Leading Study Abroad Programs with UCA
Proposal Timeline
mid-January Call for Study Abroad Proposals from Academic Affairs
February 1 Abstracts for Proposals Due (uca.edu/studyabroad)
February 10 Feedback to Leaders Provided
March 1 Short Term Study Abroad Proposal Paperwork Due
April 1 Council of Deans Approval and Programs Published by the Office of the Provost
Items to Consider When Creating a Program Proposal
Credit Variation
Who is your target audience? Consider your pool of students and consider various approaches such as: a multiple disciplinary approach, various levels and types of credit (CORE and Upper level electives or courses).
45 contact hours are required for 3 hours of credit
90 contact hours are required for 6 hours of credit
Location and Safety
Locations and destinations with a travel warning from the State Department will not be considered. Travel alerts will be taken case by case. Safety is a priority and certain activities categorized as high risk may not be approved.
Consider the types of locations in reoccurring programs and either work to join these established groups or find another location that attracts students.
Consider popular travel times of the year and/or major world events such as the Olympics to avoid complications in reservations and to avoid exorbitant cost.
Consider risks identified by State Department and other sources. Previous experience is essential in destination of choice. If a leader lacks experience in a destination abroad, working with a UCA established partner school and having ground support can offset this lack of experience.
Program Cost
The main obstacle for getting UCA students abroad is cost. Designing a program that is affordable is a challenge. Proposals must include a detailed budget. Some examples of ways to make programs more affordable include:
Decreasing the amount of time abroad.Class can be held on-campus prior to and after travel. Classroom space abroad can be costly. Professors meet in common areas, in cafes, outside museums after preparing students in the U.S. so that time in-country can be experienced outside of a traditional classroom setting.
Considering a closer location abroad such as Canada so flight cost is minimized.
Utilizing a university partner to secure less costly arrangements such as accommodations.
Planning excursions and self-guided tours without the use of third party vendors.Sometimes third parties are necessary but for certain locations the leader is able to lead the group and therefore save resources.
Accommodations: Homestays are most often less expensive than hotels. Staying outside city centers can also save money but does increase time traveling. Renting apartments can save money in certain locations.
Airfare: Consider traveling during less popular travel times. May intercession is a popular time as high summer traffic has not just begun.
What’s included in the program fee? Students need to have a clear idea of what is not included in the program price. Often meals and optional excursions during any free weekends are not included. The budget requires providing a realistic estimate of spending money while abroad.
Some programs may price students out. Please consider students pay tuition and fees and cover costs for faculty leaders. In addition to program cost and spending money, many students struggle to meet the financial cost even with scholarships. Program costs exceeding $5,000 are not ideal. Language Immersion programs have the unique advantage of allowing a faculty leader to situate students abroad for a week then leave students with an established program. This can decrease costs as consortium agreements allow for students to pay tuition only at the partner university.
The Role of a Faculty Leader
As many students are traveling abroad for the first time with a short term study abroad program, leaders play a role beyond teacher or instructor. Leaders are also play recruiter, travel companion and mentor. Leaders are the best advocates for the program.
Courses must be taught and a grade assigned within the term of the program. After the proposal process and successful approval, the year-long process begins. Activities include:
Talking to students about the opportunity
Holding interest meetings
Meetings with students to approve course selection
Planning with the Office of Study Abroad
Working with the Travel Department to complete paperwork for taking funds abroad
Co-hosting orientation meetings in the semester and days before departure
Once abroad, 24/7 availability is expected.
Completing the evaluation of work and assigning a grade is required.
What does the Office of Study Abroad do to assist?
The Office of Study Abroad can provide ideas for successful communication of this opportunity and assist in other ways such as:
Peer advising appointments in the Office of Study Abroad
Advertisement of Program Interest Meetings and support in the meeting
Pre-Departure Orientation including assistance with passports and visas
Student Application Process and Communication with Student Accounts
Study Abroad Scholarship Information and Process
Risk Management and other necessary orientation for leaders responsible for programs
Other Scholarship information such as private scholarships with local donors and Government scholarships
Promotion such as posters and updating the Study Abroad website
Social Media updates and advertisement of programs
Promotion with on-campus activities such as International Education week, Bear Facts and SOAR orientation
Orientation including Health and Safety Orientation
Information concerning international insurance, reimbursements and identity cards
Approval of budgets for programs
Arrangements, contacts, payments and plans with partners abroad
Plans and payment for airfare in most cases
Process faculty leader salaries and expense reimbursements
Arrange transport to airport for departure
Assist in departure
Provide support while group is abroad
Who may participate?
UCA students with at least 30 hours completed, 18 years of age and a 2.5 GPA including international students (international students must communication with International Engagement to ensure all documentation is completed).
Graduate students
Non-degree seeking students (must register with UCA Admissions) examples include students from other universities and community members.
All participants are required to enroll in at least 3 credit hours. Faculty and staff may participate and apply for the tuition and fee discount.