Guidelines for Faculty/Staff Study Abroad Programs. (updated by the International Education Committee April 2015)

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1 Guidelines for Faculty/Staff Study Abroad Programs (updated by the International Education Committee April 2015) I. Introduction A primary purpose of the International Education Committee is to encourage and support the continuing growth and development of high-quality, international study programs at the University of Wisconsin-La Crosse. One of the responsibilities of the Committee is to review for possible approval each UW-L credit generating program offered at least in part at a site abroad. To that end, the Committee develops guidelines for these programs. The guidelines are intended for proposers and directors of programs, as well as for the Committee who reviews the programs. The guidelines on these pages are for International Study Tour programs. These guidelines and required forms are available from the Faculty Senate website: The International Education and Engagement has prepared a Study Tour Manual to assist faculty in the development and on-going administration of short-term study abroad programs. Faculty-led program proposals originate from the faculty and are administered by the IEE. Many of the policies and procedures described within are the result of mandates from UW System for safety and liability reasons. Faculty are required to meet with staff in the IEE for program planning purposes. The "Spirit" of the Guidelines: The intent of these guidelines/procedures, and of the International Education Committee, is "to be a help, not a hindrance" to the advancement of high-quality, international study programs at UW-L. Accordingly, exceptions to these guidelines may, at times, need to be considered. In those cases, the Committee will examine carefully the circumstances surrounding the need for an exception and will take those steps necessary to assure the continuing advancement of high-quality, international study tour programs at UW-La Crosse. Program Definitions An international study tour program is a credit-generating course that is created and led by faculty/staff and that takes place primarily in another country. These opportunities are (generally) short term in nature and may or may not involve another institutional (university) partner participating in the delivery of the program. Faculty/staff proposing new international study tour programs (i.e., a program that has not been previously proposed, or a program that has been proposed and approved, but not offered in the past two years or has a significant location change (e.g., change in country) must submit a detailed proposal to the International Education Committee following the guidelines outlined in the remainder of this document. Faculty/staff leading ongoing study tour programs (i.e., programs that have been offered in the past) must submit the Ongoing Study Tour Summary Form to the International Education Committee in the early planning stages of the program. This document is available on the International Education Committee website. If there are significant changes in an ongoing program from the original program, contact the chair of the International Education Committee to determine whether a more detailed proposal is required.

2 II. Issues That the Committee Will Consider Listed below are the main areas of focus for the International Education Committee in its deliberations of international study tour programs. These issues should be addressed in the appropriate places within the program proposal. Proposers should be working closely with the International Education and Engagement on the proposal and study tour design and are also encouraged to communicate with the committee chair with any proposal questions. a. Program Design: study tour programs should be well designed with care taken to align program activities to the needs and learning outcomes of the program. Specifically programs should include the following: i. Need or purpose statement ii. Goals iii. Learning Objectives (in alignment with the goals) 1. Knowledge, attitudes and skills iv. Assessment procedures for the learning outcomes v. Student evaluation of program b. Health and Safety: all appropriate measures have been taken to assure that the health, safety, and well-being of all participants. This includes: i. the development of an emergency plan in collaboration with IEE ii. arrangements have been made to provide adequate counseling and supervisory services at international destinations. (For example: contact persons, interpreters, emergency services, handicap accessibility, gender-sexuality diversity, etc.) c. Program Cost: good-faith efforts have been made to minimize the cost of international study tour programs to student participants. Please specify the actual measures that have been taken to minimize cost (e.g., reasonable quotes from hotels, food, travel between locations, cost of activities) d. Training: arrangements have been made with the International Education and Engagement for pre-departure training for both program proposer(s)/ (director(s) and participants in the language(s), culture(s) and country(ies) to be visited. e. Course credit: credit-granting, international study tour programs are reasonably and responsibly linked to a relevant course title and/or catalog description. i. Credit hours should be explained using a 1:1 hour for class time and 2:1 for non-instructional activities (e.g., program/class-related excursion/lab activities) or UW-system recommendation of 1 credit per week unless otherwise justified. ii. Credit-granting, international study tour programs are designed to provide educational experiences integrally related to the curriculum not otherwise available on-campus and/or offered through a unique and impactful cultural context. iii. The course (including outline, instructional methods and evaluation procedures) are consistent with the course as approved by the University Curriculum Committee (previously LX-139, now CIM electronic system) for the course. iv. Proposals for credit-granting international study tour programs occurring during the regular academic year (i.e., Fall or Spring semesters) are offered as

