Study Abroad Program Director Resources

Program planning

Thank you for your interest in developing study abroad opportunities for our students. Please contact Cindy Schaarschmidt, Director, Student Fellowships & Study Abroad, to discuss your ideas and for support with the process. Proposals for summer 2023 and academic year 2023-2024 programs are due October 1, 2022, but we encourage early submissions.

Information for Faculty 

If you are interested in proposing a study abroad program, please contact Cindy Schaarschmidt to learn more about our priorities for study abroad, the proposal process, and how to create a budget for your program. You may also complete this short expression of interest form.

Study Abroad Priorities

As the UW Tacoma Office of Global Affairs, we prioritize global learning programs that: 

• Acknowledge the long-lasting legacy of colonialism and racism as well as current geopolitical contexts. 
• Are relevant to and honor the lived experiences, knowledge traditions, and assets of UW Tacoma students and of marginalized and indigenous communities in the US and abroad. 
• Are accessible to students of all abilities.
• Are academically rigorous. 

By participating in global learning programs we hope that students will:

• Engage meaningfully, ethically, and respectfully with local communities in the host country.
• Deepen their understanding of cultural diversity and develop global self-awareness. 
• Critically reflect on their cultural origins, practices, and habits of thought.
• Be able to reflect on learning both in and out of the classroom.

We are also looking for program proposals in all fields of study that:

• Include study of the host country’s language (where applicable).
• Combine on-campus coursework with a study abroad program (so-called hybrid programs).
• Are located in or visit Tacoma’s sister cities.
• Include coursework at the 200-300 level;
• Include faculty-guided and independent research, scholarly, or creative work;
• Are developed in partnerships with two-year or four-year colleges and universities in the region.

Proposal Materials

Please note that a complete program proposal includes:

1. Completed Faculty-led Program Proposal - please request at cs65@uw.edu
2. Syllabus for each course,
3. Program spending plan (budget) - please request at cs65@uw.edu
4. Signed letter of agreement for each program instructor 
5. Signed letter of approval from the academic department (home unit) of each program instructor

When planning a UW Tacoma faculty-led study abroad program, consider the timing, duration, and staffing of your program. The information below is a summary of the key requirements and policies for the program planning stage.

Program dates

• For your program to be financial aid-eligible for students, the dates of instruction must conform to the dates of the UW academic calendar.    
• Programs must begin and end within +/- 7 days of the quarter in which the program is offered. If you are planning to propose a hybrid study abroad program that includes on-campus coursework, please check with OGA about possible dates.
• Consult the UW Academic Calendar to establish program dates.
• The “start date” is the day students arrive in program housing.
• The “end date” is the day students check out of their program housing (and not the last day/night in program housing).

Additional considerations for short-term programs:

• Summer A and B term programs must have at least 28 days of summer instruction, including time abroad and in UW classrooms. 
• Exploration Seminars are offered during early fall (the period between the end of the summer quarter and the beginning of the autumn quarter). They must include at least 21 days of early fall instruction, including time abroad and in UW classrooms. 

Rome Center programs

Program dates (UW Rome Center)

• UW Rome Center programs must start and end on a weekday and cannot start on Italian or major American holidays.
• Programs must end on a weekday that is not a Monday and that is not an Italian holiday.
• Program Directors must arrive at least one day before and stay one day after program dates and be present on the days students arrive and depart.

Program Director housing (UW Rome Center)

• Program director housing cost covered by the program is based on accommodation of single faculty member ($114-$155/night); any extra costs incurred due to special housing needs will be billed personally.    
• Apartment costs – both in the UWRC and off-site – are based on single/double occupancy; additional guests may incur an extra charge.
• Under Italian law, all apartment occupants must be declared to the local police. If you will have overnight guests, the UWRC must be notified in advance.
• Faculty and student lodging are arranged by Rome Center staff and through approved local providers only. This is to ensure landlords’ compliance with Italian legal requirements.  Program directors should not arrange their own housing.

