GUIDELINES

POLICIES and

Support

For ACC FACULTY

INITIATING STUDY ABROAD PROGRAMS

  • COLLEGE CREDIT
  • CULTURAL EXPERIENCES

INTERNATIONAL PROGRAMS

SPRING 2005

CONTENTS

SECTION 1 - INTRODUCTION / Page
Welcome to International Programs / 3
Study Abroad Introduction / 4
SECTION 2 – GETTING STARTED and OVERVIEW
Approval Procedures / 5
Early Intent Proposal / 6
SECTION 3 – THE DETAILS
Steps to design a successful program / 7
Budget & Financial Procedures / 11
Budget, Installment, and Funding Templates / 12
Timeline Guide – College Credit and Cultural Experience / 14
Post Trip Report Format / 16
SECTION 4 – REQUIRED STUDENT APPLICATION FORMS
Application Cover Page and Check list / 17
Contact and Academic Information / 18
Release From Liability / 19
Emergency Contact, Authorization, and Consent for Treatment Form / 20
Proof of International Student ID and Health and Evacuation Insurance / 24
Statement of Agreement and Return Policy / 25
SECTION 5 – OPTIONAL FORMS ALREADY DEVELOPED
Student Statement of Interest / 26
Language Proficiency / 27
Faculty Recommendation / 28
Evaluation Form / 29
SECTION 6 – THECB REQUIREMENTS
THECB Rules / 30
THECB Course Approval Form
SECTION 7 – OTHER REFERENCE (INCOMPLETE) MATERIALS
FAQs / 31
Definitions of Responsibility (Instructor, Department Chair, Dean, International Programs)
Sample Itinerary
Faculty Code of Conduct
Family Members Form
Oral Interview suggestions

WELCOME TO INTERNATIONAL PROGRAMS

AustinCommunity College is committed to developing globally competent citizens who understand the interconnectedness of peoples and systems across multiple borders. The International Programs office creates, promotes, and supports international initiatives that benefit ACC’s students, faculty, staff, and the Central Texas community, focusing on those that will strengthen the curricula and increase global awareness.

International Programs serves as resource that provides information about study abroad programs, faculty international development opportunities, international service projects, international study tours, and independent learning. International Programs’ activities include providing global education, perspectives, and cultural experiences; creating and maintaining agreements with partner institutions in other countries, hosting international delegations and visitors, and recruiting international students.

Support is also available for ACC departments with special international projects. International Programs will assist in developing, maintaining, evaluating, and disseminating information about international activities. Call 223.7114 or visit online for more information.

STUDY ABROAD INTRODUCTION

AustinCommunity College recognizes that an essential and integral part of its role is to encourage students and faculty to increase their awareness of the world around them through travel and study. Study Abroad programs provide intellectual and cultural experiences to our students and significantly enhances their ability to “think globally.” As students are immersed in a new environment, they have the opportunity to not only learn about a new culture, but also gain new insights into their own culture.

This reference manual is designed to support ACC faculty who are initiating study abroad programs, both college credit and cultural experiences. It contains information about the Texas Higher Education Coordinating Board’s and ACC’s guidelines and procedures for study abroad programs.

Special demands are made of faculty conducting study abroad experiences and they assume unaccustomed administrative responsibilities. Building on the experience and wisdom of those who have developed and implemented successful programs, this manual contains samples of forms, releases, timelines, itineraries, check lists, etc. so you do not have to “start from scratch” each time. Study Abroad programs require significant planning and preparation, and International Programs is committed to providing you with the information and support you need to ensure success.

1

STUDY ABROAD – COVER PAGE & INDEX

AUSTINCOMMUNITY COLLEGE

INTERIATONAL PROGRAMS

FACULTY INITATED STUDY ABROAD

APPROVAL PROCEDURES

PURPOSE

To provide guidelines, communicate policies, and offer support to faculty wishing to implement study abroad opportunities for ACC students. This includes credit courses taught by ACC faculty outside of the country, and short-term, non-credit cultural trips initiated by ACC faculty

STUDY ABROAD PROCEDURES

  1. Faculty member completes Study Abroad Early Intent Proposal and obtains signature of recommendation from
  2. Department Chair
  3. Dean

Each Department may establish additional requirements for this initial phase of the proposal.