3 part of the proposer's (or program director s) regular teaching responsibility and are not compensated additionally without further and appropriate justification. 1 v. Proposals for credit-granting international study tour programs occurring outside the regular academic year (i.e., Summer, J-term [January], or M-term [May]) are not considered part of the proposer s (or program director s) regular teaching responsibility and should be compensated appropriately, whenever possible. III. New proposal narrative: A detailed proposal narrative should be written to include the following items, while taking care to cover the criteria the IEC committee will consider outlined in Section I. Recommended narrative length is 8-12 pages. a. Preparation (including dates) of the activities before and after the trip (e.g., site visit; collaboration with IEE) i. Include health and safety and program cost considerations. b. Itinerary of travel and study when away from UW-La Crosse c. Course goals, objectives and work expected of participants. i. Program design is clearly articulated (see Section I. a. above) ii. Explanation of how the course content (including outline, instructional methods and evaluation procedures) is consistent with the documentation approved by the University Curriculum Committee (previously LX-139; now CIM electronic system). A copy of the LX-139 or other documentation should be attached. iii. Differences in expectations if more than one course is listed (e.g., undergraduate and/or graduate courses). iv. Differences in expectations if courses are offered for variable credit, and v. Grading criteria (if appropriate, and if such criteria are materially different from standard grading criteria). d. Communication i. A detailed explanation of how communication will be accommodated in countries/territories where English is not the primary language (e.g., arrangements for interpreters, guides). e. Pre-Departure Language and Culture Preparation i. This section should explain the steps to prepare participants to be both effective ambassadors of UW-L while in an international country/territory and ii. o be minimally functional and conversant in the language and culture of the primary country(ies)/territory(ies) being visited. These steps should be taken in advance of the planned study-abroad trip (e.g., might include three or four training sessions of approximately 45-minutes each). iii. Explanation should include how are the pre-departure activities aligned with the course objectives and purpose of the trip? (e.g., what do the students need to learn; what are key language phrases if applicable) 1. Language: For course in non-english speaking countries, sufficient language training should be provided to enable program leaders and participants to communicate orally with a minimum number of key words and phrases. These words and phrases might include such things as: 1 Academic staff council has been asked to discuss this point March 2015.

4 a. Phrases of basic courtesy, including greetings and introductions; phrases asking for directions and information; phrases covering issues of time, numbers, money and the like; relevant place names; days of the week; names of common activities; common foods and phrases for ordering common foods; phrases for emergency situations. 2. Culture: Information on the culture of a country or region to be visited should be presented and distributed well before the time of departure. The cultural material to be covered could well include history, politics, ethnicity, religion, cultural traditions, social organizations, geography, gender-sexuality diversity, among other topics. a. This section of the proposal should explicitly state i. The number of pre-departure sessions for culture and language as well as the length of these sections. ii. The instructor in charge of the language training iii. A description of the language and cultural materials to be distributed and any other pre-departure activities designed for language and culture. iv. Other pre-departure matters (e.g., logistics, clothing, funding) f. Language and Culture Backgrounds of Tour Leaders i. This section of the proposal is intended to inform the Committee of the proposer(s)/director(s) experience in international travel and/or international study-abroad programs. The purpose of this section is to identify to the International Education and Engagement what, if any, additional help and support may be needed by proposer(s)/director(s) to assure a successful study-abroad program. Included should be the background and experiences of the leader(s)/director, as appropriate, in the areas below: 1. Prior experience in international travel/international study-abroad programs (include dates and particulars, as appropriate). 2. First-hand knowledge of areas to be visited (include dates and particulars, as appropriate). 3. Special training/experience in international studies, including studies and experiences in comparative cultures, history, science, philosophy, etc. 4. Relevant fellowships, scholarships, grants or awards. 5. International language knowledge and experience (including level of proficiency, as appropriate). 6. Related skills and interests, as appropriate (e.g., photography, art, geography, musical instruments, etc.). IV. Budget Worksheet a. This form should be developed in conjunction with IEE and should detail in budget form and/or narrative as closely as possible: i. The comprehensive program fee to the participant/student. ii. Reasonable/prudent expectations of additional costs to students for necessary items, such as food, local travel, etc. iii. Explanation of competitive bidding arrangements. iv. Full disclosure of all arrangements to pay the cost of travel for the director(s). Proposals without this information will not be considered. Where more than

