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Timeline of Procedures for Faculty-Led Programs

Program Development - minimum 12 months prior departure 

  1. Start building the preliminary information for your program which includes but not limited to the following: 
    • Program location(s)
    • Semester to be held and tentative travel dates
    • Associated academic course and content 
    • If you will be working with a provider or international partner for logistical arrangements related to the program 
  2. Apply for a passport! Visit https://travel.state.gov/content/travel/en/passports.html/ for application procedures and submit your DS-11 application directly with the Office of International Studies & Programs, as we are an approved Passport Acceptance Facility. We also recommend reviewing the VISA and immunizations requirements for the proposed country(ies) of the program. Please visit the Department of State's website for a specific country's requirements. Faculty will also need to verify if there are any active travel warnings on the locations/countries they are planning for the program. 
  3. Meet with the department chair associated with the academic course for preliminary approval to host a faculty-led program. This is important as academic departments are responsible for reviewing and endorsing all academic components of the proposed program including course subject matter, instructional methods, syllabus, tentative program budget, and faculty pay. A faculty-led program/academic course follows the same registered student requirement as an on-campus course, which is ten (10) for an undergraduate course and five (5) for a graduate level course. Discuss with the chair what the course registration requirement is through that college and the options available if the course does not meet them. Please refer to the Department Chair/College Dean Proposal Review Guidelines for more information.
  4. A service-learning mini-grant may be available for TAMUK faculty-led programs. If the program integrates citizenship values into education by involving the student in community service, as a requirement, contact the Office of Associate Vice-President for Academic Affairs for detailed information. If awarded, monies from this mini-grant can be used to support the service-learning project. 
  5. Once preliminary approval is received by the college, a prospective Faculty Leader's next step is to schedule a meeting with the Office of International Studies & Programs (OISP) to initiate the process of holding a faculty-led program with TAMUK. During this meeting, OISP will review the procedures involved with the process as well as gather the preliminary information in regards to the program. 
  6. Begin working on the Faculty-Led Program Proposal packet which includes the following forms: program proposal applicationcourse approval formfaculty-led budget worksheet, and course syllabus. OISP can assist with this process if needed. Submit the completed packet to the department chair to begin routing for approval. Please refer to the Department Chair/College Dean Proposal Review Guidelines for more information.  
  7. Completed proposal packets for faculty-led programs are to be submitted during the academic year prior to the program start date. Packets are to be submitted to OISP no later than January 1st for Winter Intersession semester and April 1st for Spring/Summer semesters. 
  8. All program proposal packets received by OISP after the approval of the hosting department/college, the proposal will be submitted to the President's Office for final review and approval. Please note, request for President's approval of new or recurring programs can only be submitted twice within an academic year (fall or spring). 
  9. Once the faculty-led proposal has received final approval by the President, OISP will issue a "Letter of Approval" to the Faculty, Department Chair and Dean's office to finalize the proposal process. 

Program Implementation, Phase 1 - minimum 8 months prior departure

  1. After receiving the "Letter of Approval", faculty leaders will begin working with OISP to prepare all program logistics (airfare, lodging, transportation, excursions, etc.) Faculty Leaders are able to initiate collaborations between vendors, program providers, and/or host institutions to discuss potential agreements for services proved to the program. In doing so, Faculty Leaders are responsible to keep OISP administrative staff involved in the communication efforts. As per university policy, service contracts can only be signed by designated TAMUK employees and will need to be sent to OISP for review and to receive the appropriate approval prior to entering an agreement with a vendor, program provider and/host institutions. OISP can also assist the Faculty Leader in initiating services for their programs if needed. 
  2. Registration for students to attend the approved faculty-led program will be opened until the designated registration deadline for that semester (see below chart) or once the airfare for the program has been purchased. After that time, no additional students are able to join the program for risk management purposes. OISP will meet with Faculty Leaders thirty (30) days prior to the registration deadline to review the current enrollment standing and discuss options available for the program at that time. Table.png
  3. Faculty Leaders are encouraged to begin the recruitment process at this time. For best practices on recruiting for the program at our campus, please refer to the "Faculty-Led Program Marketing Guide for Faculty" for detailed information. 

