the Student Study Abroad Handbook and must familiarize themselves with emergency procedures before leaving the US. SUNY CIE requires us to prepare a risk assessment form that will guide the Faculty leader.  The emergency plan is shared with the participants prior to departure and is reviewed during the pre-departure orientation. The Faculty leader should discuss appropriate emergency preparedness steps with the participants that include how to handle weather disasters, communication protocols, injury, illness and establishing a meeting place in the event of an emergency.

If a crisis or emergency arises, the Faculty leader will be in contact with the SAO, and will receive direction from the FSC campus. The SAO will assist as well as possible but often this is a challenge due to location and time differences. You should always seek guidance from local staff (program provider, partner institution, health insurance representative) to assist you.

• If the Faculty Led Program is hosted by an institution, the staff of that institution will normally take the lead in coordinating emergency efforts. The FSC Faculty leader may also be involved, particularly if the emergency happens during a class session, activity, or excursion.
• If there is no host institution, the faculty will take the lead in coordinating emergency efforts. 

It is important for the FSC Faculty leader to provide emotional support to the subject of the incident and other students who may be involved. Students should feel cared for and encouraged to carry on. Despite the possibility of anger or frustration, faculty leaders should not reprimand or interrogate students. If a judicial process seems warranted, the faculty leader should communicate with the SAO who will contact appropriate leadership at FSC. 

Should a terror attack, natural disaster, etc. occur during your time off campus, you will check in as soon as possible with the SAO and confirm your safety and whereabouts. 

The FSC Faculty leader must consider the remote possibility that the program could be cut short and the entire group directed to return home suddenly. 

V. Ethical Guidelines

The Forum on Education Abroad has developed standards of good practice for the field of education abroad.  It is expected that any international offering supported and endorsed by FSC, will adhere to the Forum’s Code of Ethics:

A. Responsibility to Learners. We deliver impactful, accessible, and intellectually and personally meaningful programs that strive to meet the Standards of Good Practice for Education Abroad. We endeavor to share with learners the value and significance of international education and experience, and the impact that it can have on them and those with whom they interact. We encourage learners to maximize international learning and engagement through meaningful and respectful communication with other people and other cultures, and to reflect on and articulate the value and meaning of their experiences. We recognize the importance of establishing clear expectations and communicating them to learners based on these shared values. We know that empowered and informed learners make responsible decisions, take accountability for their actions, and understand the limits of responsibility.

B. Truthfulness and Transparency. We communicate openly and honestly with all stakeholders, and our interactions with learners and stakeholders are founded in trust. We uphold accuracy and transparency of decision-making, policies, procedures, program promotion, and partnerships. Service to our learners is central to our decision-making and we avoid conflicts of interest that are counter to this goal.

C. Equity, Diversity, and Inclusive Excellence. We seek out opportunities to engage with diverse populations and perspectives, and do so with patience, understanding, humility, and respect, modelling the behavior we aim to cultivate in our learners. We endeavor to expand access to education abroad, and to create an environment of inclusivity that is open, respectful, and safe for all. We strive for equity in our treatment of all. We do not accept intolerance, and we work to eliminate inequities within our organizations and communities. 

D. Reciprocity and Respect for Others. Reciprocity must be valued as we consider the consequences of our activity on a global scale with respect to the environment, economies, communities, and cultures. We are sensitive to dynamics of power and privilege and the impact of our actions in the communities in which we operate and with whom we engage. ​We work to ensure that our interactions and interrelationships with the communities in which we operate, whether in-country or virtually, are mutually beneficial. Our work with learners, host communities, and internal stakeholders at our institutions and external partners is grounded in reciprocity. 

 

VI. Post Travel Experience

Equally important, is to consider including post-travel classes or debriefing meetings. A student’s study abroad experience should not end the minute they return to campus. Students will be eager to share their experiences with anyone who will listen – this might be the perfect opportunity to include them in promoting for your next faculty-led experience! Consider discussing students’ reactions to the host country, the culture, the language, the food, etc. Have them express their experiences by writing a post-travel response paper or an article for the student newspaper, etc. Also, encourage students to share photos and memories of their trip with the SAO to be promoted on the study abroad webpage.