5 one leader/director is needed to support a program, please attach an explanation to the budget form explaining why the additional leader/director is needed and what the additional costs associated with the additional leader/director are. V. Letters of Support a. Letters of support from the department/division and from the Dean/Director are to be included. The letter from the department should indicate that i. The proposal complies with the departmental procedures and has departmental approval. ii. Your department considers all necessary arrangements for release time, for coverage of the instructor s other teaching responsibilities, and for any other departmental concerns affected by this proposal. iii. The faculty member has ability to lead and address changing circumstances as they arise iv. Program is considered a valuable academic program that will enhance course offerings VI. Application Procedures a. International study tour programs developed through the initiative of individual faculty and academic staff of the University of Wisconsin-La Crosse, but formally sponsored by the University, must comply with institutional and UW System budget and fiscal policy guidelines in such areas as personnel, salary and fringe benefit policies, and procedures. The process is as follows: i. Documentation and forms need to be prepared as outlined in this document. The International Education Committee will not review any incomplete files. Additional copies of these guidelines and the appropriate forms are available from the Faculty Senate website: ii. Submission and Deadline: 1. An electronic copy of the completed application package should be submitted to the IEE and the chair of the International Education Committee. 2. Deadlines for submission of proposal drafts can be submitted at any time, but the estimated time for completion of review and approval process is a minimum of 30 days. 3. Advanced planning is essential as IEC must approve the proposal before any recruiting or advertising can begin. Organizers should recognize and consider the time required to obtain necessary course approvals, guarantees of financial support, and to make the necessary logistical arrangements both here and overseas. Ideally, the planning process should begin 12 to 15 months in advance of the program s projected start date.

6 4. Suggested deadlines are as follows: a. New programs: Term to be Offered Proposals Due Review by IEC J-Term March 1, prior academic year March/April meeting Spring March 1, prior academic year March/April meeting May/Summer October 1, prior academic year Oct/Nov meeting Fall October 1, prior academic year Oct/Nov meeting b. Ongoing programs: Term to be Offered Proposals Due Review by IEC J-Term March 1 March/April meeting Spring March 1 March/April meeting May/Summer October 1 Oct/Nov meeting Fall October 1 Oct/Nov meeting VII. Required Documentation a. New International Study Tour Programs: A new international study tour program is a program that has not been previously proposed, or a program that has been proposed and approved, but not offered in the past two years or has a significant location change (e.g., change in country). The necessary documents for new international study tours are listed below: i. Proposal Cover Page: The cover page should conform to the style as presented in the appendix. The cover page includes a checklist which is intended as a check that all sections are included in the proposal. ii. IEE checklist and approval: A checklist associated with the faculty-led program criteria should be complete with the appropriate IEE signature (i.e., staff for study abroad program development) indicating that you have worked with them in the design of the program and completion of the proposal. iii. Detailed narrative: the body of the proposal should include a narrative as outlined in these guidelines. iv. Budget and budget narrative v. Letters of support vi. Syllabus b. Ongoing International Study Tour Programs: An ongoing international study tour program is one that has been offered consistently in the past (a gap in the program of more than two years is considered a new program). If there are significant changes in an ongoing program from the original program, a new proposal is required. Contact the chair of the International Education Committee to determine whether a more detailed proposal is required. Faculty/staff leading ongoing study tour programs must submit the following to the International Education Committee in the early planning stages of the program: i. Original program proposal ii. Ongoing Study Tour Summary Form and Narrative