  1. Faculty member meets with International Programs to discuss overall project, review available resources and requirements, and obtain planning assistance.
  1. Faculty member submits fully developed program to International Programs which will certify that planning is complete and ACC requirements are met or offer suggestions for revisions needed.
  1. Faculty member submits certified program to following for approval to implement program
  2. Department Chair
  3. Dean
  4. AVP

Each Department may establish additional requirements for final approval of program.

  1. Study Abroad Program takes place.
  1. Faculty member submits post-trip report to
  2. Task Force - for college credit course (Advisory Committee)(for college credit course)
  3. Department Chair
  4. Dean
  5. International Programs

COLLEGIAL SUPPORT and BEST PRACTICES

  1. Each long Semester, International Programs hosts a round table where faculty interested in developing a Study Abroad program meet with experienced faculty.
  2. Early Fall and Spring, Faculty who are participating in Study Abroad programs during the following semester(s) will meet to discuss best practices.

1

STUDY ABROAD – Approval Procedures for Faculty

AUSTINCOMMUNITY COLLEGE

INTERNATIONAL PROGRAMS

FACULTY INITIATED STUDY ABROAD

EARLY INTENT PROPOSAL

Faculty name ______

ACC Phone______ACC Email______

Discipline______

  1. Will students earn college credit? yes no

If yes, specify the course prefix, number, and title

If yes, describe how this course will utilize academic, cultural, or physical resources not reasonably available in Texas?

If no, attach list of activities

  1. When will this program take place?

Departure date ______Return date ______

  1. Where will this program take place?

City & Country ______

Class Location (usually a college or university)

______

Recommended for further development:

Department-specific recommendation requirement

______

name, titledate

Department Chair

______

namedate

Dean

______

namedate

1

STUDY ABROAD – EARLY INTENT PROPOSAL

AUSTINCOMMUNITY COLLEGE

INTERNATIONAL PROGRAMS

FACULTY INITIATED STUDY ABROAD

STEPS TO DESIGN A SUCCESSFUL PROGRAM

SECTION 1

CHECKLIST FOR DEVELOPING and IMPLEMENTING STUDY ABROAD PROGRAMS for ACC STUDENTS (Credit and/or non credit – see section two for considerations specific to college credit study abroad programs)

ACTION / DISCUSSION/CONSIDERATIONS / DONE
  1. Design the general concept of the trip
/ What are your goals? Why did you select your destination? How does this trip benefit ACC students?
  • Complete Study Aboard Early Intent Proposal
  • Obtain recommendation for further development as indicated

  1. Meet with International Programs representative
/ Discuss considerations that follow
  1. Develop detailed, day by day, hour by hour itinerary
/ IP can provide you with sample itineraries.
  1. Expand standard student application to meet the needs of your program.
/ International Programs has developed a standard student application form for your use, complete with health care forms, waivers, etc.
  1. Establish student participant criteria (what is your screening process?)
/ Major, academic standing, course prerequisites (if a college credit course program)
  • Student interview
  • Statement of Interest form
  • Faculty recommendations

  1. Develop budget & identify following, making reservations as necessary
  2. Transportation costs to & from destination
  3. Transportation during program
  4. Lodging
  5. Meals
  6. Museum, etc. costs
  7. Incidentals

  1. Identify passport/visa requirements
/ IP will provide this information – it varies by country.
  1. Obtain approval for Department Chair, Dean and AVP to implement program.

  1. Develop a flyer and marketing materials. Inform IP about program so we can:
  2. Market on IP Web Portal
  3. Provide Country Information
  4. Answer common student questions about medial requirements (do I need shots?), technical (electrical plugs), weather, appropriate dress

