Leading a faculty-led program

The faculty leader must:

• Have support by their department and college/school for leading a program.
• Be able to provide culture and country-specific information to students. Some faculty leaders may be able to utilize an approved host partner for some of this content (i.e.: local university and/or study abroad program provider).
• Be available to recruit and orient students throughout the duration of the process.
• Provide a syllabus for the proposed course that reflects an academic experience meeting UWL standards.
• Work collaboratively and proactively with IEE.

The faculty leader leads the academic aspects of the program and provides student support throughout the duration of the program. In addition to the standard duties of teaching a course at UWL (syllabus development, textbook selection, assessment, evaluations, etc.), the responsibilities of the faculty leader include:

• Creating the program’s proposal which includes a program narrative, detailed syllabus, approximate budget, and risk management plan.
• Selection of academically relevant excursions, field trips, guest lecturers, etc.
• Following deadlines set by IEE and partners to provide information early to students and ensure contracts are agreed upon in a timely manner.
• Active participation in program promotion and recruitment.
• Reviewing applications and selecting participants.
• Leading pre-departure activities, which may include orientation meetings and/or teaching a preparatory seminar.
• While abroad, in addition to teaching the course and attending all program-sponsored activities, the faculty leader serves as the primary point of contact for students in need of academic, cultural, and/or personal guidance, both on a scheduled and emergency basis.
• Faculty leaders also serve as primary communicators throughout the program process, and while abroad. Faculty leaders must notify IEE immediately of any student’s absence by the first day of activities or if a student drops or leaves the program for any reason.
• Attend to the safety of participants on the program in times of emergency and/or crisis.

The sponsoring college, school and department are responsible for the following:

1. Submit your interest for leading a program to your Dean via Pre-Approval Form (see Appendix).
2. Connect with IEE to begin collaboration.
3. Create proposal and submit to DocuSign for official approval.
4. Signature approval of the program proposal. Assist with program promotion, student recruitment, and application review.
5. Track the annual teaching overload amount for the faculty leader and ensure it does not exceed UW System limits.

IEE is charged with the administration of all programs abroad offered to students for academic credit. Any faculty member who wishes to lead a program abroad that carries academic credit must work with IEE. IEE also provides pre-departure orientation for students and faculty leaders. IEE may assist faculty leaders with the administrative and logistics of travel. IEE administrative responsibilities for all faculty-led programs will include:

• Coordinating program development.
• Finalizing budget approval.
• Coordinating with UComm to develop marketing materials for faculty.
• Facilitating the application and approval process.
• Billing and disbursing all funds.
• Facilitating the completion of contracts with third party vendors.
• Following procedures to maintain compliance with UWL and UW System policies.
• Collecting and managing student application forms.
• Scheduling and organizing student selection process includes application materials and vetting with faculty leaders.
• Creating approved course sections with UWL Records & Registration.
• Enrolling students in the approved course sections.
• Apply program charges to student accounts.
• Sharing and training faculty leaders on crisis management and communication plans.
• Organizing a pre-departure orientation for students.
• Provide a pre-departure orientation for faculty leaders.
• Facilitate the PCard process and reimbursement.
• Evaluation and final report forms.
• Reconcile budget after the program.

Limitations
Courses associated with faculty-led programs should consider division credits for participation. Upper division credits may have prerequisites that need to be fulfilled which could limit participation on a study abroad program if open to a variety of academic majors. Faculty leaders should also determine if first-year students can be enrolled in upper division credits if there are no prerequisites for the course.

Syllabus
Faculty leaders must submit a syllabus with their proposal to have their program considered. Syllabi for courses abroad are required to include the same elements as syllabi for courses that take place on campus.

Registration
Only students who are official participants in the study abroad program may register for the program course(s). Official participants are those who apply online, are conditionally accepted to the program, commit to the program and pay all program fees. Students who have not completed these steps may not register for the program course(s) or participate in program activities.

