Customized Programs

1. Submission of proposal to OIE for Office of the Provost's approval
2. After approval
3. Within the first two months of the semester in which the program is offered (submission of OIE paper work, i.e. B-14, etc. to the Office of the Provost by the third week of February or October for Spring and Fall semesters, respectively, and a week after Spring Break for the Summer semester).
4. During the trip
5. After the trip


1. Submission of proposal to OIE for Office of the Provost's approval

Faculty leader is required to submit proposal to the Office of International Education, including:

a. Bio-paragraph of academic leader reflecting relevant international educational experience.

b. Title of the course

c. Number of credits.

d. Course(s) registration(s) number(s), i.e. independent study, regular course, etc.

e. Student learning objectives - outcomes of the program.

f. How many students are required to register in the trip.

g. Description of the budget and program fees charged to students. Include payment policy (deposit, final payment, refund policy, and deadline(s)).

h. Syllabus (SACS format), including contact hours (how many contact hours i) before departure, ii) during the trip, iii) after the trip). If undergraduate and graduate students are both enrolled in this course, submit separate syllabi for the graduate and undergraduate students.

i. Semester and dates of the trip

j. Tentative agenda

k. Written authorization of the academic unit's dean for the submission of the proposal.

l. Rationale to use a different travel agency or provider from the UT System Travel Agency, if applicable.

2. After approval

a) Faculty leader is required to attend a training program.

Components to be covered:

i) International Educational Fund Scholarship (IEFS) conditions,

ii) SOS Emergency Assistance,

iii) health insurance, international coverage,

iv) procedures for dealing with emergencies and minimizing risks,

v) maximizing learning outcomes,

vi) ethics of international education, i.e. accountability of resources,

vii) cultural challenges,

viii) international education and UTD mission,

ix) Texas Higher Education Coordinating Board Certification Form for New and Existing Study Abroad,

x) international education is not mandatory, it is a complementary tool of education,

xi) OIE is not a travel agency,

xii) institutional protocol, i.e. liability, medical forms, OIE deadlines,

xiii) 24/7 institutional contact information,

xiv) students with special needs,

xv) sexual harassment.

b) Faculty leader must submit to OIE

i) Out of State, Foreign & Field Trip Course Approval Form

ii) Texas Higher Education Coordinating Board Certification for New and Existing Study Abroad Course Memorandum, endorsed by the academic unit's Dean.

iii) To advise all participating students to register in the SOS emergency insurance system (if the program does not use the UT System Travel Agency).

iv) A written approval from the Assistant Vice President of Business Affairs for Procurement Management to use a travel agency or provider different from the official UT Dallas travel agency, currently Carlson Wagonlit, if applicable.

v) Contact information for the travel agency or provider, if applicable, including individual who would be able to address any issue of financial concern.

c) Participating students are required to satisfy the OIE protocol. This should be done in coordination with the faculty leader during one regular class. The following documents must be completed by all participating students:

i. OIE Application Form and Information Sheet

ii. Foreign Travel - Participants Release and Indemnification Agreement (B4-E for Adults or B4-D for Minors).

iii. Medical Information and Release Form (B4-C for Adults or B4-B for Minors).

iv. U.S. immigration paper work and visas, i.e. I-20 visa or DS 2019, if the student is international.

v. Provide copy of proof of

a. International health insurance.
b. Confirmation of SOS emergency assistance registration (if the program does not use the UT System Travel Agency).
c. Passport, and
d. Airline ticket (if the program does not include air fare).

d) Participating spouses, alumni, or students not currently enrolled in the program are required to satisfy the following items:

i. To obtain the SOS emergency assistance (at the cost
of the participant).

ii. Foreign Travel – Adult Participants for Spouses, Alumni
and Student Not Registered in the Program Release and
Indemnification Agreement (see attachment).

iii. Medical Information and Release Form (B4-C)

a. International health insurance.
b. Confirmation of SOS emergency assistance registration (if the program does not use the UT System Travel Agency).
c. Passport, and
d. Airline ticket (if the program does not include air fare).

 

3. Within the first two months of the semesters in which the program is offered (submission of OIE paper work, i.e. B-14, etc. to the Office of the Provost by the third week of February or October for Spring and Fall semesters, respectively, and a week after Spring Break for the Summer semester).

a) Faculty leader

i) To submit Student/Team/Group Travel Authorization – Exhibit B14, including final list of student's names to OIE, including spouses, alumni and students not registered in the program. If new names are added subsequently to the list, faculty leader must inform OIE to ensure all participating students will comply with the institutional protocol before departure.

ii) To confirm all participating students have registered in the SOS emergency assistance system (if the program does not use the UT System Travel Agency). To submit a written and signed statement confirming that all participating students have registered in the SOS system.

iii) To ensure all participating students attend an OIE pre-departure orientation session or have accessed an electronic OIE pre-departure orientation session. A written and signed statement by the faculty leader will be requested from OIE. Faculty should not confuse the OIE pre- departure orientation session (health, safety, insurance, cultural information, consular information, etc.) with the academic program's pre-departure session (agenda, academic objectives, program expectations, etc.).

iv) To submit final agenda / program and itinerary of the trip to OIE.

v) To submit relevant foreign contact information to OIE.

vi) To submit contact information for the UTD department and/or program, including the individual most knowledgeable concerning all aspects of the program.

vii) To confirm the program has support from on-site / host institution to manage a crisis and provide support in case of emergencies. This should include the participation of at least two UT Dallas leaders per group, especially when the number of students is more than 10.

b) Office of International Education is required to submit to the Office of the Provost

i) Student/Team/Group Travel Authorization - Exhibit B14 and

ii) OIE - Check lists

iii) Out of State, Foreign & Field Trip Course Approval Formto submit to the faculty leader

iv) Faculty program packet, including

a. A copy of B14, authorized by the Office of the Provost

b. Set of copies of Medical Information and Release Forms (B4-C for Adults or B4-B for Minors).

c. Set of copies of students' passports.

d. Set of copies of students' health insurances.

e. U.S. Embassy and Consulate information.

f. UTD emergency protocol.

g. SOS information.

4. During the trip


a) Faculty leader is required to notify OIE of

i) Arrival at destination.

ii) Any up date of foreign contact information and/or program, if needed.

iii) Return of the group to Dallas .

5. After the trip

a) Students should evaluate the program using the following
instruments:

i) Returning Study Abroad Evaluation (this questionnaire is voluntary and should be sent directly to OIE).

ii) Course Evaluation.

b) Faculty leader must submit a statement of the impact on student learning of this experience abroad (mandatory).

Calendar:

Proposals for calendar year 2013 should be submitted to OIE by August 1, 2012.