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Faculty-Led Program Planning

Welcome! We are happy that you are considering leading a faculty-led program. To begin the process, you will want to start the planning early (1.5 years in advance) by sharing your ideas through informal conversations with stakeholders such as your Department Chair, College Dean and the Office of International Education. This will give you the opportunity to receive feedback while solidifying a strong and sustainable program foundation. 

Consider a variety of factors such as:
  • Is the program unique?
  • Are courses applicable to a variety of majors?
  • Do courses fulfill Gen Ed requirements?
  • Is the program cross-disciplinary?
  • Is the destination country/region of interest to UW-Stout students?
  • Are there any factors that would prevent the program from occurring (political instability, war, disease, terrorist activity, etc.)?
  • Are there any U.S. Department of State travel warnings for the destination?
  • Is the program affordable? (Consider travel, room and board costs, etc.)

Faculty-Led Proposal Timeline

WinTerm & Spring 2021
Faculty proposal deadline: 12/1/2019 
Open application cycle for student applicants: 1/15/2020
Student application priority deadline: 5/1/2020
Student application final deadline: 10/15/2020
Program purchases: May through August (or as soon as the program has enough students accepted to run the program)

Summer 2021
Faculty proposal deadline: 4/1/2020
Open application cycle for student applicants: 6/1/2020
Student application priority deadline: 12/15/2020
Student application final deadline: 3/1/2021
Program purchases: December through February (or as soon as the program has enough students accepted to run the program)

Planning Resources
When planning your program, you will want to consider if you will use a third-party provider, plan all of the logistics on your own, or use an in-country vendor or international partner institution. 

Bid Process
If the faculty leader would like to work with a non-approved provider (a provider not approved through the UW System) in which the invoice will be more than $5000, they will have to obtain and submit three bids to the Office of International Education and receive approval from the Purchasing Office. To avoid this option, you may use a UW System approved vendor/third-party provider.

Third-Party Providers
A third-party provider program is one planned either partially, or entirely, by a third party organization. These organizations can provide many options from full design and coordination of a program to arranging logistics and travel coordination. The UW System has approved a list of vendors which can be found here. The UW-Stout Office of International Education already has relationships with several providers and can help facilitate communication; please see the list below. Faculty leaders can reach out to any of the providers for a quote to get an idea of what type of services the provider can provide. Using one of these providers will exempt you from the bidding process.

API Academic Programs International
CIEE College Study Abroad
CEA Cultural Experiences Abroad
World Endeavors

Faculty-Planned Programs
Faculty-planned programs are the most popular type of short term faculty-led (STFL) programs. With these programs, the faculty leader is responsible for all academic and logistical planning including travel, housing, meals, classroom space, and emergency procedures. This program type is made easier if it will be located in a city or region which the faculty leader has experience, or an on-site contact. If faculty or staff are choosing a location which they have limited familiarity or have not visited for many years and do not plan on visiting before bringing students, then a program provider or partner is advisable. If the faculty leader will be using an in-country vendor or company in which the invoice will be over $5000, the faculty leader will need to go through the bidding process.

International Partner Institutions
A hybrid model is also available, in which the faculty leader works with a current international partner institution to provide a STFL program. Similar to a Third Party Provider, the international host institution takes some of the responsibility and liability off the UW-Stout faculty leader as they can assist with reserving accommodations and local transport. The primary benefit of working with a partner institution is that it allows academic collaboration. Your students will be able to get guest lectures from international faculty members and perhaps collaborate with local students on a project. The host institution may not provide all of the services a Third Party Provider may be able to, but they can still prove very helpful in setting up local tours and providing in-country assistance. The level of cooperation may vary from institution to institution.