IEE will work with Records & Registration to create the faculty-led courses to ensure they are appropriately coded and locked for enrollment. IEE will then enroll student participants in the correct courses. Schools/colleges should not create faculty-led courses as this may cause issues such as non-student participants enrolling in the course.

A graduating senior may be eligible to participate in a summer program but should consult with the faculty leader and IEE before committing to the program.

In many cases, the idea of teaching a course abroad comes from a faculty member’s personal or professional experience. IEE can also work with faculty leaders to make connections with organizations or partners to help develop and facilitate the program. 

IEE encourages faculty to consider financial accessibility of chosen locations.

Facilities
Facilities that host students, whether accommodations or for academic study, should maintain the standard of being a healthy and safe place to study for the duration of the program. This should be factored in when planning and budgets for accommodations.

Health and Safety
Health and safety abroad is a major concern and priority of UWL when assisting in planning faculty-led programs. Health and safety involve numerous factors that should be considered when selecting locations, solidifying accommodations, planning excursions, working with community organizations, etc. Faculty leaders should always keep in mind the health and safety of their participants while abroad and anticipate situations prior to departure.

Travel to countries with U.S. State Department issued travel advisories of 3 or 4 must include the appropriate forms for approval by the Travel and Risk Management Committee and Provost. 

Contacts
Faculty working with third parties are required to forward main contacts and responsible parties’ information to IEE for documentation and to facilitate contractual agreements. Additionally, faculty leaders must share emergency contact information and daily contact information for themselves to IEE prior to departure.

What is a study abroad provider? 

Study abroad providers (organizations that facilitate or administer study abroad related programs) focus on the logistics and administrative aspects of study abroad, while faculty planners (often faculty members) focus on the academic content and learning objectives of the program.

Are providers required?

No. While the use of a study abroad provider is not required, it is highly encouraged by UWL and IEE. The use of a provider helps provide additional support to faculty leaders, students, and IEE. There is the ability to streamline planning, costs and risk management concerns.

Frequently Used Providers

While this list is not exhaustive of all the providers you may be able to work with, IEE already has strong relationships with these providers. When wanting to work with a provider, IEE highly recommends you start your process with these providers:

• AES Anglo – Experiential Learning & Living
• Academic Programs International - API
• CEA CAPA – Education Abroad
• CIEE
• WorldStrides

UWL faculty are compensated according to the guidelines established by the current University teaching overload policy.

Faculty Compensation
Compensation for faculty is subject to UWL policies and procedures. As indicated by the Provost, in consultation with the Faculty Senate Executive Committee, faculty/instructor pay for faculty-led programs is set at the traditional overload pay rate for faculty of $2,000 per credit, if the minimum enrollment is met for the program. Should the minimum enrollment not be met, but the program still intends to run, the faculty leader’s salary will be prorated according to the final number of students participating in the program.

The minimum enrollment for faculty-led programs is 12 students. If a program does not meet the minimum number, faculty may consider taking a decrease in salary or expenses to offset the cost.  Any programs under enrolled must be approved by the Provost. Faculty leaders will be provided with a teaching contract outlining these details once a program has been approved by IEC.

Procurement Cards
Faculty leading programs must secure and travel with a UWL travel procurement cards (with chip) which will both allow for unexpected expenditures and more efficient reconciliation. IEE will help to manage this process with the faculty leader(s).

The faculty should consult with the Procurement Card Program Administrator through Business Services. The PCard application requires signatures of the cardholder, Director of IEE/WISDM manager. Faculty should plan on at least 4 weeks to secure the card. Faculty leaders will be required to go through PCard training with Business Services prior to the program start date.

Travel/Cash Advances
Faculty leaders may submit a travel authorization through e-Reimbursement and select to have a cash advance to cover their meals and incidental per diems up to 75% of the final amount allowed. This is facilitated through IEE. Cash advances must be requested a minimum of 14 days prior to the start of the program within the e-Reimbursement system and must be approved (pre-authorized) within the system by their supervisor.

