Policy and Procedures

The purpose is to enable more students to participate in College of Education and Human Sciences faculty-led study away programs by ensuring that those programs are:

1. Student-centered;
2. In compliance with standards of safety and responsibility for study away as established by recognized international education professional organizations (e.g., NAFSA: Association of International Educators and the Forum on Education Abroad), the College, the CEHS Global Engagement, OSU Global, OSU Risk Management, and Student Support and Conduct.

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• Definition of Faculty-Led Study Away Programs
  • Faculty-led programs are short-term (seven to 14 days) study away programs that provide academic credit to students engaged in these programs. These programs are led by a faculty member who wishes to bring the classroom to life by extending the educational experience to the real world.
    • CEHS Global Engagement office, is responsible for managing and administering the development of such programs. In the case of external travel groups or opportunities, like class or club field trips, the responsibility for managing the trip logistics falls upon the faculty and/or department/school.
• Establishment of Faculty-Led Study Away Programs
  • Faculty interested in establishing either a new program or requesting the continuation of an existing program, are expected to review and be familiar with the information provided through the CEHS Global Engagement website. This information includes; key deadlines, approved providers, best practices, and program proposal submission forms.
  • Faculty interested in either a new program or the continuation of an existing program, must document the approval by the Department/School Head, the CEHS Dean, and the CEHS Global Engagement office. All approvers possess the authority to postpone or decline a program with a proper cause (e.g., did not meet the deadline, potential conflict with faculty responsibilities, safety of the proposed study-away location, and insufficient or inadequate support available at the study-away location).
  • It is required that all faculty use an OSU-approved third-party providers to organize the logistics of the program unless the faculty can provide supporting documentation to use an unapproved provider. Approved providers can be found on the CEHS Global Engagement website.
  • All faculty must use the CEHS Global Engagement office who will work with the approved third-party provider and obtain an official proposal and contract for all study away programs. If a faculty has previously had an established connection with a third-party provider, the CEHS Global Engagement office will work with that provider, as long as, no major changes occur from year to year and OSU Global studies approves it.
  • All faculty shall attend mandatory training sessions organized by the CEHS Global Engagement office and the Center for Global Learning. Please note that travel reimbursement will not be provided for attendance at in-person training sessions.
• Co-Leader Policy for Study Away Programs
  • It is a university guideline that all programs require a co-leader. Travel fees, housing, and some meals will be covered for co-leaders. However, co-leaders will not receive a stipend unless the faculty lead voluntarily opts to share their stipend with the co-leader.
  • Applications for co-leader positions are available online. Applicants must obtain approval from their supervisor (for staff) or school/department head (for faculty) prior to submitting their co-leader application. All co-leader candidates will be reviewed and selected by the CEHS Global Office in consultation with the CEHS Dean.
  • Co-leaders are required to assist faculty during both pre-trip activities and abroad. Specific duties will be determined at the discretion of the faculty leader responsible for leading the study-away program. All co-leaders are required to attend mandatory training sessions organized by CEHS Global and the Center for Global Learning. Please note that travel reimbursement will not be provided for attendance at in-person training sessions.
• Timeline of Deadlines
  • Winter Program
    • Faculty Proposal Form Due: January 1st, (year before departure)
    • Student Applications Open: April 1st, to October 10th, (same year as above)
  • Spring Break Program
    • Faculty Proposal Form Due: February 1st, (year before departure)
    • Student Applications Open: May 1st, to November 10th, (same year as above)
  • Maymester/Summer Term
    • Faculty Proposal Form Due: March 1st, (year before departure)
    • Student Applications Open: August 1st to February 10th, (year of departure)
• Faculty Accompanied by Spouse/Family

  OSU Study Abroad Programs and Courses are designed as academic learning experiences for students. As a general policy, we do not encourage faculty leaders to have spouses or other family members to accompany them during the study abroad program. There are a few important reasons for this:

