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Education Abroad – Program Proposal
International Affairs Office
For Education Abroad Programs During 2015
(Spring 2015, Summer 2015, Fall 2015;
Proposal deadlines: June 2, Sept 2, and Dec 1, 2014, respectively)
Program Proposal Process
This Program Proposal form is for any education abroad program led by PUC faculty or staff. Such programs may include,
but are not limited to those in the categories of volunteer abroad, study abroad, or service learning abroad. Before
proposing an education abroad program, it is strongly recommended that you meet with the Education Abroad
Coordinator in the International Affairs Office. Additional resources to help you during the initial information gathering
and proposal process are available from IAO. The International Affairs Office is available to help faculty and staff at any
stage of the process.
• For questions and information regarding the Program Proposal and other education abroad resources, contact:
Judy Moore, Education Abroad Coordinator, x2861, [email protected]
• To create a draft budget for your program (the required Form 36), contact:
Omar Sahmoudi, Business Manager, x8353, [email protected]
The purpose of this proposal process is to ensure that all of Purdue University Calumet’s education abroad offerings
meet the academic, risk management, fiscal and other standards of the institution, the field of international education,
and higher education as a whole. The proposal is thus structured to gather key aspects of a program into one,
centralized approval process. Most reviewers will have interest in more than one program component, and this process
allows them to review and approve these pieces simultaneously. For example, Department Heads will see what kind of
academic offerings are associated with programs at the same time they review program budgets. Finally, this proposal
process aims to adhere to standards set out by the Forum on Education Abroad, the professional organization
recognized by the US Department of Justice and the Federal Trade Commission as the Standards Development
Organization (SDO) for education abroad.
Suggested Resources Available at IAO:
• Budget Worksheet
• Duties and Responsibilities for Education Abroad Program Managers
• Program Planning Guidelines
• Timeline for Education Abroad Programs
International Affairs Office
Education Abroad
Classroom Office Building 176
219-989-2502
http://www.purduecal.edu/intl/ea/
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Education Abroad – Program Proposal
International Affairs Office
Program Name:
Contents:
Section I – Program Managers Information
Section II – Program Information
Section III – Academic Information (for programs offering academic credit) – completed by the Course Instructor
Section IV – Cultural Competency
Section V – Risk Assessment
Section VI – Program Logistics
Sections VII and VIII – Budget Considerations and Miscellaneous
Section IX – Required Signatures
Appendix A – Tentative Program Itinerary
Appendix B – Additional Locations Form
Program Director Instructions:
If you are submitting a proposal for a NEW PROGRAM (or any program which does not have a proposal on file at IAO)…
1. Complete the Program Proposal in its entirety
2. Obtain signatures for Part A and Part B of the Required Signatures
3. Obtain the following signatures in Part C of the Required Signatures:
a. Department Head/Supervisor
b. College Dean
4. Submit to the International Affairs Office
If you are submitting a proposal for an EXISTING PROGRAM and there are no significant changes (ex: new primary
location)…**
1. Update Program Proposal with new information/program changes. Common updates are:
a. New dates
b. New tentative program itinerary
2. Make sure to include updated budget
3. Obtain signatures for Part A and Part B of the Required Signatures
4. Obtain the following signatures in Part C of the Required Signatures:
a. Department Head/Supervisor
b. College Dean
5. Submit to the International Affairs Office: ONLY pages with changes, signature page, and necessary attachments
** Work with IAO in advance if you need a fillable copy of your previous proposal.
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International Affairs Office
Program Name:
(Note: This name will be used on program materials, including application materials and internal IAO documents. Please take into
consideration your program “brand.”)
Section I – Program Managers Information:
(A description of different program manager roles can be found in the IAO document “Duties and Responsibilities for Education
Abroad Program Managers.”)
Program Director Information:
Name:
Phone:
Title:
PUC E-mail:
@purduecal.edu
Department:
College/Division:
Who will be with students on-site? (mark all that apply)
☐Program Leader
☐On-Site Coordinator
If multiple leaders/coordinators will be present, please provide any additional information.
