Group Programs: On-site Personnel, Assistant Directors, and Program Assistants

It is important for program directors to have a support system on-site, in addition to the many resources available from the Study Abroad Office and on-campus. Many programs utilize on-site colleagues through a University partner institution to provide guest lectures, logistical support, student support services, and/or emergency response support in collaboration with the program director. Some programs contract with third-party providers that can provide a network of specialized supporter or travel agencies to provide logistical support. Other programs include an assistant director and/or program assistants.

Program directors should consult with the program coordinator to identify the appropriate on-site support and personnel based on each individual program.

Assistant Director

NC State faculty or staff may serve in an Assistant Director position, providing specific knowledge or skills (language, expertise in the field, student affairs professional etc.). If for some reason the Director is no longer able to serve the group, it is assumed that an Assistant Director would take over the program in the Director’s absence.

All personnel positions must be included in the budget to ensure fair compensation. The position should be filled by an NC State faculty or staff member, not someone unaffiliated with the university. The Study Abroad Office can assist in recruiting program support. In order to obtain relevant departmental approvals and complete HR procedures, the position must be arranged at least six weeks prior to the program. If an NC State faculty or staff person is unavailable, the program director will need to make appropriate arrangements to create a position, post, and select a candidate. The process can take up to 3 months, depending on credentialing requirements and background checks.

Program Assistants

The role of program assistant may be filled by an NC State faculty, staff, or graduate student. This person may serve in a significant capacity assisting with instruction, grading, student support services, and/or emergency support; however, it is not assumed that they would take over the program in the Director’s absence. Appropriate compensation typically includes travel expenses and a wage similar to that provided for similar responsibilities for a graduate internship or teaching assistantship on-campus.

All personnel positions must be included in the budget. In order to follow proper labor laws, HR, and Graduate School procedures, the position must be arranged at least two months prior to the program start date in close collaboration with the Study Abroad Office and prior to making any position offers.