Welcome to Class 3!

Class 2 Homework

• Develop part 4 of your proposal

• Create your proposed program itinerary

• Develop a tentative marketing plan (check for college events by month)

• Be sure to bring a list of all the costs of your program to the next meeting

• Read part 6 and part 7 of the proposal and bring any questions you have

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• Identify program provider selection criteria

• Plan your program budget

• Outline safety issues to consider

• Complete parts 5-7 of the proposal packet

• Design your predepartureorientations and re-entry meeting

Class 3 Outcomes

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Dominican Republic, Service Learning 2012

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Part 5:                        Program Provider

Program Provider Selection

• See Part 5 of the proposal.

• See provider list on SAGE website

• Use an existing provider or identify a new one

• Homestays: Must have a company orinstitution that manages the program

– Legal needs to know the method of selection and oversight responsibilities

– Must be approved by Legal

• Final approval will be done through SAGE6

Program Provider Quotes

• PROCUREMENT RULES: You must obtainthree quotes.

• Use a quote from any provider that goes toyour country destination.

• You are not obligated to select the cheapestquote.

• Keep all the quotes on file in the event thatyou are audited.

• Upload the quote you will use with yourapplication to lead a program.

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Program Provider Quote

• student costs• program leader costs• free promotion criteria• what is included in the cost• what is not included in the cost• if exchange rate is applicable• detailed itinerary with excursions• payment terms and conditions• payment amounts and deadline dates• cancellation/refund policy• actions taken if tour cancelled in country

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Custom Programs

• You must have significant in-country experienceto do a customized program.

• If no program provider, get three hotel quotes.

• Remember all the details! airport-hotel transfers, how to get to the destination and back each day, entrance fees, EXCHANGE RATES, etc.

• SAGE only books the hotel and airfare. You willhave to make all the other arrangements.

• IMPORTANT! Many hotels require a 10% deposit at the time of negotiation and we will notpay in advance. Risky if the rooms are notavailable when we are ready to book.

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Comments on Cost

• Try to keep the out-of-pocket costs to about$2000-$2200.

• Think about other sources of funding forscholarships (Endowed Chair, fundraising, private donors, etc.).

• Your meals will not be covered, so what isnot included in the program you pay out of pocket.

• Expensive programs have a history of cancelling so high out-of-pocket costprograms may not score so high in theevaluation.

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China, Business & Culture 2012

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Part 5:Program Budget

Program Costs

• Students fund the program leader/s.

• It is important to identify other fundingsources to help decrease your costs.

• Remember 8:1 student:leader ratio

– One idea for a co-PL is to work together but rotatethe in-country leadership.

• Remember exchange rates if you are working with foreign currency.

• Remember credit card fees (1%) and ATM fees (2.5%) if you have to use the creditcard.

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Program Budget Example

A – 12 students and 2 faculty, no faculty expenses covered: $4,325.62

B – 16 students and 2 faculty, no faculty expenses covered: $4,165.06

C – Any number of students and 2 faculty, all faculty expenses covered: $3,689.64

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Another Budget Example

Example program at $3500 with students covering one program leader:10 students: $3,850.009 students: $3,888.898 students: $3,937.507 students: $4,000.00

If all the faculty program costs are covered, then students will only pay $3500 each.

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Program Costs Activity

Go to the proposal part 5 –budget section

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The minimum number of students is 8 or the

number for you to go for free

Program Costs Not Included

Remember to inform students of all theadditional costs that they need to plan for!

course tuition course materials reassessment fees if minimum enrollment not met airport taxes and departure fees increase passport TOURIST visa immunizations (if applicable) baggage fees at the airport meals not included in the fee Internet access in the room tips hotel damage deposit fee gifts for family and friends back home general spending money for drinks, snacks, other activities

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Poland, Holocaust Studies 2011

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Part 6:                        Safety & Emergency

Preparation

Safety & Emergency Prep.

• Go to part 6 of the proposal.

• Remember information covered in the Roles and Responsibilities workshop.

• Who is your in-country emergency contact?

• Is your country on the travel warning list?

• Does the site have Internet access? Is it RELIABLE?

• How much free time will students have?

• What will they do during free time?

• What are the rules to go off sightseeing?20

Safety & Emergency Prep.

• Will there be a curfew?

• How will you handle students who are late/no show to activities because they were out late?

• What things pose potential risks for students?

• How will you minimize those risks?

• Have you read the emergency plan in advance of your proposal submission?

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Safety & Emergency Prep.

Remember...the chances of something happening are

slim...but if YOU happen to be that ONE out of 1000, you need to be prepared!

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Brazil, Portuguese Language & Culture 2011

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Final ProposalSubmission

Finishing It Up

Part 7: Program Leader Agreement Sign Off

Part 8: Supervisor Signatures

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Print out all the forms and attachments SINGLE-SIDED,

NO STAPLES to make one packet to circulate for

signatures.

Final “Real” Proposal

• By February 6 – obtain dean signature

• By February 13 – obtain campus president signature

• By February 27 – online application proposal due

• Attachments Required:– Course outline (draft okay if not approved yet)

– Program provider proposal– Program itinerary– Faculty Development transcript

• Booklet due: July 1*

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Final Proposal Tips

• Remember that you are writing for someone who knows nothing about your program.

• Do not leave any fields blank.

• Elaborate on your international experience.

• Be VERY clear on how you will use the location to achieve the learning outcomes.

• Part 4 and the program itinerary are very important. Really think through what you will do each day, how that connects to the learning outcomes, and how you will know students achieved the outcomes.

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Final Proposal Tips

• Don’t have mostly “at home activities” for the predeparture meetings.

• Get your program costs covered by other sources to bring the costs down for students.

• Use the SAPL Handbook. There is a LOT of information there to assist you in the program development.

• Call Dr. Karen Borglum (ext. 3455) if you have any questions related to the course creation.

• Call the SAGE director if you have any other questions prior to submitting.

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Guyana, Neotropical Ecology 2012

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PredepartureOrientations and theRe‐entry Meeting

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Predeparture Orientations

• You must have a minimum of 3 meeting sessions (2-3 hours), but you will likely need more to meet federal regulations for financial aid.

• Must take place within a week after the program notification acceptance date.

• Don’t forget to book the room and inform students.

• Have students send you a photo and short bio to compile a document to share with the group.

• Use the Program Leader’s Toolkit resources.• Use the SAGE Predeparture Orientation Agenda• Use your program booklet!

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Predeparture Orientations

Divide out the content to cover:

Meeting #1 – Program Logistics

Meeting #2 – About the Country & Culture

Meeting #3 – Health, Safety, and Culture Shock

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Re‐Entry Meeting/s

• Facilitate final review and debriefing of the experience

• Facilitate final summative assessment

• Give students a chance to discuss culture shock and reverse culture shock

• Explain how this experience can be built into a resume

• Discuss future international plans/goals

• Provide an electronic forum for students to connect and share after the program is over

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Denmark, Event Management 2010

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Are we missinganything?

Homework

In order to get credit for this course, you must submit the following by December 13, 2013:

1. Proposal packet in PRINT with all sections filled out (no signatures)

2. Detailed program itinerary

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I will review all your materials and give you feedback by late

December / early January

More Professional Development

• Program Leader-in-Training (PLIT)• Faculty Exchange Program• Internationalize the Curriculum• International Education Conferences:

– CCID (Community Colleges for International Development)

– Florida Consortium for International Education– Forum on Education Abroad– International Studies Association– Midwest Institute for International/Intercultural

Education– NAFSA (association & publications)

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Thank you!