Program Leader Information:
Name:
Phone:
Title:
PUC E-mail:
@purduecal.edu
Department:
College/Division:
On-Site Coordinator Information:
Name:
Organization:
Phone:
E-mail:
Attach answers to the following questions on a separate sheet of paper:
1.1) What training/expertise do those filling these positions have to be able to successfully deliver this program
overseas? What experience do they have in the proposed location(s)? (This may include language proficiency if
appropriate.)
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Program Name:
Section II – Program Information:
Primary Location:
(city)
(country)
*NOTE: If the program takes place in more than one location (meaning the group stays the night in more than one
location), information must be provided for these other locations on the attached Additional Locations Form.
Proposed Dates Abroad:
–––
(date students would LEAVE from US)
(date students would RETURN to US)
Maximum Number of Students:
(based on safety and limits of local resources)
Minimum Number of Students:
(based on budget considerations)
Attach answers to the following questions on a separate sheet of paper:
2.1) Provide rationale for the delivery of this course overseas. Include information on the following:
• What is the purpose of this program? How does it contribute to the mission of the university and/or the
particular unit/department within the university which is proposing the program?
• Please provide the reasoning behind choosing a particular program location (or locations).
2.2) How does the program fit within the university’s academic calendar? Does it cover any university breaks or US
local/national holidays? If the group is to resume classes upon return, has adequate time been allotted for
readjustment/rest from travel? Will students miss campus events such as finals or graduation? Will students
be required to miss any class meetings of other courses in order to participate? If so, what plans are in place to
assist students who may encounter difficulty in missing such scheduled events?
2.3) Does this program compete with any existing PUC programs? (This may include those with similar locations or
subject matter.) If it does, please explain the need for the program and how there will be enough participants
for both (all) conflicting programs.
2.4) List any partner/host institutions and whether or not PUC already has a Letter of Intent, Memorandum of
Understanding, or other similar signed contract with the institution.
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Program Name:
Section III – Academic Information: To be completed by the Course Instructor
Will the program include academic credit?
☐Yes (continue completing section)
☐No (skip to Section IV)
Note: If students will be instructed/evaluated by a non-PUC faculty member, the Program Director and Course Instructor
must work with the academic Department Head and college Dean to ensure the university standards for accreditation
and funding are maintained.
Course Instructor Information (typically instructor of record):
(A description of different program manager roles can be found in the IAO document “Duties and Responsibilities for Education
Abroad Program Managers.”)
Name:
Phone:
Title:
PUC E-mail:
Department:
@purduecal.edu
College:
Course(s) to be offered: (attach additional tables if necessary)
Course Number
Course Title
(ex: HIST 10400)
# of Credit
Hours
(ex: Introduction to Modern World)
Number of credit hours a student will earn in conjunction with the program:
min
max
According to federal regulations, a credit hour is defined as work that “reasonably approximates not less than one hour
of classroom or direct faculty instruction and a minimum of two hours of out of class student work each week for
approximately fifteen weeks for one semester hour of credit” (http://www.ecfr.gov/cgibin/retrieveECFR?gp=&SID=ede7f736549a21242eb152b5ec0ae2e9&n=34y3.1.3.1.1&r=PART&ty=HTML). Therefore, for every 3
credit hour course, 45 hours of instruction time should be provided. On a study abroad program, this may include
museum lectures, classroom time, guided group discussions, experiential learning activities, et cetera, but does not
include time students should be putting towards homework, preparing presentations, paper research, and so forth
(these being part of student work hours outside of class). With this in mind:
How many direct instruction hours will take place outside of the travel dates of the program (before/after time
abroad)?
hours (this may include pre-departure class meetings, online course components, etc.)
How many direct instruction hours will take place during the time abroad? (This should also be clear in the program’s
tentative itinerary.)
hours
Attach answers to the following questions on a separate sheet of paper:
3.1) Does the instructor have any experience delivering other education abroad courses? If so, please describe.
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Program Name:
3.2) Are any of the above courses cross-listed? Please show how courses are cross-listed by making clear which
courses are cross-listed with which other courses. Courses may be cross-listed with up to two (2) other
courses. Additional cross-listings may be requested by including a memo with this proposal explaining why
additional course offerings are needed and how it is ensured that the quality of the course content will be
maintained over more than 3 topics. (Write “N/A” if no courses are cross-listed.) (This question is particularly
useful for Department Heads and Deans.)
