Faculty-Led Program Guidelines

Among the several varieties of study abroad programming offered by the University, Faculty-Led Programs are of particular importance to the University of North Texas’ international education missions and goals. These programs provide excellent international study opportunities for students as well as developmental experiences for faculty. Programs in this category are developed and offered through a partnership between academic departments and colleges and UNT International and its Study Abroad Center (SAC). The University's policy on study abroad programs is detailed in the UNT Policy Manual as item 15.2.18.

Faculty led study abroad programs are sponsored by the University’s departments, programs, schools and colleges which have specific responsibility for academic content and quality. The UNT International Study Abroad Center coordinates the overall development and administration of these programs, ensuring, for example, that each program fully meets all institutional, Texas Coordinating Board, legal, administrative, and fiscal requirements. These present guidelines cover all aspects of faculty-led programs, including initial and on-going development, academic approvals, budgeting, promotion, advising/orientation of participants, administration, and evaluation.

The goals of these guidelines are to assist faculty and departments wishing to offer faculty-led study abroad programs, and to provide a checklist of the many steps and processes involved in such course offerings abroad.

I. Initial (and On-Going) Development of Programs

Faculty-led programs are developed by a faculty leader in close cooperation with the academic department and college and the Director of the Study Abroad Center. Sufficient lead time is essential to allow detailed review of the proposed program, including needed study facilities, student and faculty accommodations, transportation, and all special arrangements. The program development process, from initial inquiries through approval, promotion, participant selection, orientation, program operation, and evaluation, typically requires up to a full year of effort by the faculty member, department chair, and the Study Abroad Center.

Most for-credit, faculty-led programs take place during the may minimester, first summer term, although second summer term, winter intersession,spring break and semester programs are also possible. The following calendar approximates the deadline dates for the development and operation of a typical first-term summer program. (Similar time frames would be required for courses offered during other academic terms.)

Study Abroad Center assistance: Encourage and respond to initial inquiries from faculty and academic units interested in sponsoring and leading study abroad programs; in consultation with the sponsoring unit and faculty member, develop initial design proposal, including possible study site(s) and accommodation(s), teaching facilities, course-related excursions and contact-hour teaching format; after review, final site and accommodations selection; academic term selection; campus and curricular arrangements; designation of travel provider and other needed assistance; program costing and student budgeting; disbursement procedures, including scholarship posting; invoicing, purchase-order and travel-advance processing; and final program accounting with faculty leader.

II. Academic Approval of Programs

All courses to be offered for credit abroad must be approved before announcement and promotional efforts by the Department/Program Chair, Dean of School or College, SAC Director, and the Vice-Provost. The SAC Director, through the Vice-Provost, submits the courses for funding approval to the Texas Commissioner of Higher Education. The Academic Dean is responsible for deciding what level of enrollment is adequate for a program to operate. Usual UNT course enrollment criteria apply.

III. Budgeting of Programs

In general, study abroad program costs (paid by student participants) include at least the following:

  • UNT tuition and fees for course(s) (appropriate to students' residency status)
  • Transportation to and from study site, and on required excursions
  • Accommodations and board
  • Tuition and/or fees of any foreign institutions (if applicable)
  • Any required museum or other admissions (if applicable)
  • Reasonable personal incidental expenses
  • Study Abroad Administration Fee (required)
  • Any required immunizations or other health preparations
  • Health and accident insurance

Program budgets are developed and approved jointly by the individual faculty member and the SAC budget committee before publication of student costs. Budgets must include all anticipated costs of the proposed program, including pro-rated faculty transportation and accommodations that are not provided in negotiation by the airline, railway, hotel, foreign institution, etc. In principle, most program costs are included in the Program Fee, which is collected by the SAC and disbursed to vendors well before departure. Students pay UNT tuition and fees directly to the UNT Student Accounting Office. The faculty leader may carry a limited amount of program expense funds for necessary on-site group payments (i.e., required museum admissions, taxis, telephone and fax charges) that cannot be prepaid. All promotional and administrative costs are covered by the required Study Abroad Administration Fee included in the program fee.

Faculty salaries and benefits are the responsibility of the faculty member’s academic department or college. Faculty transport, accommodation and per diem are provided by the individual program at the same level provided by the program for students. These expenses are covered through pro-rata student payments included in the Program Fee.

All funds collected by UNT International and disbursed by both UNT International and the faculty member are accounted for through normal university fiscal procedures governed by State regulations.