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Faculty and OIE Roles

The Role of Faculty DIrectors

As faculty directors, there are several key steps that you must take in order to help make your global program a success.  We've outlined below the three phases of the study abroad experience.

Prior to your departure, faculty directors have certain program obligations.  Please keep the following in mind:
  • Provide the OGS with a draft itinerary of your time abroad.
  • Provide the OGS with a detailed, final itinerary at least one month before departure.  The final itinerary should include the names, telephone numbers and addresses of accommodations abroad and the name of the emergency contact person(s) in the host country.
  • Attend the Provost-mandated program director pre-departure orientation.  An invitation will be sent from the OIE.  
  • Coordinate and lead site-specific pre-departure orientation for your students in order to outline the academic and cultural expectations of the program.
  • Review pertinent information from the CDC, the Department of State, and best practices in the field of education abroad.

During the Program
Once you have reached your destination abroad, please keep in mind the following expectations:
  • Faculty must be accessible to students at all times. Make sure students have your contact phone number and designate a meeting spot in case of emergencies.
  • Contact the OIE as soon as all students have arrived safely at your destination.
  • Report any emergency situations to the OIE
  • Accompany students on all program-related site visits and excursions.
  • Keep all receipts for reimbursement.  Faculty will be provided with a Concur manual to explain the reimbursement process.

Once the program is complete, there a few final housekeeping items that you will need to complete.
  • Submit grades in a timely fashion, generally within 72 hours of last day of the program.
  • Submit a T&E form within 30 days of program completion.  Late expense reports may not be accepted by Business Affairs.
  • Stay in contact with your students.  Send your group a brief message sharing your thoughts on the experience.  You may even want to include a group picture or other photos from your time together.

To help ensure a successful program, below are some tools for success:
  • Be proactive in the recruitment of students.
  • Welcome students who have applied to your program (OIE will provide you with weekly enrollment updates which will include email addresses) by sending them information about the program and about yourself.
  • Work with OIE on creating information sessions where you will have a platform to sell your program to students.

Role of the Office of International Education

OIE will assist you with every step of your program.  Below are just a few of the many items you can expect our office to handle.  OIE will..
  • Provide Public Safety with information about your program to ensure that your location has been vetted through the State Department and other experts on local safety.
  • Set the program fee, which typically includes accommodations, meals, local transportation, and site visits.  Student airfare and tuition are separate costs.
  • Assist with all program logistics.
  • Register students for their courses abroad, where appropriate.
  • Assist with student recruitment by developing a program webpage, scheduling information sessions, and sending brochures and e-blasts.
  • Prepare weekly updates on course enrollments for your review.
  • Offer general pre-departure orientations for students and pre-departure orientations geared for faculty.
  • Arrange, schedule and attend site-specific, pre-departure orientations.
  • Provide you with students' emergency contact and medical information.
  • Enroll you for international medical and emergency evacuation insurance.