University Directed Programs

University Directed Program Directors serve as the instructor of record for the course. UND faculty with academic expertise in the program's field(s) of study are eligible to serve in this role.

As part of the proposal process, Directors must receive approval from their department chair and college dean. Be sure to review university directed program policies for information regarding compensation prior to proposing a course for university directed study abroad.

Expectations of Program Directors

• Submit program proposal
• Serve as instructor of record for course
• Provide feedback on itinerary and budget
• Advertise and recruit for program
• Lead travel component with on-site coordinator
• Facilitate program pre- and post- assessment

Director Characteristics

Before proposing a program, prospective directors are encouraged to reflect on whether they are prepared and committed to lead a program in the coming year. In addition, chairs and deans/designees are encouraged to use the following guidelines and criteria when approving program proposals.

Ideally, a director:

• Is well-liked and/or well-respected by students. Positive student evaluations for past UND courses and/or study abroad programs can be a helpful indicator. Students will consider traveling to a relatively unknown or challenging location if they think highly of the leader.
• Has spent time in the host location(s). At a minimum, the leader should have done an in-depth site visit, but preferably the leader will have visited the location(s) on multiple occasions or spent time living there.
• Knows the host language (if applicable), as well as the cultural and social norms of the host culture.
• Understands and embraces the student support aspects of program leadership: setting clear expectations, promoting positive group dynamics and inclusion, responding to student crises, etc.
• Will be present and available in North Dakota during the student recruitment, preparation, and post-program phases, and be present and available in the host location(s) for the full duration of the program.
• Has a fairly permanent employment status at UND and plans to remain at UND for at least one semester after the conclusion of the program.

The leadership team and the on-site partner(s) should have complementary characteristics and skills. The most effective way to bridge a gap associated with local knowledge, host language skills, and student support is to work with a professional travel service provider.

University Directed Program Co-Directors assist the Program Director. While Co-Directors do not have direct responsibility for the academic component of the course, they are key individuals for on-site coordination and assistance. Major duties can include, but are not limited to, running small group conversations, serving as a guide when breaking into smaller groups for public transportation, and assisting students with questions/concerns while the Director focuses on the academic component of the program.

UND faculty, advisors (or other staff), or graduate students are eligible to serve in this role.

As part of the proposal process, co-directors must receive approval from their department chair and college dean or supervisor/head of their department. Co-Directors do not receive additional compensation for their role in the program but their program costs are covered by the program budget.

Expectations of Program Co-Directors

• Assist program director with proposal
• Provide feedback on itinerary and budget
• Assist with program marketing and recruitment
• Participate in travel component

Travel service providers are international education organizations that specialize in academic travel. UND works with a list of approved Travel service providers to facilitate university directed programs by assisting with the following tasks:

• Create draft itinerary and budget based off program director's outline
• Coordinate on-site reservations and scheduling
• Finalize itinerary and budget through final signed contract
• Assist with marketing materials
• Assist with pre-departure information for students and director(s)
• Provide on-site tour manager, risk management, and bilingual support (when necessary)

UND Study Abroad assists with the following tasks:

• Program development, including proposal questions and review
• Coordination with Travel Service Providers
• Advising on and finalizing program budget
• Advising on recruitment and marketing strategies
• Application portal assistance and application review
• Program Director training
• Pre-departure orientation for students and director(s)
• Student billing and invoice payments
• Re-entry programming for post-program assessment

Guidelines

When submitting a proposal, consider the following recommendations for program design, development, recruitment, delivery, and evaluation.

Program Design and Development

• What is the academic content of the course and how does it relate to the chosen country or location?
• Students seek options that meet degree requirements for Essential Studies or major or minor.
• What academic qualifications do you and your co-director have in relation to course topic, international experience, language skills relevant to the chosen site, and experience teaching undergraduates and leading groups?
• Does your department and your co-director’s department support your program development and compensation requirements?
• What will the program itinerary look like (all possible program excursions and site/cultural visits)?
• Does the length and timeframe of the program accommodate student needs at home but allow ample time for cultural acclimation and learning abroad? Recommended timeframe is 10 days over spring break or 2-4 weeks at the end of spring/beginning summer term.
• The number of sites proposed to visit, the geographical proximity to each other and the time spent traveling between them should be carefully considered. More focus should be given to full experiences at each site rather than ‘seeing everything,’ and will be more affordable for UND students.
• Is the program cost reasonable and accessible to students? Recommended program fee is $1,200 per week of travel.

Program Recruitment:

• What students are in your target audience? Will that population of students have sufficient interest in participating on the program (minimum of 12 students)?
• How will you promote your program for its intended target audience?

Program Delivery

• How will you prepare your participants for departure? What pre-departure classes will you require on campus?  What content will be covered regarding your academic curriculum and travel pieces?
• There should be a thoughtful attempt to balance course lectures, site visits, and unstructured course time. Think about jet lag and long bus trips, both of which can add to fatigue.
• Since these programs can be exhausting for both program directors and students, consider different models of site visits; for example, scheduling three company visits or museums in one day may produce exhausted students by the afternoon.
• Consider how the course enrollment can impact group dynamics, travel and cost. While the minimum number of student is 12, 14-16 students is ideal for group dynamics and travel.

