For Faculty & Advisors
The Office of Study Abroad and International Student Services provides resources to advisors of students who plan to study abroad, as well as faculty as they plan to and prepare to lead students on one of Southwestern’s faculty-led study abroad programs. A faculty-led program is a study abroad experience led and taught by SU faculty.
Faculty: please click here to access the form to complete and submit a recommendation on behalf of a student who has submitted a Study Abroad Appeal
When planning to lead a faculty-led program (open to tenure and tenure-track faculty), whether it is to lead the London Semester Program or when proposing a summer faculty-led program, the first step is meet with the Director of Study Abroad and International Student Services; the next step is to submit a proposal. It can be overwhelming to create a proposal for a study abroad program. Here are a few resources for you as you begin planning this proposal.
STEP 1: The key to success is to work closely with The Office of Study Abroad and International Student Services (SAISS). Monya Lemery, Director of Study Abroad and International Student Services, firstname.lastname@example.org
STEP 2: Prepare a Proposal
Program Proposal Summer 2025
Deadline February 19, 2024 for programs to be offered in summer 2025
- submit summer proposal via Google Classroom (Google Classroom will create your personal copy of forms)
- Faculty-led Proposal - Chair Endorsement Form
Program Proposal London Fall 2025
Deadline February 19, 2024 for programs to be offered in Fall 2025
- submit London proposal via Google Classroom (Google Classroom will create your personal copy of forms)
- Faculty-led Proposal - Chair Endorsement Form
Handbook for Proposing and Leading a Faculty Led Program (Google Doc) or PDF
18 to 24 months (or more) prior to program start
Meet with the Director of SAISS to plan program details, request proposals from study abroad providers and select a provider to partner with on the program. The process of soliciting proposals can take several months.
15 to 18 months prior to program start
Program Proposal Form due to the Office of Study Abroad and International Student Services (SAISS): February.
10 to 13 months prior to program start (summer prior to departure)
Make any necessary program revisions as suggested/requested/required by IPPC, Risk Management Office, Insurance Carrier, and Office of the Dean of Faculty. Assist SAISS with preparation of marketing materials and contract negotiations with program provider.
3rd Tuesday in September: Study Abroad Fair
Be prepared to discuss general program costs, credit, excursions, classes, etc.
Collect names from interested students
6 to 9 months prior to program start (fall)
Focus on recruiting students for program
Student application deadline (summer). Work with SAISS Office to accept students into program
Student application deadline (fall). Work with SAISS Office to accept students into program
2 to 6 months prior to program start (spring)
Collect program payment, conduct 3-4 pre-departure meetings, collect pre-departure forms; finalize itinerary with program provider
Answer questions from parents and students; make final preparations for the program itinerary and details.
Faculty or staff taking students abroad must meet with the Director of Study Abroad and International Student Services and submit the following forms. Students will be required to participate in study abroad pre-departure orientation.
Review: International Travel Policy
- International Trip Questionnaire (to be completed by trip leader)
- Student Agreement and Release Form (non-academic) -OR- Student Agreement and Release Form (independent research) - to be completed in Via
- Student Code of Conduct Form - to be completed in Via
- Emergency Response Plan Template (to be completed by the trip leader)
As an academic advisor, you plan an essential role in the study abroad process for your advisees. Students often look to their advisors for guidance on academic and non-academic matters alike, and we know that study abroad is no exception. You often are one of the first people they reach out to and one of the first people they talk to upon returning to campus. You get to see how students’ perspectives broaden and their minds open in a manner that may not be possible on campus but will last a lifetime for them. Thus, they would never be able to study abroad without your support, so thank you! Recognizing this important role you play in a student’s study abroad experience, we wanted to provide you with information and resources necessary to help you as your advise your students. Below are some resources we hope will be useful to you in your role as an advisor.
- Study Abroad Search in Via TRM - Visitor Link
- Quick Information Sheet for Advisors
- Adviser’s Guide to Study Abroad
- Study Abroad Transfer Credit Form and Example
Resources for your students: