Study Away Resources Faculty and Staff Furman

Interested in leading a group of students on a study away trip? Whether you would like to go abroad or stay within the United States, you'll find all the resources you need here to begin preparing for your travel study.

  • Proposing a study away program

      Proposals for faculty-led study away programs travelling in the upcoming May Experience term are due at the beginning of September, and proposals for the following year's academic semesters are due each year in late September/early October. These study away proposals are separate from, and in addition to, Furman's course proposal system.

      Submitting a proposal:
      Complete the study away proposal form and budget forms for your desired program term.  

      May Ex 2017 Study Away Proposal Forms & Deadlines:

      May Study Away Proposal Deadline- September 1, 2016; Submit to Nancy Georgiev, Assistant Director of Study Away

      New May Ex courses - Submit proposal via the Course Proposal System for approval by the Curriculum Committee.

      Fall 2017-Spring 2018 Study Away Forms & Deadlines:

      Semester Study Away Proposal Deadline- September 30, 2016. Submit to Nancy Georgiev, Assistant Director of Study Away

      New Semester courses - Submit proposal via the Course Proposal System for approval by the Curriculum Committee

      Furman's study away programs seek to cultivate in our students values such as openness, mutual respect of other cultures, civic responsibility, global awareness and bold intellectual inquiry. Accordingly, your program proposal should demonstrate how your proposed course of study is consistent with Furman's overall quest for academic excellence and liberal learning. Why do students need to leave campus to engage the proposed course content? How will you facilitate students' exposure to people and places that lend depth to subject matter? How will you generate student interest? What provisions will you make to ensure the health and safety of the group? The study away proposal form is designed to help you think through such academic questions, as well as program logistics.

      After your study away proposal has been submitted, the Assistant Dean for Study Away & International Education will contact your department chair to request his or her endorsement for your study away program. Your proposal will be forwarded to the Study Away Committee for evaluation. If the Study Away Committee has questions regarding your proposal, you may be asked to submit additional information. New proposals, if approved by the Study Away Committee, are submitted to the faculty at the October or November faculty meeting. Proposals are then sent to the Dean of the Faculty for final approval.

      Implementation and administration of study away programs occurs through cooperation between the Office for Study Away & International Education, the Faculty Study Away Standing Committee, and the Dean of the Faculty. Other parties closely involved in the administration of study away programs include the Student Business Center, the Housing Office, and Registrar's Office. You will be interacting with all of these entities in the course of directing a program. Beginning a conversation early with the above mentioned entities is a good idea, especially if you have questions or your program has some unique needs or will likely require some exceptions and special accommodations.

  • Travel planning

      VISAS: Visa applications for many countries are becoming more complicated and time-intensive. Because the procedure, paperwork, and timeline vary greatly by country, there is no one-size-fits-all approach. This is an area where previous faculty directors can be of great help. Remember that if your program is not affiliated with a host university that offers the complete academic program and course work, it may make sense and be within the rules to have students apply for "tourist" rather than "study" visas. Additionally, be aware that your students who aren't U.S. citizens will need to follow the unique application requirements of their home country. Contact our office if you have any questions

      Travel Resources: Each faculty director should plan in-country activities that will expand the students' cultural awareness of the region and also enhance the overall academic eexperience. There are travel agencies that have experience working with university student travel groups, have in-depth knowledge of particular countries and have formed strong in-country contacts that will aid in activities or excursions. Some faculty directors have found it advantageous to use a travel agency for on-the-ground support, connections to local businesses and professors, logistical planning, and transportation. It is important that that proper research is done to ensure the quality and integrity of the company. Contact the study away office if you need a recommendation.

  • Financial planning and documentation

      Preliminary Budget: The budget worksheet you submit with your study away proposal is designed to assist you in developing your program budget. This budget is subject to change; however, it is important that this budget be developed with an eye towards true-cost. The budget will be reviewed by the Study Away Committee as they consider your program proposal. You should discuss any questions or concerns with the Assistant Dean for Study Away before submitting your proposal. An in-depth budget meeting will be scheduled with the Assistant Dean once your program has been approved.

      The budget worksheet includes common budget categories and is designed to assist you in developing your program budget. Your program may have other budgetary needs, or may not have some of the needs listed. In general, the budget worksheet is designed to capture and distinguish between the variable costs and fixed costs for the program.

      In calculating the total budget cost per student, fixed costs must be allocated evenly per student participant. The budget worksheet provides instructions for calculating these costs and can assist program directors in understanding the budget implications of taking fewer or more students.

      Salaries of adjunct instructors associated with the program must also be included in the budget as fixed costs as per guidelines for Adjunct Compensation on Study Away. Program directors should consult with the Assistant Dean for Study away for these rates and amounts, if applicable.

      All programs travelling outside the U.S. are required to carry comprehensive study away health and evacuation insurance for each student and faculty member as determined by our office.

      Daily per diem rates may differ from country to country but if the program plans to allocate or distribute funds to students for daily meals, they should try to stay within the prescribed $30/day as per Furman policy 160.1.

      Budget Meetings: After the Chief Academic Officer has approved the complete slate of study away programs for the following academic year, the Study Away office will schedule individual meetings with program directors to discuss pending details of the program and particulars on the budget. At which time the program directors and the Assistant Dean for Study Away will mutually agree on a target dollar amount for the program budget.

