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Welcome!

The Study Abroad Office (SAO)  appreciates your interest in developing a faculty-led study abroad program. We  look forward to assisting you in what will be a richly rewarding opportunity,  both for your own professional development and the academic development of NC  State students. Our goal is to create partnerships with faculty and departments  to develop more opportunities for NC State students to study abroad.

With today's dynamic and diverse  student population, your willingness to consider directing a study abroad  program enables NC State to offer a broader range of study abroad options to a  variety of students. Most students prefer to study abroad in group programs  sponsored by their own university. They wish to travel and study with friends  and faculty they know and trust, and welcome the ease with which academic  credit is applied toward their degree requirements.

Generally three-fourths of NC State  students studying abroad do so on faculty-led programs. In the summer of 2012,  approximately 670  students  studied abroad on NC State programs. Frequently, we have seen these programs used  as a launching point for further international activities, as numerous students  participate in more than one program. In a very direct way, you are helping to  train the globally aware leaders of tomorrow by providing life-changing  experiences abroad. 

Although much work goes into  developing and producing a successful study abroad program, you are not alone  in this endeavor. The team of SAO professionals is available to assist you  along the way and help remove some of the burden associated with program development and coordination. We hope that you will be able to find answers to  many of your questions about program development in this guide. We also welcome any additional questions or comments.

We look forward to working with you!

If you are ready to begin your program proposal, please click to fill out the Faculty Interest Form to set up a meeting with a regional advisor. This link is also available at the bottom of this page.


Guide to Faculty-Led Study Abroad  Program Development

This guide provides a thorough review of the information to consider when applying to lead a new study abroad program. 

Once you have reviewed this guide, please submit the Faculty Interest Form  to the Study Abroad Office. A regional advisor will then contact you to arrange a meeting to discuss your program ideas.

PLEASE NOTE: The deadline for submitting new program proposals to the Study Abroad Office is at the end of each June for programs planned for the following academic year.  Please consult the online proposal for the specific date. 

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This guide is designed for faculty developing a new study abroad program that meets the following criteria.
 
Faculty-led study abroad programs:  

     
  • are taught outside the United States
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  • involve an NC State faculty member (including adjunct) or staff member either as instructor or on-site program coordinator
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  • involve groups of students going to the same location for the same time period
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  • offer courses or are  part of a course for which students could earn NC State credit; typically courses can be taken for a grade, are listed on students' transcripts, and are included in the GPA, similar to on-campus courses
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  • typically offer off-model courses, which are self-supporting and do not involve regular tuition payments
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  • are sponsored or supported by NC State University.

Your application for a new study abroad program is NOT intended for programs in which: 

  • no academic credit is earned
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  • no NC State faculty or staff member is accompanying any portion of the program
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  • students take courses overseas individually, not in a group. Examples include semester-length exchanges or credit-bearing internships in which the faculty member does not accompany the student overseas.

Program Types

The first step in program development is to review the types of faculty-led programs offered through the SAO. They are roughly categorized by length. 

  • Summer Programs generally last over 21 days. Some current examples include the NC State programs to Florence, Guatemala, Ghana, Lille, Oxford, Peru, and Vienna.
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  • Short-Term Programs generally last 14 days or less, whether that program is during spring break or during the summer. A current example is the Ghana Spring Break program.
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  • Semester or Year Programs last either a full semester or an academic year. Current examples include the Semester in Spain and Prague Institute programs.

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General Timing

For new programs, planning is generally a two-year process. The required span is often underestimated and program quality becomes compromised when less time is allowed for program development.

As an example, a proposal for a summer program departing in May 2014 should ideally be researched during summer and fall of 2012 and submitted for approval by the application deadline date at the end of April, 2013. The Faculty Director would then gather any additional necessary program details over summer 2013 and work with the SAO to have a program website page and program brochure created in time for the Study Abroad Fair in October.

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Factors to Consider When Developing a Study Abroad Program

In order to maintain a healthy portfolio of programs that meet the changing and unique needs of each academic unit, the Study Abroad Office welcomes new proposals from faculty that meet the criteria listed here. It is important to note that in recent years, the Study Abroad Office (SAO) has received a growing number of program proposals and renewals. Unfortunately, student participation has not grown to support the number of programs. This requires the SAO to be more selective in the programs that are accepted to move forward, and firm when programs do not meet identified goals. We plan to review programs carefully, and look forward to partnering with faculty to ensure that students have access to high quality programs that meet student needs, as well as both SAO and University strategic goals.  


