Criteria for Cancelling or Not Renewing a Program

The Study Abroad Office (SAO) will complete annual and ongoing assessments 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
    • See SAO’s travel policy on study abroad in countries under a U.S. Department of State Travel Warning.
  • the faculty member does not fulfill his/her responsibilities as defined in the contract and the on-site faculty-director handbook
  • 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
    • faculty director does not submit program receipts within the 20 day period upon return from the program
    • 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
    • first-year programs are expected reach a minimum enrollment of 10 students
    • programs should have a minimum enrollment for 15 students in subsequent years
    • 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 College of Humanities and Social Sciences) 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 submitted is insufficient to assess program viability
  • the SAO staff determines that the program is no longer feasible for financial, organizational, or other reasons