Guidelines for Organizing a Wright State University Ambassador Program

Preliminaries: Preparing a Proposal

1. Determine what will be the academic focus of your program and what course you plan to offer.  If this requires approval of a new course, make sure that you begin the approval process at least one year prior to the delivery of the course.  Think about submitting a proposal  to the UCIE Seed Grant Program that will allow you to  consider more fully  the scope of your proposed program, examine likely sites and gather information about potential program costs.

2. Consult with your department head and/or college dean to determine your availability to participate in the program—esp. with respect to your proposed course being counted as part of your regular teaching load for the Fall/Winter or Summer Term.

3. Prepare a complete overview of your proposed program including its academic focus, location, proposed dates of travel, necessary accommodations and meals, possible field trips, etc.

4. Provide the University Center for International Education (UCIE) with a formal proposal (5-6 pages) covering the items noted above. (The deadline for submission of your proposal will normally be no later than 20 months prior to the proposed start of your program)  Please also attach a sample itinerary and a proposed budget indicating how the program can be accomplished in a 2-3 week time period.

Faculty Applicaion for Ambassador Programs

 5. Your program proposal will be reviewed and approved by the UCIE Advisory Committee on Study and Work Abroad.

6. Normally, applicants will be provided notification of the provisional approval or rejection of their proposed program 16 months prior to the proposed start of the program.

Promotion and Recruitment

1. Once the program has been approved, faculty should provide the UCIE with additional details of their program. This information will be used to create a brochure to publicize and promote the program. