October 23, 2006

 

To:                  Carmen Wilson, Chair Faculty Senate             

 

From:              Tim McAndrews, Chair

                        International Education Committee

 

RE:                 Evaluation of the "Guidelines for International Study Tour Programs" 

 

This report is being submitted to Faculty Senate as per the first special charge outlined in the Committee Charge for the 2006-2007 Academic Year.  The special charge is as follows:

 

Evaluate the current set of "Guidelines for International Study Tour Programs" and, if necessary, modify to reflect current thinking.  Please plan to submit a report on this charge to faculty senate no later than November 3, 2006.

 

During the 2005-06 Academic Year, the International Education Committee (IEC) made a number of revisions and improvements to the faculty guidelines for developing international programs.  As reported by last year's committee chair, Tom Hench, in his 2005-06 year-end report:

 

The Committee, after extensive discussions and deliberations throughout the Fall of 2005 and early 2006, issued guidelines for helping Faculty and Academic Staff prepare study-abroad proposals.

 

The guidelines referred to by Tom Hench are designed to accompany the complete "Guidelines for International Study Tour Programs" and they provide a step-by-step checklist along with a schedule of completion for each step.  This supplemental checklist, entitled "Step-by-Step Guidelines for Preparing New Study-Abroad Programs," is attached to this document, and it has been posted to the IEC website. 

 

At the end of the step-by-step guidelines are web links to important online resources for faculty planning international programs including: guidelines for developing programs and the budget worksheet; UW-System Code of Conduct for faculty, staff and students studying abroad; UW-System Policy Paper 45; faculty development grand guidelines; and other helpful resources.

 

"Guidelines for International Study Tour Programs" was also revised to reflect the revisions to the process of program development that resulted from last year's committee deliberations, though the committee may revisit this document to reevaluate the definition of "New" programs and "Ongoing" programs.  A copy of the revised "Guidelines for International Study Tour Programs" is attached to the end of this document and it has also been posted on the IEC website.

 

Also from our deliberations last year, the IEC concluded that the following goals (with respect to developing international programs) are appropriate to maintain our productive momentum from last year.  As indicated, progress has already been made on achieving some these goals.  

 

a) Planning and convening Study Abroad/Study Tour Briefings biannually for faculty interested in establishing international programs. 

 

The fall briefing was conducted in early October of 2006 by Sandy Seiber of the Office of International Education (OIE).  Sandy will inform the committee of the spring briefing date once it is set.  We will then post this date of the IEC website.

 

b) Meeting with the Business Office to develop more streamlined procedures for expense reimbursement and to come up with solutions to common financial problems that faculty have (e.g., how to document an expenditure when receipts are not part of the transaction, etc.).

 

Sandy Sieber's consultation with the IEC is already proving to be beneficial in achieving this goal.  We will continue to discuss some of the complex issues associated with budgeting international programs, as necessary.

 

c) Develop an appropriate method of student feedback and assessment.

 

The IEC will discuss this issue later this year, as time permits.

 

d)  Arrange to have sample study abroad proposals available in OIE.

 

Sandy Sieber assured the committee that these files are in the OIE, and that she will compile them into a file that is easily accessible by faculty interested in developing their own international programs.

 

e)  Establish a master list of all existing study-abroad programs indicating when the tour was last conducted and when a program will be ready for review.

 

Again, Sandy Seiber (who is obviously proving to be an invaluable consultant to the committee) indicated that once she compiles the file of existing program proposals, she will be able to develop a master list of current programs.

 


 

Step-by-Step Guidelines for Preparing “New” Study-Abroad Programs

2007-2008

 

Step #1

(optional)

Attend one of the biannual briefings for faculty and staff interested in developing new study-abroad programs.

·        Typically planning should begin two years in advance

 

2 years in advance of intended program

Step #2

Begin the groundwork in developing your proposal

·        Review UWL’s “Guidelines for International Study Tour Programs”

·        Review UW-System “Code of Conduct for faculty, staff and students studying abroad”

·        Review UW-System Policy Paper 45 in order to develop program budget

·        Communicate with destination site for dates, logistics and prices

 

Meet with representatives in the Office of International Education (OIE)

·        Be briefed on budget issues and requirements

·        Review earlier study-abroad proposals (optional)

 

2 years in advance. . .

Step #3

Develop Study-Abroad Proposal and budget after consultation with OIE.

·        Submit proposal to home department for approval.