Program leadership

• All programs must have two responsible leaders, both of whom must be UW (Tacoma) employees (temporary or permanent).    
• The program director is the primary lead and contact for the program and must be UW (Tacoma), faculty. Faculty must be responsible for creating the syllabus, meeting student learning objectives, and evaluating/grading students.
• The second leader can be UW (Tacoma) faculty or staff with either a permanent or temporary UW appointment.
• Where there are two UW faculty leaders, roles should be clearly defined as either co-directors or primary and secondary leads.
• If the program has more than 30 students participating, the expectation is that three UW (Tacoma) employees accompany the program.

Appointments

• All UW program leaders must have an active UW appointment for the duration of the program.    
• Faculty with 9-month appointments who want to lead a summer or Early Fall program should work with their home department to gain an active appointment for the full program dates.

Program costs

We strive to provide affordable study abroad programs to ensure access for as many UW Tacoma students as possible. Please keep in mind resident tuition rates while you develop a budget for your program. We ask that you stay as close to the corresponding tuition rate for the number of credits as possible. Upon request, we can also provide an overview of program costs dating back to 2017.

Salaries

• The following guidelines apply to program leader salaries that are charged to the program budget administered by UW Tacoma Office of Global Affairs.    
• If program leader salaries are paid by an academic unit or department on campus (and do not appear on the program budget), program leaders should work with their home unit to determine salaries.
• All salaries should be approved by the program leader’s home department/college.
• Salary will be paid within the pay periods that correspond to the program term.

*Where salary is included in the program budget, the appropriate Benefits Load should be included corresponding to the appointment.

Salary notes:

• In many cases, sponsoring departments to support programs by allowing the program director to remain on salary during the term abroad. This can cut down immensely on instructional costs, which are borne by students.    
• UW Tacoma Office of Global Affairs will work with your department administrator to set up payroll.
• All salaries incorporated into the program budget must include a line item for the correct Benefits Load for your UW appointment. This line item is already included in the budget template.

Additional compensation

As long as these expenses can be sustained by the program budget, program leaders are eligible for the following forms of compensation in addition to salary:

Airfare

You must book the lowest economy, round trip airfare from Seattle–Tacoma International Airport to the program site for the approximate program dates.

Housing

• The program can pay for reasonable in-country accommodations, comparable in comfort and quality to student housing.    
• It should be relatively close to student housing, or easily accessible by public transportation.
• Program leaders can include up to 7 days of additional housing to the program budget for pre/post program work if the budget allows.

In-country travel expenses

• In-country travel expenses and program-related activities (e.g. field trips and excursions) may be included in the program budget.

Per diem

• You may budget a daily per diem of up to 35% of the posted State Department ‘Meals & Incidentals’ Per Diem for the program site. The per diem is designed to cover all of your meals and incidentals during the study abroad program.
• Program leaders can include up to 7 days of additional per diem to the program budget for pre/post program work if the budget allows.l
• The per diem is paid out of student program fees, so we expect program leaders to be as frugal as possible with dining choices.
• In the event of low enrollment, your program manager may first look to reduce per diem expenses before cutting elements of the program that are key to student learning.

Program director pre-departure workshops

• Attendance at pre-departure workshops is required.    

• These workshops explain the UW-wide and UW Tacoma specific resources and support available to you while overseas, and include information about pre-departure orientations for students, managing the program budget and finances, program assessment, review and reflection tools, managing group dynamics, and handling emergency situations.

Student participation and housing

Students are expected to participate in every course, activity, and field trip outlined in the program syllabus and articulated by the program directors. They must stay in the student housing arranged by the program. Exceptions related to housing:

• Students with special housing needs due to physical differences or abilities.    
• Students who wish to bring a spouse and/or children with them. If a student brings a child with them, the student must arrange for childcare during program activities.

Students who wish to petition to opt-out of the designated program housing should request this in writing to the program director and UW Tacoma Office of Global Affairs at the time of acceptance into the study abroad program. The request must be approved by both the program director and UW Tacoma Office of Global Affairs. Requests are evaluated on a case-by-case basis.

