Study Abroad
faculty-led study abroad

Faculty Leaders

Learn how to propose and develop a WMU faculty-led study abroad program.
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By serving as program leaders, faculty and instructors play a vital role in expanding global learning opportunities through the development and leadership of faculty-led study abroad programs. By designing meaningful academic experiences and facilitating learning abroad, they create transformative opportunities that enhance students' academic, personal and intercultural growth.

study abroad in thailand
My favorite part about studying abroad was getting the chance to meet people from all different places and backgrounds. A huge thank you to Professor Duke [Leingpibul] for leading us on this unforgettable journey. It was truly the experience of a lifetime.
— Lauren Adsmond, Business & Culture in Thailand Student

Develop a Faculty Led Study Abroad Program

Serving as a program leader for a WMU faculty-led study abroad program involves active participation in all stages of the program development and implementation process. The information on this page provides leaders with a step-by-step framework for this process. These guidelines are informed by the Standards of Good Practice established by professional organizations such as the Forum on Education Abroad and NAFSA: Association of International Educators, as well as best practices from universities across the country.

The program development process required for faculty-led study abroad programs depends on whether you are creating a new program or proposing to repeat an existing program. See overview of the development process below and reach out to WMU Study Abroad to inquire about beginning this process.

Program Leaders should begin working closely with WMU Study Abroad as early as possible. Sufficient lead time helps to ensure that a program is designed with best practices in place. Additionally, WMU Study Abroad can advise on the feasibility for the program to recruit the number of students required for the program to travel. Please note that the actual timelines may vary by semester, term, and other program factors.  

Training and Professional Development Opportunities

WMU Study Abroad has training and professional development opportunities available for faculty interested in developing and leading faculty-led study abroad programs. All faculty-led study abroad programs leaders are required to participate in mandatory training and professional development with WMU Study Abroad on a regular basis. In-person and on-line modalities are available for faculty-led study abroad program leaders. 

WMU Study Abroad Provides an institutional membership to the Forum on Education Abroad, which is one of the primary professional organizations in the field of education abroad. With an institutional membership, all WMU employees are members of the Forum on Education Abroad and can access their resources. Training and professional development opportunities related best practices in study abroad program development and administration are available from the Forum on Education Abroad. 

Please reach out to WMU Study Abroad to learn more about training and professional development opportunities

New Faculty-Led Study Abroad Program Timeline

  • Meet with WMU Study Abroad to discuss your program ideas, institutional policies, procedures and support.
  • Submit the Program Concept Form
    • The purpose of this form is to collect basic program details for initial evaluation prior to beginning formal development.
    • Submission of this form requires consultation with your Department Chair and College Dean to gain initial support.
  • Receive approval decision from WMU Study Abroad following review of the Program Concept Form
    • If the Program Concept Form is approved, WMU Study Abroad will advise on next steps, including program development and proposal submission.
    • If the Program Concept Form is NOT approved, WMU Study Abroad will share reasoning for that decision and recommend changes or revisions to the program concept.
  • Collaborate with WMU Study Abroad to develop the program structure, itinerary, and key program components. Research in-country partners and third-party providers
  • Conduct an exploratory visit to the city/country abroad (optional)
    • WMU Study Abroad can provide up to $2,000 in funding to support faculty travel to explore their study abroad site.
  • Submit the Faculty-led Program Proposal Form to WMU Study Abroad
    • The purpose of this form is to collect detailed information on program leaders and assistants, dates, location(s), course/enrollment, program rationale, program eligibility requirements/application review plans, program activities, program recruitment plans, and required meetings for students.
    • In addition to the completed form, the following supplemental documents must also be submitted:
      • Detailed Program Itinerary
      • Final Program Budget
      • Recruitment Plan
      • Course Syllabus
    • The final proposal must be signed by your Department Chair and College Dean.
    • In some WMU College's, the college's international committee may need to review your program proposal.
  • Receive approval decision from WMU Study Abroad following review of the proposal.
    • If the program proposal is approved, WMU Study Abroad will publish the program's online brochure, open the program application for students, and marketing and recruitment will begin.
    • If the proposal is not approved, WMU Study Abroad will share reasoning for that decision and recommend changes or revisions to the program design. However, typically any potential issues with the proposal are identified in the Program Ideation and Development stages and should be addressed before the final Program Proposal is submitted to WMU Study Abroad.
  • Begin scheduling and carrying out promotional activities, such as classroom presentations, information tables, information sessions, Department and College outreach, meeting with Academic Advisors, etc.
  • Assist in responding to questions from interested students.
  • Review and make approval decisions for completed program applications.
    • The Faculty Leader is responsible for reviewing and approving applicants from an academic perspective and based on criteria established with WMU Study Abroad. WMU Study Abroad is responsible for screening applicants to ensure good academic and conduct standing and ensuring they have completed all application requirements. WMU Study Abroad manages the acceptance of applicants to the program.
      • If minimum enrollment is reached by the program's application deadline, WMU Study Abroad and the Academic College will give official confirmation that the program is approved to travel and pre-departure steps will begin.
      • If minimum enrollment is not reached by the program's application deadline, the program will be cancelled. Students with complete applications will be notified by WMU Study Abroad.
  • Begin making travel arrangements and program expenditures.
    • This step requires faculty leaders to create a Travel Authorization and book their airfare.
    • WMU Study Abroad will begin making payments to vendors.
  • Prepare students for travel
    • Schedule pre-departure orientation meetings to cover topics such as booking airfare, cultural preparation, packing tips, etc.
    • WMU Study Abroad will share information about conduct policies, insurance, health and safety.
      • WMU Study Abroad will register students in the WMU course associated with the program and bill program fees.
  • Travel to study abroad location, provide academic instruction, guidance, and on-site support to students for the duration of the program.
  • Complete post-program requirements. Instructions will be provided by WMU Study Abroad upon return. These requirements include:
    • Conduct Program Debrief meeting with WMU Study Abroad
    • Submit Clery Report
    • Submit Expense Voucher to HIGE Business unit

Repeat Faculty-Led Study Abroad Program Timeline

  • Notify WMU Study Abroad about your intent to repeat your study abroad program
    • If no major program components have changed (i.e. program term, host country, course), proceed to submit the Repeat Faculty-led Program Proposal Form
    • If any major program components have changed (i.e. program term, host country, course), a New Faculty-led Program Proposal Form will be required. WMU Study Abroad may also confirm with your Department Chair/College Dean that they support these program changes before proceeding to the next step.
  • Collaborate with WMU Study Abroad to make any updates to the program itinerary and budget, including obtaining updated proposals from on-site vendors
  • Submit the Faculty-led Program Proposal Form to WMU Study Abroad
    • The purpose of this form is to collect detailed information on program leaders and assistants, dates, location(s), course/enrollment, program rationale, program eligibility requirements/application review plans, program activities, program recruitment plans, and required meetings for students.
    • In addition to the completed form, the following supplemental documents must also be submitted:
      • Detailed Program Itinerary
      • Final Program Budget
      • Recruitment Plan
      • Course Syllabus
    • The final proposal must be signed by your Department Chair and College Dean.
    • In some WMU Colleges, the college's international committee may need to review your program proposal.
  • Receive approval decision from WMU Study Abroad following review of the proposal.
    • If the program proposal is approved, WMU Study Abroad will update the program's online brochure, open the program application for students, and marketing and recruitment will begin.
    • If the proposal is not approved, WMU Study Abroad will share reasoning for that decision and recommend changes or revisions to the program design. Howard, typically any potential issues with the proposal are identified in the Program Ideation and Development stages and should be addressed before the final Program Proposal is submitted to WMU Study Abroad.
  • Begin scheduling and carrying out promotional activities, such as classroom presentations, information tables, information sessions, Department and College outreach, meeting with Academic Advisors, etc.
  • Assist in responding to questions from interested students.
  • Review and make approval decisions for completed program applications.
    • The Faculty Leader is responsible for reviewing and approving applicants from an academic perspective and based on criteria established with the WMU Study Abroad Office. WMU Study Abroad is responsible for screening applicants to ensure good academic and conduct standing and ensuring they have completed all application requirements. WMU Study Abroad manages the acceptance of applicants to the program. 
      • If minimum enrollment is reached by the program's application deadline, WMU Study Abroad and the Academic College will give official confirmation that the program is approved to travel and pre-departure steps will begin
      • If the minimum enrollment is not reached by the program's application deadline, the program will be cancelled. Students with complete applications will be notified by WMU Study Abroad.
  • Begin making travel arrangements and program expenditures
    • This step requires faculty leaders to create a Travel Authorization and book their airfare.
    • WMU Study Abroad will begin making payments to vendors
  • Prepare students for travel
    • Schedule pre-departure orientation meetings to cover topics such as booking airfare, cultural preparation, packing tips, etc.
    • WMU Study Abroad delivers information about conduct policies, insurance, health and safety
      • WMU Study Abroad will register students in the WMU course associated with the program and bill program fee.
  • Travel to study abroad location, provide academic instruction, guidance, and on-site support to students for the duration of the program.
  • Complete post-program requirements. Instructions will be provided by WMU Study Abroad upon return. These requirements include:
    • Conduct Program Debrief meeting with WMU Study Abroad
    • Submit Clery Report
    • Submit Expense Voucher to HIGE Business unit

