Faculty Program Director Responsibilities

Faculty Program Director Pre-departure Responsibilities

Please click here to open the Pre-Departure Responsibilities document (PDF).

  • Program Development and Costs: Work with the USFSP Education Abroad Office to develop the program, finalize the itinerary, and determine cost. The final program price advertised in the program brochure is set by the USFSP Education Abroad Office.
  • Logistics: Coordinate travel arrangements, excursions, business visits. Using an International Education Organization (IEO) to make arrangements is recommended as this is time intensive for the program director. All IEO’s must submit a proposal and no contract may be signed by faculty members.
  • Budget Adjustment: Any adjustment of in-country costs should be communicated directly to the USFSP Education Abroad Office (not to the students).
  • Travel Advance: Should your program require a cash advance for travel expenses, it is imperative that you work with the USFSP Education Abroad Officer assigned to your program. As budgets are developed, the Education Abroad program officer is the main point of contact with regard to all financial matters. The Travel Authorization Request (TAR) and the travel cash advance are processed by the travel college processor.
  • Travel and Expense Procedures: Meet with the USFSP Education Abroad Officer to review travel and expense procedures. Reimbursement of expenses may be delayed or denied if proper receipting is not provided in a timely fashion upon your return to the U.S. See Upon Your Return (below) for more information.
  • Deadlines: Assist the USFSP Education Abroad Office by reminding participants of the due dates for deposit and final payment that are published in the program brochure. These deadlines are established so that the USFSP Education Abroad Office can determine if there is sufficient enrollment to conduct the program as well as adhere to overseas providers’ payment schedules.
  • Information Sessions: Hold a minimum of two (2) information meetings the semester prior to your program for student recruitment; plan class visits to announce your program to students. Maintain e-mail contact with interested students. Promote the program on all USF campuses and send information to colleagues at other institutions. All promotional materials will be provided by the USFSP Education Abroad Office.
  • Academics: Clarify specific academic expectations to students; provide a course syllabus and identify required text books to students at the first on-campus meeting. Provide a copy of the proposed program itinerary and schedule of activities.
  • Advising: Allocate time for academic advising of students seeking information on your program. The USFSP Education Abroad Office provides program enrollment and logistical advice to students but not academic advising.
  • Pre-departure Orientation: Schedule a pre-departure orientation meeting on the USFSP campus within a month of program departure. This will include country-specific information, cross-cultural and personal preparation for the program. Inform the USFSP Education Abroad Office of the date and time of this meeting so that our staff can participate and assist you.
  • Mandatory Faculty Pre-Departure Orientation: All faculty must participate in a faculty pre-departure session each year they are directing a program.

Faculty Program Director On-Site Responsibilities

Please click here to open the On-Site Responsibilities document (PDF).

  • Group Travel Arrangements: Accompany students on the group flight when the program officially begins. If you must travel in advance of the students, advise them early on that you will meet them upon arrival. You are expected to be in residence with the students during the entire program. After the official end of the program, you may return to the U.S. at a date later than the group return.
  • Program Services: Oversee the on-site administration and delivery of program services and features promised.
  • Orientation: Conduct or assist on-site providers with an on-site program orientation. Local safety precautions should be addressed. Provide cross-cultural and personal counseling as needed.
  • Teaching Standards: Teach the course(s) offered as part of the program and serve as the USFSP Instructor of Record. Enforce the same USFSP course and participation requirements for students abroad as on-campus.
  • Advising: Provide academic advisement for the students. If the program format does not involve daily teaching contact with the students, set regular office hours when students can meet with you.
  • Emergencies: Contact the USFSP Education Abroad Office or USF World emergency contact immediately if there are any emergencies or unexpected problems. If there are terrorist threats or other risks to the safety of the group, have students contact their families to inform them of the situation.
  • USF Representation: Serve as the official USFSP representative in any issues involving legal or medical emergencies. This may include in loco parentis responsibilities, such as taking a student to the hospital in the middle of the night.
  • Evaluation: Remind students to complete course evaluations on Explorance Blue and to complete the program evaluation in the Education Abroad System. Please refer to assessment schedule.

Faculty Program Director Returning Responsibilities

Please click here to open the Returning Responsibilities document (PDF).

  • Grades: Transmit grades to TBA no later than two (2) weeks after program termination.
  • Director Report: Submit a final Program Director Report (see guidelines below) to the USFSP Education Abroad Office.
  • Expense Report: If you have received a travel advance, provide an itemized expense report, with all program expenditures logged chronologically and receipts attached, to your college travel professor no later than two (2) weeks following the conclusion of the program. If you stay in country beyond the program termination, the due date remains in place: Mail your expense report including receipts and supporting documentation to your college travel processor (keep a copy).

Failure to submit this information will result in future cash advances being denied. Expenses itemized in your travel advance are final. Expenses that exceed, or are not included in the original budget, will not be reimbursed (with the exception of emergency purchases).

Program Director Report Guidelines

The information that you provide to USFSP Education Abroad is important for maintaining and improving program quality as well as informing and assisting colleagues who may be involved in this program or a similar program in the future. Faculty reports for summer programs are due no later than September 1; for programs offered during the academic year, reports are due within  four (4) weeks of the program’s end date. In writing your report, please address the topics listed below. Please submit one copy of this report to your department chair and one to the USFSP Education Abroad officer.

  • Recruitment and Publicity: Meeting dates, venues, attendance levels, print material used, productivity of method or event, info list serves created, most effective recruitment activities.
  • Program Preparations: Preparations conducted on-site, pre-departure orientation, student arrival and orientation, and other details you wish to include.
  • Academic Program: Courses offered, number of credits awarded, cooperation with a host institution, guest lecturers, and field trips. Please include information about how this study abroad program enhances the curriculum and department at USFSP. Student performance assessment—how determined and how documented. Attach a copy of all syllabi.
  • Assessment of On-site Logistics and Support: Level of cooperation, general assistance, any perceived difficulties in working with the administrative office of the host institution abroad. Student accommodations, classroom space and equipment, meals, local transportation, field trips, special events, etc.
  • Student Issues: Were satisfactory solutions found to most student problems? How could such problems be avoided or minimized in the future? What aspects of the culture did students react to negatively/positively? How were cultural adjustment issues resolved with students?
  • Health and Safety Issues: Did any health-related incidents occur (accidents, serious illness, and mental health crises)? Were any crimes against students or faculty committed? Were health-care facilities adequate? What, if any, steps need to be taken to make the program site safer next year? Are there political, social, cultural, environmental issues on-site that require special attention for future programs?
  • Program Benefits: How has involvement in this program enhanced your own professional development? How did the program enhance students’ academic, personal, professional, and cross-cultural learning?

Finances/Budget: Do any adjustments need to be made to the program budget to improve the program and/or better reflect costs in the host country? Note exchange rate during program dates.