Office of International Affairs

Created by Compear Global Education Network for North Carolina Central University.

1. Pre-planning/brainstorming (18-24 months before departure) 

• Schedule a meeting with the Office of International Affairs to discuss your interest in developing a faculty-led program
• Program funding (12-24 months before departure) 
• Research internal and external funding sources.  Funding is typically used to develop the course on-campus or to fund a site visit. 

2. Designing your program proposal (18 months)

• Proposal deadline:________________________________
• Proposal contact: Office of International Affairs
• Share a general outline of your academic learning goals and equivalent courses, if applicable
• Selecting in-country provider 
  • Check with your Office of International Affairs for existing partnerships or partner recommendations or if you have a partner in mind, bring any information to share for vetting the provider (e.g., ​​Projects Abroad in Jamaica or Jamaica International Projects) 
    • University of West Indies - Academic
      • Provides transportation to and from airport and to class
    • On-site provider ___________________________________
  • Set up a call with the in-country provider to discuss your program proposal.  (Providers will put together a proposal for you including a budget, housing, academics and cultural activities.  Ask about their general program cost, COVID-19 health and safety plan, refund policy, virtual backup plan, etc.)  
  • Seek approval from your department chair/dean and the Office of International Affairs

• Organizing a site visit (8–12 months before departure) 
  • Obtain approval from your department chair/dean, the Office of International Affairs and the Office of the Provost/Chancellor.
  • Determine who will accompany you (if anyone) on your site visit from campus. (This may include the Office of International Affairs or additional faculty)
  • Work with your in-country provider or program contact to create a shortened version of your program where you can experience what the students will participate in, including meeting with in-country staff, excursions, visiting guest speakers, university campus visits, in-country site visits, etc.
  • Bring a small gift for your host.

3. Marketing and recruitment (after approval — no less than 8–10 months before departure)

• Create flyers and marketing material with your provider contact (usually providers have flyers, videos or general marketing templates) to market your program.
• Work with the Office of International Affairs to market your program on their website and at fairs.
• Market your program.
• Ensure you are checking regularly with the Office of International Affairs on application interest and completion.
• Set up interest meetings or information sessions with students to share information about yourself and your program.

4. Implementing and running the program 

• Review applications with the Office of International Affairs 
• Determine billing options: 
  • Direct bill agreement with provider: Universities collect payments from student accounts.  The university pays the provider.
  • Provider collects payments directly from students: The university does not collect any external payments.
• Set up pre-departure meetings and orientation sessions starting at least 90 days before arrival.  Pre-departure meetings and orientations should include reviewing program requirements (passports), budgeting payments, health and safety information, packing tips, review of the program itinerary, country information (history, culture and current affairs), etc.  

5. Evaluating and planning your next program  

• Check with the Office of International Affairs to see if they have an existing program evaluation or work with the Office to incorporate any specific learning goals you’d like to access.
• Set up a re-entry meeting with your students when you’re back on campus to reflect on the program and share experiences. 
• Meet with the Office of International Affairs to discuss your program, how it went, any changes for the future and whether you’d like to run it again.

Faculty-Led Study Abroad Program Best Practices Worksheet