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:
- The UT Experiential Education Abroad Proposal Form (Fall or Winter Programs) or the UT Experiential Education Abroad Proposal Form with all requisite signatures for all new and recurring Education Abroad experiences by Nov. 1. Please turn in the hard copy to the International Programs Office in Plant Hall 300 and complete the online application form.
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 should be based on a minimum of eight student participants
- 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.