 

 

Step #4

Present the Study-Abroad Proposal to the International Education Committee (IEC) for approval by the appropriate due date for review:

·        Application

·        Narrative

·        Budget (with available trip and budgetary information)

·        Support letters from department/division and Dean/Director

·        If the proposal involves a new course offering, that course offering must first be reviewed by the appropriate university curriculum committee(s).

 

IEC reviews proposals at next regularly scheduled meeting

·        Program Leader will be notified by IEC of approval

·        Program Leader will send two (2) copies of approval letter, proposal, and budget to OIE in order to establish an account number.

 

Term to be Offered

Proposals

Due

J-Term 08

November 1, 2006

Spring 08

February 1, 2007

May/Summer 08

March 1, 2007

Fall 08

October 1, 2007

Step #5

Consider applying for a Faculty Development Grant for a pre-trip planning visit.  Guidelines and applications are available on-line.  If approved, this will allow the leader to:

·        Arrange site visits, accommodations, transportation, etc.

·        Gather budget information to finalize program fees

 

9 months-1 year in advance. . .

Step #6

Develop finalized trip proposal (with best trip and budgetary information available)

 

9 months-1 year in advance. . .

Step #7

Begin to recruit students for the trip (if this has not already begun)

 

6-9 months in advance. . .

Step #8

Update the IEC, as appropriate, on the evolving particulars of the trip itinerary and course curricula.

 

4-6 months in advance. . .

Step #9

In conjunction with OIE, conduct student orientation for the trip:

·        How to obtain passports

·        How the health insurance works, etc.

 

Programs more than 4 weeks in length will require students to attend the INS 250 1-credit pre-departure class.

 

3-5 months in advance. . .

Step #10

In conjunction with OIE, finalize all travel arrangements: transportation, accommodation, educational materials, etc.

·        All invoices must be submitted to OIE for processing

 

2 weeks to 2 months in advance. . .

Step #11

Conduct cross-cultural training and final student preparation, not otherwise completed in Step #9.

 

During final month before departure

Step #12

Conduct the Study-Abroad Program

 

Time Zero

Step #13

Meet with the OIE representatives upon return and submit both student grades and trip expense reports.

·        Review budget revenue and expenditures.

·        Carryover balances may be forwarded to future programs

·        Deficit budgets will need to be addressed

·        Faculty salary and honorariums will not be processed until grades are submitted and TER forms have been submitted and approved.

1-3 weeks after return

Step #14

Submit written trip report and trip assessment to OIE.

 

1-6 weeks after return

Step #15

Meet with IEC to make an oral, after-trip report to the committee.

Sometime during the semester after program completion.

 

Helpful Websites:

 

IEC Bylaws: http://www.uwlax.edu/FacultySenate/bylaws.html#M.___The_International_Education_Committ

 

Guidelines for International Study Tour Programs: http://www.uwlax.edu/FacultySenate/committees/IECdocuments/IEC%20Guidelines.doc

 

UW-System Code of Conduct for faculty, staff and students studying abroad: http://www.uwsa.edu/acadaff/acis/acis-7.pdf#search=%22uw%20system%20code% 20of%20conduct%20for%20faculty%20teaching%20abroad%22

 

UW-System Policy Paper 45: http://www.uwsa.edu/fadmin/fppp/fppp45.htm

 

Proposal for International Study Tour: http://www.uwlax.edu/FacultySenate/committees/IECdocuments/Study%20Tour%20Cover%20Sheet.pdf

 

Study Tour Budget Worksheet: http://www.uwlax.edu/FacultySenate/committees/IECdocuments/Study%20Tour%20Budget.xls

 

Faculty Development Grant guidelines and application: http://www.uwlax.edu/provost/grants/InternationalDevelopmentGrants.htm

 

Faculty Teaching Opportunities: http://www.uwlax.edu/oie/SA/Faculty_Opportunities/faculty_teaching.htm

 

Faculty Language Programs: http://www.uwlax.edu/oie/SA/Faculty_Opportunities/faculty_language_programs.htm

 

Faculty Teaching Application: http://www.uwlax.edu/oie/SA/Faculty_Opportunities/Faculty%20Application.doc

 

 


 

International Education Committee

 

GUIDELINES FOR INTERNATIONAL STUDY TOUR PROGRAMS

 

I.  Introduction

A primary purpose of the International Education Committee is to encourage and support the continuing growth and development of high-quality, international study programs at the University of Wisconsin-La Crosse.  One of the responsibilities of the Committee is to review for possible approval each UW-L credit generating program offered at least in part at a site abroad.  To that end, the Committee develops guidelines for these programs.  The guidelines are intended for proposers and directors of programs, as well as for the Committee who reviews the programs.  The guidelines on these pages are for International Study Tour programs.