Program Evaluation

• How will students' academic performance be assessed?
• Successful courses usually provide frequent opportunities for student groups to process and reflect, in an informal or formal setting, their observations and reactions to the cultures they are experiencing.

UND Official Policy Page

Leadership Teams

All university directed programs require a director (instructor of record) and a co-director (faculty member, advisor, staff member, or graduate student). Exceptions may be made in the case of an on-site organization with appropriate student service support.

Experience in the Proposed Location

On-site experience is preferred, but not required for directors and co-directors.

Program Approval and Deadlines

All university directed program proposals must be reviewed and approved by the sponsoring department chair and college dean, and submitted to Study Abroad by the published deadlines. Criteria for selection includes:

1. 1. Programs with courses that fulfill major or minor degree requirements or fulfill an Essential Studies requirement.
   2. Program location has clear justification for relevance to course content (e.g. industry leader in location, professional connections, relevant academic and cultural site visits).
   3. Programs with a wide target audience for viable enrollment (minimum 12 student participants).

Program Director Responsibilities

Academic Content of the Program

This includes the syllabus, book orders and printing, course materials, any classroom-based content, and lectures.

Oversight of Students

Provide oversight, support, and direct students in the academic and intercultural goals of the program both in the United States and on the program abroad. While on the program, program directors are responsible for the oversight of participating students. This includes serving as a Campus Security Authority (CSA) and determining dismissal of students from the program.

Marketing & Recruitment

Study Abroad programs require a minimum of 12 approved students. Faculty/departments should expect to promote their program to students and peers, to visit classes and request and distribute print and e-publications from providers as needed. Study Abroad publishes program descriptions on its website and carries out general marketing for the term’s study abroad opportunities.

Assessment

Study Abroad provides an assessment of student learning related to Study Abroad learning outcomes. Faculty and co-directors are required to conduct and collect student assessment related to Study Abroad student learning outcomes. Faculty can engage an additional assessment for their department if so desired. All students must complete a pre- and post-assessment of the program.

Compensation

Program Director’s compensation is approved by their department chair and dean and includes pre-approved academic and program-required travel expenses. The director’s department is responsible for arranging for the payment of salary, including initiating compensation for on-site adjunct faculty and any workload (pg. 2) paperwork. All co-director stipends will be arranged by the coordinating department and will be disbursed on a timeline in agreement with the program directors.

Cancellation

The University of North Dakota reserves the right to discontinue short-term programs at any time before or after departure, at its sole discretion. Among the reasons for discontinuation and cancellation of programs is insufficient enrollment or a travel advisory is issued by the U.S. Department of State. Refer to the Study Abroad Risk Management Plan for cancellation information by contacting the Study Abroad office.

Withdrawal

It is expected that program directors will not withdraw except in an emergency. If it is impossible to serve, the dean, department chair and Study Abroad must be notified immediately. Depending on the withdrawal date, the program may be cancelled, or the department chair can identify an appropriate replacement program director with the approval of Study Abroad.

Travel & Logistics

All UND-sponsored programs must be supported by an approved travel service provider and all travel activity must be in compliance with UND’s Procurement and Payment Services guidelines.

Flight Information

For all programs unless otherwise specificed, students are responsible to purchase their own flights. Students must arrive at the initial group meeting on-site. The identification and communication of the date, time, and location of the initial group meeting is the responsibility of the director and provider. This benefits the students as they have the flexibility to purchase more affordable flights departing from the airport of their choice and to stay in-country longer before or after the program dates. Program director flights are included in the program budget. 

Collaboration with Study Abroad Staff

Working in collaboration with the Study Abroad staff will ensure delivery of the highest quality program. Because there are individual as well as shared responsibilities, program directors should communicate and meet regularly with Study Abroad.

Student Orientations

Because these programs are intense group experiences, whose success depends on good group dynamics and clear expectations, program directors are required to schedule at least one pre-departure orientation session, in collaboration with Study Abroad, with student participants.

1. 1. Additional pre-departure meetings and correspondence are highly encouraged.
   2. Programs should have an on-site orientation, conducted during the first two days after arrival, and program directors should plan frequent times during the experience for students to process and reflect on their intercultural experience.
   3. Directors are highly encouraged to provide students with a return meeting to reflect on their experience after the study abroad experience.

Program Director Preparation Sessions

Program Directors must attend a Risk Management training session as facilitated by Study Abroad, and are encouraged to attend sessions as available to assist in course preparation and program management.

Participation in Course

Only participants who are fully enrolled in the course will be able to participate in the on-site experience. Individuals 18 years of age or older who are not currently affiliated with UND may apply as a non-degree seeking student to UND and enroll in the course in order to participate. Those individuals will be responsible for any tuition for the credits associated with the program as well as program fee. No auditing is allowed and full participation in the coursework and on-site experiential learning is expected.

