Logistics

1. Mixing with the Local Culture

One of the most rewarding experiences for participants of study abroad programs is getting to know the host culture, and program planning should include consideration of and logistical planning for activities that will allow students to engage with that culture in meaningful ways. Here are some examples of how to incorporate these experiences into your Faculty-Led study abroad programs:

Invite local students to participate in your program in some way
Introduce collaborative projects between your students and the local students abroad
Coordinate field trips and excursions with local students
Attend local festivals, ceremonies, events, plays, etc.
Invite local speakers to give guest lectures
Set up language partnerships between your students and the local students abroad

2. Proposals and Approval

Each institution should develop a process to help guide the development of programs, approve new programs, and evaluate programs that will continue. As discussed above, the recommendation from the USG International Education office is to assemble an Institutional Study Abroad Committee who will help guide the institution towards a decision about your approval process for new and continued programs.

For reference, Section 21 Study Abroad Programs of the USG Business Procedures Manual stipulates that all new/inaugural programs must be approved “by the president of the institution, or his/her designee, under the authority delegated to the president by the Chancellor.” Further, there must be an annual review of all programs and “institutions must conduct a review of all returning study abroad programs.”

The establishment of an Institutional Study Abroad Committee will help each institution institute a process in which new and continuing study abroad program offerings are reviewed. You might consider the following:

Timeline for receiving and reviewing proposals (e.g. annually, bi-annually, rolling basis)
Type of proposal for different study abroad activity (e.g. You may have a different proposal for Faculty-Led programs, than for proposing an international partner to establish bilateral exchange)
Level of authority (e.g. Who will you require to sign-off - Senior International Officer? Deans? Department Chairs? Business Managers?)
Documents you may require:
- Program budget template
- Timetable for program implementation (including payment deadlines, and cancellation/refund policies)
- Learning outcomes, draft syllabi
- Proposed itinerary and official program operating dates
- Proposed faculty/staff +Emergency response plan, including 24/7 emergency contacts who will accompany programs
- Contingency plans - identify faculty/staff as back up in case program leader becomes incapacitated
- References, if any Third Party Providers are being used
- Program development visit report (if applicable)

3. Accommodation

Types of accommodation include on-campus/partner university dormitories (single, shared, suites with shared living areas), hotels, hostels, guest houses, apartments or homestays. Securing accommodation may be one of the first tasks in planning for a study abroad program as some dormitories, for example, may require deposits 8 months to a year in advance.

When choosing the type of accommodation(s), consider the following:

Expense
Facility itself
- Cleanliness and overall maintenance.
- Security of facility and evacuation routes - fire/emergency exits.
- Will your students need to share a room, or will they have their own?
- Laundry?
- Internet Access?
- In more extreme temperatures, is there A/C,fans and heating?

Location/local Area
- Safe neighborhood?
- Close to education facilities?
- Ease of local transportation?

Do you have students with special arrangement needs? (e.g. disability access)

Integration with local culture
- How will your students integrate (or not) with local students?
- What exposure will your students have to local people/families? Local language/customs?

How will your students eat? Self-catering vs. meal plans
How much time is needed to arrange? Hotels are quick and easy, but homestays require much more time
Where will participating faculty and staff be housed in relation to the students?
If using host families or homestays, ensure that the families have gone through an adequate screening process and have been properly vetted
How will you assign/place students? Consider using a preference questionnaire but keep in mind that offering ‘too much’ choice will make the program more difficult to plan
Is there a procedure for addressing complaints?

Accommodation evaluations are a useful tool in helping the Program Director/study abroad office determine if there are any problems that should be resolved.

4. Group Travel Arrangements

When planning for Faculty-Led programs, some institutions may decide that they prefer faculty and students to travel together, ensuring that all participants arrive at the site at the same time. However, some institutions may decide to plan for students and faculty to meet at the site.

If participants will travel together, you may be able to secure a group rate for airline tickets when you have 10 or more participants. Group tickets may also make arranging airport pick-ups easier to facilitate. Please keep in mind that securing a group rate will require advance planning, since seats will need to be reserved 6-10 months in advance and secured with a deposit.

However, group flight purchases are not always the cheapest option, and involves more work and coordination on the part of the study abroad office and/or Program Directors. Keep in mind that some students may request to fly separately from the group using frequent flier miles or ‘buddy passes.’ Others may wish to travel on their own before or after the program. These options can be cheaper and offer flexibility for the students but we would caution against students relying on utilizing a standby seat to travel to the program, as their delay could cause disruption to the other participating students and/or the faculty.

If purchasing group tickets, consider the following:

What is the minimum number of tickets that need to be purchased for the group rate to apply? What happens if you fall short?
What taxes and fees are included in the price?
Is there a cancellation policy, and what is the penalty for changes and cancellations?
What is the deposit due date for the tickets, and when is the final payment deadline?
When is the final list of group flight names due to the airline?
Inquire if the travel agent can also help process visas for the group (if applicable).
Is it possible for a student to alter their arrival/departure date and if so, how is this done?

You may also want to look at other group ticket options to keep costs down. Group meals, train tickets, museum/exhibit admissions, etc. are good options to pursue. Keep in mind that some have minimum and maximum number requirements, reduced rates may require proof of student/educator status, required tour guides, wardrobe requirements, and tight reservation schedules.

Student-focused travel organizations or Third Party Providers may provide ease for making group arrangements as they cater to travel for study abroad groups.

5. Meal Planning

Meals should take advantage of the host country culture as much as possible while taking into account the program structure and budget. Ideally, there should be a balance between quality, authenticity, affordability and convenience.

Programs may include some, all, or no meals in the fee they charge students, but all programs must determine how students will have access to dining services or cooking facilities during their time abroad and must inform students of these options.

Consider students with special dietary needs, if your accommodation facility provides any meals and how faculty/staff meals will be purchased.