FACAULTY-LED TRAVEL PROPOSAL PACKET
  • 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 by STEP PROCESS

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.

Travel Study Proposals may be submitted to the Center for International Education up until
January 15th for outgoing Fall programs
July 15th for outgoing Spring programs
October 15th for outgoing Summer programs
Please submit all proposals to Darren Grosch, Director of International Education
Email: Phone: 310-665-6994 Fax: 424-207-2503
FREQUENTLY ASKED QUESTIONS
How long is a Travel Study course?
A Travel Study course is typically a type of credit-bearing international experience that includes activities, organized excursions, and cultural encounters. These programs typically last between one to eight weeks.
What gets taken into consideration by the International Education Steering Committee (ISEC) when choosing a program and a faculty member to lead a Travel Study course?
The Committee looks for well-designed and complete program proposals. ISEC takes into account the ability of faculty facilitating the course to move their students safely and deftly through the Travel Study experience.
Who sits on the International Education Steering Committee (ISEC)?
Darren Grosch (Director of The Center for International Education); Dr. Laura Kiralla (VP for Student Success and Student Services); Richard Shelton (Director of Integrated Learning); Dr. Parme Giuntini (Asst. Chair of LAS); Kathleen Masselink (Asst. Director of Continuing Education)
What are obstacles that prevent students from participating on Travel Abroad courses?
It is imperative that a study abroad course promotes inclusivity. Some reasons for non-participation but not limited to: Financial Reasons, Family Obligations, Work Obligations, Fear of Travelling/the Unknown, Proper Courses are not Offered for Credit, and Illness(es) or Disability(ies).
What are questions I should ask myself when considering if a Travel Study program will be successful?
  • 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?
When do Travel Study Courses take place?
Travel Study Courses (TSC) typically occurs during Spring Break, after Spring Semester ends, and after Fall Semester ends.
What is the faculty to student ratio?
The faculty program fees associated with travel study will be incorporated into the travel budget.
The Faculty to Student ratio is:
  • 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.
Additional faculty/staff may at times participate with approval by the International Education Steering Committee and Provost.
Who approves my application proposal?
Prior to submitting your proposal into the Center for International Education you must obtain approval from your Department Chair. Once you have obtained this signature, the International Education Steering Committee will review your proposal, and make recommendation to the Provost for final approval
How long is the planning process for a Travel Study course?
From start to finish, it generally takes 12-18 months to plan, apply and get approved for a course
Am I on my own to plan my Travel Study course?
No. The approved program provider and Center for International Education will help you plan.
What if I cannot find a program provider to help facilitate my Travel Study course?
In the event a program provider cannot be located to help provide support 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, acting as a Third Party Provider. In this event you will need to complete and submit a Provider Request Form with your Travel Study Proposal.
What are my responsibilities before leaving?
RECRUIT! The faculty drives the marketing, promotion, and enrollment for the class. Darren Grosch, Director of International Education, will be available to assist you with marketing and working with the program provider. Additionally you will be expected to:
  • 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.
What are my responsibilities while I am on Travel Study Course?
The roles and responsibilities of the Trip Leader extend way beyond the traditional classroom and/or academic advising setting with which you are familiar and experienced and in which boundaries are clearly defined between faculty and students. Travel Study, by definition, is a 24/7 involvement for participants and the Trip Leader alike. This means that you will handle non-classroom issues and situations which differ significantly from the demands and challenges of the classroom environment. In your position as Trip Leader, daily interactions, and close living quarters will acquaint you with student life and culture outside the classroom. You will need to establish appropriate boundaries between you and the students while you are Trip Leader of a study abroad program.
Additionally you will be expected to:
  • 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!
What are my responsibilities post-Travel Study Course?
  • 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
Who pays me to teach a travel study course?
Pending approval the Department will pay through its budget the instructor(s) facilitating the Travel Study course
What is the minimum number of participants needed to run a travel a study course?
the travel study course will be canceled if it does not meet a minimum student enrollment of:
Graduate Level: Minimum 6 Undergraduate Level: Minimum 10
Is financial Aid available to students for Travel Study programming?
Students may use their Fall/Spring financial aid award to participate on travel study if they have not already used it all during the regular semesters.
What do I get for all of the above?
An amazing opportunity to enhance lives!
TRAVEL PROGRAM DEVELOPER QUESTIONNAIRE
HOW TO USE THIS FORM:
  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:

NAME / POSITION / EMAIL / PHONE

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.

DEPARTMENT CHAIR RECOMMENDATION

I recommend that you move forward and prepare a Faculty-led Travel Proposal for my approval
I do not recommend that you move forward in preparing a Faculty-led Travel Proposal at this time
The Department will pay through its budget the instructor(s) to facilitating this Travel Study course
Department Chair Signature______

STOP!!!

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

PROGRAM PROVIDERS
How to Select A Provider:
  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.

FACAULTY-LED TRAVEL PROPOSAL
INSTRUCTIONS
1. The each section of the proposal (there are 10 sections) including supporting documents must be completed and signed off by the sponsoring department before submission to the Center for International Education.
2. Areas highlighted GREY requires a signature from the Department Chair.
3. Areas highlighted PURPLErequires a signature or initial from the lead faculty submitting the proposal
4. Be sure to review each section where it states READ CAREFULLY
Travel Study Proposals may be submitted to the Center for International Education up until
January 15th for outgoing Fall programs
July 15th for outgoing Spring programs
October 15th for outgoing Summer programs
Please submit all proposals to Darren Grosch, Director of International Education
Email: Phone: 310-665-6994 Fax: 424-207-2503
SECTION 1: FACULTY DETAILS
READ CAREFULLY:
The faculty program fees associated with travel study will be incorporated into the travel budget.