Faculty Expectations & Responsibilities: Faculty Led Programs - Learning Abroad

Learning Abroad Facilitator Applications

Learning Abroad New Faculty Director & Program Assistant Training

Getting Started

We recognize that your time is valuable. The planning for a new program starts 18-24 months before taking students overseas. The materials in this handbook are intended to help you develop a successful proposal, prepare for the program, and integrate your vision into the macro context of the University.

Leading a learning abroad program can be overwhelming at times, particularly if you have never led one before. If you have taken over responsibility for an existing program, we recommend that you speak with previous directors to learn from their experiences and expertise. In many cases, there is no need to reinvent the wheel!

If you are new to leading programs, we will assist you throughout the process. Our office provides training, preparation, and support for all faculty directors. To find out more about starting a new faculty led program, contact the Director of Learning Abroad at learningabroad@utah.edu in the Learning Abroad Office.

Learning Abroad Facilitator Applications

Program facilitators are required to complete a Facilitator Application online each year a Program runs. This is a simple, multi-step process in which facilitators will agree to the current Learning Abroad policies and guidelines, provide information about their Program, and provide personal information to facilitate international insurance and assistance enrollment/coverage, as well as registration in the US Department of State's Safe Traveler Enrollment Program (STEP). Updated contact and travel information for all University faculty and staff abroad strengthens the U’s ability to provide fast and efficient support and assistance in the event of health and safety incidents abroad.

Your Learning Abroad Coordinator will open the application in the application portal and provide more information for you.

Learning Abroad New Faculty Director & Program Assistant Training

All new Program facilitators, including instructors, are required to complete the New Faculty Director & Program Assistant Training online. Facilitators who have not completed a training in several years may also be asked to complete it again. Please note that Learning Abroad will not issue travel advances until all required training is complete.

The training consists of modules that cover financial administration, marketing, academic policies & procedures, and other important topics. All Program facilitators are responsible to understand all information provided, even if they may not be directly involved with some parts of a Program.

Learning Abroad will open this application for you and provide more information by email.

Conflict of Interest

As a facilitator, you may be closely involved with the financial or budgetary needs of your Program, and, as such, procurement conflicts or issues may arrive. Policy 1-006: Individual Financial Conflict of Interest Policy describes the process by which the University identifies, evaluates, and manages financial conflicts of interest of individuals without violating its central mission. It uses disclosure as the key mechanism to bring potential financial conflicts of interest to light for evaluation and possible oversight. This policy also identifies types of financial conflicts of interest in which individuals are not allowed to engage because they would be in violation of law or are judged by the University to be in violation of its central mission.

The Conflict of Interest Office supports the University community in identifying and managing financial conflicts of interest in three areas:

Research and Scholarly Activities
Procurement
Intellectual Property

They work with faculty, staff, postdoctoral fellows, students and others who are required to disclose external financial interests to the University for evaluation. We also work with the Individual Conflict of Interest Committee to review and manage financial interests that create conflicts of interest.

The University of Utah is now closely monitoring faculty and staff business relationships to ensure compliance with state law regarding conflicts of interest. As a result, Learning Abroad has updated its process to protect you as a facilitator from paying personal income taxes on program payments or reimbursements or running the risk of your Program being cancelled due to non-disclosure. Before we can move forward with your Program preparations (including paying Program bills or signing service contracts), facilitators must complete the first part of their Facilitator Application online and complete any required reporting related to conflicts of interest.

Role of the Learning Abroad Office

The goal of the Learning Abroad Office is to provide the macro-infrastructural support that makes learning abroad programs possible. To support your efforts, the Learning Abroad Office provides the following services for program directors:

Advising & Marketing

Advising services for students and faculty, Monday through Friday from 8 am – 5 pm
Application assistance and processing
Brochure / flyer development, editing, and color printing
Learning Abroad Fair coordination
General marketing at university events such as freshman orientation and Plazafest
Classroom presentations to promote learning abroad participation (upon request and pending availability)
Utilization of on-campus marketing venues such as student organizations, ASUU, and events
Learning abroad promotion at conferences and in national forums