Reimbursement
Faculty leaders must provide original, itemized receipts for all program purchases in accordance with UWL policies and procedures. Any expenses incurred by the faculty leader, which have not received prior approval, may not be reimbursed. Upon return, or during the time abroad, the faculty leader must remit all receipts to the Financial Specialist for reconciling and/or payment. Receipts must be submitted for all expenses other than those paid in advance by IEE as part of the group or for the authorized per diem.

All UWL study abroad programs require a program fee that is inclusive of UWL tuition and fees. All efforts must be made to keep such costs to a minimum without jeopardizing the quality of the program. All program budgets must be finalized with and approved by IEE. Once finalized, the budget cannot be changed except with the specific approval of the IEE Director.

Costs associated with faculty-led study abroad programs can be defined as either fixed or variable. It is important to be aware of which operational costs are fixed, and which are variable, because the fixed costs determine the minimum funding necessary to run the program and will thus determine the number of participants needed. Costs associated with faculty-led study abroad programs are as follows:

Fixed Costs do not change based on the number of participants; fixed costs (per student) may include:

• Student Meals
• Student Airfare
• Other costs associated with an individual student participation
• 5% contingency fee (to account for currency exchange fluctuation)
• IEE administrative fees
• Emergency contingency fee per UW Board of Regents

Variable Costs are dependent on the number of participants – for example, room and board costs. Faculty fees for participation are divided among the total number of students. These fees (based on student credit hour) may include:

• Faculty salary/fringe
• Faculty and student housing
• Faculty meals and incidentals
• Faculty supplies and class excursions
• Faculty transportation (domestic and international) and in-country transportation for students
• Other costs associated with program participation
• Required UW medical and travel insurance

Contingency Fund
The contingency fund is 5% for each faculty-led program safeguards the program budget from external factors like fluctuations in currency conversions, fluctuations in transportation costs between budgeting and purchase, potential emergency costs, and any potential shortfalls in budgeting i.e. transportation costs or admissions to program activities. 

Exchange Rates
Exchange rates and currency are in constant flux. The contingency fund is designed to account for exchange rate discrepancies from the time of budget approval to the actual travel date. IEE will periodically evaluate the exchange rate of the country in which the program is being held. 

Minimum Enrollment
Program fees are determined based on the anticipated cost of running a program with a specific target number of students enrolled. Because many program costs are divided among student participants, IEE requires a minimum enrollment of 12 students per program. Once established, this enrollment number becomes the “breakeven point” for the program and is used to determine the final program fee. IEE generally recommends that programs not exceed a ratio of faculty to students of 1:20 at most. 

Scholarships and Financial Aid
If students wish to apply for or use current financial aid, they must work with Financial Aid Office. IEE has developed a system to provide the Registrar’s Office and Financial Aid staff with specific budget figures, official documentation from each student going abroad, and confirmation that student accounts have been cleared for additional billing. It is the responsibility of the student to seek assistance from their financial aid advisor.

IEE staff will provide the faculty leader with marketing materials and provide ideas for strategies, but brochures and website updates are no substitute for one-on-one faculty-to-student contact.

Information Sessions and Promotional Events
Faculty leaders should plan to give presentations about their programs in a variety of venues during the promotional period. The faculty leaders should focus on the following at promotional events:

1. Share enthusiasm for the program with prospective participants. This may include showing photos and describing the importance/relevance of the location and coursework.
2. Articulate connections between destination country and course content.
3. Talk about the cultural experiences you will incorporate into the itinerary, including a tentative program schedule.
4. Inform students of the course, requirements, grading, and academic content of the program.
5. Explain criteria for acceptance into course and/or program (course prerequisites, language level, writing experience, lab research, etc.).
6. Inform students of the first step in the application process and the program application deadline.

Faculty leaders should plan on attending the IEE’s Education Abroad Fair and other promotional events each semester. This will allow them to meet with many students in one day to promote and recruit for their program.