3.3) If the courses listed will have instruction dates outside of the dates of travel, when will instruction take place?
(ex: Spring semester course with Spring Break travel; Write “N/A” if all instruction will take place abroad.)
3.4) Are any of the proposed courses new at PUC and will need to be approved by Faculty Senate? (This refers to the
course itself, not the particular course section for your program.)
3.5) Which of the proposed courses have been approved for ExL credit? If courses are not ExL designated, would
you like any information and/or assistance regarding ExL and education abroad?
3.6) Are there any academic pre-requisites faculty and staff should be aware of when discussing the program with
interested students?
3.7) Will PUC students be taking courses with students either from the host country or other universities? If yes,
please describe.
3.8) Please attach a tentative course syllabus specific to this program.
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Program Name:
Section IV – Cultural Competency:
(If the program is for academic credit, this section should be completed by the Course Instructor.)
While we strive to ensure all IAO programs achieve the following objectives with relation to global competency, we
understand some programs may be stronger in some areas than others. Please choose two (2) objectives from different
categories below and describe how your program is designed to encourage students to work towards each of the
chosen objectives.
Global Learning Objectives:
Knowledge –
1. Demonstrate knowledge of global issues, processes, trends and systems (ie economic and political
interdependency among nations; environmental-cultural interaction; global governance bodies).
2. Understand his/her culture in global and comparative contact – that is, recognize that his/her culture is one of
many diverse cultures and that alternate perceptions and behaviors may be based in cultural differences.
Skills –
3. Use knowledge, diverse cultural frames of reference, and alternate perspectives to think critically and solve
problems.
4. Adapt his/her behavior to interact effectively with those who are different.
Attitudes –
5. Accept cultural differences and tolerate cultural ambiguity.
6. Demonstrate an ongoing willingness to seek out international or intercultural opportunities.
Objective #:
Supporting program element:
Objective #:
Supporting program element:
Attach answers to the following questions on a separate sheet of paper:
4.1) One of the best ways to gauge students’ learning, development, and growth in global competency is through
reflection. Identify and describe any opportunities for students to meaningfully reflect on their experiences.
(ex: journaling, reflective class assignments, group discussions, etc. If you do not plan on using any reflective tools, simply
write “N/A.”)
4.2) Identify and describe ways students will interact with members of the host culture.
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Program Name:
Section V – Risk Assessment:
(Consider getting this information from the On-Site Coordinator/program provider if applicable.)
Based on the program’s primary location, please provide the following information:
(Information should also include distance from where group is staying, ease of access, and availability of English-speakers.)
*NOTE: If the group is staying in more than one town during the duration of the program, the following information for each site
must be included on the Additional Locations Form.
Nearest hospital/emergency medical care:
Assistance in English?
☐Yes ☐No
Nearest police department:
Assistance in English?
☐Yes ☐No
Assistance in English?
☐Yes ☐No
Nearest US consulate/embassy:
Any other emergency services:
Will the group visit any countries under a U.S. Department of State Travel Alert or Warning? (For information on Travel
Alerts and Warnings and a list of countries under a Travel Alert or Warning, visit the U.S. Department of State’s website
at travel.state.gov.)
☐No
*Note: If at any point, from program proposal to the program’s return to the US, a program location of any type falls under a
Travel Alert or Warning, the program managers, Assistant Vice Chancellor of International Affairs, education abroad staff, and
any other necessary university officials will discuss whether or not action needs to be taken and what that action may be.
☐Yes
Name of Country
Alert or Warning?
☐Alert
☐ Warning
☐Alert
☐ Warning
*Note: If planning on traveling to a country under a U.S. Department of State Travel Warning, additional approval and risk
management program forms are required. To start the process to request additional approval, contact the Education Abroad
Coordinator.
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Program Name:
Will a Program Leader be present at the program location during the entirety of the education abroad program,
including weekends in which students have “free time?”
☐Yes
During the program, where will this person be housed and how will students/other program constituents
communicate with him/her in case of an emergency?
