International Programs Program & Budget Planning

Proposal for Faculty Study Tours

I. Approval Process

As an institution, Minot State University has certain responsibilities and legal obligations toward our
faculty and students who travel abroad on university business. It is important that care is taken to
systematically check on issues of safety and travel advisories of the U.S. Government for foreign
destinations of our staff and students. Any college, department, unit, individual faculty member or
student organization planning an exchange with an institution abroad, a study abroad program, study
tour, or other international activity for MSU students must seek prior approval from the MSU
International Advisory Committee and Academic Affairs Council by submitting an official proposal
to the Office of International Programs.

Approval for individual activity, programs or tours abroad require information on the location of the
proposed activity, when it will occur, who will accompany the group, who will host the group in the
country of destination, and basic risk management. The review will be completed as quickly as
possible and might include, as appropriate, the advice of University Legal Counsel.

Please complete and return this form, initial budget, and Faculty Study Tour Agreement to the Office
of International Program by the following dates:

Summer Term: April 1st the previous year

Fall Semester: October 1st the previous year
Spring Semester: April 1st the previous year

If more space is necessary for complete answers, please attach additional sheets.

II. Program Sponsorship

Your name: Department:

Email: Phone:

It is expected that faculty work with an official travel agency or program provider to
arrange logistics of the program (e.g. flights, accommodations, on-site travel, some
meals, etc.). What is the name of the agency/provider that you will be working with?

Program Provider:

Address:

Contact Person(s):

Email(s): Phone:
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last updated 9/2/2016
 Additional Information: ____________________________________________________

________________________________________________________________________

III. Curriculum and Program Design

Timeframe • Indicate proposed program dates:

Location • Program Destination(s) (City/Province, Country):

Course of Record:
Study Tour course numbers MUST end in 496 (for example: Spanish 496, Humanities 496,
Biology 496, etc). What MSU course do you plan to teach?

What term will the course be listed on the MSU class schedule (ex. summer, fall, spring,
Maymester)? _________________________

Note: study tour enrollment will be handled through the Center for Extended Learning.
Compensation for leading a study tour follows the CEL model used to fund summer courses.
Additional information regarding compensation/contracts can be obtained by contacting the
Dean for the Center for Extended Learning.

Attach a brief syllabus of the course.

• Are there any prerequisites or special requirements for admission into this program?

• What academic requirements does the course fulfill? (major, minor, or other graduation
requirements)

• What evidence do you have that students would be interested in participating in this program?

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IV. Participant Eligibility

• The desired maximum leader to student ratio is 1:8.

• What is the maximum number of participants acceptable on this program? ________
• What is the minimum number of participants needed in order to run the program? ________

• Will you accept: ___ undergraduates only

(check all that apply) ___ graduates only
___ both undergraduates and graduates
___ non-MSU students

• What, if any, additional application material is required from the host institution/tour company
(e.g., housing application or placement preference, references, etc.)? Please submit copies of
additional forms.

• What arrangements exist for responsible supervision of participants throughout the program?

• If you plan to take an additional Tour Leader (for enrollment over 8), please describe selection
criteria and a selection process that engages the relevant department and/or academic program.

V. Program Details and Facilities

Please note that all of the below details are required in order for the International Advisory
Committee to be able to make a decision whether or not to recommend approval of the
program.

• Where will instruction take place? Where are classrooms or other facilities located and who is
the contact person (and contact information) for organizing this space?

• Describe the type and location of accommodations. How were accommodations selected?

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• Provide exact details on how students will commute from housing to the classroom/lecture
location?

• How and where will meals be provided?

• One way to improve exposure to the host culture, something most participants look for, is to
include a field study or volunteer/community service component. Alternatively, teaming MSU
students with local students or arranging even brief home-stays are good options, if they are
appropriate for your destination. How would field study or service learning be incorporated
into class requirements? Who (locally) will arrange these experiences?

• In a separate attached document, please describe the planned daily itinerary in detail, including
excursions and/or field trips. Include method of transportation and provisions for
accommodation/meals. Include here the names and contact information of any local
person/agency arranging excursions, accommodations, etc. Please ensure that arrangements,
especially transportation (vehicles and road conditions) and drivers meet the best local
standards.

• Are flight arrangements part of the program? ______Yes ______No. If not part of the
program budget, how will participants travel abroad? If you are not arranging flights, what
travel agency is (include contact name and number)?

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VI. Health and Safety

• What medical services are available in the host communities?

• What provisions can be made for emergency health services? Note that all students studying
abroad will be enrolled in the MSU designated international emergency medical, evacuation, and
repatriation insurance. The Office of International Programs arranges and charges for this
coverage.

• Will the program provide on-site orientation to participants about health and safety issues?
Yes No

• Provide the location of nearest U.S. Consulate(s) or Embassy(-ies):

• It is a faculty leader’s responsibility to be aware of any notable health or safety risks (e.g.,
political instability, infectious diseases, potential natural disasters) that might exist at the
program location. Please explain any such risks in the space provided. Is there currently a U.S.
Department of State Travel Warning or Travel Alert in the destination(s)? Check
www.travel.state.gov for travel warnings or alerts, and visit www.cdc.gov/travel for
information regarding traveler’s health.

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VII. Program Budget

Because these programs are short and most student budgets are tight, the per-student Program Fee
should be $2,000 – $3,500. Additionally, students must pay tuition. Including tuition, program
fee, and airfare (if not built into program fee), students should not pay much more than $4000,
and, of course, less is even better.