Alternative Promotion Vehicles
IEE and faculty leaders may collaborate to recruit students for summer programs. It is the responsibility of the faculty leader to initiate marketing efforts or planning conversations with IEE. Faculty leaders can promote their program through the following promotional outlets:

1. Information sessions and study abroad fairs.
2. Fliers, posters, and website (all print material must be approved by IEE and cost sharing may be required by the faculty leader(s) department budget).
3. Class visits and other promotional activities in relevant courses (to be arranged with appropriate courses by the faculty leader).
4. Display cases (to be arranged in the college or department).
5. Student organization meetings.
6. College/department newsletters or listservs.
7. Academic advisors.

Home Campus
Recruitment of students attending UWL can be conducted through the promotional vehicles stated above. UWL students can make in-person advising appointments with Study Abroad advisors to discuss questions, application procedures, concerns or feasibility of participation. Financial assistance questions will be forwarded to the Financial Aid Office.

Other Campuses
Students at other UW campuses are welcome to participate in faculty-led study abroad programs with the faculty leader’s approval. IEE can share information on the program to other UW System campuses and assign a designated contact to work with students. The designated contact will follow the same procedures for advising, communicating with students and discussing their individual needs. Faculty leaders should consider other UW campus students in their marketing efforts and while designing a study abroad program.

Involving Non-UW Students
International Education & Engagement makes a small number of programs available to students matriculated at other US institutions if the criteria below are met. Most of these opportunities are geared towards students who are looking for a short-term faculty-led summer program. It is important to note that any non-UWL student must also meet application requirements including conduct and GPA. For IEE to accept non-UWL students, the program must:

1. Offer UWL credit.
2. Accept enough UWL students to meet minimum enrollment requirements.
3. Faculty interested in admitting non-UWL students should discuss the academic, financial, and logistical impacts with the IEE Director.

Faculty leaders who decide to bring their family members must consider several important issues:

• The faculty leader of an international travel program wears many hats: teacher, academic advisor, psychological counselor, financial advisor, tour guide, secretary, and, at times, even janitor. The workload for travel programs is much higher than teaching a course on campus. A faculty leader’s priority is to be available to the students in an emergency (or perceived emergency) 24 hours a day, 7 days a week, when the program is in session.
• Accompanying family members or companions, if not enrolled as full participants in the program, are not considered in any way to be participants in the program or representatives of UWL or any affiliated institution (“unaffiliated traveler”). Accordingly, an unaffiliated traveler may not have any official duties (chaperone, driver, assistant). Unaffiliated travelers can be covered under the CISI Insurance policy at their own cost.
• If an unaffiliated traveler is under the age of 18, they must be accompanied and supervised by another adult unaffiliated traveler, who is not a faculty leader, at all times.
• It is UWL’s policy that faculty leaders be responsible for all expenses incurred on behalf of family members/companions. The faculty leader should maintain careful records to ensure separation of expenses. Any additional costs incurred due to stopovers, route modifications, or mode of transport made for the convenience of the family members/companions will be the faculty leader’s responsibility.
• IEE cannot assist with housing, childcare, health care, travel arrangements, or any other necessary support for spouses, children, partners, parents or friends that accompany program participants. Program budgets should not be dependent on unaffiliated travelers but solely based on minimum student participation. Unaffiliated participants on a study abroad program must not hinder or subtract any student’s academic or cultural experience abroad.

UWL is not responsible for the injury, illness, loss, or death of spouses, children, partners, parents, or friends accompanying participants in study abroad programs, nor will any expenses for unaffiliated travel be collected or distributed by UWL. Faculty leaders must submit an Unaffiliated Traveler Assumption of Risk and Release Form. IEE will send this form via DocuSign.

Student Application

IEE utilizes Via, a study abroad online platform, for all study abroad program websites, applications, information gathering, and student tracking. IEE will create the website (known as “Brochure” on Via) and the application for each program. Faculty leaders will gain access to Via to be able to view student application status. Faculty leaders will communicate with IEE on who to accept, who to add to the waitlist, and who to decline. Students who apply will incur a $50 application fee paid to IEE.