Program Concept and Faculty-led Program Proposal Deadlines

WMU Study Abroad considers faculty-led program development a collaborative process between the faculty member and WMU Study Abroad. WMU Study Abroad staff are here to support faculty & staff through all stages of the program development process. We can assist in completing required forms, identifying international partners and organizations to collaborate with and much more. Please don't hesitate to reach out to our team should you need any assistance or have any questions. 

Deadlines are designed to allow sufficient time for program development, review, approval, and student recruitment. Please note that deadlines may be adjusted on a case-by-case basis.

Program Concept Form Deadlines (only required for new programs)

Completed Program Concept Forms are due a minimum of 18 months prior to the proposed travel dates for the program.

Faculty-led Program Proposal Deadlines

Completed Faculty-led Program Proposals (including the required supplemental documents are due according to the term in which the study abroad course will be offered).

Fall Course

January 31

Spring Course

August 1

Summer I Course

September 1

Summer II Course

October 1

Program Concept Form and Faculty-led Program Proposal Review and Approval

WMU Study Abroad considers many factors when making approval decisions on Program Concept Forms and Faculty-led Program Proposals, including:

  • Viability
    • Is there an effective and feasible plan for promoting and recruiting the number of students required for the program to run?
    • Is it in a location safe for WMU students?
  • Fit within the overall study abroad program catalog
    • Are there existing WMU Study Abroad programs that would compete with this program?
  • Program Design & Accessibility
    • Is the program affordable for WMU students?
    • Is the program designed with student health & safety in mind?
    • Are there program logistics that may deter students from participating?
Faculty Led Program Concept Form
New Faculty Led Program Proposal Form

Faculty Led Policies & Procedures

WMU Study Abroad faculty led policies and procedures are in place to ensure our programs are designed with good practices, have consistency across all of our programs and that development of programs happens in a well thought out and timely manner. These policies and procedures are meant to support your goal of leading a faculty led study abroad program. 

  • Planned, organized and taught by a WMU faculty or instructor, and; 

  • WMU faculty or instructor travels with the students abroad, and; 

  • Participating students register in a WMU course, and; 

  • The program and course is approved by the WMU academic department, college and WMU Study Abroad 

The following information defines the various roles associated with faculty-led study abroad programs and which WMU employees are eligible to serve in these roles.