  1. Distribute and collect applications, arrange for interviews & selection
/ Who is going to interview students? Do you want IP help (arranging for meeting rooms, sitting on the interview committee)?
  1. Distribute forms & information required for every program:
  2. Student Contact & Academic Information / Emergency Contact Information
  3. Release of Liability
  4. Health Information, Authorization, and Consent for Treatment
  5. Proof of International Student ID and Health Insurance
  6. Statement of Agreement and Return Policy (includes student guarantee of financial ability to pay for emergency medical care and early return trip home)
  7. Copy of student Passport/Visa
  8. Recent photo of student
/ Copies to remain at IP
IP has developed form
Health Information & Proof of Insurance (international student health insurance is available for purchase – should cover emergency evacuation and return of remains)
Does faculty have updated passport?
  1. Distribute recommended/available forms
  2. Language Proficiency Form
  3. Statement of Interest
  4. Faculty recommendations
  5. Transcript request
  6. Faculty Advisor Recommendation
  7. Program rules and regulations
  8. Form checklist
  9. Special materials / supplies / misc. checklist (clothing, etc.)
/ Sample forms are available at IP
  1. Invite IP into your (final) pre-trip orientation.
/ Required. At this time, a member of the IP staff will officially inform students regarding their responsibility as a representative of ACC. At this time, IP can also collect required forms from the students
IP has a list of orientation topics
  1. Give IP & Risk Management list of contact information for instructor(s) for entire trip

  1. Plan for unexpected difficulties
  2. Student illness & medical issues
  3. Homesick students
  4. Polices for informing ACC of special/ unusual events (Call Dean, IP ???)
  5. Students not reacting appropriately to local culture norms
  6. Signs that students are running our of money (student skipping meals)
  7. Maturity issues

  1. Plan for Post Trip Events
/ Student debriefing
Sharing experience with colleagues
Complete post-trip report to Dean

SECTION II

COLLEGE CREDIT COURSES OFFERED OUTSIDE OF SERVICE AREA

Considerations in addition to normal issues

ACTION / DISCUSSION/CONSIDERATIONS / DONE
1)Obtain approval to teach a course outside of Texas.
a)Task Force approval
b)Curriculum Committee approval
c)ACC Administration approval
d)THECB approval /
  • See THECB Rules and Regulations, Chapter 5, Subchapter H, Section 5.158. Note that the course must be “justified in terms of academic, cultural, or other resources available at the specific location(s)”.
  • Allow sufficient time to work though process
  • See attached Out-of-State Credit Course Request form

2)Contact Curriculum Services (Dianne Olla) to set up course as a sheltered course / You should only allow those students who have gone through your application / screening process to register.
3)Identify and arrange for course location. /
  • What sort of instructional environment (internet access, whiteboard, equipment, etc.) is needed and available?
  • Will part of the course be taught here at ACC?
  • Is this part of an agreement with other higher education institutions? Is the agreement an official ACC Agreement signed by our President and / or EVP? Is this agreement up-to-date?
  • Is the institution providing classroom space requesting rent? If so, how much? If there is no agreement, and no rent is requested, is the institution requesting reciprocal consideration? If so, has the reciprocal consideration been approved by the ACC Administration?

4)Order books & materials – student will need to purchase required texts prior to departure / This will accelerate you book order process.
5)Assure that students are registered for course and have paid tuition prior to departure
6)Assure that all registered students should be registered. Initiate drop process for those that have registered in error.
7)Assure that you maintain a written record or contact hours with students during academic learning activities to document compliance with THECB requirements.
8)Assure that grade reports are completed in compliance with ACC polices and procedures. / Check with your Dean regarding time guidelines for grade reports.

Attachments

THECB Form

THECB Rule (still searching for updated version)

1

STUDY ABROA – Steps to Design a Successful Program

AUSTINCOMMUNITY COLLEGE

INTERNATIONAL PROGRAMS

FACULTY INIATED STUDY ABROAD

BUDGET & FINANCIAL PROCEDURES

For college credit courses, students will register and pay as they would for any course. The following will address costs beyond standard tuition and fees. In all steps, International Programs will assist and advise you, providing examples of successful programs.

OVERVIEW

After developing your budget, you will need to let students know about required installment payment dates. IP will assist you in setting up a program-specific account, prepaying for some costs, and obtaining a “P-card” and travel cash advance from ACC for expenses during the trip. In general, you should plan to pay for most meals, hotel bills, transportation, and admission charges for the entire group. It is essential that you collect and retain detailed and itemized receipts whenever possible, and document the expense and reason for no receipt when you cannot obtain a receipt. After the trip has concluded, you will need to submit a financial report to IP and Business Studies.

