Developing a Faculty-Led Overseas Study Program

What is a faculty-led study abroad program?
Who should submit a proposal for a faculty-led study abroad program?
What is the difference between a pre-proposal and a formal proposal?
Who receives new program proposals?
What and who is the Foreign Study Programs Committee (FSPC)?
What is my department's role in a faculty-led program?
What are the deadlines to submit proposals?
Why should a faculty member work with the UO Study Abroad Programs staff while developing a program?
Advance planning is essential!

What is a faculty-led study abroad program?
A faculty-led study abroad program is a program in which a faculty member takes a group of students abroad for academic purposes. The faculty member develops the program and administers certain aspects. The faculty member also teaches all or a large part of the coursework. Program designs can vary significantly and can be a short-term program, a stand-alone program, or an embedded course with a portion of the course taught abroad. Courses could be designed for limited audiences (a select group of pre-determined students) or open to students across different disciplines. Most faculty-led study abroad programs are designed for the summer term, although programs can take place in any term.
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Who should submit a proposal for a faculty-led study abroad program?
Any faculty member taking more than two students abroad for academic reasons must submit a proposal to the Foreign Study Programs Committee (FSPC).   Pre-proposals and formal proposals for overseas programs must follow the timeline beginning 15 to 18 months before the proposed program dates.
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What is the difference between a pre-proposal and a formal proposal?
A pre-proposal is first submitted to Study Abroad Programs for a preliminary review by experienced staff members who can answer questions about program organization, budgets, credits and university regulations. They can help identify problems or ambiguities so that the proposal is clear and complete. 

Key issues to consider prior to submitting your pre-proposal

• Does the program compete with or complement other UO study abroad programs?
• Does the program represent an improvement over existing programs?
• Does the program address academic needs not met by existing UO international offerings?
• Have cost estimates been discussed?
• Is there an appropriate support infrastructure at the overseas site (including provisions for health and safety as well as issues of crisis management)?
• Does the program involve an existing partner of the UO?

After you have submitted the pre-proposal to Study Abroad Programs, you may be invited to develop a formal proposal for the Foreign Study Programs Committee (FSPC). FSPC proposals must be submitted to Study Abroad Programs by faculty with the full support of their academic department and college dean.
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Who receives new program proposals?
New pre-proposals and formal proposals are submitted to the Faculty-Led Programs Coordinator, who is responsible for tracking each proposal from initial contact to final presentation to the Foreign Study Programs Committee (FSPC). Prior to submitting a completed pre-proposal, the faculty member must discuss the new program with the Interim Director of Study Abroad Programs Cari Vanderkar Moore and the Faculty-Led Programs Coordinator, Joy Killgore. Other Study Abroad staff will be included as appropriate (program coordinators, accountants, etc.).
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What is the Foreign Study Programs Committee (FSPC)?
Established in 1969, the FSPC is comprised of UO faculty and administrators with interest and/or expertise in international affairs, who help guide the policy and programming decisions of the Study Abroad section of International Affairs. Additionally, the Senior Vice President and Provost mandated that the Foreign Study Programs Committee (FSPC) evaluate all study abroad programs to respect to academic integrity, cultural enrichment, financial accountability, administrative support, health and safety conditions, the impact on other programs and whether legal considerations are being met. The committee meets three times a term during the academic year. The membership of the FSPC draws from the UO colleges and schools (on a two-year rotating basis). Study Abroad Programs staff are also represented on the FSPC, on an ex-officio basis. The Foreign Study Programs Committee is charged with: 

• Reviewing periodically the organized foreign study programs associated with the University for the continued granting of UO credit;
• Making recommendations to the Vice Provost for International Affairs regarding the approval of all new foreign study programs, approval of new policy proposals, and the continuation of existing programs;
• Submitting an annual report of the committee to the Faculty Senate; and
• Following generally the standards enumerated in “Guidelines for Foreign Study Programs in the Oregon State System of Higher Education” (July 24-25, 1967), in matters regarding program reviews, evaluations, and policy considerations.  The FSPC schedule is set in the summer preceding each academic year.

Click here for a complete list of current members of the FSPC.
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What is my department's role in a faculty-led program?
Some departments are very involved and are able to provide support with the day-to-day administration of your faulty-led program. They may provide support by arranging classroom visits for recruitment, special meetings, pay for advertising or printing, etc. How involved your department is with the management of the program is a conversation that you will need to have with your department before the program is presented to the FSPC.
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What are the deadlines to submit proposals?
Pre-proposals of faculty-led study abroad programs may be submitted to Study Abroad Programs at any time. However, the formal FSPC proposal for summer programs must be completed and submitted to Study Abroad Programs by November 15th. Proposals should be submitted in electronic format (as attached files to e-mail or on disk or CD), as well as a hard copy with all required signatures. 
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Why should a faculty member work with Study Abroad Programs while developing a program?
Any faculty member planning on taking two or more students abroad for academic purposes must have official approval from the university. Working with Study Abroad Programs ensures that the standards for the Oregon University System are met and that proper legal procedures are followed. Any program running without official approval places both you, personally, and the institution at great risk of liabilities. Students may run the risk of not receiving academic credits and ineligibility for student financial aid.
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Advance planning is essential!
The Foreign Study Programs Committee must approve all proposals before recruiting, advertising, or scheduling for the proposed program begins. Organizers should recognize and consider the time required to obtain necessary course approvals, guarantees of financial support, and to make the necessary logistical arrangements both here and overseas. Ideally, the planning process should begin at least 15-18 months in advance of the program’s projected start date.
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