Faculty directors, program directors and program assistants:
Prior
to any international travel and the actual incurring of expenses, all
University-sponsored travel requires written approval by the appropriate
designated authority (i.e. senior staff members, academic deans and
associate deans). The approved travel report form must also be forwarded
to the International Programs Office in order to monitor any travel
advisories.
The International Programs Office monitors country
travel warnings, advisories and/or public announcements set forth by the
U.S. Department of State (or other agencies, e.g. the World Health
Organization and the U.S. Centers for Disease Control and Prevention).
If a travel warning, advisory or public announcement is in effect for
the date of intended University-sponsored travel, the International
Programs Office will forward information to the provost for further
review, including potential recommendations for trip cancellation if
there is found to be substantial risk to the traveler.
UT Travel Courses
for academic credit and UT Experiential Education Abroad (e.g. community
service-learning, athletics abroad and student research abroad) are unique
opportunities for students to internationalize their plan of study and develop
intercultural skills. Nearly 500 Spartans went abroad last year with over
half choosing a UT academic experience. The International Programs Office is
committed to making this process as streamlined and organized as possible,
while maintaining a high level of quality and enhanced safety and security
measures.
If you are interested in contributing to UT's internationalization efforts by
leading your own UT Travel Course or UT Experiential Education Abroad, please submit a UT Education Abroad proposal
form by Nov. 1 of the academic year before the course will be offered.
UT Travel Courses (for academic credit)
A UT Travel Course Proposal form is required by the International
Programs Committee and the International Programs Office regardless if you
have led the same course in the past. As part of your submission, please
include the following items:
- The
UT Travel Course Proposal Form (Fall or Winter Programs) or the UT Travel Course Proposal Form (Spring or Summer Programs) with all requisite signatures for all new and recurring travel
courses by Nov. 1. Please submit
both a hard copy to the International Programs Office in Plant Hall 300 and
complete the online application form.
AND
- The Curriculum
Committee Course Form is
required for all new travel courses.
If the International Programs Committee approves your proposal, it will then
pass on your completed course proposal form to the Curriculum Committee for
review.
OR
- A Destination
Change Memo is required for
recurring travel courses that plan to change destination. Please submit the memo (see attached example)
detailing the destination change when you submit the UT Travel Course Proposal
Form.
UT Experiential Education
(Community
service-learning abroad, athletics and other programs not for academic credit)
A UT Experiential Education Abroad Form is required by the
International Programs Committee and the International Programs Office
regardless if you have led the same experience in the past. As part of
your submission, please include the following items:
Helpful
Guidelines for Preparing Your Proposal
UT Travel Courses Abroad
For your
reference and to aid you in developing a UT Travel Course Proposal, below are
some of the factors that the International Programs Committee considers when
reviewing and approving proposals:
- Inclusion
of all required materials, including a syllabus for the course, and all
relevant signatures
- A clear
curricular rationale for destination and each activity on the itinerary
- A
clear and complete budget breakdown including airfare, faculty director and
program assistant costs, and all costs associated with student and faculty
travel. (Tuition is billed separately by the Bursar's Office)
- An
overall program cost that is priced competitively for location and duration of
the trip
- Pricing
based on a reasonable estimate of student participation (average travel course
enrollment is 12-14 students)
- Impact
on other UT Travel courses or experiences that travel to similar regions and/or
target similar groups of students (e.g. specific majors)
- Consideration
of possible student pool and eligible population to register for course. For
example, will the course meet a Baccalaureate requirement and thereby be applicable
to a large number of students?
- Potential
conflicts of interest if proposal includes teaching non-UT students at site
locations
- An
understanding that summer teaching cannot be in-load
- Housing
and accommodations for students and faculty/staff abroad must be licensed,
insured and vetted
- An
understanding that faculty and staff cannot use personal credit cards to book
any part of the program (including airfare); all payments must go through a UT
agency account approved by International Programs Office.
UT Experiential Education Abroad
For your
reference and to aid you in developing a travel proposal, below are some of the
factors that the International Programs Committee considers when reviewing and
approving proposals:
- Inclusion
of all required materials and all
relevant signatures
- Approval
of the UT Faculty/Staff Advisor, International Programs Office, the Dean of Students or the Athletic
Director
- A
clear rationale for destination and each activity on the itinerary as it
relates to student development/leadership
- A
clear and complete budget breakdown including airfare, program director and
program assistant costs, and all costs associated with student and faculty
travel
- An
overall program cost that is priced competitively for location and duration of
the trip
- Pricing
based on a reasonable estimate of student participation (average travel course
enrollment is 12-14 students)
- Impact
on other UT Travel courses or experiences that travel to similar regions and/or
target similar groups of students (e.g. specific majors)
- An
understanding that a student cannot be a Program Director or Program Assistant
- Housing
and accommodations for students and faculty /staff abroad must be licensed,
insured and vetted
- An
understanding that faculty and staff cannot use personal credit cards to book
any part of the program (including airfare); all payments must go through a UT
agency account approved by the International Programs Office.