Tompkins Cortland Community College

FACULTYHANDBOOK

Developing and DesigningShort-Term Faculty-Led Study Abroad Programs

Dear Colleagues,

Thank you for your interest in creating a short-term, faculty-led abroad program. Events in recent history have emphasized the importance of knowledge about the world’s cultures. At Tompkins Cortland Community College, we are part of a nationwide trend in international education to make the study abroad experiences accessible to both traditional and nontraditional students through innovative curricula in short-term study abroad programs, as well as guiding students towards more traditional semester long experiences. Community colleges have an opportunity to support emerging local, national, and international job market desire to hire employees with a “global” perspective.

This handbook is designed to assist faculty in planning and implementing successful short-term international programs. As you develop your short-term study abroad experience, the Global Initiatives Office is here to support you in any way possible. Your work is critical to supporting TC3’s study abroad opportunities for the betterment of our community and world.

Thank you,

Walter L. PolandVice President of Global Initiatives

ACKNOWLEDGMENTS:This handbook is adapted from SUNY Potsdam’s “Developing short-term, Faculty-Led Abroad Programs.“ and the NAFSA:

Association of International Educators publication, The Guide to Successful Short-Term Programs Abroad.

Additionally, it is a compilation of ideas from the Tompkins Cortland Community College Global Initiatives Office staff members,

faculty and administrators, collections from national and international conferences, and resource documents.

WELCOME

This handbook is intended for faculty designing new Study Abroad courses and trips. In addition

it provides some guidelines for both new and veteran study abroad faculty.

Note: Please see “Study Abroad Trip Prep Packet” for logistical planning and forms.

CONTENTS

Welcome and Acknowledgements

Teaching Responsibilities, Leader Eligibility, and Ethical Guidelines

Timeline for Program Approval for New Courses

Guide to Developing a Short-Term, Faculty-Led Program

Faculty-Led Study Abroad Proposal Request From

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TEACHING RESPONSIBILITIES & LEADER ELIGIBILITYLeading a group of students in this type of endeavor is indeed rewarding. It is also a commitment of time and energy. Faculty Leaders should realize that they areinvolved in every aspect of the program and are often on call 24 hours a day when in country. The NAFSA Association of International Educators Guide to Successful Short-Term Programs Abroad states that “study abroad faculty must be true leaders, skilled in diplomacy, logistics, and group dynamics.” Before planning a course you are encouraged to meet with experienced study abroad faculty in order to explore ideas.

A Faculty Leader is defined as a full-time faculty or staff/administrator with adequate pedagogical abilities to academically run the course.

A Supporting Faculty is defined as any part or full-time faculty or staff/administrator with adequate pedagogical abilities to academically run their specific partner course.

It is essential, based on liability and best practice, that a course is run with two faculty or staff/administrators. This generally means that each person teaches one course each, or that the travel costs for the second person are built into the travel course fee for students. Exceptions to this would be experiences that partner with appropriate institutional support in the host country where a single faculty member would have adequate logistical and other support for student safety and trip experience. Generally speaking, the Faculty Leader proposing and leading the overseas program will be teaching in his/her recognized field of expertise.

Key Roles of the Faculty Leader

• Identify a knowledgeable, reliable, and compatible in-country consultant or liaison. The Global Initiatives Office may have institution contacts if the Lead is having an issue with finding a partner/liaison. • Work collaboratively and openly with the Global Initiatives Office and Dean of Instruction in program development.• Submit itineraries, student materials, and participant rosters to the Global Initiatives Office prior to departure.• Promote and publicize the program. Actively market the program on campus and potentially to other institutions including: participating in the TC3 promotional events, conducting in-class presentations and informational sessions, posting flyers, developing program descriptions for the web, etc.

• Confirm in-country logistic arrangements, make payments, manage discretionary funds, (keep financial records, and handle enrollment changes). Understand college purchasing regulations before utilizing the college credit card.• Examine prices and alternatives in order to keep the program fee financially feasible for students.• Develop a financially sound program budget incorporating an emergency fee and enough of a margin to offset unforeseen expenses like currency fluctuations, airline surcharges, etc).• Obtain a college credit card from the Office of Budget and Finance and monitor the income and expenses associated with the program. (The Global Initiatives office will help monitor/track this as well). • The Faculty Leader must facilitate administrative processes and adhere to institutional policies.• Act as the communication link back to the home institution.• Accompany students during all “academic” portions of the trip.• Prepare students before departure, and provide assistance when a student is in need, and intervene when appropriate. • Understand and follow emergency protocols for the safety and security of participants.

ETHICAL GUIDELINESThe Forum on Education Abroad has developed standards of good practice for the field of education abroad. It is expected that any international offering supported and endorsed by Tompkins Cortland Community College, will adhere to the Forum’s Code of Ethics. The full document is available at: www.forumea.org. Hard copies are available in the Global Initiatives Office.

