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Study Away

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For Program Leaders

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Proposing a Study Away Program

Proposal Deadline Schedule for upcoming academic year.

December 1, 2017

New Programs for Fall 2018

March 1, 2018

New Programs for Winter 2019

May 1, 2018

New Programs for Spring 2019

September 1, 2018

New Programs for Summer 2019

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

New Program Proposal

New Programs

The Study Away 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

Meet with Study Away staff for planning session.

Step 2

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

Step 3

Review the Administrative Guidelines, Policies and Implementation Timeline

Step 4 

Complete the program proposal.

Step 5 

Meet with Study Away team to Kick-Off program.

  • The Study Away Office will create the budget based upon the information you provide.
  • Study Away 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.

Repeating Program Proposal

Repeating Programs

You 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

Meet Study Away team a few months in advance of proposal deadline

Step 2

Complete the reoccurring confirmation and travel forms.

Step 3

After approval, meet with Study Away office for the Kick-Off.

  • The Study Away Office will create the budget based upon the information you provide.

Step 4

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

Amending an Approved Proposal

Between the approval and departure, program leaders may wish to change aspects of the program.  Depending on the significance of the change, differing levels of review and re-approval may be needed. .

Step 1

  • 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 must be included with amendment.  The department head/chair and Study Away Director must approve amendment. 
  • If the change significantly affects students, syllabi and/or budget, then the Study Away Director will review the changes stated in Section #5 and recommend action to the AVP-DELO.  The AVP-DELO may approve the amendment. 
  • 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 to the Study Away Coordinator.

Step 3

Complete the Amendment form.

See Document Center

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Note: documents in Portable Document Format (PDF) require Adobe Acrobat Reader 5.0 or higher to view,
download Adobe Acrobat Reader.

Note: documents in Excel format (XLS) require Microsoft Viewer,
download excel.

Note: documents in Word format (DOC) require Microsoft Viewer,
download word.

Note: documents in Powerpoint format (PPT) require Microsoft Viewer,
download powerpoint.

Note: documents in Quicktime Movie format [MOV] require Apple Quicktime,
download quicktime.

 Last Modified 10/6/17