  • Faculty-led study abroad programs are considered part of an instructor’s professional teaching and service responsibilities and are supported through university resources.
  • External/non-OSU individuals will also be required to meet minimum standards for their participation, including:
    • A clearly defined role that contributes to the learning environment
    • Compliance with FERPA training and regulations and background checks
    • Completion of the Course Leader Preparation Program
    • Must be above 18 years old
    • Adhere to the requirements set by the college or unit
  • The presence of family members can unintentionally shift focus or create distractions from the students’ academic and cultural experience.
  • Study abroad programs often require flexibility in scheduling, group activities, and logistics, which can be difficult to balance with personal obligations.
  • Additionally, our insurance coverage, liability policies, and logistical arrangements are designed specifically for program participants and do not extend to family members.
• Contracts
  • The CEHS Global Engagement office will work with international or domestic providers and/or vendors to establish a contract for all study away programs. Most providers request a 4 to 6-week timeframe to create a proposal. Please reference the timeline of deadlines for when proposal forms are due.
  • All contracts will be routed through the CEHS Business Operations office for processing. No staff, faculty, or student has the authority to sign or commit to an outside contract.
• Budget
  • CEHS Global Engagement office will confirm the provider program fee to develop an itemized budget. If the program was approved with a provider outside of the approved providers, faculty will be responsible for establishing and obtaining approval for the proposed program fee. All budgets must be approved by the faculty leader, school or department head, CEHS Dean, the CEHS Global Engagement office, and the CEHS Business Operations office. Salary, airfare, housing, insurance, per diem, and excursion costs for faculty and study away leaders on these programs are paid by the students as part of the overall program fee for the study-away program.
  • Faculty leaders should strive to create a program budget that is reflective of anticipated expenses while keeping affordability in mind. Faculty and/or the department or school will be responsible for covering any account deficiencies.
  • If excess funds accumulate in the provider fee, the excess may be returned to the student participants, depending on the funds available after the accounts have been reconciled. If the excess is $50 per student or higher, the monies will be returned to the students. Any amount below $50 per student will be retained by the CEHS Global Engagement office for use and support of faculty-led program administration.
  • Faculty Compensation
    • Total Compensation Includes
      • Faculty stipend, airfare, housing, local transportation, per diem (50% of the per-diem rates), and all excursions. Please reference these detailed items below. Total compensation amount will be included in the budget approval form.
    • Stipend only if the course is taught in overload and must be approved by the department or school head
      • $3,000 for faculty leading 10 – 25 students
      • $3,500 for faculty leading more than 25
        • This stipend is designated for the primary faculty leader only. If the primary faculty lead wishes to allocate a portion of their stipend to the co-leader/co-instructor, they must communicate this arrangement with CEHS Global Engagement office. The stipend policy for study away programs is subject to change in the event of increased enrollment. This policy will be reviewed annually during budget discussions between the CEHS Global Office and the Business Office.
      • Course
      • Faculty are required to teach a 3-credit hour or higher course for any study away program. All participants are required to enroll in the study away course. Non-degree seeking students must enroll at OSU prior to submitting their online study away application.
        • Contact hour requirements must be met for credit hours earned. Contact hours can be generated both before and after the study abroad experience. Please reference OSU guidelines on contact hours.
      • Provider Fee
        • Provider fees should cover the cost of the faculty housing, local transportation, some meals, and excursions. A contract on the agreement for faculty fees needs shall be reviewed and approved by the CEHS Global Engagement office and CEHS Dean.
      • Airfare
        • The CEHS Global Engagement office will research the average cost of airfare based on the location and time of year. This cost will be discussed with faculty leads prior to budget approval.
      • Per Diem
        • The CEHS Global Engagement office will allow faculty to take 50% of the per diem rates for meals and incidental expenses when taking students on a study away program. The approved per diem rates are based on the US. Department of State Meals and Incidental Expenses Allowance.
      • Insurance
        • All faculty traveling abroad will be required to enroll in OSU international travel insurance; enrollment is created after travel request has been submitted in AIRS (see below on Faculty Travel).
      • Faculty Travel
        • All faculty will ensure that a travel request is submitted through AIRS. Faculty are expected to work with staff in their school or department to prepare and manage their travel arrangements. The CEHS Global Engagement office can provide a template for travel request submissions but will not be responsible for preparing the travel requests for faculty in AIRS.
      • Student Cost
        • Program Fee
          • Will cover provider fees that could include the cost of the student housing, local transportation, some meals and excursions; as well as faculty and study away leaders’ fees. A contract from the provider on the agreement of student fees will be reviewed and approved by the CEHS Global Engagement office. All fees will be charged to the Student’s Bursar Account.
        • Tuition Fee
          • The tuition fee is calculated using the university set rate for that academic year and will be the same for both in-state and out-of-state students. All fees will be charged to the Student’s Bursar Account when they enroll in the course.
        • Insurance
          • All students traveling abroad are required to enroll in OSU’s international travel insurance. This fee will be part of their program fee and charged to the Student’s Bursar Account.
        • Outside Program Fee
          • Other fees outside the program fee and tuition will be the student’s responsibility (e.g., airfare, registration fee, meals, optional excursions, etc.). An estimated budget will be created for each program; therefore, each student will be provided a document that itemizes all costs associated with the program.
        • Other Fees-Included in the Overall Program Fee
          • Application Fee
            • $250; a non-refundable fee charged upon acceptance into the program.
          • Contingency Fee
            • A 2% contingency fee that covers any emergencies or unforeseen events.
          • Administrative Fee
            • A 3% administrative fee that covers a bad debt fee, record maintenance fees, and marketing and support for faculty-led programs.
          • College Fee
            • A $500 per student fee is collected to cover program coordination, cultural and academic enrichment activities, study away initiatives, and administrative support.