Faculty-led Study Abroad Program Leader Roles

Study Abroad Course Instructor

  • The official instructor of record for the course associated with a faculty-led study abroad program.

Study Abroad Program Leader

  • The WMU employee who develops the study abroad program, promotes the program to students and leads students abroad during the international travel component. The Study Abroad Program Leader and Course Instructor are typically the same person, although there are rare exceptions to this

Study Abroad Program Co-Leader

  • The co-official instructor of record and co-leader of the faculty-led study abroad program.

Study Abroad Program Assistant

  • The WMU employee who assists the program leader in carrying out the work associated with leading a faculty-led study abroad program. There are no instructional or teaching responsibilities associated with this role. Responsibilities of the Program Assistant can vary, program to program but always include accompanying the group abroad.
  • Instructor: Approval for teaching a study abroad course is determined by the academic department home of the course.
  • Leader: Approval to lead a study abroad program is determined by the Haenicke Institute for Global Education.
  • Approval to teach a study abroad course does not automatically gain approval to lead a study abroad course, and vice versa. These two approval processes should be coordinated between HIGE and the academic department.

Program Instructor, Leader and Co-leader

WMU AAUP-Faculty

  • Eligible to teach a study abroad course and lead a study abroad program with approval by their Department Chair, College Dean, and HIGE.

Professional Instructors

  • Eligible to teach a study abroad course and lead a study abroad program as long as this work is articulated in their contract.
  • Professional Instructors must have at least 4 years' experience at WMU in their academic department to be eligible to lead a faculty-led study abroad program.
  • Professional Instructors must be paid for the development, preparation, and promotional work associated with leading a faculty-led study abroad program. Availability of funding for this work is determined by HIGE or the Professional Instructors academic department.

Staff

  • Salaried staff are eligible to teach a study abroad course and lead a faculty-led study abroad trip with approval by their supervisor, Dean/Vice President and HIGE.
  • Hourly staff are not eligible to lead a faculty-led study abroad program due to Fair Labor Standards Act, overtime requirements, and the amount of time a study abroad program leader is meant to be available during a faculty-led study abroad program.

Program Assistant

WMU AAUP-Faculty

  • Eligible to be a faculty-led study abroad program assistant with approval by their Department Chair, College Dean, and HIGE.

Professional Instructors

  • Not eligible to be a faculty-led study abroad program assistant due to Fair Labor Standards Act, overtime requirements, and the amount of time a study abroad program leader is meant to be available during a study abroad program.

Staff

  • Salaried staff can serve as a faculty-led study abroad program assistant with supervisor, Dean/Vice President and HIGE approval.
  • Hourly staff are not eligible to be a faculty-led study abroad program assistant due to Fair Labor Standards Act, overtime requirements, and the amount of time a study abroad program leader is meant to be available during a study abroad program.

All faculty-led study abroad programs are required to have appropriate staffing support in-country. Appropriate staffing in-country can consist of working with an organization or company that provides a local staff member accompanying the group, or multiple WMU faculty/staff travel with the group. What constitutes appropriate in-country staffing support will vary program to program, but in all cases there should be more than 1 person, working in a professional role on the program, that can assist students. 

The following program elements impact what would be considered appropriate in-country staffing support; program location (city/country), foreign language, length of program, number of sites the program visits, the type of transportation being utilized, weather, number of students on the program, program activities, faculty member's experience in country (and foreign language skills, if applicable), among other factors.

WMU Program Leaders and Assistants are not permitted to drive vehicles providing transportation to students during a study abroad program. 

WMU Study Abroad does not permit "guests" to join WMU Study Abroad programs. "Guests" are anyone who is not a Program Leader, Program Assistant, Participant, or someone providing some type of service to the program (for example, a tour guide, or a local faculty member giving a guest lecture). "Guests" are most commonly spouses, children, other family members or friends of the Program Leader/s or Participants. 