Truthfulness and TransparencyMarketing, advertising, and promotional materials should clearly set out the program’s limitations, costs,as well as its strengths.

Gifts, Gratuities, Discounts, Rebates and CompensationTC3 does not have a specific College policy, yet facultyshould follow the SUNY Education Law SUNY Gift Acceptance Procedures www.suny.edu/sunypp/docu-ments.cfm?doc_id=147.

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TIMELINE FOR PROGRAM APPROVAL FOR NEW COURSES

TIME

LINE

FOR

PR

OG

RA

M A

PP

RO

VA

L FOR

NE

W C

OU

RS

ES

P

lease note : There are absolute deadlines and it Is recomm

ended that you submit docum

ents earlier to leave time for review

and changes suggested

A

ctivity: Fall (January trips of next year)

Spring

/Sum

mer

(May-July trips of

next year)

People to Involve:

Notes:

Proposal subm

ission A

ugust 31 January 31

Em

ail Carl P

., Jane H. and M

elinda S.

Seek out experienced

faculty for ideas P

roposal preparation and 1st review

meeting

Septem

ber 15 February 15

Carl P

., Jane H. and M

elinda S.

Use O

utlook or ask the suite secretaries to help set up this appointm

ent as soon as possible before the 15

Approval of course outline and

syllabus from dept. C

hairperson and dept. faculty

October 31

March 31

Dept. C

hairperson and faculty P

lease cc. Jane H. w

hen you em

ail the syllabus and outline to your dept.

Dept. approved o

utline and syllabus* to Jane H

. for final review

and listing

on C

urriculum C

omm

ittee ag

enda and final ideas

1st Friday of Nov

(sending earlier is

encouraged)

1st Friday of April

(sending earlier is

encouraged)

Em

ail Jane H. and C

arl P.

Please include the w

ritten approval from

your Dept.

Chair along

with feedback

notes/voting from

your dept. *If you are using an existing

approved course for your abroad experience, only an approved outline is required

Presentation of course at

Curriculum

Com

mittee m

eeting 1st M

onday of Dec

1st Monday of M

ay Lead and support faculty (w

hen applicable)

Program

proposal sent to the D

ean of Instruction and Global

Initiatives Coordinator for final

approval

Decem

ber 1 M

ay 1

Final program decision w

ill made

by academ

ic dean and emailed to

program faculty

Decem

ber 15 M

ay 15

Please note that programs will be approved on a case-by-case basis and that these are absolute deadlines - those deviating from the timeline below assume the risk that their program may not be approved by the appropriate department as well as the Curriculum Committee in time for the trip to run. It is recommended that you submit documents earlier to leave time for review and suggested changes.

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GUIDE TO DEVELOPING A SHORT-TERM, FACULTY-LED PROGRAMTo assess the need for a program before planning and developing a program, a few questions should be asked:• Does the program fill a curricular need for the department/Institution?• Is there an existing program that already meets these needs?• Does the program offer something unique that cannot be accomplished on campus?• 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 a minimum GPA requirement for program participation? Are prerequisites required for language or other courses?• Minimum level of emotional/physical fitness required?• Which students will this program attract-specific majors?• Will the program attract students outside the major department?• Will this program enroll 8-10 students in order to make it financially feasible to cover faculty costs?

Program Itinerary ConsiderationsBe sure not to plan your program so tightly that participants do not have the opportunity for downtime, self exploration, shopping, socializing, and doing what appeals to them. They need time to experience the host culture to get the full benefit of being abroad. When applicable, please address how you will include the following elements in your program: • Instruction by local scholars and experts if applicable• Opportunities for student interaction with people from the host culture• Opportunities for experiential learning• Exercises for focused reflection on learning experience• Plans to connect with any TC3 alumni who are from the host country or currently working in the program vicinity• Journaling about the students’ experiences• Debriefing sessions with the group

Instructional Compensation to Faculty MemberThe same pe-credit-hour rate applies to travel courses as for “regular” courses. Learning communities may be eligible for additional compensation.

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Faculty-Led Study Abroad Proposal Request FormFeel free to contact Melinda Slawson, (MAS@TC3.edu) Study Abroad Coordinator, for assistance or clarification.

TC3 Overview

Program Name:_____________________________________________________________________________________________

Program Location(s):________________________________________________________________________________________

_______________________________________________________________________________________________

Program Dates:____________________________________________________________

Sponsoring Department(s):___________________________________________________________________________________

Leading Faculty or Staff Member:_____________________________________________________________________________

Additional Staff or Faculty Members:___________________________________________________________________________

Prospective in-country contacts/partners/associations: __________________________________________________________________

______________________________________________________________________

Please address each of the following items as thoroughly as possible on a separate piece of paper (typed).

