Study Away Policy and Procedures

28 Sep 2016 14:26

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Study Away Policy and Procedures

February 2016

I. Coordinator of Study Abroad at USAO will

  1. Serve as the primary information source regarding the administration of faculty-led off-campus study opportunities for students, program leaders, and staff.
  2. Be the primary liaison between faculty members and Study Abroad vendors.
  3. Research these vendors to ensure reliability and credence.
  4. Arrange class visits for participating professors or study abroad professionals.
  5. Arrange advertising for trips as requested by faculty members.
  6. Lead one trip and offer an appropriate Independent Study at least every other year.
  7. Supervise the selection of Study Abroad offerings by appointing committee members and overseeing committee process and selection
  8. Counsel faculty members regarding their responsibilities as Study Abroad group leaders.
  9. Supervise the Brad Henry Award, including advertising, committee formation, and selection of participant.

II. Faculty Members interested in leading short-term Study Abroad programs will submit initial proposals to the Coordinator by February ONE YEAR PRIOR to the Independent Study departure date.

A. In order to be approved, proposed study abroad courses should:

  1. Have a clear relation to the on-campus curriculum
  2. Be both academic and experiential in nature
  3. Have relevant learning objectives
  4. Involve an orientation prior to the date of travel (topics include passports/visas, health matters, payment information, misconduct, packing, emergency contact information, insurance, communication access, weather, cultural awareness, currency, etc.)
  5. Include written assignments which require students to reflect on their encounters with a culture and/or language different from their own.
  6. Within 60 days of completion of travel, submit a final report describing how these guidelines for study abroad courses were met.

B. University Study Abroad Approval Request Form

This document should address the following:

  1. The purpose, objectives, and student learning outcomes of the activity abroad
  2. An itinerary that will indicate the schedule of activities and how these advance the objectives, purpose, and outcomes of the course.
  3. An itemized budget for participants.
  4. Include the relevant Division Chair’s signature of approval.
  5. Address those issues listed in the description of the “study abroad course.”

C. Prior to departure, the directing Professor must

  1. Submit a list of emergency contact information to the Coordinator of Study Abroad and the VPAA.
  2. Confirm that all participants have passports and that copies of these passports are on file with the Coordinator of Study Abroad and the VPAA.

D. During the Travel Abroad experience, the supervising faculty member must

  1. Retain a copy of each traveler’s passport
  2. Supervise and direct students in the academic and intercultural goals of the program.
  3. Supervise and monitor each student’s activities to ensure they conform to university policies, standards of conduct, and local law.
  4. Instruct participants to carry with them at all times a copy of their passport, the address at which they are currently residing, the tour guide’s phone number if appropriate, and sufficient funds to return to the hostel or hotel.


  1. To inspire intellectual curiosity and a deeper understanding of the global condition.
  2. To assist students in cultivating intercultural knowledge and competencies.
  3. To promote critical reflection on the individual and his or her place in the world.
  4. To challenge students to examine their responsibilities in both local and global contexts.
  5. To encourage global interconnections and interdependencies, cultural diversity, and multiple and evolving forms of civic identification and belonging.

*Adapted from Otterbein College.

Source: Kevin Hovland Director, Global Learning and Curricular Change Association
of American Colleges and Universities. “Global Learning: Aligning Student
Learning Outcomes with Study Abroad.” NAFSA: Association of International
Educators. May 2010.

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