A student application includes:

• Personal information - name, student status, date of birth, gender identity, email address, phone number
• Felony disclosure – students will indicate if they have ever been convicted of a felony or ever been expelled, dismissed, or suspended from a postsecondary institution.
• Eligibility requirements – having a 2.5 GPA or higher, passing a UWL disciplinary record check
• Academic information – year in school, major(s), minor(s), cumulative GPA, anticipated graduation year
• Passport information – students do not need a passport at time of application but do need to show proof they have applied for one
• Financial information – students acknowledge the fees as well as receiving the program costs, financial aid can be used if a program is 6 credits or more
• Veteran status – IEE collects data on if a student is a veteran or dependent of a veteran
• Health information – students acknowledge their destination may have entry restrictions due to health concerns, vaccination status, etc.
• Booking flights – students acknowledge they will not book their flight for the program until IEE gives them instructions to do so
• Housing and roommate assignments – students acknowledge that housing discrimination will not occur, and that roommate selection is up to the faculty leader’s discretion

Faculty leaders may also choose to add a personal statement, essay, or other questions related to their program in addition to the application materials above. Faculty leaders should communicate their desire to add to the application to IEE prior to publishing the application online.

Post-Student Application Submission

At the discretion of the faculty leaders, IEE will move students who have applied to the “Conditionally Accepted” phase. When students are in this phase, they will receive the following forms from IEE to complete:

• Study Abroad Acknowledgement form
• Receipt of Fee Summary Estimate Confirmation form

Faculty leaders may also have IEE add other forms at this phase such as a learning agreement, statement of purpose, study abroad goals, etc. Faculty leaders should communicate what forms IEE should additionally add to the students’ account prior to conditionally accepting students.

Students will not be moved into the “Accepted” phase until they have completed these forms.

Commitment Phase

Once students have been accepted, it is then their responsibility to “Commit” to the program. By committing to the program, your students have agreed to participate in the program as well as pay all costs associated with the program. Once committed, if a student decides to withdraw from the program, they will still be responsible for the costs of the program.

During this time, students will begin to receive information on purchasing flights, housing accommodations, roommate assignments, tentative itineraries, etc. Additionally, IEE will collect the following information from committed students:

• Health and safety information - emergency contact information, relevant medical diagnosis, medications, dietary restrictions, allergies
• Flight details – all arriving and departing flights including layovers, passport images, passport information

If faculty leaders are using a provider, this phase is when providers will also collect similar information from students. Students must submit information to both IEE and the provider.

The application deadline serves two important functions in upholding a faculty-led program. First, deadlines are permanent guides to planning marketing and recruitment efforts. They provide a benchmark for faculty leaders and for IEE in the planning process. Deadlines also require student commitment to a program and create a base for continuation of the budgeting process as logistics are solidified for a program.

Applications to faculty-led programs will not be extended nor will late applications be considered without prior approval by the IEE Director. The purpose of the application deadline is to ensure the quality of the program. Amending deadlines or changing costs that are contrary to what programs are advertised for affects the credibility of a program. Once a deadline for applications has passed and enrollment remains insufficient, the program is subject to cancellation. Program budgets, regardless of applicant enrollment, are not to exceed the advertised cost.

Assessing Suitability for Study Abroad
All students wishing to participate in a faculty-led program must be full time students at the time of application. Students must be in good academic standing without disciplinary infractions. All students applying for study abroad will be vetted for infractions by the Dean of Students and academic standing is screened by IEE ensuring a GPA of 2.5 or higher. After being vetted, students will be incorporated into a system that closely monitors any changes to conduct preceding travel. Any concerns regarding student standing will be reported to the faculty leader of the respective program and follow-up actions will be agreed upon between IEE and the faculty leader.