Financial Services

Discounted tuition rates for faculty directed programs
Coordination with University University Office of Scholarships and Financial Aid
Scholarship coordination and administration
Budget development and management
Post-program reconciliation processing
Bill pay and reimbursement
Wire transfers
Foreign currency check acquisition
Travel office administration
Student billing

Technical

Website development
Horizons application system management and development
Tech support for faculty, students, and recommenders

Academic

Course registration coordination and implementation
International Requirement recording, tracking, and petitions
Coordination of programs with strategic initiatives of Colleges and Departments

Pre-departure Preparation

Faculty training and orientation
Student online orientation
Pre-departure workshops
Scheduling support for program-specific orientations
Handbook and policy development
Support for non-U of U applicants

Insurance and Liability

Insurance contracting, billing and payments
Insurance registration and claim support
Liaise with University risk management office
Security, Safety, and Health Assessment and Review
Complaint mediation
24/7 Emergency phone number

Miscellaneous

Support and resources for new program development
Development, implementation and analysis of program assessments and evaluations

Expectations for Faculty Directors

Faculty directors are the cornerstone of learning abroad at the U. Your dedication and enthusiasm make these opportunities available to students! The faculty director has a year-round commitment to the program starting with the new program proposal and continuing with student support after returning from the host country. In general terms, faculty directors should expect to fulfill the responsibilities outlined in the Faculty Director Service Agreement in support of the program.

Activity	Description
Program Recruitment	Successful programs have faculty directors who aggressively recruit applicants. While the Learning Abroad Office provides some support for recruitment and marketing, these activities are predominantly the responsibility of faculty directors.
Financial Management	With the help of the Learning Abroad Office, faculty directors create and manage the program budget.
Reviewing Applications	Faculty directors review student applications and coordinate with the Learning Abroad Office to approve participants.
Teaching and Academic Coordination	Program directors serve as the instructor of record for all courses and coordinate the academic components of the program. In many programs, faculty directors teach the coursework offered on the program. In other cases, they coordinate with local universities to provide instruction. As the academic content of the program includes field trips and excursions, faculty directors attend all program related activities so as to enhance the learning of student participants.
Cultural Integration	One of the key learning outcomes of learning abroad is to increase intercultural competency in students. Faculty directors integrate cultural themes and scholarly activities into the academic and social component of the program to ensure that students have an authentic, valuable cultural experience abroad. Critical to this element of the program is direct interaction with local residents and post-activity reflect so that students can process their experience and recognize how experience outside the classroom impacts their personal, professional, and academic lives
Logistical Coordination	Faculty directors coordinate the logistical aspects of the program including housing, excursions, onsite transportation, and guest speakers. In most cases, the Learning Abroad Office recommends identifying a partner institution or organization in the host country to assist faculty directors with this aspect of the program. Contact the Learning Abroad Office for suggestions.
Emergency Response	Faculty directors provide 24/7 emergency support during the program. The Learning Abroad Office will provide pre-departure training to prepare faculty directors for this aspect of the program.
Pre-departure and Onsite Orientations	The Learning Abroad Office provides general, online orientation for all students. This online orientation is mandatory for all students. All program directors are required to hold at least one (1) group orientation meeting before departure and one (1) onsite orientation meeting after arrival.Faculty directors who are actively engaged in pre-departure orientation programs tend to have more successful academic programs with fewer disciplinary problems abroad. In program-specific pre-departure orientation meetings, faculty directors prepare students academically, culturally, and logistically for the host country.
Post-program Reflection	The student experience doesn’t end when the program is finished! Many students are eager to continue their learning upon returning to campus. Faculty directors provide informal advice, mentoring, and reflection for program participants after the program is over.

Activity

Description

Program Recruitment

Successful programs have faculty directors who aggressively recruit applicants. While the Learning Abroad Office provides some support for recruitment and marketing, these activities are predominantly the responsibility of faculty directors.

Financial Management

With the help of the Learning Abroad Office, faculty directors create and manage the program budget.

Reviewing Applications

Faculty directors review student applications and coordinate with the Learning Abroad Office to approve participants.

Teaching and Academic Coordination

Program directors serve as the instructor of record for all courses and coordinate the academic components of the program. In many programs, faculty directors teach the coursework offered on the program. In other cases, they coordinate with local universities to provide instruction. As the academic content of the program includes field trips and excursions, faculty directors attend all program related activities so as to enhance the learning of student participants.