These guidelines are presented in three sections with an appendix.  This first section, the introduction, includes the "spirit" of these guidelines and some definitions.  Section II includes issues on which the Committee will focus in its deliberations of international study tour programs.  Section III presents the application procedures for each type of international study tour program, including the application deadlines.  Finally, the appendix includes the cover sheet and budget worksheet to be included with the proposal.

These guidelines and required forms are available from the Faculty Senate website: www.uwlax.edu/FacultySenate/committees/IECindex.html.

The Office of International Education has prepared a “Study Tour Manual” to assist faculty in the development and on-going administration of short-term study abroad programs. Faculty-led program proposals originate from the faculty and are administered by the OIE. Many of the policies and procedures described within are the result of mandates from UW System for safety and liability reasons. Faculty are encouraged to meet with staff in the OIE for program planning purposes.

 

The "Spirit" of the Guidelines:

The intent of these guidelines/procedures, and of the International Education Committee, is "to be a help, not a hindrance" to the advancement of high-quality, international study programs at UW-L. Accordingly, exceptions to these guidelines may, at times, need to be considered.  In those cases, the Committee will examine carefully the circumstances surrounding the need for an exception and will take those steps necessary to assure the continuing advancement of high-quality, international study tour programs at UW-La Crosse.

 

Definitions

International Study Tour Program

An international study tour program is a credit-generating course that is created and led by faculty/staff and that takes place primarily in another country.  These opportunities are (generally) short term in nature and may or may not involve another institutional (university) partner participating in the delivery of the program.  International study tours are classified further as "new," and "ongoing."  These terms are defined below:

New International Study Tour Program

A new international study tour program is a program that has not been previously proposed, or a program that has been proposed and approved but not offered in the past five years.

Ongoing International Study Tour Program

An ongoing international study tour program is a program that has been approved and has been successfully implemented at least twice in the past four years. If there are significant changes in this proposal from the original program, contact the chair of the International Education Committee to determine if it still qualifies as an ongoing program.

II.  Issues That the Committee Will Consider

Listed below are the main areas of focus for the Travel and International Education Committee in its deliberations of international study tour programs. These issues should be addressed in the appropriate places within the program proposal.

 

·        All appropriate measures have been taken to assure the health, safety, and well-being of all participants in the proposed international study tour program.

 

·        Arrangements have been made to provide adequate counseling and supervisory services at international destinations. (For example: contact persons, interpreters, emergency services, handicap accessibility, etc.)

 

·        Justification is provided for those cases, if any, where students need to be absent from other classes.

 

·        Good-faith efforts have been made to minimize the cost of international study tour programs to student participants.

 

·        Arrangements have been made with the Office of International Education for pre-departure training for both program proposer(s)/ (director(s) and participants in the language(s), culture(s) and country(ies) to be visited.

 

·        Credit-granting, international study tour programs are reasonably and responsibly linked to a relevant course title and/or catalog description.

 

·        Credit-granting, international study tour programs are designed to provide educational experiences integrally related to the curriculum but not otherwise available on-campus.

 

·        The course (including outline, instructional methods and evaluation procedures) are consistent with the course as approved by the University Curriculum Committee (LX-139) for the course. 

 

·        Proposals for credit-granting international study tour programs occurring during the regular academic year (i.e., Fall or Spring semesters) are offered as part of the proposer's (or program director’s) regular teaching responsibility and are not compensated additionally without further and appropriate justification.

 

·        Proposals for credit-granting international study tour programs occurring outside the regular academic year (i.e., Summer, J-term [January], or M-term [May]) are not considered part of the proposer’s (or program director’s) regular teaching responsibility and should be compensated appropriately, whenever possible.

 

III. Application Procedures

International study tour programs developed through the initiative of individual faculty and academic staff of the University of Wisconsin-La Crosse, but formally sponsored by the University, must comply with institutional and UW System budget and fiscal policy guidelines in such areas as personnel, salary and fringe benefit policies, and procedures.  The process is as follows:

 

·        Documentation and forms need to be prepared as outlined below. The International Education Committee will not review any incomplete or late application files.  Additional copies of these guidelines and the appropriate forms are available from the Faculty Senate website: www.uwlax.edu/FacultySenate/committees/IECindex.html.

