Creating a Faculty-Led Program

• Learning About the Faculty-Led Program Process
  • Faculty who are interested in leading an education abroad program should familiarize themselves with the broad range of things for which they will be responsible, including steps for developing the program, preparing for departure, providing 24/7 pastoral care while abroad, and reconciling program expenses upon return. Full details of these responsibilities are available the Program Proposal Workbook. 
  • Co-leaders are typically selected by faculty leaders based on their expertise with the academics and/or location of a program. Please contact iegi@binghamton.edu if you have questions regarding becoming a program co-leader. 
    
  • Please bear in mind that it typically takes 18 months to establish a new faculty-led education abroad program from the presentation of the initial idea to international travel. Review the timeline infographics on this page to understand the steps and timing involved. 
  • The IEGI encourages programs that provide unique academic opportunities and locations to students, and do not compete with any existing programs both at Binghamton University and within the SUNY system. Familiarize yourself with the programs that are currently offered at Binghamton University and review what is offered by other SUNY campuses.  
  • Just as courses on campus have a minimum number of participants needed to run, so do education abroad programs. Program size will be an important factor to keep in mind as you design and recruit for your program.
  • At this time, the COVID-19 pandemic is affecting education abroad opportunities with respect to the creation of new programs. Locate information regarding our current operations on the IEGI COVID-19 FAQ webpage
• Proposing a Program
  • Prospective faculty leaders will meet with staff in International Education and Global Affairs (IEGA) and the Office of International and Global Initiatives (IEGI) to discuss any prior experience you may have with leading an education abroad program, the itinerary, academics, partnerships, on-site faculty support, housing, transportation, and risk management concerns. This meeting is typically 60 to 90 minutes. Faculty who have reviewed the requirements for proposing a program may submit their meeting request here. 
  • Once your general program structure is in place, you will complete the International Education Advisory Committee (IEAC)  Program Proposal Form in preparation for meeting with the IEAC for program approval. IEGA/IEGI staff will assist you in refining the proposal before it is submitted. Contact iegi@binghamton.edu to request the IEAC Program Proposal Form. 
  • Faculty are then invited to present the program proposal to the IEAC. This committee meets during the fall and spring semesters. Faculty may be asked to provide clarifying information and documentation following the meeting. IEAC approval is required before the program development can formally proceed. 
  • Depending on the program location and design, the program may need additional review and approval by the International Travel and Safety Committee (ITSC). IEGA/IEGI staff will assist with preparing for this review if needed. 
  • Once the IEAC has finalized their approval for your program, IEGA/IEGI staff will submit the program to SUNY's Office of Global Affairs (OGA) for approval. If approved, the OGA will issue a SUNY program code. This approval can take upward of 6 months and must be in place before students are registered for the program. Additional program development proceeds while awaiting SUNY approval. 
• Developing Your Program
  • Once the program obtains campus approval, IEGI staff will direct you to start the Faculty-Led Program Proposal application in our online Terra Dotta application system. Terra Dotta uses the university's CAS authentication system and will provide a centralized resource for you to collaborate with IEGI and IEGA staff on the program budget, agreements, and student applications. It identifies and ensures that all the required steps and documentation are completed before the program group departs overseas. It is also the same system students use to apply for Binghamton University education abroad programs, so this process familiarizes you with what students experience when they apply for an education abroad program. 
  • The Terra Dotta faculty application will include a Budget Worksheet to help you identify the potential program costs. The IEGA Financial Analyst will review the submitted worksheet to draft the program budget and student Estimate of Costs sheet.
  • Once you complete the initial program proposal and budget worksheet in the Terra Dotta faculty application, the IEGA/IEGI will schedule a Budget and Logistics Meeting. The goals of this meeting are to confirm the minimum and maximum number of students that can participate in the program, to identify any partnership agreements that need to be completed prior to departure, and to finalize the students' Estimate of Costs sheet and itinerary so the program is advertised accurately.
    • If you would like to review a sample Estimate of Costs sheet, you may select any of our current programs online and view the Costs tab; or email iegi@binghamton.edu to request a PDF copy. 
  • Once the program has received IEAC approval, you will be assigned an IEGI Program Advisor to assist you with developing the program website, marketing plan, and student application procedures. 
  • Faculty leaders are heavily involved in the promotion and recruitment of the program. Working in conjunction with the IEGI program advisor, the program will be advertised through a multifaceted approach, including our website, paper and digital flyers, social media activity, listserv messages, information sessions, advising hours, classroom visits, and fairs.
  • Faculty leaders determine the minimum requirements, prerequisites, and whether to include optional items in the student application process, such as a minimum GPA, foreign language skill level, resume/CV,  and student/faculty interviews. Faculty leaders also decide how they will participate in the review and selection process with the IEGI Program Advisor. 
• Student Applications and Preparing for Travel
  • The IEGI typically launches student applications for summer and fall programs in December; March 1 is the latest deadline for all summer and fall programs. The IEGI typically launches applications for winter, spring, and spring break programs in July; October 1 is the latest deadline for all winter, spring, and spring break programs. 
  • The IEGI will confirm when your program application is live to students, and the IEGI program advisor will follow up with students to encourage completed applications. 
  • The IEGI will monitor several factors to ensure the program will run successfully, including
    • Whether the required minimum number of committed students is met once the student application deadline has passed
    • Whether SUNY's OGA has approved the program and issued a SUNY program code
    • Whether the Binghamton University Budget Office has approved the program budget 
    • Whether all required parties have signed any partnership agreements 
    • Whether travel advisories with the U.S. State Department and the CDC permit safe international travel 
    • NOTE: The IEGI will manage all reservations and payments related to program arrangements in accordance with NYS Fiscal Guidelines. While faculty may be asked to assist with identifying and communicating with travel agents or overseas partners, faculty cannot make arrangements in their name, send payment to a provider/vendor, or collect payments from students.  
  • Faculty leaders are enrolled in the SUNY International Health Insurance policy, which includes evacuation and repatriation coverage. This is the same policy in which students are also required to enroll.
  • The IEGI Associate Director for International Partnership Development and Global Health and Safety will conduct a mandatory Health & Safety Training for all faculty leaders prior to your program's departure date. The faculty leader's financial responsibilities are also covered during this session.  Faculty leaders and co-leaders are required to attend this training session for every instance in which they are leading a program. 
  • The assigned IEGI program advisor and the IEGI Associate Director for International Partnership Development and Global Health and Safety will conduct a Pre-Departure Orientation for all education abroad participants on Binghamton University programs prior to your program's departure date. Faculty leaders are required to join the program-specific session to meet with their group, and to share their expectations and expertise regarding the program location and activities. 
  • IEGA/IEGI staff remain available for support throughout the duration of your program while overseas. Faculty leaders receive a 24-hour contact sheet and have access to 24-hour support from the required international health insurance.
• Steps When You Return
  • Based on the return date on their R&A, faculty leaders have 10 calendar days to submit any receipts and advanced funds related to the program to IEGI, and must remain available to assist with the travel expense report reconciliation. The IEGI is required to reconcile the travel expenses with the Binghamton University Travel Office within 30 calendar days, in accordance with New York State fiscal guidelines. 
  • The online Terra Dotta faculty application will prompt you to submit a Program Evaluation, identifying what went well, what could be improved, and whether the faculty leader would like the program to run in the future. 
  • Faculty leaders should be prepared to submit the students' grades to IEGI within 30 days of the program end date.
    • Students are also required to submit a program evaluation to IEGI before their grades are submitted to Student Records for processing.
  • Once the program budget has been reconciled and 80% of the student evaluations are received, the IEGI will create and distribute an IEGI Program Summary outlining the details of the program development, marketing, student application period, and program experience. The IEGI Program Summary concludes with a recommendation of whether the program should be offered again and suggested improvements to the program's design.
• Support Provided by IEGI at Each Step of the Process
  • Guide preliminary program design
  • IEAC proposal & approval 
  • SUNY OGA approval
  • Coordinate partnerships/agreements
  • Support for organizing travel logistics for your group
  • Budget/Logistics meetings
  • Terra Dotta application software
  • Faculty application support
  • Student advising and application support
  • Support for program marketing
  • R&A completion
  • Faculty/staff appointment letter
  • International health insurance enrollment
  • Faculty pre-departure training 
  • Support for student pre-departure orientation
  • Student credit registration 
  • 24-hour contact list
  • Health insurance case assistance
  • Travel expense processing 
  • Grade reporting
  • Student program evaluations
  • IEGI Program Summary

Developing, promoting, and leading a faculty-led education abroad program is one of the most rewarding ways to share your expertise with a group of students.

The process from proposal to group travel takes, on average, 18 months. Full details are provided in the sections listed here. Please contact the IEGI with any additional questions at iegi@binghamton.edu.