18-24 Months

Start Planning and Submit a Proposal

Detailed Information (Faculty-Led programs manual, p. 15-35)

• Faculty Director (FD) assesses the need for a program and the potential for sufficient enrollments.
• FD informs Education Abroad Office (EA) of interest in faculty-led programming and receives copy of Education Abroad: How to Design a Faculty-Led Program.
• FD drafts Program Proposal and preliminary budget with assistance from EA.
• EA convenes Implementation Team Meeting to review program proposal and budget and discuss commitment of staff and finances. Team consists of college members (deanor dean’s representative, chair, faculty member(s), and finance officer) and International Program members (EA Faculty-Led Program Specialist and IP finance officer).
• Dean and chair give written approval for program implementation.

12-16 Months

Preparation for an Education Abroad Experience

Detailed Information (Faculty-Led programs manual, p. 37-80)

• Faculty Director (FD) submits approved Program Proposal form and preliminary budget to Education Abroad (EA).
• EA and FD meet with WSU Risk Management Coordinator and Legal Counsel to review risk management and legal responsibilities and requirements.
• EA and FD determine if Third Party Provider (TPP) will be used and solicit bids.
• Bids collected and reviewed by EA and FD; TPP selected.
• EA and FD finalize budget; budget certified by department and IP finance officers.
• EA develops contract with TPP;contract approved and signed by Implementation Team and Provost.
• EA sends signed contract to TPP.
• EA and FD develop marketing plan and determine if program will be marketed to non-WSU students.
• FD attends EA workshops on emergency preparedness, health and safety, financial procedures, and assessment of cross-cultural learning outcomes.

6-12 Months

Recruit Student Participants

Detailed Information (Faculty-Led programs manual, p. 82-90)

Detailed Information (Faculty-Led programs manual, p. 128-129)

• Education Abroad (EA) prepares program flyer, program poster, and student application.
• EA assists Faculty Director (FD) with program promotion through class visits and information sessions, flyers and posters, department notices and Web site, EA Fair, and so on.
• Students submit applications to EA.
• Non-WSU students who wish to participate in program apply to WSU as non-degree students and obtain WSU ID number.
• All students obtain passports.

 

3-6 Months

Final Details And Communication With Students

Detailed Information (Faculty-Led programs manual, p. 59-81)

Detailed Information (Faculty-Led programs manual, p. 91-107)

• Applications close; Education Abroad (EA) and Faculty Director (FD) finalize program cost based on participant number and determine if program can go.
• FD determines need for additional program staff (Logistic Coordinator).
• EA notifies Implementation Team of program status and final budget.
• FD selects students. (At department’s request, EA can assist with student interviews).
• EA bills non-refundable deposit and other program fees (not tuition) to student accounts according to schedule; student payments deposited in EA account.
• EA monitors student payments and notifies FD of outstanding balances.
• Third Party Provider (TPP) invoices EA for program costs; EA utilizes program fees to make payments through WSU Travel Office.
• EA submits Program Expense Forms to Financial Aid.
• EA submits Student Conduct Forms to Student Conduct.
• FD instructs students to make travel arrangements independently or, if group travel is arranged, to purchase tickets on schedule with group travel agent.
• EA advises students on passports and visa acquisition, course approvals, and other preparations.
• WSU International Travel Clinic advises students on health concerns and immunizations.
• EA completes Course Notification Forms to place program courses on the DDP campus; FD secures appropriate departmental signatures.
• EA submits form to Center for Distance and Professional Education.(In rare cases, department may decide to run the program through Summer Session. If so, departments are responsible for completing all Summer Session paperwork in a timely fashion.)
•  Students enroll via Metro in program classes on the DDP or Summer Session campus, as appropriate.
• FD holds program pre-departure orientation(s) with EA assistance as desired.

2 Months

Purchase Air Fare, Secure Travel Advance And Receive Notebook

Detailed Information (Faculty-Led programs manual, p. 109-117)

• If faculty airfare and expenses are to be covered by tuition, department purchases faculty airfare and completes Travel Authority (TA) so that Faculty Director (FD) can obtain travel advance.
• If faculty airfare and expenses are to be covered by student fees, EA purchases faculty airfare and completes Travel Authority (TA) so that FD can obtain travel advance.
• EA holds orientation for FD(s) and distributes Faculty Notebook.
• Students complete first part of Assessment of Education Abroad Learning Outcomes.

1 Week

Receive travel advance, pick up cell phone and have a safe journey

Detailed Information (Faculty-Led programs manual, p. 119-121)

• Education Abroad (EA) remains in contact with Faculty Director to assist with problems or crisis management.

 

7-14 Days Post-Program 

Turn In Receipts  

Detailed Information (Faculty-Led programs manual, p. 44-46)

• Faculty Director(s) and/or Logistic Coordinator submit receipts and Travel Expense Voucher to person who completed Travel Authority prior to departure.

 

1 Month Post-Program

Evaluations

Detailed Information (Faculty-Led programs manual, p. 110)

Detailed Information (Faculty-Led programs manual, p. 143-149)

• Students complete program evaluation and final part of EA learning outcomes assessment.
• Center for Teaching, Learning, and Technology guides FD and EA through rating session of EA Learning Outcomes.
• EA and FD evaluate program design, implementation, costs, and outcomes and prepare written recommendations for future programs.
• FD and EA discuss program evaluation with Implementation Team.
• EA holds re-entry programs for students.
• EA provides students opportunities to work with EA office as peer advisors.
• FD may provide student(s) opportunities to work with FD in recruitment process for next program.
• EA trains students to develop and deliver high-quality and accurate presentations.