Accompanying Persons

Accompanying persons, such as spouses, children, or other family members, should be carefully considered. The program directors’ primary supervision is for enrolled UND students. All accompanying persons, including family members, must sign a liability release and waiver. An additional adult, not a program co-director, who is fully responsible for childcare must accompany any children under 18 years old.

Accompanying Minors

Accompanying minors, such as children, should be carefully considered. The director and co-directors' primary supervision is for the enrolled UND students. An additional adult, not a program co-director, who is fully responsible for childcare must accompany any children under 18 years old. The travel expenses for the minor and accompanying adult, including insurance, will not be included in the UND study abroad budget and all expenses must be paid separately. This accompanying adult will not need to enroll in the course.

Travel Advisories from the U.S. Department of State

UND Study Abroad will allow travel to countries with a Level 1 or 2 Travel Advisory. UND Study Abroad will consider study abroad in countries that are under a Level 3 or 4 Travel Advisory based on review and approval.

In determining the number of credits to assign to your course, bear in mind that University Directed program courses have the same academic rigor as on-campus classes. A good rule of thumb is that a week-long program is only worth 1-credit, so for example, a spring break program can be 3-credits, but only 1-credit worth of in-class contact hours can be counted abroad. The rest of the contact hours must be obtained on-campus during course meetings.

Each credit requires the equivalent of 750 minutes (12.5 hours) of direct program instruction, with at least 1500 minutes (25 hours) of additional work by students. The following should be utilized to determine how to count the contact hours earned abroad:

• Each hour of a guided experience that directly contributes to the learning goals of the course is equivalent to an hour of a traditional classroom lecture.
• Experiences that are not guided, but that contribute to the learning goals of the course may be counted towards the out-of-class work.

Another consideration for the amount of credits to award is how the credit amount will progress the students towards their degree. A 1-credit course is less useful for students if they could take a 3-credit course that can fulfill an academic requirement. If you are considering a summer course, please keep in mind that students who rely on financial aid and/or private loans to fund the program will be required to enroll for 6-credits. This means that a 1-credit or 2-credit program is much less desirable to students when it is held during the summer.

Spring Break

Course Credit Options

1. Three-Credit Spring Course: A maximum of 1-credit can be obtained during the time abroad (total of 12.5 contact hours and 25 out-of-class hours), with at least 2-credits worth of contact hours being done during spring semester (total of 25 contact hours and 50 out-of-class hours). It is recommended to meet once per week for 2 hours each all throughout spring semester.
2. Regular Three-Credit Spring Course with a One-Credit Spring Break Abroad Co-Requisite: If your department already has a course in existence that could be enhanced by the addition of an experience abroad, then this would be a viable option. Not all students who are enrolled in the 3-credit spring course would be required to go abroad, but all students in the spring break course would be required to enroll in the spring course. There would be separate course meetings for the 1-credit abroad course to help the students prepare for departure.

Locations

Some destinations would be perfect for this 8 day program, however others would not be so great. Here are some considerations to think of when planning during this timeframe:

• Weather
• Length of flight (is the destination too far to fly during such a small timeframe or the cost too high for the little amount of time in country)

Summer

Time abroad should take place during the regularly scheduled summer term.

Course Credit Options

1. Six-Credit Summer: The contact hours can be obtained a variety of ways, but most likely this would be more of a stationary program with the majority of contact hours taking place during classes on-site. Directors could partner with another department to split the teaching load abroad or locations. Lots of variety within this option, including online coursework before/after the on-site experience.
2. Three-Credit Summer: Very similar to above, however many students would also have to register for another summer course to use financial aid/loans. Timing of program should allow for that option.

Locations

Most destinations would fit well during the summer, but here are some considerations:

• Holidays (for example, many countries in Europe are on vacation during portions of this period)
• Cost related to high tourist season
• Weather
• Travel flexibility is available for students who would like to continue their own independent travels at the end of the program.

Participate in Director and Co-Director training sessions provided by Study Abroad staff, in collaboration with UND content experts.

• Program Director Network Sessions on the following topics:
  • Student Marketing & Recruitment
  • Pre-Departure Preparation & Student Support
  • Post-Program Reflection & Evaluation
• Risk Management Training

Study Abroad will sign up Directors and Co-Directors to take the following Safe Colleges Trainings:

• CSA (Clery) Training
• Responsible Employee Training

• Review the UND process for Essential Studies course approval.
• Review UND High Impact Practice (HIPs) rubrics through TTaDA and current HIPs courses by college.
• For additional information, please refer to the Forum on Education Abroad's Leading Short-Term Education Abroad Programs website.
• UND is a member of the Forum on Education Abroad, so if you are interested in accessing the Forum's Curriculum Toolbox please email at UND.studyabroad@UND.edu.
• Study Abroad staff are members of NAFSA and have a copy of the Guide to Successful Short-Term Programs Abroad, 3rd Ed. Email UND.studyabroad@UND.edu if you are interested in reviewing this book.
• True North Intercultural: Resources for intercultural learning
• NACE Career Readiness