Students from other universities will need to enroll at UW Tacoma as non-matriculated (non-degree seeking) students in order to be eligible to apply to and receive credit for a UW Tacoma study abroad program. The application fee when applying as a non-matriculated student is waived for study abroad programs. Please contact the Office of Global Affairs for further details. Non-matriculated students who have not yet earned a high school diploma or equivalent cannot study abroad on our programs.

Credits

• Depending on the length, timing, and format of the program, there are multiple options for the number of credits a program can offer.
• The sponsoring academic department and college should ultimately determine and approve final allotments for the number of credits.

Duration and credit models currently available for UW study abroad programs:

Program deadlines and cancellations

• All UW study abroad programs offered in the same term have so-called priority deadlines (please see table below). If a program does not meet its enrollment goals by the priority deadline, we can extend the deadline no more than two times. To ensure sufficient time for students to make a decision about study abroad participation and to complete all necessary pre-departure requirements, the last deadline has to be at minimum 1.5 months before pre-departure requirements are due.
• Please note that if you are working with a study abroad provider or in-country vendor that has earlier deadlines, we may need to adjust our timelines accordingly.
• The decision to cancel a program due to low enrollment will be made in consultation with UW Tacoma Office of Global Affairs, the program director, and the academic unit.

Grades

• Following the same schedule used for classes taught on campus, grades are due to UW Tacoma Office of Global Affairs by the first Monday after the end of the quarter in which the program was offered.    
• Please plan your courses and assignments so that you are able to report grades by the deadline.
• Late grade submission may affect student eligibility for financial aid or graduation.
• Grades for all summer programs (sum A, sum B, and summer quarter-long programs) are due at the end of the summer quarter.
• Grades for Exploration Seminars (early fall) are due at the end of the autumn quarter.

Self-sustaining programs

• Faculty-led programs are self-sustaining and must generate enough revenue to cover the projected expenses.    
• If the program does not meet minimum enrollment as defined by the program budget, the program may be canceled due to financial insolvency.
• The decision to cancel a program due to low enrollment will be made in consultation with UW Tacoma Office of Global Affairs, the program director, and the sponsoring department.

Balance and deficit policy

• All programs are required to maintain a Program Reserve equal to 5% of the budgeted program expenses. This reserve is built into the program budget sheet provided by OGA.
• 30% of any program balance will be incorporated into the budget and program fee calculation the next time the same program is offered. Programs that do not run again after five consecutive fiscal years forfeit any associated balance to OGA.
• 70% of any program balance will be re-directed at the discretion of the Executive Director of Global Affairs to promote new program development, provide student scholarships, or to contribute to a Global Emergency Fund. New and returning study abroad program directors will be able to apply for grants to develop new study abroad programs or to improve existing offerings.
• If a student qualifies for an emergency withdrawal and (partial) relief from their financial obligations to the program, the non-recoverable costs will first be charged to the program budget. If those charges result in a program deficit, the Office of Global Affairs will be responsible for covering the portion of the deficit attributable to the emergency withdrawal.
• In all other cases, programs ending with a deficit of $5,000 or less are required to incorporate the deficit into the budget and program fee calculation when that program is next offered. If a program with a deficit is not offered again within two years, the host academic unit will work with UW Tacoma Office of Global Affairs on a plan to repay the program’s deficit, in agreement with the Chair/Dean.
• Programs with a deficit of more than $5,000 may be suspended until there is a clear and effective plan in place to eliminate the deficit. This plan must be agreed upon by the Chair/Dean of the host academic unit and the UW Tacoma Office of Global Affairs. If a program with a deficit is not offered again within two years, the host academic unit will work with UW Tacoma Office of Global Affairs on a plan to repay the program’s deficit, in agreement with the Chair/Dean.
• Deficits may also be paid down by other revenue sources per a dean/director/chair’s request.

Field advances

• In order to manage on-site expenses, program directors must be eligible to receive a field advance and should be in good financial standing with the UW.    
• As a custodian of UW funds, program directors will be responsible for accounting for those funds according to UW policies and procedures.
• Program directors may be held responsible for unapproved or inappropriate expenses or use of funds.
• Field advance custodians who do not account for funds in a timely manner may not be eligible for future field advances.