The budget worksheet gives an idea of the costs that go into the Program Fee. Once we have
estimates, the OIP creates the program budget and sets the Program Fee. Faculty Directors must
work closely with OIP on all budget matters. Raising program costs late in the planning stage
may result in “sticker shock” and drop outs. Programs may not run over budget.

Please provide cost estimates of the following items that are applicable to your proposed program
(excel spreadsheets work best).

1. Faculty Director Expenses

a. Housing
b. Meals
c. Airfare
d. Excursions w/ group
e. Museum/special events entrances
f. Transportation to/from airports (domestic)
g. Transportation to/from airports (international)

2. Group Expenses (as necessary)

a. Program cell phone (if one not already available)
b. Orientation tour/dinner
c. Farewell meal
d. Classroom/program facilities
e. Guest instructors’ honoraria (include transport, meals, only if necessary)
f. Local home-stay or other coordinator fee (if appropriate)
g. Airport transport for group

3. Student Individual Expense

a. Accommodation cost total
b. Meal cost total (if not all meals provided, estimate additional cost below)
c. Bus/museum passExcursion/field trip cost total
d. Airfare from Minot (if included in program fee)
e. Book/course materials cost to student (if included in program fee)
f. International Medical and Emergency Insurance (required insurance through the Office of
International Programs)

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VIII. Departmental and College Support

We, the undersigned, have fully reviewed the attached proposal and support the initiative to
establish this study tour with objective of providing students with an academically rigorous and
well planned experience in an exciting international destination.

_______________________________________ ___________________
Signature of Faculty Leader Date

_______________________________________ ___________________
Signature of Sponsoring Department Chair Date

_______________________________________ ___________________
Signature of Sponsoring College Dean Date

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 Faculty Study Tour
Office of International Programs Program Agreement

Dear MSU Faculty Member,

Thank you for your interest and enthusiasm to facilitate an MSU study tour! Your efforts thus far are
greatly appreciated and we are excited to continue the development of the program. In addition to
formally recognizing your contributions, the purpose of this letter is to clearly outline the expectations
and responsibilities involved with leading an international study tour.

Faculty Leader Role/Responsibilities

First and foremost, we must highlight that program facilitators are representatives of Minot State
University and are therefore expected to uphold and model academic and professional integrity during
all phases of operating a study abroad program. Accordingly, program facilitators are responsible for
enforcing Minot State University’s Student Code of Conduct, and to act as willing liaisons between
the participant group and representatives of Minot State University.

As you already know, above regular teaching and academic duties, each study tour faculty leader is
expected to take on additional responsibilities throughout the different phases of development and
operation of the program. These additional responsibilities include, but are not limited to:

Pre-program
 Development of program itinerary, budget and course curriculum; Submission for approval to
appropriate administrative/academic offices
 Market the program in cooperation with the MSU Marketing Department and Office of
International Programs (OIP) to recruit participants
 Coordinate application review and acceptance of participants with the OIP
 Coordinate travel arrangements and accommodation
 Assist in planning and conducting pre-departure orientation sessions for participants
 Become familiar with all issues presented during the orientation sessions, especially topics of
health and safety, and crisis management procedures established by the OIP
 Become trained in First Aid and CPR skills through the American Red Cross
 Other administrative duties as necessary

On-program
 Course instruction
 Confirmation and coordination of all program activities and arrangements
 Assistance with airport/train/bus transfers
 Facilitation of hotel/housing check-in and check-out
 Conduct daily briefings and debriefings with program participants
 Interpretation of culture (and language if able)
 Assistance with local information and suggestions for free time
 Carry out disciplinary procedures as needed, according to program rules and MSU’s Student
Code of Conduct
 Remain available and accessible to participants 24-hours/day for support and assistance
throughout the entire program duration
 Provide emergency assistance as needed

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Post-program
 Grade reporting to the Registrar’s Office
 Ensure that academic course evaluations are completed and turned in to the appropriate
academic office
 Ensure that international programs student evaluations have been turned in to the OIP
 Provide feedback to the OIP for future improvements

Compensation/Benefits:
Compensation for leading a study tour follows the Center for Extended Learning model used to fund
summer courses. Additional information can be obtained by contacting the Dean for the Center for
Extended Learning.

Office of International Programs Role/Responsibilities

 Assist with creation of official program flier and secondary publicity for program, including
advising/promotion through study abroad informational sessions, web site, class visits,
newspaper ads, etc
 Provide, distribute, process, and archive student application materials
 Build and revise budgets as necessary for program and set Program Fee
 Collect Study Abroad Program Fees from students
 Maintain contact with students to advise them on administrative issues, costs, payments, and
registration
 Ensure that students complete requisite paperwork for risk management and insurance purposes
 Support faculty director by assisting with cost estimates
 Pay bills and arrange cash disbursements on behalf of program
 Provide faculty orientations to ensure directors have necessary information and that it is
understood
 Provide student orientations on general safety and health issues in study abroad
 Provide program feedback forms and summarize results

Thank you for the time, energy, and commitment that you have and will give to this study tour
and MSU students. You role will help transform lives.

By signing this letter, you understand and agree to the duties and responsibilities outlined in the above
sections. In addition, you agree to abide by the policies and procedures established by Minot State
University and the Office of International Programs in regards to study tours.

Sincerely,
Libby Claerbout
Director, Office of International Programs
500 University Ave West, Minot, ND 58707
phone: 701.858.4155
email: Libby.Claerbout@minotstateu.edu

I, _____________________________, understand and agree to the duties and responsibilities

outlined in the Faculty Study Tour Program Agreement.

_______________________________________
Signature

__________________
Date