WMU Program Leaders are not permitted to provide or purchase alcohol for students participating in a WMU Study Abroad program.

WMU receives Title IV funding and is required to report crime statistics and security information as part of the Federal Clery Act. Study Abroad programs fall within the scope of the reporting requirements under the Clery Act.

In order to comply with Clery Act reporting requirements, within 30 days of the study abroad program end date, faculty-leaders of study abroad programs must submit the "WMU Student Trips to Off-Campus Locations” form (via WMU Public Safety website) for each hotel that students used during a study abroad program. It is not necessary to provide lodging information for students who lived with host families. In addition, faculty-leaders must submit one “WMU Student Trips to Off-Campus Locations” form for each location considered a “controlled space,” i.e., a location (such as a classroom) that was contractually assigned to the group. It is not necessary to provide information about locations that were used by the group on an ad hoc basis. 

Once your program end date has passed, there will be form (found within your profile in the Study Abroad Application system) where you will need to enter the date that you submitted the above form to WMU Public Safety. As a reminder, that form must be submitted no later than 30 days after the conclusion of your program in order to meet the Clery Act reporting requirement.

WMU restricts student travel to countries with elevated travel advisories issued by the U.S. Department of State (DOS) and/or by the U.S. Centers for Disease Control (CDC). Both the DOS and CDC assign Travel Advisory Levels to all countries and use a 1 - 4 scale (1: Exercise normal precautions; 2: Exercise increased caution; 3: Reconsider travel; 4: Do not travel). WMU does not permit student travel to countries (or regions within a country) assigned a Level 3 or 4 by either the DOS or CDC. 

There is an exception procedure for countries assigned an Advisory Level 3. If a country's Advisory Level changes from a Level 1 or 2 to a Level 3 after the program was approved for travel, then HIGE reviews this change in Travel Advisory on a case-by-case basis. Student travel to the country could still proceed if the nature of the Travel Advisory does not impact the study abroad program itinerary.

WMU Study Abroad Insurance does not provide coverage for injury resulting from off-road motorcycling, scuba diving, jet/snow/water skiing, mountain climbing (where ropes and guides are used), sky diving, amateur automobile racing, automobile racing or automobile speed contests, bungee jumping, and spelunking. If there are questions about this coverage, WMU Program Leaders and student Participants are encouraged to review the WMU Study Abroad Insurance summary of benefits provided to all study abroad leaders and participants.

Per WMU's Sexual Misconduct Policy, a faculty member serving as a faculty-led study abroad program leader is a "Mandated Reporter". As such, a faculty-led study abroad program leader is required to report any disclosures regarding sexual misconduct to the WMU Title IX Coordinator. Information on how to report an incident can be found at the University Sexual Misconduct Policy website.

Financial Procedures and Policies

WMU and the Haenicke Institute for Global Education are responsible for financial oversight of study abroad programs. As such, there are policies, procedures and other good practices in place to ensure responsible financial management of study abroad programs. WMU Faculty or Staff leading study abroad programs are expected to adhere to and follow the established financial policies and procedures for study abroad programs. Failure to abide by these policies and procedures can result in delays in reimbursement for program expenses, financial discrepancies or issues, or restrictions in leading study abroad programs in the future. 

  • No program expenses may be incurred prior to the program reaching minimum enrollment and being officially approved to travel. Once this approval has been granted, program leaders will be notified via email and provided with more detailed instructions about the next financial steps. 

  • Any program expenses that can be paid in advance should be paid by HIGE. HIGE can pay for program expenses via wire transfer, check or credit card. Program leaders should not pay any program expenses with personal funds prior to travel without explicit permission from HIGE. 

  • Program leader airfare should not be booked or paid for prior to the program reaching minimum enrollment and being officially approved to travel. Once this approval has been granted, program leaders will be notified via email and provided with more detailed instructions about the next financial steps. 