      Budget Adjustments: Any adjustments to the program budget must be discussed with and approved by the Assistant Dean for Study Away prior to travel.

      Program Expenses/Payments: All study away program payment requests (invoices, checks, and wire transfer requests) should be sent to the Study Away Office, either through campus mail or by email. If you have questions about a payment or would like an update on what you have spent, please contact the study away Administrative Coordinator.

      Cash Advances: A reminder that cash advance requests can take up to two weeks to process. If you plan to take cash with you, please submit a Cash Advance Request form to the study away office. If there is more than one faculty on your program, each person can request a cash advance, however, funds should not be co-mingled. Each person's cash advance must be reconciled separately upon your return.

      TAP Card: If you do not have a TAP card, you should submit a signed copy of the TAP Card Request Form to the Study Away office well in advance of your travels. It takes 2-4 weeks to process these requests and receive a new card.

      Budget Reconciliation: Maintaining scrupulous accounting records and receipts for purchases through the program will be critical, as you'll need to account for all expenses and reconcile your cash advances, TAP card purchases, and your budget upon return. Cash Advances and TAP card charges need to be reconciled by providing receipts and an itemized list of each expense, the purpose of the expense, and the dollar amount in U.S. currency to the study away office. Cash advances and TAP card purchases must be reconciled within thirty days of return from the program. 

      The overall reconciled budget must be presented to the Assistant Academic Dean for Study Away. Total expenses for the program should be equal or less than the approved budget for the program. Program directors should provide a list of all expenses and a written explanation for any discrepancies between your approved budget items and your actual expenses. An excel chart listing each expense is ideal. Include an average exchange rate for receipts in local currency. A follow up meeting may be scheduled if there are questions.

      Faculty Development Grants: Our faculty development grants are designed for faculty members leading study away programs. Typically, these grants supplement travel, but faculty have also used them to develop a new program or improve an existing one. These grants are usually between $200 and $700 and, in many cases, faculty will pursue funding from other sources in addition to our grants

      To apply, make your request on a department letterhead to the assistant academic dean for study away. Make sure you include the purpose of your travel, the dates, proposed outcomes, any other sources of funding, and the amount you're requesting. We'll share your information with the Study Away Faculty Committee for approval.

      If your grant request is accepted, you'll need to write a short report outlining your expenses, how the funds were used, any planning you've done toward offering a study away program or improving an existing one, and the proposed dates and semester the program will be offered. You should submit your report to the assistant academic dean for study away within three months of your travel or development program.

  • Online application for students

      All students will complete the application process through our a web-based application and database system. Faculty can login to review student applications with their Furman network ID and password. Students will apply online by choosing the program from the available list for the academic year. Students will answer standard application questions and, if needed, program-specific questions provided by the faculty directors. Faculty directors should discuss any customized questions with the assistant director for study away by the deadline specified in the study away timeline so that these questions may be appended to the application software. The online application is aimed at professionalizing the study away procedure and intended to allow students to take responsibility for their study away experience. If selected for a program, the student is then alerted to complete various subsequent steps – deposit and financial agreement, consent and indemnity forms, passport and contact information, etc.

  • Risk management and emergency preparedness

      Our office works hard to ensure our faculty are prepared for emergencies on a study away trip. To ensure best practices in risk management and safety on study away programs, our office hosts pre-departure workshops for all faculty directors planning to participate in study away programs. All faculty on study away programs are required to participate in a half-day workshop at least once every three years. 

      Emergency Procedures: As a faculty director of a study away program, during an emergency or crisis, it is crucial that you keep our office informed via telephone or email and with a documented report when necessary. You may reach us after hours through the public safety office at (864) 294-2111.Here are a some tips on how to handle an emergency:

      • Do whatever you can to assure your students safety, and then contact the study away office. 
      • We'll consult with other staff and administrators at Furman and then contact you with follow-up procedures. This will most likely happen via email, so be sure to check your account.
      • If a student is unable to continue on the trip with the rest of the group, be sure you or someone else in a leadership position associated with your trip stays with the student. It's not appropriate to allow a fellow student to fill this role.
      • Be sure to talk with your group about a meeting place if there's an emergency that separates the group.
      • Be sure you have the contact information of the nearest U.S. Embassy or Consulate for each point in your travel. You should also register your group at the State Department travel site. That will allow the State Department to update you via email on any crises or risks in the area.
      • In the event of a political crises, demonstration, or other emergency make sure your students don't travel with a large group or by themselves. If that happens, students should remove any signs, luggage tags, or clothing that marks them as Americans and meet you at your designated meeting place.
      • We'll be monitoring the situations and crises carefully and be in touch with our insurance provider. We'll also be relying on the U.S. Consulate and Embassy to determine whether you'll need to evacuate, but if you feel it's unsafe to continue, contact us and we'll work together on next steps. This plan will be communicated to you in confidence. 

      Incident Reports: Let your students know ahead of time that they're required to tell you about any real or perceived emergency or critical incident, even if it's not life-threatening. You should keep us informed on any reports so that we're able to discuss them when parents call for details.

      Insurance: Both you and your students are covered by Furman's international health, emergency evacuation, and repatriation insurance through Educational & Institutional Insurance Administrators, Inc. (EIIA) during your program's international travel. For domestic programs, students and faculty are required to carry their own personal medical insurance.

  • Quick links: study away forms, tools and resources

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