☐No
*Note: If the Program Leader will not be staying at the same location and/or present during the entire education abroad
program, special approval is needed from the Assistant Vice Chancellor of International Affairs. To request approval, include a
memo outlining the reasons for being absent and a detailed explanation of how the program will be managed and
emergencies handled in the absence of the Program Leader.
Are any program managers planning on having family/friends accompany them on the program?
☐No
☐Yes
*Note: If a program manager is planning on bringing friends/family along, a conversation must be held with the Assistant Vice
Chancellor of International Affairs. In order to start the conversation, include a memo outlining which program manager(s)
is(are) planning on bringing family/friends, who the family/friends are, their relationship to the respective program manager,
and what plans are in place to make sure that the presence of family/friends will not impact the program in any way.
Attach answers to the following questions on a separate sheet of paper:
5.1) Are there any risk factors that should be noted? If so, what are they, and how would they be addressed by the
program managers to ensure the safety of the participating students? (These include risks to the students’ health
and physical well-being. Will participants need to take any special health precautions? In areas where there have been
political or ethnic conflicts, are there personal safety concerns? ex: If traveling to a location where malaria is present,
what type of education and information will be provided to participants during pre-departure and on-site orientations?
For general safety concerns, will there be a security guard in the residence hall? Would a curfew for students to return to
a hotel be implemented?)
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Program Name:
Section VI – Program Logistics:
Will participants travelling on a US passport be required to obtain a visa prior to or upon arrival at the program
location(s)?
☐Yes
☐No
Attach answers to the following questions on a separate sheet of paper:
6.1) Describe the target audience. (ex: students of a particular major/minor, graduate level students, members of a specific
organization)
6.2)
Please discuss your student recruitment plan. Will you send regular e-mails or create a Facebook page or Blackboard
group to disseminate information to interested students? Do you plan on participating in the annual Education Abroad
Fair held in the fall? IAO will print up to 250 color flyers or brochures for the Program Director.
6.3) In addition to any academic course prerequisites already identified, what other admissions requirements will
the program have? These may include those identified by a partner organization or university. (ex: minimum
GPA, only students of a specific major, required fluency in a foreign language)
6.4) If any transportation is included in the Program Cost for students (airfare, metro pass, shuttle buses, etc.),
make sure it has been included in the draft budget (Form 36) and identify your preferred vendors (if any).
6.5) Identify and describe your planned primary location accommodations for students and faculty/staff in the
program. (ex: hostels, residence halls, hotels, homestays, etc.) *NOTE: If the group is staying in more than one town
during the duration of the program, the information for each site must be included on the Additional Locations Form.
6.6) Which Program Manager will be responsible for selecting accommodations and ensuring they are safe?
6.7) What infrastructure is required for the successful delivery of program content, such as classroom space,
projection systems, internet access, materials for course field trips, faculty/student access to computer labs or
printing services? How will these requirements be met? Have expenses for these items been included in the
program’s draft budget (Form 36)?
6.8) What is the long-term plan for the program? (Is this a one-time program or will it be offered annually or biennially?
Will manager roles be filled by different people at regular intervals [ex: Course Instructor changes every 2 years]? Will the
program location change each year? Will resources needed for the program be available in future years? What
department/university resources exist for staffing the program in future years?)
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Program Name:
Section VII – Budget Considerations:
For credit-bearing programs, are tuition/fees included in the program cost?
☐Yes
☐No
If any of the following items are not included in the Program Cost for students, what are the estimated costs? (This
information is used as a reference when creating the Financial Worksheet for the program. Sample Financial Worksheets are
available from IAO.)
Expense Item
Meals
Airfare
Books
Required Excursions (museum admissions, theater tickets, etc.)
Optional Excursions (organized by program, but not required as part of the course)
Ground Transportation (bus pass, train to/from overseas airport to program location, etc.)