Family members

If program directors are accompanied by spouses and/or children, they cannot participate in the official program activities, and none of the program budgets can be used to pay for family members’ expenses.

Student evaluations and re-entry programming

The UW Tacoma Office of Global Affairs will administer standardized student evaluations upon completion of your study abroad program. We also strongly encourage faculty program directors to work with OGA on re-entry programming for students; this will help students integrate their study abroad experience with learning on campus.

In addition to reviewing application materials online, UW Tacoma's Office of Global Affairs strongly encourages program directors to conduct interviews with all eligible applicants in order to more fully assess readiness for study abroad and fit with their program.

Suggested Process

• Set up a Doodle calendar for applicants to sign up for interview times (allowing for group or individual interviews).
• Send the below email to applicants as they apply, i.e. before the priority application deadline. Please schedule interview time slots for the week after the application closes. Please feel free to edit the email as you see fit.
• Interviews need to be completed and admissions decisions need to be made within twelve days of the priority deadline.

Suggested Email to Students

Hello,

As the faculty program directors, we are so very pleased that you have completed your online application materials for the [program title] study abroad program to [location] for [quarter/year]. As a final step in the application process, you are required to attend a meeting with the program directors at which you will be asked to provide us with typed and printed responses and discuss the following questions:

1. Why did you choose this particular study abroad program and what do you expect to gain from the experience?
2. What experiences, if any, do you have to engage with cultures other than your own?
3. What assets do you feel you have that will contribute to your own and others’ learning on this program?
4. What worries you about traveling abroad and how might you deal with those concerns?
5. Describe a time when you experienced a conflict with another person. How did you deal with the situation?

Please take a moment to go to this Doodle Poll (ENTER LINK HERE) and sign up for an interview slot. Please note that these will be group interviews, so multiple students can sign up for the same day/time.

If you are a student on the UW Seattle or UW Bothell campus, please email us so that we can set up a time to conduct a phone or Skype interview.

Suggested Study Abroad Interview Evaluation Rubric

As a study abroad program director, you fill many roles besides the obvious one of teaching. We have found that leading a study abroad program is rewarding, intense, and at times challenging but also provides unique opportunities for personal and professional growth. We are sharing below what we hope is a comprehensive list of responsibilities, but you’re always welcome to reach out to us with questions: uwtintl@uw.edu

Proposing a Program

• Discuss your program idea with your dean and/or division chair.
• Consult with the Office of Global Affairs to discuss your ideas and work on your proposal/renewal, budget and timeline.
• Develop a program budget using our study abroad budget template (please request via uwtintl@uw.edu). The template will help you anticipate costs associated with program activities. It will ultimately help determine the program fee and the number of students needed for the program to be financially feasible.
• Work with an in-country partner or contact in-country vendors to get accurate price quotes for the services you will require.
• Develop the course curricula.
• Submit your proposal to the UW Tacoma Office of Global Affairs by the following deadlines:
   

  Proposed Program Term	Program Proposal Due to UWT OGA
  Summer, Autumn, Winter, Spring	October 1
  Early Fall	October 1
  Spring Break	April 1

• Please contact us (uwtintl@uw.edu) for access to the proposal forms.

Program Outreach and Applications

Program Outreach

• The UW Tacoma Office of Global Affairs will develop program marketing materials, including a brochure, poster and/or website to advertise your program. Students will apply for your program via the program website.
• You will actively recruit applicants for your program using posters, flyers, info sessions, classroom visits, etc.
• We will support your outreach efforts with info sessions, classroom visits, former participants, student organizations, social media, events, walk-in advising, etc.

Review Applications

• Review your applications in the Director Portal of the online application system using your selection criteria
• Interview your applicants to more fully assess readiness for study abroad and fit with your program. Please see our program directors resources page for a suggested email to students and an interview rubric.
• Indicate your admission decision in the Director Portal.
• UW Tacoma OGA will inform students of their admission decision and will generate and distribute student contracts.