Disability Accommodations
Sharing in the philosophy that all students should be assured equal access and opportunity, IEE will work with the Disability Center and appropriate overseas personnel to identify and obtain reasonable accommodations and to assist a student with a documented disability in planning for a successful international experience. Students are responsible for disclosing disability accommodations in the Health & Safety form through their online application portal.

Post Acceptance Requirements for Student Participation
After students have been accepted into the program, IEE will ensure that participants complete or are in possession of the following:

• Valid passport and visa (if applicable)
• Attend a pre-departure orientation
• Study Abroad Acknowledgement form

IEE will provide faculty leaders with emergency contact and medical information of student participants prior to departure.

All students and faculty are covered by CISI insurance and will be enrolled by IEE or by the provider planning the program. Students should review their health plan’s claim filing procedures for coverage abroad and make sure they carry their CISI card with them. Students will receive their CISI card by email. All students with significant on-going health problems or allergies should obtain and wear a MedicAlert bracelet or necklace. Call 1-800-ID-Alert (1-800-432-5378) or visit the MedicAlert website.

Withdrawals and Refunds
Students who withdraw from a UWL program after committing to the program but before the program begins will lose the application fee, the IEE administration fee and any unrecoverable costs. There are no refunds after the start of the program. Students must understand that they are responsible for full payment of the program and that IEE will try to recover any costs paid on behalf of the student.

If a student has arrived at the program site and decides to withdraw, he or she must begin by discussing the situation with UWL faculty leader on site. The faculty leader should consult with the IEE Director to determine whether a solution exists for the situation. Financial implications and academic implications must be articulated to the student. If, after consultation, the student still plans to withdraw from the program, he or she must submit a signed and dated statement to the faculty leader. This statement must indicate that the student understands that effective as of the date indicated, he or she will no longer be considered a student in the program and is therefore responsible and liable for his or her own behavior, transportation home, insurance, etc. The faculty leader should email this signed and dated statement to IEE.

UWL reserves the right to discontinue any study abroad program at any time before or after departure. Among the reasons for discontinuation and cancellation are travel advisories from the U.S. Department of State and insufficient enrollment.

There are two points at which programs may be canceled for low enrollment: the application deadline and the commitment deadline.

• Application Deadline: Students must submit their application by this date to be considered for acceptance to the program. If the 12-student minimum has not been met, the program may be cancelled by IEE.
• Commitment Deadline: Accepted students have until the commitment deadline to agree to participate in the program and assume responsibility for all program fees and expenses. Once a student has officially confirmed their participation by completing the application materials, they become subject to the standard withdrawal policy.  Failure to commit means that a student is no longer eligible to participate in the program.

If a program drops below its minimum enrollment at either of these points, IEE will notify the faculty leader and give the department and college the opportunity to determine if funds are available to subsidize 100% of the budget shortfall. If funds are not available, the program will be cancelled. Students will be refunded their application fee unless they transfer to a different program.

Generally, IEE does not extend deadlines. If the commitment deadline has passed and the minimum enrollment has been maintained, the program will not be canceled due to withdrawals that may occur later in the semester. Students are responsible for any deposits made towards the program after the commitment deadline, and the charges will be applied to individual student accounts.

Health and Safety
The health and wellbeing of UWL students abroad is the responsibility of the faculty leader(s). Therefore, it is important to plan for scenarios that could jeopardize a program abroad and establish a procedure for dealing with health and safety issues. Health and safety incidences are not discriminatory and can happen to anyone at any time. IEE will provide faculty leaders with a Crisis Management plan prior to departure.

Passports and Visas
All students must obtain a passport, and some program locations may require a visa. Visa requirements vary depending on each student’s citizenship and the country to which they are traveling. IEE staff will guide students on visa requirements at key points during the pre-departure process; however, obtaining a valid passport and securing the correct visa is ultimately the responsibility of the student.