Personal Expenses (laundry, souvenirs, entertainment)
Cost
(indicate currency if not in USD)
If most meals are included in the Program Cost, you may include the expense of the few
meals which are not included here. (ie meals while on excursions)
Other:
Attach answers to the following questions on a separate sheet of paper:
7.1) Out of what funds will program managers be compensated? Will the program generate the necessary salary
funds? If salaries for program managers will be paid with university funds, please describe how this will be
handled (ex: course release, part of normal semester load, overload pay, part of job responsibilities under regular
salary). If it is some combination of the two, please explain (ex: Course Instructor is paid out of
university/department while On-Site Coordinator is paid out of program funds).
7.2) Will the sponsoring department/unit provide any financial support for students participating in the program,
perhaps in the form of scholarships? If so, what type of financial support and how will it be awarded? (This
information aids staff when advising students about a particular program.)
Section VIII – Miscellaneous:
IPO materials (if any) you used to aid in the preparation of this program proposal (check all that apply):
☐Program Planning Guidelines
☐Budget Worksheet
☐Program Model Table (found in “Duties and Responsibilities…”)
Attach answers to the following questions on a separate sheet of paper:
8.1) Identify and describe what you think the greatest challenge will be for this program and what you are doing to
prepare yourself for it.
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Program Name:
Section IX – Required Signatures
The signatures in Part A and Part C are all required. The signatures in Part B should be completed according to the
program’s design as outlined in the proposal. (ex: A program might not have an On-Site Coordinator. Or if more than one person
is teaching on the program, additional Course Instructor and Department Head signatures may be requested.)
A. I understand the expectations of my role as Program Director and agree to fulfill the duties of the role until the program’s
successful return to the US. I have completed the program proposal and answered all questions truthfully and to the best of my
ability. I have also attached the following for review as part of the program proposal (check attached items):
☐Draft Form 36 (program budget - required)
☐Tentative Program Itinerary (required)
☐Additional Locations Form
Program Director Signature
B.
C.
☐Other:
Printed Name
Date
I understand the expectations of my role(s) and agree to fulfill the duties therein until the program’s successful return to the US.
I have reviewed and agree with the completed program proposal and attached documentation.
Program Leader Signature
Printed Name
Date
On-Site Coordinator Signature
Printed Name
Date
Course Instructor Signature
Printed Name
Date
I have reviewed the completed program proposal and attached items (including the program’s draft budget Form 36), keeping
in mind the interests of my respective department/unit. Furthermore, I understand that by signing this form, I certify that this
program meets all fiscal, academic, risk management, and all other standards of Purdue University Calumet.
Department Head/Supervisor Signature
Printed Name
Date
College Dean Signature
Printed Name
Date
Business Manager Signature
Printed Name
Date
AVC of International Affairs Signature
Printed Name
Date
VCAA/Provost Signature
Printed Name
Date
Chancellor Signature
Printed Name
Date
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Appendix A - Tentative Program Itinerary:
A tentative program itinerary is required as part of your program proposal. Feel free to use the table below as a
guideline, or, if the program is being run in conjunction with a program provider, simply attach their provided itinerary.
If the program is for academic credit, remember to keep in mind the appropriate direct instruction hours as discussed in
Section III – Academic Information. Make copies of the table below and add pages as necessary.
Date
Time
(ex: morning, 8:30am12:30pm, all day)
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Activity
(ex: class, guided tour of Tower of London, free time)
Location
(ex: London; Calais, France)
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International Affairs Office
Appendix B – Additional Locations Form:
This form is only required if the program includes overnight stays away from the primary location (ex: weekend
excursions or programs with multiple destinations). Each location where students will be spending at least one (1) night
must be included. Add pages as necessary.
Additional Location A:
City, Country:
Arrival Date:
Planned Accommodations:
Departure Date:
Nearest hospital/emergency medical care:
Assistance in English?
☐Yes ☐No
Nearest police department:
Assistance in English?
☐Yes ☐No
Assistance in English?
☐Yes ☐No
Nearest US consulate/embassy:
Any other emergency services:
Additional Location B:
City, Country:
Arrival Date:
Planned Accommodations:
Departure Date:
Nearest hospital/emergency medical care:
Assistance in English?
☐Yes ☐No
Nearest police department:
Assistance in English?
☐Yes ☐No
Assistance in English?
☐Yes ☐No
Nearest US consulate/embassy:
Any other emergency services:
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