Pre-Departure Responsibilities

The following pre-departure responsibilities are considered the responsibilities for program leadership. Faculty and staff can only serve in a program leadership role for one program per academic year. If program leadership responsibilities are delegated to more than one program personnel, the program leadership salary allocation should be split accordingly. NC State programs can be proposed and led by permanent full-time (FTE>.75) NC State EPS, EHRA, or SHRA – FLSA Exempt employees.

	Faculty-Leader Role	Study Abroad Office Role
Program Assessment and Development	– Arrange all on-site logistics (housing, classroom space, excursions, etc.) – Work with department to select NC State course or pre-approve transfer credit	– Build program brochure in the PackAbroad portal – Collect and review program evaluations from program participants
Budget Management	– Obtain accurate quotes and serve as primary point of contact for on-site vendors – Carefully review the budget for accuracy and provide feedback and seek clarification where needed – Coordinate vendor contracts and payments, communicate any possible changes to the budget specialist – Review and follow finance guidelines and policies	– Review quotes  – Create and manage program budget – Facilitate contract approval  – Onboard and facilitate payments to vendors – Bill student accounts – Stay up to date on university financial policies and procedures  – Provide finance training and information via Finance Manual
Marketing and Recruitment	– Promote your specific program through info sessions, social media, emails, etc. – Review student applications and making admission decisions for your program	– General study abroad promotion – Create flyers, and eBillboards and manage student applications – Complete Student Conduct and GPA review
Health, Safety and Student Support	– Complete a site risk assessment – Monitor any risks associated with host country – Provide program specific pre-departure orientation to participants on your program	– Enroll students in UNC System international health insurance plan – Monitor US DOS and CDC advisories  – Provide general pre-departure orientation to all program participants

On-Site Responsibilities

	Faculty Leader Role	Study Abroad Office Role
Program Leadership	– Manage on-site logistics and payments  – Manage health and safety: incident and emergency response  – Communicate, document and coordinate incident response with Study Abroad Office and campus partners	– Respond to student incidents, providing support and following University protocol for emergency and risk management – Monitor US DOS, CDC advisories, OSAC updates and international health/safety best practices
Academic Responsibilities	– Create syllabus, design course content, submit grades  – Work with the Disability Resource Office (DRO) to make reasonable academic accommodations for students, as needed  – Ensure delivery of transcripts (if applicable)	– Schedule Study Abroad courses  – Process transfer credit with academic departments and R&R
Programmatic Support	– Assist with on-site logistics or payments – Provide student affairs support  – Assist with health and safety: incident and emergency response  – Assist with communication, documentation and coordination with Study Abroad Office and campus partners	– Respond to student incidents, providing support and following University protocol for emergency and risk management – Monitor US DOS, CDC advisories, OSAC updates and international health/safety best practices

Group Program Personnel and Support Staff

It is important for faculty leaders to have a strong support system on-site. We strongly recommend that programs utilize a third-party organization or partner institution to provide logistical coordination, academic collaboration/guest lectures, student support services, and/or emergency response support in collaboration with the faculty leader. Programs that do not utilize a third-party provider include a second full-time faculty or staff member. Some programs may utilize a graduate assistant to support the program as well.

All positions must be included in the budget with both salary and fringe benefits. A position description should be completed. Positions should be filled by an NC State faculty, staff, or graduate student. These positions may not be offered to someone unaffiliated with NC State. The Study Abroad Office can assist in recruiting program support.

HR and Payroll policies and procedures are complex and often require collaboration with our colleagues in those departments to create job descriptions and offer letters and follow appropriate protocol and labor laws. The information below is not intended to be an exhaustive list of duties, but general information and guidelines for designing your specific program. Please consult with the Study Abroad program coordinator and the budget specialist to identify the appropriate on-site support based on each individual program. In order to obtain relevant departmental approvals and complete HR processes, including proper labor laws and HR and graduate school procedures, the position must be arranged at least three months prior to the program.

Faculty & Staff Support

Full-time, permanent NC State faculty or staff supporting the program and/or teaching the course(s). All positions must be included in the budget with both salary and fringe benefits. A position description should be completed. Positions should be filled by an NC State faculty, staff, or graduate student. These positions may not be offered to someone unaffiliated with NC State. The Study Abroad Office can assist in recruiting program support. Faculty and Staff Support personnel can split the program leadership duties with the person proposing the program or only support with on-site responsibilities such as:

Academic Responsibilities

NC State faculty or staff teaching one or more courses or acting as instructor of record for the program. Some level of student communication, student services and incident response as appropriate in conjunction with course(s). If academic responsibilities are delegated to more than one program personnel, the academic salary allocation should be split accordingly.

Student Affairs Responsibilities

NC State faculty or staff with specific knowledge or skills (language, expertise in the field, student affairs professional, etc.). If, for some reason, the main faculty leader is no longer able to serve the group, it is assumed that this person would take over student participant well-being in their absence. Programmatic support may include student support (meeting with students struggling in the program), helping students to access healthcare (scheduling appointments, transportation assistance, accompanying students to medical visits if necessary), assisting with housing issues, assisting with on-site logistics or payments, assisting with health and safety: incident and emergency response.

Graduate Program Assistant

NC State active degree-seeking graduate students (enrolled at NC State at the time of TA responsibilities) not receiving credit for attendance of the program. Responsibilities may include student communication and routine incident response, emergency response support that is led by the program director/onsite personnel, some academic assistance, some director assistance. Acting graduate assistants cannot also be enrolled as program participants. Undergraduate students may not act as student support. Graduate students cannot support programs that occur during spring break.