7 iii. Budget iv. Letters of Support v. Syllabus vi. Most recent Post-Trip Assessment (described below) VIII. IX. Coordination with the International Education and Engagement: The director of the trip abroad should meet with the International Education and Engagement staff to: a. Get assistance with the design of an effective study abroad program and complete the IEE faculty-led program proposal checklist. b. Develop a detailed budget c. Ensure compliance with ACIS 7.1 Policy Guidelines for the Development and Operation of Off-Campus International Educational Programs for University of Wisconsin System Students and Financial and Administrative Policies 45: Study Abroad Programs. Post Trip Assessment: A post-trip assessment report is required and is to be submitted to the International Education and Engagement within 60 days of the completion of the program. The director of the trip abroad should also report in person to the International Education Committee. This section of the proposal should include the date by which the report will be submitted, as well as an overview/outline of the planned report. The format of this section is open, but it should demonstrate that the report will provide appropriate commentary while addressing the following issues: a. A brief description of the program (for example, to which UW-L course(s) the program is applicable, the program goals, the sites of the program and the dates of the program). b. A complete list of participants and addresses (postal and ) should be included. c. Changes in the actual implementation of the program from what was proposed (for example, changes in personnel, changes in itinerary, changes in sites visited and changes in activities), and the impact of these changes. d. Any logistical problems encountered during the implementation. e. The degree to which actual revenues and expenses matched the budgeted values. f. The degree to which the curricular goals and objectives were achieved (i.e., program assessment). g. Student evaluations of the program. h. Recommendations for a subsequent program.

8 COVER SHEET PROPOSAL FOR INTERNATIONAL STUDY TOUR New Ongoing Title of Proposal: Dates in previous years when course was offered as a study tour (if ongoing): Proposers and Rank Dept and Campus Address Phone # E- mail Address Program Dates: Estimated program fee: $ Countries to be visited: Course(s) through which study tour will be offered: Dept/Course # Course Title Credits Maximum number of participants: Distribution of students: _ Fresh _ Soph _ Junior _ Senior _ Grad _ Audit Target Audience: UW-L/La Crosse Regional Statewide National Abstract: Checklist: Please arrange the proposal in the following order and place an X next to each item included. New Ongoing 1. Proposal Cover Sheet 1. Proposal Cover Sheet 2. IEE Checklist/Approval 2. IEE Checklist/Approval 3. Detailed Narrative (see guidelines) 3. Original Program Proposal Itinerary 4. Ongoing Study Tour Summary Form and Narrative 4. Budget and Budget Narrative Itinerary 5. Letters of Support 6. Syllabus 5. Budget and Budget Narrative 6. Letters of Support 7. Syllabus 8. Most Recent Post-Trip Assessment Signatures of Proposers(s): Date:

9 Proposal Transmittal deadlines Term to be Offered Winter Session Spring May/Summer Fall March 1, (prior academic year) March 1, (prior academic year) October 1 (prior academic year) October 1 (prior academic year) *If an exploration trip is needed, an International Development Fund (IDF) should be secured for travel the year prior to the proposed term.

10 International Education & Engagement Checklist for Faculty-led Proposals Program Name: Location: Dates: Applicant name: Applicant #2 (if joint proposal): Term: # Days: Department: Department: Course # Course Name: # Credits: Course # Course Name # Credits The following items have been discussed by the proposing faculty/staff member and an IEE representative. Minimum number of students: Rationale for teaching the proposed course at the proposed location Design of the program Need, goals, learning objectives, assessment, evaluation Target audience for the program Safety of location: review of emergency protocol Faculty or staff member s familiarity with the location Is an exploratory trip necessary? International Development Fund (IDF)? October February April Quotes for all expenses of the program have been submitted to IEE Budget has been prepared in coordination with IEE and ready for approval process Is there sufficient time to properly recruit for the program? Pre-departure training IEE Representative Name PRINTED Signature Date _ Faculty/Staff Name PRINTED Signature Date _ Faculty/Staff Name PRINTED Signature Date

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