Western Kentucky University

Faculty-Led Study Abroad

the Spirit of Adventure

flsa prop deadline

 

Proposal Approval Process

 

Proposal Deadline Schedule for 2014-2015 academic year.

 

April 1, 2014

Recurring program proposals due for Winter 2015.

April 1, 2014

New program proposals for Summer or Spring 2015.

August 1, 2014

Recurring program proposals for Summer or Spring 2015.

March 1, 2015

New program proposals due for Winter 2016

 

Amending an Approved Program

 *** Remember, program leader signatures along with department head and dean are required on all proposals.

 


 

 

New Programs

The FLSA proposal process should begin at least 18 months prior to planned departure. Following a systematic approach will help alleviate a great deal of stress for the faculty and help assure the successful program. 

Recognizing this new process will take several academic terms to fully implement, a shortened approval schedule is listed above

A minimum of two Program leaders are required for each FLSA enrolling up through 24 participants (credit and noncredit) within the program. For rosters beyond 24, another PL must be added to maintain a participant-to-PL ratio of not more than 12:1. Students enrolled in multiple courses will be counted once. If the Program leaders desire staffing beyond the recommended level, remuneration (if any) for additional personnel must be covered in the FLSA budget.


 

The Next Steps for NEW proposals:

Step 1 — Stop and think about what you are really trying to achieve.

Step 2 - Review the Policy Manual and Implementation Timeline

Step 3 - Program Leaders meet with DELO's Study Away staff for planning session.

Step 4 - Complete the program proposal and travel forms.

Program Leaders to develop an FLSA proposal with syllabus, draft itinerary, and learning goals.

  • FLSA Proposal Form:     PDF  or  Word version
  • WKU Travel Authorization - Log in and complete the online form.  It should be routed to Dept head.  Study Away will provide the figures to use for the form.

Step 5 – After approval, work with the DELO staff on bringing it all to life.

  


 

Recurring Programs

Program leaders are encouraged to conduct the program multiple times, since recurring programs enable faculty, department heads and students to plan ahead, thereby improving the chances of a successful program. A recurring proposal would have an abbreviated implementation process.

 

The Steps for RECURRING programs

Step 1 — Determine if your program is recurring.

A program may be considered recurring if it meets all these criteria from the most recently approved program:

  • Program has been conducted less than 3 times in its current format.
  • Primary faculty leader is the same.
  • Itinerary is similar to previously approved program.
  • Program takes place within the same term as previously approved.
  • No other significant changes are planned that could affect program cost or logistics.

Step 2 - Confirm you will conduct the recurring program.

Step 3— Complete the recurring confirmation and travel forms.

All recurring confirmation need to include an updated syllabus, draft itinerary, and learning goals.

  • FLSA Recurring Confirmation Form:     PDF  or  Word version
  • WKU Travel Authorization - Log in and complete the online form.  It should be routed to Dept head.  Study Away can provide the figures to use for the form.

Step 4 – After approval, work with the DELO staff on bringing it all to life.


 

Amending an Approved Program

Between the program approval date and departure, program leaders may wish to change aspects of the program. Program leaders need to inform your Study Away guide as soon as the change is considered to facilitate securing appropriate approvals as needed. Depending on the significance of the change, differing levels of review and re-approval may be needed.

 

The Steps for AMENDING and approved program

Step 1 — Determine amendments.

Depending on the significance of the change, differing levels of review and re-approval may be needed.

  • If the change would have been included in the original proposal (such as the addition of a graduate section or honors section), then the additional syllabus and acknowledgment from the department, dean, and CIO is required.
  • If the change significantly affects students, syllabi and/or budget, then the IEAC liaison would review the changes and recommended action to the CIO. The CIO would act on the recommendation.All approvals must be completed prior to any funds being spent from the program account on behalf of the program.

Step 2 - Communicate your intention for amend your program to your Study Away guide.

Step 3— Complete the Amendment form.

Step 4 – After approval, work with the DELO staff on bringing it all to life.

 Last Modified 3/17/14