STEP 1:Discuss Travel Study Possibilities with Your Department Chair

• Step by Step Process………………………………………………………………………...p. 1
• Frequently Asked Questions……………………………………………………………..p. 2 - 4
• Travel Program Developer (TPD) Questionnaire………………………………..p. 5 – 7
• Program Providers…………………………………………………………………………….p. 8
• Faculty Led Travel Proposal……………………………………………………………….p. 9-17

STEP 1:Discuss Travel Study possibilities with your Department Chair.

STEP 2:Complete the Travel Program Developer Questionnaire (TPD Questionnaire). This form will assist you in working with program providers to craft your course.

STEP 3:Select a Program Provider fromhere or refer to page

If you are unable to locate a program provider (or if you are not using a provider on this list), it will rest on you to locate a local ground operator or partnering institution that can assist with the program logistics and facilitation of your course. Please complete and submit the Program Provider Request Form along with your proposal.

STEP 4:Contact your Program Provider and begin working on a preliminary itinerary/ budget for your course.The Center for International Education can help you through this process.

STOP!!!

Do Not Proceed Any Further Until Your Department Chair Has Reviewed Your TPD Questionnaire

STEP 5: Complete the Faculty – Led Travel ProposalBudget Template

STEP 6:Meet with the Center for International Education/and or your Department Chair to review your proposal prior to submission.

STEP 7:Submit your Proposal and supplemental materials to the Center for International Education (submit electronically). It must be approved by your Department Chair in order for it to be reviewed by the International Education Steering Committee.

STEP 8:International Education Steering Committee and Provost will review the proposal for final approval.

• Does the program fill a curricular need for your department?
• Is there an existing Otis program that already meets these needs?
• Does the program offer something unique that cannot be accomplished on campus, like an opportunity to be immersed in a unique or different culture?
• Is there a specific reason that this program should take place in the specified location? What is that reason?
• Does the time of year when the program is planned appeal to students? Is the length of the program appropriate for the academic content?
• Are seasonal costs, airfare, lodging, food, etc. higher or lower during the time this program will be offered?
• Is the political/economic situation stable in the country of destination?
• Is there enough student interest to ensure that the minimum enrollment requirements are meet?

• Graduate Level: 6-15 students: 1-2 administering faculty. 16-20 students: 1-3 administering faculty.
• Undergraduate Level: 10-15 students: 1-2 administering faculty. 16-20 students: 1-3 administering faculty.

• Participate in pre-departure orientations
• Read the Leader Guide & Safety Guide
• Read the Travel Study Design Guide
• Participate in Otis’ Travel Study Orientations
• Communicate with your students prior to departure.
• Completing and updating all required pre-departure materials, First 72 hours, Itinerary, and risk-management plans.

• Maintain a Travel Study Log
• Oversight of an in-country orientation
• Hold regular meetings with students throughout the program, including the facilitation of a Mid-Course Reflection and Transference.
• Provide space for End-of-Course-Feedback
• Academic oversight of the in-country program
• Maintain regular contact with Otis CIE Director
• Serve as liaison between the host institution and/or program provider and CIE
• Facilitate cross-cultural learning opportunities for students
• Manage cash advance funds
• Take lots of pictures/video!

• Submit Trip Folder/Travel Study Course Log
• Submit Course Debrief
• Submit receipts for cash advance funds to Business Office (if applicable)
• Exit Interview with CIE Director
• Present your Travel Study Experience to Otis Faculty and Students

1. This form will require a signature from your Department Chair.
2. Using your responses from the questions below, contact a program provider in order develop your proposal.
3. Do not move forward with completing the Faculty-Led Travel Program Proposal until your Dept. Chair has approved this form.

Location of Program:

Name of Program:

TIMING

1. What is the program duration?
2. Are there tentative dates for the program?
3. Is there any flexibility with the dates?

STUDENTS

1. What is the minimum number of students?
2. What is the maximum number of students?
3. Who is eligible to participate (major/year)?
4. Is there a Language Requirement

PROGRAM

1. What is the program theme?
2. Is this travel study program embedded in a course?
3. Has approval by the department been given for this program?
4. Will students get credit for this program?

FACULTY/STAFF

1. Will a faculty member be responsible for instruction during the program?
2. Will there be others accompanying the group?
3. How Many?
4. Are accompanying faculty/staff familiar with the location?
5. Do accompanying faculty/staff speak the language?
6. Have accompanying faculty/staff made a site visit to the location for program development?
7. Are there specific accommodation requests for accompanying faculty/staff? Describe.
8. Other requests?

PROGRAM PROVIDER

1. Name of Program Provider to be used?
2. Is there a proposed local partner/ institution to be used?
3. What will the role of the provider/partner/ institution be?