Educational objectives and outcomesPlease describe the educational objectives and anticipated outcomes of the course(s) to be offered. Address how this program supports/enhances the academic experience of the students and the curriculum of the academic unit.

Course information and advisementPlease list all TC3 courses participants may earn, indicate the number of credits each course is worth, and attach a copy of the syllabus to be used for each course offered. If a course offered is normally taught on campus, please discuss how it has been modified to take advantage of and reflect the realities of the program location. If this is a new course please indicate if it has already been approved. Please be sure to demonstrate that the number of contact hours included in the course is sufficient to justify the number of credits, and that there is adequate out of class time for assignments and study time.

Instruction and academic advisementPlease list all individuals who will provide instruction. If any instructors are not TC3 faculty, please indicate each individual’s academic qualifications. Please comment how the course may be applied to prospective students’ degree plans and, particularly with any topics or other courses requiring secondary titles, how this will be communicated to prospective students.

Program itineraryPlease give a listing of all cities/countries to be visited with approximate time in each location, even if they are not firm. Please include day by day conceptual framework of the program, including departure and return dates.

Activities designed for cross-cultural experiencesDescribe activities or facets of the program’s structure that will give participants the opportunity to interact with people from the host country and learn about the history/culture of the host country/city. This could include home stays, students from host country taking part in the classes, events planned for local and TC3 students. If the program will take place in a non-English speaking country, please discuss what measures will be taken to maximize the students’ interactions with their hosts.

Language preparationIf the program will take place in a non-English-speaking country, please indicate how students will be prepared with basic language skills prior to their departure and/or on site. Students should receive some sort of an orientation to basic vocabulary in the language of the host country/city in order to meet and greet people, purchase food and other essentials, utilize transportation, and handle emergencies.

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Course-related activities/excursionsDescribe these activities, mention where they will occur, how long they will last and relate them to the course objectives. Please also discuss any leisure/optional activities that are to be planned for the group.

Projected number of students and staffPlease specify the desired minimum and maximum number of participants. Indicate who will handle on-site administration of the program, including misconduct and emergencies, which is a constant responsibil-ity, above and beyond program instruction. Please list any non-TC3 employees for program staffing (note that individuals contracted for a specific service, such as bus drivers or tour conductors do not need to be included).

Program affiliationsProvide a brief description of any institutions/agencies/organizations with which the program may be affili-ated (including third-party program providers, research centers, schools, or NGO’s) including its history and academic information (including accreditation status and academic programs, if applicable). Mention should be made of any counterpart associated with the affiliated institution who may assist with the program.

Travel and living arrangementsOutline the arrangements to be used for in-country travel and who will provide it. Discuss where the group will eat and sleep. If host families will be used, please discuss screening/selection procedures. Please elaborate meal arrangements and address provisions for adequate sanitation/food & water safety.

Risk management and health & safetyThe safety and security of our students is of utmost importance. As such, we require that information be provided regarding steps that will be taken to protect students in the event of civil unrest or natural disasters to which the region is prone. Please discuss the safety measures that are in place for these risks. Travel as part of a study abroad program is not permitted to countries for which the U.S. State Department has issued Travel Warnings or for which the Center for Disease Control has issued Travel Health Warnings. Provide information on the resources to which you would turn for assistance if a participant were in need of medical or psychiatric care during the program.

Technology and communicationPlease discuss how program faculty, staff, and students can stay connected with TC3 and with friends and family during the faculty-led program. Speak to how emergen-cies will be handled when it comes to communication.

Program budgetPlease remember this section should be completed concurrently with your program proposal in conjunction with the Global Initiatives Office and a final draft of your budget submitted along with your proposal. Please list in your proposal all anticipated expenses for the program, giving actual figures (even if they are still only estimates). Program leaders are encouraged to contact the Global Initiatives Office with any questions or for assistance.

Application deadlinesFor Winter programs we strongly prefer that proposals are submitted by January 1. For Spring/Summer programs we strongly prefer that proposals be submitted by August 1. This will allow the Global Initiatives Office to include your program in standard publicity/advertising conducted around campus and ensure that your course is included in the schedule of classes.

After program review is completeOnce the program has been approved, the GlobalInitiatives Office can assist the faculty member in completing arrangements for the program.

These will include:• For promotion and marketing, a Study Abroad Marketing Form• Collection and program payments• Student pre-departure orientation - TBA• Post-program evaluations: Study Abroad Program Evaluation Form• Travel and logistical arrangements, when appropriate

*Note: In order for marketing materials to be printed and the course fee to be assessed you must submit a final course fee outline of fees needed and not included. This must be submitted to the Global Initia-tives Office to then share with Financial Aid and the Dean of Instruction.

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