Cultural Integration

One of the key learning outcomes of learning abroad is to increase intercultural competency in students. Faculty directors integrate cultural themes and scholarly activities into the academic and social component of the program to ensure that students have an authentic, valuable cultural experience abroad. Critical to this element of the program is direct interaction with local residents and post-activity reflect so that students can process their experience and recognize how experience outside the classroom impacts their personal, professional, and academic lives

Logistical Coordination

Faculty directors coordinate the logistical aspects of the program including housing, excursions, onsite transportation, and guest speakers. In most cases, the Learning Abroad Office recommends identifying a partner institution or organization in the host country to assist faculty directors with this aspect of the program. Contact the Learning Abroad Office for suggestions.

Emergency Response

Faculty directors provide 24/7 emergency support during the program. The Learning Abroad Office will provide pre-departure training to prepare faculty directors for this aspect of the program.

Pre-departure and Onsite Orientations

The Learning Abroad Office provides general, online orientation for all students. This online orientation is mandatory for all students. All program directors are required to hold at least one (1) group orientation meeting before departure and one (1) onsite orientation meeting after arrival.Faculty directors who are actively engaged in pre-departure orientation programs tend to have more successful academic programs with fewer disciplinary problems abroad. In program-specific pre-departure orientation meetings, faculty directors prepare students academically, culturally, and logistically for the host country.

Post-program Reflection

The student experience doesn’t end when the program is finished! Many students are eager to continue their learning upon returning to campus. Faculty directors provide informal advice, mentoring, and reflection for program participants after the program is over.

Nepotism Restrictions

Learning Abroad Programs are subject to state and institutional regulations governing nepotism. The information below provides responses to common questions that we receive about nepotism. The information posted here is not exhaustive. Please contact our office if you have additional questions or concerns. The University’s complete policy governing the Employment or Supervision of Immediate Family can be found in the Regulations Library.

Which relationships are subject to nepotism restrictions?

There is an extensive list of relationships impacted by the University’s nepotism policy. Not only does it cover immediate family, but the family of spouses and domestic partners as well. An official list of relationships governed by the policy is found in the definition provided in University Regulations Library.

Which Learning Abroad Program roles are impacted by this policy?

Anyone who has an authority, teaching, financial, or administrative role with the Program—both on campus and abroad—is subject to the policy. This includes, but is not limited to, program assistants, program managers, administrative staff, and faculty directors. Other roles may be subject to the policy. Please contact Learning Abroad if you have questions or concerns.

What if the individual isn’t being paid for their service?

If the University financially supports an individual’s service in any way either on campus or abroad, they are subject to the policy. This includes housing, travel expenses, meals, honoraria, etc.

What if the individual has a teaching position at the University and an academic role on the Program?

In this case, we recommend that parties co-direct the Program. Both individuals will be listed as instructors on Program courses. If the co-directors are from different academic departments, they will be subject to the SCH and Departmental Compensation policies for faculty-led Programs. Other financial considerations may apply.

Can I get an exception to this policy?

Faculty can petition to get an exception to the U’s policy. Exceptions must be approved by the Office of General Counsel, the appropriate vice president, and the President of the University. Information about requesting an exception to the policy is found in the Rules, Procedures, Guidelines, Forms, and other related resources section in the Regulations Library. Learning Abroad does not determine if an exception to policy is appropriate or legal.

When should I start the petition process to request an exception to this policy?

IMMEDIATELY! Learning Abroad encourages you to start your petition at least 9-12 months before departure to ensure that a decision is made in a timely manner. For budgetary reasons, exceptions to the policy should be approved or denied at least 6 months before departure. Due to the sensitive nature of these requests, the timeline for making exceptions varies greatly depending on the individuals involved.

Faculty Expectations & Responsibilities:

Faculty Led Programs

Getting Started

Learning Abroad Facilitator Applications

Learning Abroad New Faculty Director & Program Assistant Training

Conflict of Interest

Role of the Learning Abroad Office

Expectations for Faculty Directors

Nepotism Restrictions

Faculty Handbook Contents