ACCOMMODATION

1. Will students need accommodation for part or all of the program? If part, please specify when.
2. What type of housing do you prefer? Please check all that you would be interested in discussing:

___ Hotel ___Dorm ___Homestay ___Hostel ___Furnished Apartment ___Other:

1. Is there a preference for single, double, triple, or quad accommodation?
2. Is there a specific neighborhood and/or housing identified for accommodation?

MEALS

1. Should breakfast be included with accommodation?
2. Do you want the provider to include meals in the program?
3. How will lunches and dinners be handled?
4. Do you want a Welcome Dinner?
5. A Farewell Dinner?
6. Are there specific restaurants identified for any of the meals?

TRANSPORTATION

1. Will students be arriving as a group or individually?
2. Will the accompanying faculty/staff be arriving with the group or earlier?
3. If available, do you want the provider to arrange air travel for both student and faculty?
4. Does the group need Arrival & Departure Airport Transfer?
5. Who will manage and airport arrivals & departures?
6. If available, is a city Public Transportation Card needed?
7. Should it be preloaded?
8. Does the group need local transportation to program activities?
9. Does the group need long-distance transportation between locations/cities?

1. Which locations/cities?

1. Are there other transportation requests or concerns?

ACADEMICS

1. What are you academic goals for students on this program?
2. Is classroom or meeting room space needed?
3. How many days?
4. How many hours per day?
5. Is there specific equipment or resources needed in the classroom/meeting room?
6. Is space needed for an atelier, studio, etc?
7. Are guest lecturers needed?
8. How many?
9. Duration of lecture?
10. What type of expertise will be needed?
11. Do you have guest lecturers in the area that you would like to use?
12. Would you like the program provider to arrange logistics with your in-country contacts?
13. Please list in-country contacts in the chart below:

CO-CURRICULAR ACTIVITIES

1. What are your cultural goals for students on this program?
2. Should site visits that tie into the theme be included?
3. How many?
4. Have specific organizations been identified or should Program Provide identify?
5. Should half-day field trips be included?
6. How many?
7. Have specific destinations and activities been identified or should Program Provider identify?
8. Should full-day field trips be included?
9. How many?
10. Have specific destinations and activities been identified or should Program Provider be identify?
11. Should overnight excursions be included?
12. How many? How many nights per excursion?
13. Have specific destinations and activities been identified or should Program Provider identify?

OTHER

1. Is an orientation including pertinent information on student housing, cultural issues, health and safety protocol, and local logistics needed?
2. Is an assistant to accompany the program needed for communication or logistical support?
3. For the entire duration of the program?
4. Only specific days/activities? Please indicate.
5. Would you like your students to have access to in-country staff during regular business hours?
6. Would you like a cell phone for your course? How many?
7. If possible and relevant, should a tour of the local university be included?
8. If possible, should community engagement activities be included?

1. Please indicate the type of projects desired.

1. Do you have a price point in mind?

TENTATIVE ITINERARY

List out your travel plans here…or use your program providers itinerary.

STOP!!!

Do Not Proceed Any Further Until Your Department Chair Has Reviewed Your TPD Questionnaire

1. Choose a provider from the list below
2. To view additional providers visit:
3. If you are not using a provider on from the list, it will rest on you to locate a local ground operator or partnering institution that can assist with the program logistics and facilitation of your course. Please complete and submit the Program Provider Request Formalong with your proposal.

ABOUT

The International Education Steering Committee of Otis College requires, all faculty seeking to facilitate a travel study course use a program provider “whenever” possible. Program Providers work with you to craft and customize an abroad course specific to your/student needs. Program providers offer support services, throughout the world, ensuring that your course runs safely and smoothly, while maintaining the integrity of your course vision.

The majority of our travelers choose to include a tour manager with their program. The tour manager is typically with you throughout your program and helps to keep your experience smooth and hassle-free! Here’s what you can expect:

APPROVED PROVIDERS

1. Education Travel Adventures

Web:
Contact: Michael Holzer. Phone: 732-410-5665 Email:
Locations: North America. Europe. South & Central America

1. Academic Experiences Abroad

Web:

Contact: Sam Briar. Phone: 800.556.7068 Email:

Locations: Asia. Africa. Americas. Europe

Below is a short-list of items generally covered by a program provider:

• Program Manager dedicated to your program
• Airport transportation& reservations
• Procurement and payment of speakers
• Student accommodations
• Health and liability insurance
• On-site orientation and city tour
• Cultural activities in host city
• Day or overnight excursions
• Organized group meals
• Reserved classroom space if needed
• Access to on-site offices
• 24-hour resident staff support
• If anything unexpected should arise such as a local strike, closure of a location/attraction, unforeseen travel delay, etc., your tour manager will be in contact with the provider office.