Study Abroad & Exchange

Faculty-led Program Proposals

Faculty-Led Study Abroad Programs are credit-bearing programs that must be reviewed by the campus’ Study Abroad Advisory Committee (SAAC). The program must be approved by the department chair and college dean for the academic department offering the program, the Office of International Education, the campus Risk Manager, and the Dean of Regional & Continuing Education (RCE) when offered as a self-support program. The deadline to submit a faculty-led preliminary proposal is approximately one academic year prior to departure.

Faculty-led Trips are non-credit bearing international trips.  The deadline to submit a faculty-led Trip preliminary proposal is approximately sixty (60) days prior to departure.

Faculty-Led Program Development and Proposal Process

Step 1: Prior to submitting a Program Proposal via TREK

I. Faculty proposing a faculty-led study abroad program must review the following resources before submitting the proposal:

II.    Faculty proposing a faculty-led study abroad program must confer with the following campus representatives before submitting a proposal to the Study Abroad Advisory Committee.   The purpose of this consultation is to carefully review the academic, financial, health, and safety aspects of the program proposal, as well as its feasibility and faculty rights and responsibilities.

A. Department Chair and College Dean

    • Discuss academic, fiscal, and strategic aspects of program development.
    • Determine the level of academic credit that may be earned (undergraduate, graduate, or both) and who is the intended audience for the program.
    • Determine whether this program will be offered using state-support or self-support.
    • Determine if any support is available from the department and/or college.

B. Study Abroad and Exchange (SAE) Coordinator

    • Discuss program options and obtain contact information for third-party providers (if applicable)
    • Discuss student interest in the region and the probability that the program will be attractive and affordable to students.
    • Examples of past successful faculty-led study abroad program proposals
    • Review current study abroad program offerings at CSU, Chico to determine how the proposed program complements and/or competes with other programs.
    • Discuss the responsibilities of a faculty leader of a faculty-led study abroad program.
    • Review SAAC Rubric for Evaluating Study Abroad Programs
    • Receive instructions for submitting the proposal application via TREK.

C. Regional and Continuing Education

    • Discuss program logistics and administration of the program through RCE.
    • Discuss fiscal policies and determine to what extent RCE will aid in budget development. 

D. Risk Manager

    • Discuss the health and safety aspects of the program proposed, with a special focus on potential risks associated with taking a group of students abroad, as well as the support provided by the campus.
    • Discuss campus and CSU policies governing international travel for faculty and students.
    • Learn more about campus and government resources and support available to faculty while abroad.
    • Discuss the cost of required insurance to be included in the budget of the proposed program.

Step 2: Submit a program proposal via TREK for review by the Study Abroad Advisory Committee

  • Complete the online TREK program proposal including the following questionnaires for preliminary review by SAAC:
    • General Information
    • Academic Information
    • Health, Safety, and Risk Management
  • After the above questionnaires are complete, the faculty should notify the SAE Coordinator who will submit the program proposal to SAAC for preliminary review.
  • After SAAC reviews the program proposal, the SAE Coordinator will provide faculty with feedback and/or requested edits to the proposal prior to final review by SAAC. A final review will require the completion of the additional questionnaires:
    • Budget
    • Application Deadline & Fee Payment Schedule
    • Program Assessment (for repeat programs only)
  • Once the program proposal is recommended for approval by SAAC, the SAE Coordinator will send a digital routing notification to relevant campus officials for review and approval (which will take no more than ten calendar days).
  • Then the proposal and supporting documents will be sent to Provost for final review and approval.   
  • SAE Coordinator informs faculty once the program receives official approval from Provost. Note: Official recruitment of students may not occur until after the proposal has been reviewed and approved by the Provost.
  • If a third-party provider is being used to coordinate study abroad logistics, the SAE Coordinator will work with the program provider, Risk Management, and Procurement & Contract Services to sign the final program-specific contract agreement. 

Step 3: After Program Proposal Approval

  • Recruitment: Student recruitment is the responsibility of the faculty member(s) leading the group.  The Study Abroad & Exchange team will work with the faculty to set a recruitment strategy and will support the faculty in implementing the recruitment plan.  Some of the recruitment strategies which have been proven to be successful in the past include:
    • Classroom presentations focused on target populations
    • Posting flyers around campus
    • Posting a display board in the college or department office
    • Making announcements at faculty and student meetings
    • Visiting clubs and associations, according to the interests of the target populations
    • Collaborating with major advisors and general education advisors
    • Utilizing appropriate social media to push messages and information to targeted student populations
  • RCE promotes self-support programs through the Passport to Learning website and with printed materials developed in collaboration with the faculty.
  • Student Advising: All prospective students will need to meet with an SAE advisor for program & scholarship advising. Discuss what (if any) federal or state financial aid will be available to students participating in the program.
  • Interested students will submit an application via TREK online account – SAE advisors will review applications to ensure students meet minimum program requirements
  • Enrollment: Program enrollment will be handled differently depending upon program administration.  Faculty will collaborate with SAE, RCE, program provider, and/or department (if state support) to determine enrollment procedures.
  • Enrollments are final when program fees are paid and course registrations are complete.

Step 4: After Program “Makes”:

  • Set a date for pre-departure orientation for students and faculty leader(s).
  • SAE will review participant applications for completeness and required documents.
  • Determine what (if any) immunizations and special preparation will be required of students.
  • Faculty Orientation: All faculty leading a group of students abroad are required to attend a faculty orientation with the SAE Coordinator or an SAE advisor.
  • Review the Chico Faculty Leader Handbook(opens in new window), Guidelines for Developing an Emergency Action Plan, and Emergency Response Procedures for Faculty (PDF) prior to departure.
  • All travelers (including faculty) will register with the US Department of State's Smart Traveler Enrollment Program (STEP) prior to departure.
  • Office of Risk Management will work with faculty and students to secure the required foreign travel insurance.
  • Upon arrival, complete the On-Site Contacts and Meeting Location Form (PDF) with students. 
  • Complete the Incident Assessment Form (PDF) if any incidents occur while abroad. 
  • Assure you have theDUO Mobile app(opens in new window) on your mobile device. Having the app notification vs. the calling function will come in handy when you need to access any Chico State platforms from overseas, including TREK and the Wildcat Portal.