  • Program leaders must notify the HIGE Business unit of their travel dates, including arrival and departure airports. 

  • Then, the HIGE Business unit will create a Travel Authorization, which will need to be approved by the Program Leader's direct supervisor 

  • Program Leaders must book their flight through CTP, WMU's travel provider 

  • Once you have created a profile on the CTP Website and received an approved Travel Authorization, you may make your flight reservations. 

  • Airfare costs should be kept within the amount agreed upon in program budget and will be billed directly to HIGE when booked through CTP 

  • Cash Advance: HIGE may issue Program Leaders a cash advance so that the program leader has sufficient funds to cover anticipated program expenses on site. To do so, the program leader must submit a request to the HIGE business unit with a breakdown of the expenses for which they are requesting the advance.
    • A Cash Advance may be requested for only up to the amount that was agreed upon in the program budget for on-site program expenses and program leader travel expenses. This may include:
      • Program expenses such as tickets that cannot by purchased in advance, group meals, public transit passes
      • Program Leader travel expenses such as airport parking, per diem, or taxis.
    • A Cash Advance must be requested at least 6-8 weeks prior to travel in order to guarantee that it will be issued prior to departure.
    • Upon return from abroad, the traveler is personally responsible for reconciling the advance through the travel expense voucher process.
      • Unused funds must be paid back to WMU within 30 days upon return and program reconciliation via personal check or money order.
    • The final program budget will be used to determine the eligible amount for the cash advance.
  • Per Diem: The per diem amount is established at the time that the program budget is finalized. Program leaders may take standard per diem or an agreed upon lower amount. Receipts do not need to be collected/submitted in order to receive per diem
  • Paying program expenses on site
    • For all other program expenses being paid on site, program leaders must keep receipts to submit in the post-program reconciliation. If a receipt is not made available, program leaders should document the transaction with the date, amount, and expense details.
  • Program Leaders must submit an expense voucher within 30 days of their program's end date to the HIGE Business unit. Failure to submit the expense voucher in this timeframe may result in having reimbursement for the program expenses denied.
    • This requirement applies whether or not a cash advance was issues prior to travel.
    • The exchange voucher will require receipts for all program expenses except for per diem.
    • Any expenses that were not agreed upon in the program budget are subject to approval by WMU Study Abroad and/or the HIGE Business unit

Frequently Asked Questions

Faculty led programs typically range in length from 1 - 4 weeks. Program length depends on a variety of factors, including: cost, faculty leader schedule/availability, course/program goals and WMU term dates.

No. The faculty leader typically decides flight details and logistics. Some faculty advise all students participating in the program to be on a particular flight. Other faculty simply advise students to arrive at a specific airport on a specific date and time. In most cases, the program includes transportation from the airport to the housing/accommodation, so in order for students to utilize the pre-arranged airport transfer, arrivals must be coordinated on a specific date, within a specific time-range. WMU Study Abroad assists with these logistics. 

Most safe, reliable and affordable transportation can be utilized during the program, but in most cases, programs either utilize public transportation, or hire a local transportation company to provide transportation services. Per WMU Policy, faculty leaders cannot drive students during the program. 

No, WMU Study Abroad does not permit students to participate in faculty led study abroad programs without registering in the associated course. 

Typically programs should include no more than two separate overnight locations, though this varies by program, in particular for programs with a longer duration. More overnight locations typically increase the program cost and result in higher risk.

Most programs allow students at least free evenings daily, and an occasional half or full day, depending on program length. For example, a full free day is not typically incorporated into a week-long program, but a program that is longer than 2 weeks might build in a full free day into the schedule.

No. Some program leaders arrive on site a day prior to the student arrival date. Additionally, students often book a different route to arrive at the program site. Typically, program leaders share their flight information with students in case any students feel more comfortable traveling with them.

Hotels are the most common option for faculty-led study abroad programs, but some programs use hostels, home-stays, or other arrangements. Accommodation should be safe, clean, and accessible.