Flights
All students participating on a faculty led study abroad program are encouraged to book their airfare through the UW System mandated travel agent, Fox World Travel. If faculty do not require students to fly as a group, a flight waiver form must be on file with IEE. Students participating in the program will receive an email from the International Programs Manager giving the student their options of flights with other pertinent information needed. Faculty who prefers to travel as a group with all the students can arrange a group flight through Fox World Travel. IEE’s Financial Specialist will assist with this process.

Pre-Departure Orientation for Faculty Leaders

All faculty leaders are required to attend IEE’s Faculty Leader Orientation the term before their program runs. This orientation is required for each term faculty teaching abroad, even if faculty have already attended the orientation. The orientation covers information on health and safety and on-site program management. This is the best opportunity to learn from colleagues about situations that may arise while you’re teaching abroad. 

Pre-Departure Orientation for Students

All students participating in faculty-led programs have a mandatory pre-departure student orientation, coordinated by IEE. Students need to be oriented on cultural and logistical aspects of the program before departure and upon arrival. Orientations are coordinated in conjunction with IEE before departure. Faculty leaders are encouraged to schedule additional sessions to support academic and cultural preparation, as well as group cohesion.

On-Site Orientation

All programs are required to hold an on-site orientation. Attendance at all pre-departure and on-site orientations is mandatory. Students must plan their arrival in the host country to ensure participation in the on-site orientation. Special attention should be given to differences in world time zones when booking flights to ensure on-time arrival.

The faculty leader shall fulfill the following duties on-site:

• Provide an initial on-site orientation to introduce the students to the host site and culture (maybe in conjunction with on-site program organizer).
• Contact IEE within 24 hours after arrival to confirm all participants are safe and accounted for.
• Notify IEE immediately if any student leaves the program.
• Act as liaison between the students and any individuals or entities providing services to the program. Ensure the onsite cooperating institution and/or provider is delivering services according to the contract.
• If problems arise, alert IEE immediately so any discrepancies can be resolved quickly.
• Communicate academic and disciplinary roles clearly to the students.
• Respond to any emergency situations or serious incidents which may arise and notify IEE as soon as possible by email or phone.
• Complete the Incident Report to accurately document any problems.
• Itemize usage of any fund advances and other necessary expenses and collect receipts which will be turned into IEE at the program’s end.
• Monitor the health and general welfare of all participants.
• Never loan students program or personal funds unless it is an extreme emergency. Faculty leaders will not be reimbursed by the University for loaning money to participants.
• Be aware of possible indicators of culture shock. These can include feelings of helplessness, loneliness, alienation, sleeping more than usual, depression, getting angry easily, decline in flexibility, stereotyping of host culture, increase of physical ailments, eating problems, inability to concentrate, and uncontrollable crying. Most, though not all, students experience some level of culture shock. The concrete indicators of culture shock vary greatly from individual to individual.

On faculty-led study abroad programs, students are required to attend all classes and all excursions that are part of the program itinerary. The only acceptable excuse for missing a class or an excursion is illness. Faculty leaders should take attendance at all classes and excursions and are encouraged to reduce the grade of any student who is late or absent from a class or required excursion.

Participants in a study abroad program are also expected to serve as ambassadors for both UWL and the United States. It is often difficult for students to understand what is expected of them in this regard, so it is important to stress these issues in the pre-departure orientation(s) and again upon arrival. Students need to be aware that behaviors with minimal or no consequences in the U.S. may have major implications for the study abroad program. This information should be presented repeatedly to students – not just at the pre-departure orientation. Topics to be included in these discussions include:

• Appropriate dress
• Local laws and mobility (which neighborhoods in the area are safe)
• Gender dynamics and youth/elder relationships
• Food and meal etiquette
• How to recognize signs of displeasure on the part of host country nationals

Alcohol Use
The subject of alcohol policies is frequently debated in international education. Contention usually centers around “whose laws are in effect,” given that laws concerning alcoholic beverages vary greatly from country to country and that in many countries it is perfectly legal for university students to purchase and consume alcohol. In general, it is wise to follow these guidelines:

• Students should be educated about legally and culturally appropriate behavior regarding alcohol, as well as the consequences of inappropriate behavior. Be aware that alcohol abuse is not tolerated anywhere in the world and will not be tolerated on UWL Study Abroad programs.
• Violation of local laws and/or UWL policy may result in dismissal from the program. Responsible use of alcohol is required on the part of the faculty leader as well as each program participant.
• Faculty are responsible for setting an example for students and should not take part in excessive or irresponsible drinking behavior.

