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 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 insurance,
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.
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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 insurance 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 Insurance (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 insurance
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).
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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 insurance 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.
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 academic year 2009-10 should be submitted to OIE by July 15, 2009. Approved programs will be announced on the Customized Programs page (in the student’s section) of the OIE website by August 17, 2009.
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