  These fees will be reviewed annually and are subject to change as needed.

• Safety and Security
  • The decision to cancel any CEHS study-away program for any period of time can have serious consequences, and should be considered carefully given how the cancellation will affect other CEHS international programs and students. The CEHS Global Engagement office, school or department head, and CEHS Dean must be consulted in the decision to cancel a program.
    • The CEHS Dean, department or school head, and the Global Engagement office do have the authority to cancel a program due to low enrollment or unfeasible costs, in a timeframe for students to be able apply to other programs.
  • Faculty leaders must notify OSU Travel Assistance and the CEHS Global Engagement office immediately when any type of emergency occurs. All faculty leaders are required to check in upon arrival at the study-away location with the CEHS Global Engagement office. All faculty and students will be given an “orange card” with important contact information.
• Responsibilities Prior to Departure
  • Faculty and study away leaders’ responsibilities prior to departure include, but are not limited to, working with the CEHS Global Engagement office to submit required forms, review best practices on CEHS Global Engagement website, establish a budget, attend workshops, prepare for emergency situations, provide a site-specific orientation, and recruit and maintain an appropriate student/leader ratio. Faculty and co-leaders are expected to allocate sufficient time throughout the semester for program recruitment. Recruitment is a critical component of the program’s success and will primarily be the responsibility of the program leaders as part of their workload.
  • Two leaders for 10 – 29 students
  • Three leaders for 30 or more students
  • All leaders are required to attend mandatory training sessions organized by CEHS Global and the Center for Global Learning. Please note that travel reimbursement will not be provided for attendance at in-person training sessions.
• Responsibilities During the Program
  • Faculty and co-leaders are responsible for implementing best practices during a program. These best practices documents are found on the CEHS Global Engagement website.
  • Faculty and co-leaders responsibilities during the program include, but are not limited to, arriving with students or being on location in advance of their arrival, remaining on location for the duration of the program, behaving in a manner that conforms to OSU policies (see Guidelines, Policies and Procedures in Faculty Resources) and is consistent with local laws and customs, and diligently utilizing program funds.
  • All CEHS faculty and study-away leaders must have a cell phone with which to communicate with the CEHS Global Engagement office during the program or have an alternate method of communication in locations where cell phone coverage is not available.
  • Faculty and co-leaders are responsible for establishing acceptable behavioral norms for students participating in their programs that are consistent with the OSU Student Code of Conduct and local laws and customs.
  • The CEHS Global Engagement office responsibilities include, but are not limited to, responding to emergency situations and supporting faculty with advice and resources to address non-emergency issues that may arise. The CEHS Global Engagement office is the point of initial contact for any emergency that occurs during a program.

   

• Upon Return
  • Faculty and co-leaders are responsible for reconciling their travel account according to OSU travel policies and CEHS Business Operations.
  • Conducting program evaluations and soliciting student feedback as described below.
  • To better serve CEHS students, each program should provide an opportunity for students to evaluate the program in terms of content, location, excursions, value for money spent, etc. The CEHS Global Engagement office will provide a voluntary evaluation within the online student application system. The results of the voluntary student evaluation will be shared with the faculty leader(s) following the completion of the program. The faculty leader(s) should also consider implementing an evaluation process to gather feedback that should be used to inform future programmatic decisions.