 

·        Fifteen copies of the completed application package need to be submitted to the OIE, 116 Graff Main Hall to be forwarded to the chair of the International Education Committee or to the by the due dates listed below:

 

Deadlines for New International Study Tours

 

Term to be Offered

Proposals Due
Review by IEC

J-Term

November 1, 14 months prior

December meeting

Spring

February 1, prior academic year

March meeting

May/Summer

March 1, prior academic year

April meeting; revisions in May

Fall

October 1, prior academic year

November meeting

 

Deadlines for Ongoing International Study Tours

 

Term to be Offered

Proposals Due
Review by IEC

J-Term

April 1

May meeting

Spring

September 15

October meeting

May/Summer

October 15

November meeting

Fall

February 15

March meeting

 

A.  Documentation for NEW International Study Tour Programs

A new international study tour program is a program that has not been previously proposed, or a program that has been proposed and approved, but not offered in the past five years. The necessary documents for new international study tours are listed below with brief explanations:

 

1.      Proposal Cover Page

The cover page should conform to the style as presented in the appendix.  The cover page includes a checklist which is intended as a check that all sections are included in the proposal.

 

2.      Detailed Narrative

The body of the proposal (approximately five to seven pages, plus the appropriate LX 139 forms) should include a detailed description of

 

a.   Preparation (including dates) of the activities before and after the trip.

 

b.   Itinerary of travel and study when away from UW-La Crosse.

 

c.   The course goals, objectives, and work expected of participants.

§         Explanation of how the course content (including outline, instructional methods and evaluation procedures) is consistent with the documentation approved by the University Curriculum Committee (LX-139).  A copy of the LX-139 should be attached.

§         Differences in expectations if more than one course is listed (e.g., undergraduate and/or graduate courses).

§         Differences in expectations if courses are offered for variable credit, and

§         Grading criteria (if appropriate, and if such criteria are materially different from standard grading criteria).

 

d.   A detailed explanation of how communication will be accommodated in countries/territories where English is not the primary language (e.g., arrangements for interpreters, guides, etc.).

 

e.   Pre-Departure Language and Culture Preparation

This section should explain the steps to prepare participants to be both effective ambassadors of UW-L while in a international country/territory and to be minimally functional and conversant in the language and culture of the primary country(ies)/territory(ies) being visited. These steps should be taken in advance of the planned study-abroad trip and typically might include three or four training sessions of approximately 45-minutes each.

 

§         Language

For course in non-English speaking countries, sufficient language training should be provided to enable program leaders and participants to communicate orally with a minimum number of key words and phrases.  These words and phrases might include such things as:

°                     Phrases of basic courtesy, including greetings and introductions.

°                     Phrases asking for directions and information.

°                     Phrases covering issues of time, numbers, money and the like.

°                     Relevant place names.

°                     Days of the week.

°                     Names of common activities.

°                     Common foods and phrases for ordering common foods.

°                     Phrases for emergency situations.

 

§         Culture

                              Information on the culture of a country or region to be visited should be presented and distributed well before the time of departure. The cultural material to be covered could well include:

°                     History

°                     Politics

°                     Ethnicity

°                     Religion

°                     Cultural traditions

°                     Social organizations

°                     Geography

°                     Other

                              This section of the proposal should explicitly state

(1) The number of pre-departure sessions for culture and language as well as the length of these sections.

                              (2) The instructor in charge of the language training.

 

§         A description of the language and cultural materials to be distributed and any other pre-departure activities designed for language and culture.

 

§         Other pre-departure matters (e.g., logistics, clothing, funding)

 

f.    Language and Culture Backgrounds of Tour Leaders

This section of the proposal is intended to inform the Committee of the proposer(s)/director(s) experience in international travel and/or international study-abroad programs.  The purpose of this section is to identify to the Office of International Education what, if any, additional help and support may be needed by proposer(s)/director(s) to assure a successful study-abroad program.  Included should be the background and experiences of the leader(s)/director(s), as appropriate, in the areas listed below:

 

§         Prior experience in international travel/international study-abroad programs (include dates and particulars, as appropriate).

 

§         First-hand knowledge of areas to be visited (include dates and particulars, as appropriate).

 

§         Special training/experience in international studies, including studies and experiences in comparative cultures, history, science, philosophy, etc.