 A  successful program proposal will:
  • show that the prospective faculty director or their academic unit has strong ties to and familiarity with the program site

  • include a complete and accurate preliminary program budget

    • preliminary budget is based on solid, accurate estimates from vendor(s), including costs for housing, group meals, on-site transportation, classroom space, an educational excursions; final prices must be submitted by October 15.
    • program cost is as low as possible to ensure greater accessibility and participation for NC State student population

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  • demonstrate that there is student interest in this program and course(s).

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  • offers a rigorous academic experience which is enhanced and enriched by the host  location (coursework is closely associated with location or host university’s strengths; program ties location to coursework)
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  • have a clear and strong tie to the sponsoring department
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    • prospective faculty director has strong support of department
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    • program goals fit with departmental goals and priorities
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    • coursework has been approved by department/college
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  • have a clearly articulated marketing and recruitment plan
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  • consider the risks involved in and associated with the program

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Program selection criteria

The Study Abroad Office will use the following  criteria when reviewing and approving new program proposals.

     
  • Application is complete in its entirety by the proposal deadline.
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  • Faculty director is willing to collaborate with SAO on the development and management  of the study abroad program.          
       
    • has met with the appropriate regional advisor
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    • actively engages in the program budgeting process
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    • responds to requests for more information in a timely manner
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    • reads materials and information provided by SAO
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    • is willing to attend workshops and trainings
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  • Program contributes to the diversity of international opportunities for NC State students, including a diversity of academic discipline and locations.
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    • New programs should complement, rather than compete with, existing NC State  programs.
     
  • Proposed location will help develop programs in a region identified as a strategic priority by SAO, in collaboration with OIA and academic units, to build and sustain strategic internationalization of NC State
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  • Preference will be given to longer programs, and to programs that demonstrate high impact learning experiences.
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    • While shorter programs will continue to be supported when especially well matched to a particular discipline, in general, programs of four or more weeks will be given priority.
     
  • Program is structured to ensure the integration of the host country and/or region’s culture into the educational experience. There are strong connections between courses and the site.
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  • Proposed program provides students with ample structured opportunities to interact with individuals or groups in the host culture, including advance preparation, guided reflection and critical analysis of that interaction.  
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    • Examples include:                
         
      • direct interaction with local students

      • strong connections between courses and in-country activities
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      • participation in service-learning projects or internships, research which enhances knowledge of the host culture or involves collaboration with local students and faculty
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      • substantial immersion of students into the host culture
     
  • Both the coursework and the program locations are expected to attract a large amount of student interest.  
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    • Programs that anticipate attracting 50 or more students may be given priority. (This is not necessarily intended to be the program enrollment size, but will ensure a healthy applicant pool.)
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    • Programs that will offer two or more courses will be given priority.
     
  • Faculty director or assistant has the necessary proficiency in the foreign language of the host country, if relevant, or has identified an effective strategy to meet communication needs.
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  • Proposed program is likely to be financially and academically sustainable and is  intended to be offered annually or on a regular basis.
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  • Prospective faculty director can articulate the role of the faculty director.
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  • Department head clearly supports the program proposal, and is confident that the faculty member has the necessary experience, competence and time to run a study abroad  program.

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Criteria for Cancelling or Not Renewing a Program

The Study Abroad Office (SAO) will complete annual and ongoing assessment of all  programs, with the goal of enhancing their success, and ensuring that programs support strategic goals.  We will be happy to work with faculty directors and corresponding academic units to make program improvements and address any issues; however, the SAO reserves the right to cancel programs should it determine that high quality programming cannot be maintained, or that strategic goals for effective program delivery are either not being met, or could be met better by a different program.

The SAO, as well as the appropriate department and/or college, reserves the right to cancel or not approve an application to renew a study abroad program if any of the following occur:

  • events at the study abroad site(s) indicate that the security of students cannot be reasonably protected
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  • the faculty member does not fulfill his/her responsibilities as defined in the contract and the on-site faculty-director handbook
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  • faculty director has been unwilling to collaborate with SAO on the management of the study abroad program. Examples include, but are not limited to the following situations:
    • faculty director does not pursue obtaining solid, accurate estimates from vendors for on-site program expenses and/or does not actively engage in the program budgeting process
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    • faculty director does not submit program receipts within the 20 day period upon return from the program
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    • faculty director is not responsive to requests and communications from the SAO, or communication from faculty director detracts from collaboration and ability to provide effective program management
  • the minimum number of students has not been met
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    • first-year programs are expected reach a minimum enrollment of 10 students
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    • programs should have a minimum enrollment for 15 students in subsequent years
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    • after several years, if program cannot meet minimum enrollment, program may not be recommended for renewal
  • program evaluations contain consistent negative feedback from students and changes to program have not led to improved feedback  
    • programs will be evaluated regularly by participants, program administrators, instructors, and the appropriate college-based advisory committee (such as the International Programs Committee in CHASS) to determine the extent to which program objectives are being met. If necessary, changes or adjustments will be made in light of the findings. If after changes have been implemented and program evaluations have not shown improvement, program may be recommended for cancellation.
     