In addition to being responsible for serving as the academic and administrative representative of the program, faculty leaders are also responsible for:

• Developing the program and coordinating on-site delivery of the course(s), including engaging teachers and guides and arranging adequate transportation
• Communicating information about the program and contact information to the parents of participants while adhering to FERPA policies
• Maintaining contact with appropriate host country institutions and governmental offices
• Being on-site prior to the students’ arrival in the host country or traveling with the students
• Planning and organizing cultural orientation on site, including organizing and participating in cultural visits and excursions during orientation and throughout the program
• Handling behavioral problems according to established procedures, outlined above
• Preparing for and responding to emergencies, as outlined in UWL regulations regarding emergency procedures
• Attending to the health and well-being of program participants
• Maintaining clear financial records, including keeping track of expenses and saving receipts
• Exercising caution with confidential information
• Keeping UWL informed about developments concerning the program and participating students
• Notifying IEE of any changes in itinerary or contact information
• Documenting events and activities as well as problems
• Submitting final grades and final report, and facilitating program evaluation

The faculty and administration of UWL are responsible for assuring the highest ethical and professional standards and behavior when working with students. For more information regarding faculty expectations in relation to working with students in a professional environment, consult the UWL policy. Faculty representing UWL abroad are subject to the same set of standards for conduct as they are on campus.

UWL requires complete financial reporting for all expenses incurred by the program. Travel Expense Report (TER) documents must be submitted no later than 90 days after the trip has been completed (UW System policy).  However, it is highly recommended that documents be submitted within 2 weeks of return.

The faculty leaders are required to submit the course grades within two weeks of the program’s conclusion. If a program is working with a third party, and official transcripts will be sent, an accurate timeline for grade transfer and evaluation must be articulated to all student participants.

Faculty leaders will ask students to evaluate the academic component of the course by using the appropriate institutional or department forms.

In addition, IEE will ask faculty leaders to convene a meeting with IEE upon their return, to document travel, accommodations, unforeseen problems, and to provide detailed financial accounting. This meeting will happen within one semester after the program concludes. The program assessment meeting is critical to the program process, as insights, suggestions, and lessons learned are incorporated into the planning for future programs. The meeting will address the following topics:

• Program summary (which UW-L course(s) the program is applicable, the program goals, the sites of the program and the dates of the program).
• Changes in the actual implementation of the program from what was proposed (i.e.: changes in personnel, itinerary, sites visited and/or activities), and the impact of these changes.
• Any logistical problems encountered during the program.
• The degree to which actual revenues and expenses matched the budgeted values.
• The degree to which the curricular goals and objectives were achieved.
• Student evaluations of the program.
• Recommendations for a subsequent program.

If a post program assessment meeting is not completed, the faculty leader’s opportunity to teach another course abroad will be compromised.

IEE Study Abroad Program Provider Partners:

• AES Anglo – Experiential Learning & Living
• Academic Programs International - API
• CEA CAPA – Education Abroad
• CIEE
• WorldStrides

Center for Disease Control

Currency Conversions

Incident Report Form

Mobility International

• Information on traveling abroad for people with disabilities

U.S. Customs

• Official government web site for customs information

U.S. State Department

• Entry requirements to foreign countries, travel warnings, and tips for travelers and specific page for students abroad.

UW System Traveling Internationally – Safety Abroad

Faculty-Led Program Handbook

• IEE recommends downloading the document for better viewing

International Education Committee's Program Guidelines

Program Timeline Checklist