PHASE 1 – Developing your Budget and collecting payment prior to departure

  1. Develop your budget, based on the template provided by International Programs.
  2. Develop your installment payment deadlines.
  3. Establish an account with ACC’s Business Services to accept payments from students.
  4. Arrange for “P-card” training
  5. Arrange for prepayments for airfare, hotel, and other expenses as appropriate.

PHASE 2 – Departure and during the trip

  1. Obtain account-specific credit card and cash advance
  2. After you have left the USA, distribute predetermined amount to students to pay for meals that will be taken outside of organized activities.
  3. During the trip, you should plan to pay for most meals, hotel bills, transportation, and admission charges for the entire group.
  4. Collect and retain detailed and itemized receipts whenever possible, and document the expense and reason for no receipt when you cannot obtain a receipt.

PHASE 3 – Post trip reporting

  1. Within two weeks of your return, submit financial report to IP and Business Studies, including “Out-of-district Travel expense Voucher[1].” You must submit this form, even if you are not claiming any reimbursement.

1

STUDY ABROAD – FINANCIAL PROCEDURES

AUSTINCOMMUNITY COLLEGE
INTERNATIONAL PROGRAMS
FACULTY INITIATED STUDY ABROAD
BUDGET TEMPLATE
Expenses for Faculty & Students during program
Transportation to/from Austin (include Travel agency fee) / -
Parking, airport shuttle & taxi / -
Transportation during program (local)
# Days / -
Estimated cost per day / -
Total - estimated local transportation / -
Lodging
# Nights / -
Estimated cost per night (include taxes & hotel charges) / -
Total - Estimated lodging costs / -
Meals and snacks
# Days / -
Estimated cost per day / -
Total - estimated meals & snacks / -
Site and museum entrance fees (detail) / -
Group T-shirt (optional) / -
Subtotal / -
Add on: Faculty Expenses
# of Faculty participating / -
Direct travel costs per faculty member / -
Total faculty travel / program costs / -
Total # of students going / -
Total add on per student to cover faculty expenses / #DIV/0!
Total amount to collect from each student / #DIV/0!
Additional Student Expenses
Required: International student ID (pays for medical evacuation insurance)
Optional, but recommended: Incidentals (laundry, toiletries, phone calls home)
Tuition
Paid Directly to ACC (based on course and residence)
(Note: Set up restricted courses with Dianne Olla)
AUSTINCOMMUNITY COLLEGE
INTERNATIONAL PROGRAMS
FACULTY INITATED STUDY ABROAD PROGRAMS
INSTALLMENT PAYMENTS SCHEDULE
Total to collect from each student
ACC Account #
Installments
#
Amount
Due Dates
AUSTINCOMMUNITY COLLEGE
INTERNATIONAL PROGRAMS
FACULTY INITATED STUDY ABROAD PROGRAMS
FUNDING TEMPLATE
Total amount collected from all students / 0
Prepayments
Airline / 0
Hotel / 0
Other / 0
Planned credit card payments / 0
Cash to students for food / 0
Estimated cash to faculty supervisor / 0
Check / 0

1

STUDY ABROAD – Budget Template

AUSTINCOMMUNITY COLLEGE

INTERNATIONAL PROGRAMS

FACULTY INITATED STUDY ABROAD

TIMELINE GUIDE

COLLEGE CREDIT STUDY ABROAD
TIME AHEAD / ACTION
12 months / Submit early intent proposal
11 months / Initial meeting with International Programs
10 months / Develop curriculum; Present course proposal to ACC Curriculum Committee; seek THECB Approval
9 months / Prepare budget; meet with Business Services representative
8 months / Present completed packet for final review by International Programs; obtain final approval by Department Chair, Dean, and AVP
7 months / Prepare marketing materials, including listing in ACC Course Schedule
6 months / Meet with experience faculty for informal discussions
5 months / Finalize reservations
4 months / Interview and approve all student participants
3 months / Hold initial orientation for students, check that payment schedules are maintained
2 months / Hold second orientation for students in partnership with International Programs
  • check that payment schedules are maintained
  • Check that all required forms are turned in

1 month / Hold final orientation for students, if appropriate
With 90 days of return / Submit Post-trip Report to International Programs and Department Chair
First full semester after return / Meet with other Faculty to share your experience and knowledge gained

AUSTINCOMMUNITY COLLEGE