Lead a Faculty-Led Program

Planning Ahead - 5 W's and H

Before meeting with your supervisory dean to update them on your faculty-led endeavor, it is recommended that you research and gather as much information as possible to help increase the efficiency of your conversation and faculty-led proposition. By implementing the 5 W's and H format, faculty can start refining their ideas, vision, and objectives. Below are just a few examples of questions that will help faculty plan ahead:

• Who is your target audience? Undergraduate, graduate, alumni, or mixed?
• Who is going to help you plan and manage your program? Is it a 3rd party company, sister school?
• What type of program is it? For credit or service mission program?
• What is the title of the course that will complement your faculty-led program? 
• What activities or excursions will address and meet your course objectives?
• What is your target budget?
• When do you plan to offer the course? Fall, spring, or summer semester?
• When do you plan on implementing the travel portion of the program? During the semester, fall/spring break, or summer? 
• Where do you plan to travel to? Is it more than one country? Are tourist visas required?
• How do you plan on promoting your program? Classroom visits, flyers, social media, etc.?

Obtain Your Dean's Approval

Communicating with your supervisory dean before any substantive steps are taken is essential for ensuring the success of your faculty-led program, as this helps to mitigate any obstacles that may arise, such as scheduling conflicts, institutional requirements, and other key processes essential to implementing these types of programs. In addition, your dean may have institutional knowledge that may help you overcome potential future challenges.

The study abroad office requires the completed Faculty International Travel Approval Form and the Faculty Waiver and Release Agreement. Forms may be emailed to studyabroad@uiwtx.edu. 

Note: some items on the form (i.e., itinerary, budget, etc.) may require additional time to evolve and confirm; however, deans may approve and sign the form with the understanding that any additional items may be submitted at a future date.

Visit with the Study Abroad Office

Schedule a meeting with a Study Abroad Representative by email at studyabroad@uiwtx.edu to discuss your upcoming program. The representative may offer you additional insights, contacts, best practices, and other resources that may help you implement the steps required to be successful.

In addition to offering information and contact information, the representative will create an online shared folder, which will help both parties store and share documents and information. Budget templates, participant rosters, and other documents will be included in this shared folder.

Action Items and Next Steps

Upon obtaining and submitting the Faculty International Travel Approval Form, faculty are encouraged to start implementing action items and next steps to solidify their plans. Below are several common or typical steps required to implement faculty-led programs. Note: Due to the dynamic nature of these programs, there may be additional steps specific to your program.

1. Finalize your course outline.
2. If applicable, execute the process required to schedule the class associated with your faculty-led program to be included in the UIW course schedule.
3. Request a quote for your expected number of participants from UIW's official travel agency, Corporate Travel Planner (CTP), at groups@ctptravelservices.com.
4. Contact the 3rd party or sister school representative to start or confirm your itinerary.
5. Confirm deposit and follow-up payment deadlines with all parties (if applicable).
6. Determine whether any 3rd party documents/agreements require implementing UIW's Contract Review Process. If so, faculty should start the process to allow ample time for UIW's legal representatives to review the contract. For questions or guidance, contact UIW's legal counsel .
7. Update UIW's Accountant and Financial Aid representative of your upcoming program.
8. Start scheduling future information sessions, reach out to your colleagues to request times to promote your program during their upcoming class(es), and plan additional promotional activities.
9. Start creating supporting materials for your future recruiting efforts (i.e., PowerPoint, flyers, webpages, social media posts, etc.).

Finalize Budget, Itinerary, and Other Details

During this step, faculty should confirm the itinerary and costs associated with the groups' participation. Due to the dynamic nature of these programs, additional details may be included and require confirmation.

If applicable, any 3rd party contracts that required implementing UIW's Contract Review Process should be fully executed by the authorized UIW representative. Contact UIW's legal counsel for contract questions or guidance.

Final details should be updated for any and all resources utilized to promote the faculty's program. Faculty should refrain from disseminating promotional materials before these details are finalized and updated.

Typically, 3rd party estimates are based on the potential number of participants; therefore, be sure to include and clearly state this important detail in your promotional resources and during your presentations. Example statement: *Disclaimer. Listed price is based on a minimum of 12 participants. Price may increase due to fewer participants. 

Promote and Recruit

1. Present your program during your pre-scheduled information sessions, visit your colleagues' classes, and plan additional promotional activities, as needed and desired. Note: Students want to know why they should follow you to another part of the world. Be prepared to meet parents and answer questions regarding logistics, itinerary, costs, tourist visas (if applicable), safety, etc. The Study Abroad Office Representative can assist you by sharing best practices before you present to your students.
2. Distribute promotional materials to support your recruiting efforts (i.e., PowerPoint, flyers, webpages, social media posts, etc.).
3. Maintain and consistently update your participant list while actively corresponding with your potential participants.
4. Consistently update your prospective students with any updates, gatherings, or changes.
5. Maintain the level of excitement with your prospective students by emailing or linking social media posts of pictures related to their upcoming sojourn. Consider linking very short videos highlighting cultural excursions, museums, the host country's food, etc.

Confirmation of Attendance, Student Deposits, and 3rd Party Payments

During the final days before the deposit and/or payment deadlines, faculty should be maintaining and updating the list of participants while documenting who has paid their deposits. Faculty should encourage any last-minute inquiries by emphasizing the deposit deadline.

At the time of the deadline, the accountant may need to transfer funds to 3rd parties, hotels, land transportation, etc. 

Pre-Departure Meeting

Faculty should meet with your group before departure. It is important to confirm the itinerary, exchange phone numbers, discuss safety, and review any other topics needed to increase the success of your program.

During this time, the Study Abroad Office will order international health insurance via Cultural Insurance Services International (CISI) on your behalf. All participants will receive proof of their health insurance via email. The online program folder will contain copies of the insurance for each participant. In addition, all participants will receive instructions on how to access International SOS (ISOS), a 24/7 risk mitigation and emergency service. Students can access ISOS anytime during their participation to address any level of emergency or issue.

In Country Safety

During your faculty-led program, faculty and students are encouraged to contact UIW's 24/7 risk mitigation service, International SOS (ISOS). Students can access ISOS via phone or utilizing their APP anytime during their participation to address any level of emergency or issue. 

Due to time differences, distance, logistics, and other factors, faculty should first contact ISOS. After the emergency is reported to ISOS, faculty may contact International Affairs representatives during regular office hours to provide an update on the occurrence or request advice on administrative questions or concerns.

Upon Returning

If applicable, settle your account with UIW's business office. Remember to submit the required documentation and receipts.

Update your dean of your return and consider sharing pictures, student testimonials, and important takeaways. This best practice will help you and your colleagues continue to foster UIW's mission "to educate men and women who will become concerned and enlightened citizens within the global community."

Consider incorporating your faculty-led program experiences into future course lectures, as this practice may entice other students to explore our world.

• Guide to Successful Short-Term Programs Abroad, 3rd Ed
• Designing Quality Academic Programs in Education Abroad
• Developing an International Internship Program
• Effective Social Media for Promotion and Engagement
• Responding to Mental Health Issues in International Education
• Coronavirus General Resources
• Sexual Health Abroad
• Disabilities: Mobility International USA
• Subscribe to NAFSA's International Educator Magazine

Leading Short-Term Education Abroad Programs

• Program Conceptualization and Proposal
• Planning and Budgeting
• Student Advising, Recruitment and Selection
• Student Preparation
• During the Program
• Student Return and Transition