Information for Program Leaders

Guidelines for Program Leaders

1. Review guidelines and fill out worksheet (below) to plan group trip.
2. Make an appointment with Dr. Stephens and discuss your proposal with him.
3. Develop a memo for Request for Funds to be approved by
1. Director of International Student Affairs- Charles Wilkerson
2. Include location, dates, number of students and faculty, summary of proposal and amount of money that is being requested for travel expenses.

4. Develop a proposal to be approved and signed by the following:
1. Department Chair
2. College Dean
3. Associate V.P. of Academic Affairs
4. Also, copy to International Student Affairs and Patricia McKenzie

Include the following information in the proposal:

• Location
• Dates
• Number of students and faculty
• Proposal for course and itinerary
• All expenses involved including the expenses approved for travel

5. Once the trip has been approved then the students are required to fill out the application form (below) and submit it to the Study Abroad Coordinator.
6. Faculty may proceed with making the arrangements.
7. It is strongly recommended that the students pay for their travel and accommodations themselves.  Note: students may be reimbursed before the trip and faculty may be reimbursed upon return after completing a Travel Claim form.
8. Students must also purchase an ISIC card so that they will have adequate insurance for traveling abroad:  https://www.myisic.com/MyISIC/WhatIsIt.aspx The cost is $22 and is valid one year.

• Worksheet for Leading a Program Abroad (PDF)
• Application for Students going abroad with a Leader (PDF)
• Guidelines for Department Heads and Deans for Reviewing Proposals

Helpful Links:

http://eftours.com/Default.aspx

http://www.cha-tours.com