International Programs Through the Office of Education Abroad

Programs that take place wholly or partially abroad and that are organized in conjunction with the Office of Global Strategies are considered OGS programs. Examples include summer institutes, Honors spring break trips, and archaeological field schools, among others. The program director and academic department are responsible for the academic aspects of the program and for recruitment, while the Office of Education Abroad is responsible for the budgeting and administration. The Provost makes final approvals on all OGS programs.

Steps for Planning an OGS Faculty-Led Program

• Develop a preliminary idea for your program and discuss it with your Chair.
• Arrange a meeting with the Office of Education Abroad at least one month in advance of the program proposal deadline.
• Submit the program proposal form, together with a preliminary syllabus and program itinerary to The Office of Education Abroad by May 15 (for Winter and Spring Break programs) or September 1 (for Summer programs).
• The Office of Education Abroad finds a partner organization to arrange the logistical aspects of the program. This includes accommodations for students and the faculty leader(s). On-site transportation and entrance fees are also usually included. Student flights and most meals are not.
• The Office of Education Abroad creates a budget for the program based on a minimum number of paying participants. The budget includes the cost of the partner organization; insurance; Catholic University administrative fees; and program director salary, benefits, and travel expenses based on the Office of Education Abroad-set rate. The Office of Education Abroad sets the program price for students, and programs must meet the minimum number of participants on which the budget is based.
• Receive approval from the Associate Provost for International Affairs and the Provost. The Office of Education Abroad submits the necessary documentation on your behalf and notifies you once approval is received.
• Recruit students through information sessions, classes, email, notices, and word of mouth. The Office of Education Abroad creates a program webpage and flyer to assist you, but the primary responsibility for program recruitment belongs to the faculty. Beginning early is key. The Office of Education Abroad processes applications and assists with answering student questions. The Office of Education Abroad stays in touch with faculty during recruitment and after the application deadline to determine whether minimum enrollment has been met. Since students may drop out after applying, a final decision on the program's status can only be made once students have submitted their non-refundable deposits.
• Register the program director and all accompanying faculty/staff in the Catholic University Travel Registry. Failure to complete registration may mean removal from the program.
• Attend a mandatory overseas program director training session. This will keep you up-to-date on student preparation, legal concerns, finances, and other responsibilities. Program directors for recurring programs must receive the training at a minimum once every two years. Failure to attend a training session will result in cancellation of the program.
• Hold a pre-departure orientation for the program participants, with the Office of Education Abroad's assistance.
• Submit reports, including the travel expense report and final program report after you return from your program. Include itemized receipts for all approved expenses (food, local transport, etc.). Review the instructions as needed. The Office of Education Abroad does NOT give per diem, and reimbursements cannot exceed budgeted expenditures. See the Office of Global Strategies Expense Reimbursement Policy.