  • there is an ongoing imbalance between the numbers of NC State students served on a program and the administrative staff time required to effectively manage a program (in order to meet the strategic priorities, staff time must be distributed to ensure growth in NC State student participation)

  • the status of the faculty member in the department/college/university changes
  • a complete renewal application is not submitted by the deadline, or information is insufficient to assess program viability
  • the SAO staff determines that the program is no longer feasible for financial, organizational, or other reasons

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Steps-To-Follow to Propose a New Study Abroad Program

Please  note:  The deadline for submitting new program proposals to the Study Abroad Office is the last day of classes of the spring semester for programs planned for the following academic year. Please consult the online proposal for the specific date.

1. Contact the Study Abroad Office to Arrange a Meeting with  a Study Abroad Regional Advisor to arrange a meeting with a regional advisor, you simply need to submit a Faculty Interest Form to the SAO. After you submit the "Faculty  Interest Form," the SAO will assign a regional advisor to your program. The regional advisor will then contact you to arrange a meeting. 

During your meeting, you and your regional advisor will discuss your preliminary program ideas. Your regional advisor will walk you through the online "Application for a New NC State Study Abroad Program" and will answer any questions you have about the application process. Additionally, your regional advisors will review your responsibilities as a study abroad Faculty Director as well as the SAO resources and support services that are available to assist you in your role. 

Timeline: contact with the SAO  should be made at least 18-24 months prior to the intended start date.

2. Meet with Department Head - As part of the program proposal process you will need to request a letter of support from your Department Head. Therefore we encourage all faculty to meet with your Department Head to discuss preliminary ideas for the program, including the course(s) you plan to teach and/or offer on the program, any course related field trips included on the program, as well as program location, term and year the program will be offered, and anticipated budget/cost. Early discussions about your program will help to determine whether the program is well integrated into departmental goals and enrollment strategies and whether the program's academic content meets departmental standards.

Timeline: at least 18 to 24 months  prior to the intended start date.

3. Determine preliminary logistics - Gather detailed information on matters such as on-site travel arrangements, housing options, meals, and program events  (admission to museums, cultural events, etc.),. These steps are necessary to determine accurate preliminary costs and budgets. Preliminary logistical arrangements can be made by the Faculty Director independently, obtaining the direct assistance of on-site vendors or agencies, or working in conjunction with the SAO. The SAO can also consult with specialized agencies to assist the Faculty Director with making on-site arrangements.
 
Timeline: at least 18 months prior  to the intended start date.

4. Submit application - Complete and submit the online "Application for New NC State Study Abroad Program" to the SAO. Note that many details will still be in the preliminary state at this time, but the intended structure should be clear. A complete application includes:

     
  • Application for New NC State Study Abroad Program questionnaire
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  • Statement of program purpose
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  • Preliminary program budget
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  • Preliminary itinerary
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  • Course information
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  • Preliminary location safety assessment
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  • Non-CHASS Faculty: Letter of support from College Dean and Department Head.
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  • CHASS Faculty: Letter of support from your Department Head.
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  • CVs for any non-NC State faculty/staff

Timeline: at least 12 to 18 months prior to the intended start date.The deadline for submitting new program proposals to the Study Abroad Office is at the end of each April for programs planned for the following academic year. Please consult the online proposal for the specific date.
 

5. Committee review - Some colleges have existing college-level international program committees who  must approve your program's courses.

All CHASS programs must be approved by the CHASS International Programs Committee before the program can be advertised to students. The CHASS board generally meets at the start of the fall semester and soon thereafter notifies faculty of approval, or requests that changes be made to course content.  

If a College-level committee is not in place, your Department Head and College Dean will handle the approval.  

6. Decisions - You will be notified by the SAO of the decision on your application within two months of your completed submission. International program committee decisions on academic content vary in timing.

7. Program Administration - Once your program has been approved by both the SAO and the appropriate academic committee, you can begin the program administration process. Your regional advisor will lead you through the next steps in developing your program.

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Contact the Study Abroad Office to Set-up an Appointment

We hope this introductory overview has been helpful. As a next step, please click to fill out the Faculty Interest Form to set up a meeting with a regional advisor. The regional advisor will review the online program application materials with you and answer any questions you have regarding your role as Faculty Director.

The Study Abroad Office staff look  forward to working with you.

 
 

Study Abroad Office, 315 FYC Commons, CB 7344, Raleigh, NC 27695; Tel: 919.515.2087; Fax: 919.515.6021; study_abroad@ncsu.edu

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