Preparing to Depart

• Once a program has been confirmed, students and program directors need to be entered into the UW (Seattle) Study Abroad Portal. We will share detailed instructions when the time comes.
• Finalize course and program syllabi to inform students of course activities and requirements and to communicate your academic and behavioral expectations.
• Develop a program calendar of your in-country course-related and extracurricular activities.
• Attend program director workshops:
  • Budget meeting. In addition to touching base about payments, we will discuss course evaluations, Canvas, and student orientations.
  • One workshop will be focused on health & safety, students in distress, conduct violations, and how to respond to them.
  • One workshop will focus on social identities and study abroad and will address how to create an inclusive and reflective study abroad environment.
  • In the final pre-departure meeting, we cover important topics such as Title IX, FERPA, and assessment.
• Ensure you have a valid passport and visa (if necessary) to travel outside of the U.S. Your passport must be valid for at least six months beyond the end of the program.

Program Logistics, Budget and Advance Payments

• We will discuss your program budget and payments during a budget meeting.
• To help prepare for this meeting, please note that you must be in good standing with Financial Services and eligible to take out a field advance. If you have an outstanding field advance, you will not be able to take out a new one.
• Finalize program logistics: verify reservations, negotiate final prices and secure resources (instructors, guests, classroom, housing, food, tickets, transportation, activities, etc.).
• Arrange for any advance payments or deposits. Collect invoices from vendors and forward to UW Tacoma OGA to process payments.
• Complete the pre-travel authorization form and then arrange travel for yourself and other program staff. Submit your receipts to OGA for reimbursement.
• Consult with OGA and Disability Resources for Students for any students who will need accommodations.
• Maintain regular contact with UW Tacoma OGA staff, remain available via email, phone or Skype.

Orient Students

• Plan at least three required student orientations in the quarter prior to travel to discuss program details, course requirements and preparations, travel planning, health and safety, etc.
• Start to build a collaborative group dynamic and learning community among students.
• An OGA staff member will attend one of your three pre-departure meetings. Topics covered will include goal and expectation setting, social identity, cultural humility and pre-departure requirements.
• Consult the Orientating Students site for Program Directors and cover all the topics as they relate to your program site. Please note that the linked page was developed by UW Seattle Study Abroad; we are still working on a UW Tacoma specific resource.
• Develop and communicate the arrival plan to your student. Where and when should they meet the group, how do they get to the meeting place, and who they should contact in case they are not able to arrive on time (e.g. missed flight connection).
• Maintain regular contact with students to answer individual questions or communicate any changes to the program or arrival plan. Ensure students know how to contact all program directors and staff.

Final preparations

• Provide emergency contact information to UW Tacoma OGA and UW Study Abroad for the duration of your program. Submit this information before your departure using the UW (Seattle) Study Abroad Portal.
• Register your travels with the U.S. State Department.

In the field

• Confirm safe arrival of all program participants with UW Tacoma OGA.
• Oversee all academic aspects of the program.
• Oversee all program logistics.
• Act as the custodian and manager of UW field advance funds and resources. Track all program expenditures on-site and collect required documentation (receipts, etc.).
• Act as primary resource for student inquiries and problems.
• Act as the initial responder to logistical, medical, behavioral, and other crises.
• Serve as the program’s primary liaison with UW Tacoma OGA and the University of Washington.

Program Wrap-up

• Submit grades to UW Tacoma OGA by UW’s deadlines – the first Monday after finals week. UW Tacoma OGA will supply the necessary form for you to submit students’ course numbers and grades and report them to the Registrar’s Office.
• Gather receipts and documentation for your field advance reconciliation. Submit your completed paperwork and field advance ledger to the UW Tacoma OGA.
• Meet with UW Tacoma OGA staff to debrief your program, including information on what went well, what did not go well, what you would keep or change for future programs. This also the opportunity to officially report any incidents that occurred on your program.
• Review student evaluations collected and sent by UW Tacoma OGA.