Program Implementation, Phase 2 - minimum 4 months prior departure 

  1. Faculty Leaders are required to complete the following online training programs thru TrainTraq:"TAMUK Travel Policy Training" (Course #2112567), "Export Controls & Embargo Training-Basic Course" (Course #211212), "Safe Passage Presentation" (Course #2111728), and "U.S. Foreign Corrupt Practices Act" (Course #2113639). You will also need to complete the "Harassment & Discrimination Prevention" course online through JNET. Trainings must be completed on an annual basis and within the same academic year of the program. 
  2. Apply or renew TAMUK Travel Card with Travel Services. Purchases for the program can only be made by the faculty leader's travel card, wire transfer and/or cash advance (if budget allows). OISP is unable to make any travel purchases via credit card on the program's behalf. 

Program Implementation, Phase 3 - minimum 2 months prior departure   

  1. Begin the Export Controls requirements for all international travel requests through TAMUK. Faculty Leaders will need to submit the appropriate forms related to the program directly to the delegate designated for each college. Please allow time for this process as it is a necessary step to be able to initiate the travel request in Concur. 
  2. Once the faculty-led program's registration has closed and the academic course associated with the program has met the college's registration requirement, Faculty Leaders will need to submit the travel request through Concur as per university policy. On the "Request Header" tab, list the "Traveler Classification" as Student-Foreign Travel (unless U.S. Territory, then list Students-Domestic Travel); "Traveler Type" as Faculty with Students and the "Student Travel Activity Type" as Study Abroad. For "Department/SubDepartment" list (INTST) Office of Student and Scholars Services and under "Account", select the assigned account for the program that is listed on the "Letter of Approval". Under the "Expenses" tab on the request, Faculty Leaders will only list the line items from the approved program budget that will need o to be paid for on the travel card. The monies will be encumbered from the account once the travel request has been approved and could limit the amount of funds available for wire transfers and/or cash advances. Lastly, make sure to add the department chair to the approval flow as they will not be automatically included due to a study abroad account being used. OISP can assist Faculty Leaders with this process if needed. 
  3. If a faculty-led program has students registered but does not meet the minimum course requirement by the program registration deadline, the faculty will need to submit the Request to Offer Low Enrollment Class form for approval along with an updated program budget worksheet (section II only) must be submitted to continue with the program. If approved, faculty leaders will then submit the travel request for the program.
  4. Begin finalizing reservations and vendor payments for the approved program. Work with OISP to process payments via wire transfer for vendor services as this can take some time to complete. It is the Faculty Leader's responsibility to ensure expenditures do not go over the approved budget for the program. If a program budget begins going into a deficit, it is the Faculty Leader's responsibility to adjust the expenditures or secure additional funding from their department and/or other outside resources to balance the account.

Program Implementation, Phase 4 - minimum of 1 month prior to departure 

  1. Faculty Leaders will be responsible for scheduling at least one (1) program specific orientation for the registered student to the program at least two (2) weeks prior to the departure date. During this orientation, Faculty Leaders will need to review their flight schedules, program itineraries and all other in-country logistics for the faculty-led programs. An OISP representative can attend the meeting upon request. 
  2. Two weeks prior to departure, OISP will schedule a program pre-departure meeting for a complete overview of the risk management policy and procedures for faculty-led programming. The meeting will also review the current financial standing of the program and initiate the documentation for cash advances if applicable. 

Program Wrap-Up - maximum 1 month after return date

  1. As per university policy, reconciliation for cash advances must be submitted to Travel Services along with any remaining monies on or before the fourth (4) day after the return of the program. 
  2. Faculty Leaders and OISP will meet for a program debriefing to complete a program evaluation and to review the program account reconciliation process after the return of the program to campus. 

This page was last updated on: July 12, 2019