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Faculty-Led Study Abroad

the Spirit of Adventure

For Program Leaders


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Proposal Approval Process

 

Proposal Deadline Schedule for upcoming academic year and beyond.

 

April 1, 2018

New program proposals due - Summer or Fall 2019.

April 1, 2018

Repeating program proposal - Winter or Spring 2019.

October 1, 2018

New program proposals - Winter or Spring 2020.  

October 1, 2018

Repeating program proposal - Summer or Fall 2019.

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

New Program Proposal

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.

Step 1

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

Remember... 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.

Step 2

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

Step 3

Review the Policy Manual, Administrative Guidelines, and Implementation Timeline

Step 4

Complete the program proposal

This calls for a draft syllabus, draft itinerary, and specific learning goals that connect course content to your chosen location.

Step 5

Meet with FLSA Coordinator to Kick-Off program.

  • The FLSA coordinator will create the budget based upon the information you provide.
  • Program Leader Agreement is signed after budget is set.
  • Employee Travel Authorization must be completed per WKU policy. Log in and complete the online form, then route to Study Away coordinator so we can provide the budget numbers.
  • See Document Center for these items.

Step 6

Once the budget is set, it is time to recruit and prepare for your departure date.

Reoccurring (or Repeating) Programs

Reoccurring (or Repeating) 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.

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

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

Step 1

Confirm you will conduct the reoccurring program.

Step 2

Complete the reoccurring (or repeating) confirmation.

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

Step 3

Meet with FLSA Coordinator to Kick-Off program.

  • The FLSA coordinator will create the budget based upon the information you provide.
  • Program Leader Agreement is signed after budget is set.
  • Employee Travel Authorization must be completed per WKU policy. Log in and complete the online form, then route to Study Away coordinator so we can provide the budget numbers.
  • See Document Center for these items.

Step 4

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

Amending an Approved Program

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.

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 FLSA coordinator.

Step 3

Step 3— Complete the Amendment form.

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 Last Modified 10/6/17