 

§         Relevant fellowships, scholarships, grants or awards.

 

§         International language knowledge and experience (including level of proficiency, as appropriate).

 

§         Related skills and interests, as appropriate (i.e., photography, art, geography, musical instruments, etc.).

 

3.   Budget Worksheet

      This form, a copy of which is included in the appendix, should detail as closely as possible:

 

a.   The comprehensive program fee to the participant/student.

 

b.      Reasonable/prudent expectations of additional costs to students for necessary items, such as food, local travel, etc.

 

c.       Explanation of competitive bidding arrangements.

 

d.      Full disclosure of all arrangements to pay the cost of travel for the director(s).  Proposals without this information will not be considered.  Where more than one leader/director is needed to support a program, please attach an explanation to the budget form explaining why the additional leader/director is needed and what the additional costs associated with the additional leader/director are.

 

4.   Letters of Support

Letters of support from the department/division and from the Dean/Director are to be included.  The letter from the department should indicate that

 

a.   The proposal complies with the departmental procedures and has departmental approval.

 

b.   Your department considers all necessary arrangements for release time, for coverage of the instructor’s other teaching responsibilities, and for any other departmental concerns affected by this proposal.

B.  Documentation for Ongoing International Study Tour Programs

After an international study tour program is approved and offered at least three times in the past five years, the program can be evaluated by the International Education Committee for conversion to the status of an ongoing international study tour program.  The leader/director of this program must provide a complete program review package after the third time the program has been offered, and after every third year thereafter.  This review will be based on an assessment of the program outcomes and not necessarily on the specifics of the original program proposal.

 

1.   Proposal Cover Page

The cover page should conform to the style as presented in the appendix.  The cover page includes a checklist which is intended as a check that all sections are included in the proposal.

 

2.   Statement of Program History

 

a.   A brief overview of program goals and purposes.

 

b.   A brief statement of program history, including, by year, numbers of participants, courses offered, dates conducted, faculty and academic staff involved, total number of credit hours earned, locations visited, and any other relevant issues.

 

      3.   Program Assessment and Feedback

 

a.   An assessment of the program to date.  This section can draw heavily from the post-trip assessment reports filed previously regarding:

 

§         Changes in the actual implementations of the programs from what were proposed (for example, changes in personnel, changes in itinerary, changes in sites visited and changes in activities), and the impact of these changes.

 

§         Any logistical problems encountered during the implementations.

 

 

§         Whether the curricular goals were achieved and how the determination was made.

 

 

§         How recommendations from previous programs were incorporated into subsequent programs.

 

 

b.   Assessment data/feedback from participating faculty and students. This feedback should address program outcomes—not necessarily the specific objectives of the original program proposal.

 

c.   Financial summaries, including income, expenses, and current balances, for similar tours conducted during each of the past five three tours.

 

4.   Recommendations for continuation, changes, and/or future plans.

 

5.   Language and culture backgrounds of tour leaders using the same format as for New International Study Tours.

 

6.   Budget Worksheet

 

7.   Letters of Support from the department/division and from the Dean/Director are to be included.

C.  Coordination with the Office of International Education

The director of the trip abroad should meet with the Office of International Education staff to ensure compliance with “ACIS 7.1 Policy Guidelines for the Development and Operation of Off-Campus International Educational Programs for University of Wisconsin System Students” and “Financial and Administrative Policies 45: Study Abroad Programs.”

D.  Post Trip Assessment

A post-trip assessment report is required and is to be submitted to the Office of International Education within 60 days of the completion of the program.  The director of the trip abroad should also report in person to the International Education Committee.  This section of the proposal should include the date by which the report will be submitted, as well as an overview/outline of the planned report.  The format of this section is open, but it should demonstrate that the report will provide appropriate commentary while addressing the following issues:

 

a.       A brief description of the program (for example, to which UW-L course(s) the program is applicable, the program goals, the sites of the program and the dates of the program).

 

b.      A complete list of participants and addresses (postal and e-mail) should be included.

 

c.       Changes in the actual implementation of the program from what was proposed (for example, changes in personnel, changes in itinerary, changes in sites visited and changes in activities), and the impact of these changes.

 

d.      Any logistical problems encountered during the implementation.

 

e.       The degree to which actual revenues and expenses matched the budgeted values.

 

f.        The degree to which the curricular goals and objectives were achieved.

 

g.       Recommendations for a subsequent program.