Leadership: Roles and Responsibilities
The Study Abroad Office will assist program directors at all program development and management stages, providing training, resources, and support. Faculty and staff running the program carry major responsibilities, and it is also important for program directors to have an on-site support system.
| Program Director Role | Study Abroad Office Role | |
| Program Assessment and Development | – Arranging all on-site logistics (housing, classroom space, excursions, etc.) – Working with department to select NC State course or pre-approve transfer credit | – General study abroad promotion – Creating program brochures and managing student applications – Conduct and GPA review |
| Budget Management | – Obtaining accurate quotes and serving as primary point of contact for on-site vendors – Managing on-site finances and receipts | – Creating and managing program budget, payments to vendors, billing student accounts, international health insurance enrollment |
| Marketing and Recruitment | – Promoting your specific program through info sessions, social media, emails, etc. – Reviewing student applications and making admission decisions for your program | – General study abroad promotion – Creating program brochure and managing student applications – Completing Student Conduct and GPA review |
| Academic Responsibilities | – Creating syllabus, designing course content, submitting grades – Ensuring delivery of transcripts (if applicable) | – Scheduling Study Abroad courses – Processing transfer credit with academic departments and R&R |
| Health Safety and Student Support | – Completing a site risk assessment, monitoring any risks associated with host country – Completing required trainings offered by NC State and Study Abroad Office – Preparing for and managing on-site emergencies in consultation with Study Abroad Office – Hosting a program specific pre-departure orientation | – Coordinating the Study Abroad Emergency Response Team (24/7) – Monitoring US DOS and CDC advisories – Providing general pre-departure orientation to all program participants – Enrolling students in UNC System international health insurance plan |
Group Program Personnel and Support Staff
It is important for program directors to have a strong support system on-site. Many programs utilize a third party organization or partner institution to provide guest lectures, logistical support, student support services, and/or emergency response support in collaboration with the program director. Other programs include a co-director and/or program assistants.
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 to be general information and a guideline to designing your specific program. Please consult with Study Abroad program coordinator and budget specialist to identify the appropriate on-site support based on each individual program.
Director or Co-Director
NC State faculty or staff proposing the program and/or teaching the course(s); marketing & recruiting; managing application process; student communication and emergency response; coordinating logistics and acting as the primary point of contact with vendors.
Instruction
NC State faculty or staff (FTE > .5) teaching one or more of the courses or acting as instructor of record. 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
NC State faculty or staff (FTE > .5) with 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 this person would take over student participant well-being in the Director’s absence. Student affairs may include, marketing and recruitment, reviewing student applications, organizing logistics, 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, or performing other tasks serving the needs of the students.
Graduate Program Assistant
NC State 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.
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.
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.