2.5.1
Steps to Developing a Study Away Course

An important note about time: It is never too early to submit a proposal for approval. Proposals may be submitted as early as 18 months prior to the class. Proposals submitted 6 months prior to the class may not be approved by the Study Away Advisory Council. The Study Away Advisory Council meets during the first week of the months September-June. It is recommended that proposals be submitted at least 9 months in advance.

Step 1: Faculty member contacts Study Away Director informally about the information and procedures for the course.

Step 2: Faculty member will present the proposal (2.5.2) and syllabus to his/her Department Chair for approval.

Step 3: Faculty member presents the proposal (2.5.2) and syllabus to his/her Dean for approval.

Step 4: Faculty member presents the approved proposal form (2.5.2) and syllabus to the Administrative Assistant to the Associate to the Provost.

Step 5: The Advisory Council considers and approves the proposal and syllabus.

Step 6: Director, faculty member, and Western Institute Financial Officer map out tentative budget. Course may be listed and publicity may be distributed at this time with the prominent listing of the price as tentative.

Step 7: Faculty member secures three bids to cover airfare, travel, or lodging (see page on benefits and disadvantages of working through a travel agent).

Step 8: Director, faculty member and finance person finalize budget and “make” number, i.e. the minimum numbers of students for a trip to take place. Once these figures are in place; they cannot change.

Note: Steps 6-8 may be consolidated into one step.

Step 9: Publicity begins. Students register sign enrollment contracts obtained from the instructor or the Director of Study Away. For international trips, Director or instructor direct students on how to obtain passport (and visa if necessary) and direct students to apply immediately.

(Concurrently students may apply for scholarship money available through Study Away. See Student Handbook on Study Away Web Page for procedures).

Step 10: The Study Away Director and Administrative Assistant will visit the first class meeting to distribute and collect forms.

Step 11: Three weeks prior to departure the Director informs faculty member which students will not be allowed to travel because of missing or incomplete paperwork.

Step 12: The travel component takes place.

Step 13: Upon return and end of class, students and faculty fill in Study Away evaluation form.