Study Abroad Committee

Study Abroad Committee

MEETING MINUTES

September 12, 2014

East Campus, 8-105D

8:30-10:30am

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I.  Welcome, introductions, new committee members, meeting dates

·  Meeting dates were reviewed. These are posted to the SAGE website: http://valenciacollege.edu/international/studyabroad/staff/committees.cfm

II.  Timeline for 2016 proposal submissions was reviewed.

·  October 1: Request for International Travel Form due (missing from agenda)

·  February 27: proposals due from faculty

·  March 2-6: review and score proposals

·  March 9-13: spring break

·  March 17: score sheets due to SAGE

·  March 20: committee meets for final approvals

III.  Proposal faculty agreement – new clause approved to add to the proposal form:

Following Procedures: All program leaders are required to follow the established procedures, guidelines, and deadline dates established by the SAGE Study Abroad Committee and published in the SAGE Program Leader Handbook. In addition, collegiality and professional behavior will be considered by the Study Abroad Committee and will impact the approval of faculty-led study abroad and international internship proposals.

IV.  Faculty Guidelines Updated September 2014 / SAGE Processes

A.  All Short term Study Abroad policies and procedures are established by the Study Abroad Committee and empowers the SAGE Director and Staff to implement all approved policies and procedures.

B.  The Study Abroad Committee will offer opportunity an "Open Enrollment period" for faculty to meet with Study Abroad Committee. The “Open SAGE Faculty Forum” will be offered annually in November. Faculty can attend in person or file an electronic or paper submission to the SAGE Study Abroad Committee.

·  This will be considered a formal appeal process for PLs and will be added to the SAGE faculty handbook.

C.  SAGE will post Committee Notes on INZ SharePoint for more transparency.

D.  Proposal score sheets will not be distributed; aligns with sabbatical committee and endowed chair committee procedures.

E.  Summary reports to FPL's not approved to lead study abroad will be provided suggestions for

Improvement by the SAGE director.

V.  SAGE Debriefing Meeting 2014 Outcome:

A.  Program proposal and scholarship process – they want transparency on how programs are scored and recommended. SEE ATTACHED SCORING RUBRIC AND SCORESHEET

·  Rubric is provided in advance of the proposal deadline.

·  A workshop is offered each year for certified PLs to review this process.

B.  Instead of a scholarship revocation for not completing the close-out process, they recommend a hold on transcripts.

·  Keep the current process in place because it is working well.

C.  Fundraising protocol, accountability, leadership, and marketing.

·  Coordinated effort requested by Valencia Foundation and SA Committee.

·  Fundraising Advisory requested.

·  Faculty are responsible for fundraising for their individual programs, not the SAGE Office.

·  SAGE has started some fundraising efforts for students with the most financial need (not program specific).

·  Offer Workshop on Fundraising - Karen Fowler will be presenting at FCIE. We will see if we can video record the session.

·  We need Student Development, Foundation guidelines and training for fundraising.

·  Jerry will look into texting options with opt in for marketing purposes.

·  Need to consider BlackBoard announcements for study abroad.

D.  This wasn’t mentioned in the meeting, but the request for some funding for meals keeps coming up over and over again. Even a nominal amount and not the international per diem would be a good gesture.

·  We are not obligated for any international meals per the international per diem.

·  We do not want the students to bear this burden.

·  Consider offering the Florida rate or a flat rate.

·  The committee approved a $250 flat meal stipend and this is built into the cost of the trip if meals aren't included in the program cost.

·  The stipend will not be a cash advance and will be reimbursed as part of per diem.

·  Suggestion: Work with provider to provide faculty meals.

·  Maryke look into fundraising.

E.  SAGE P- Card Meeting is coming. More information will be forthcoming from Jennifer.

F.  Other:

·  Getting ready to roll out new SAGE website!

·  Roles workshop being put 100% online.

·  PLs should consider FCIE study abroad consortium opportunities.

VI.  CCID & Troika Programs Update

·  No more Troika programs will be offered.

·  CCID moved to Miami Dade College and lost most of its staff.

VII.  Closing & Next Meeting

·  Rubric has already been revised and will be used for 2016 review.

·  October 10, 2014 - East Campus

·  SAGE Study Abroad - Faculty Open Forum - November 2014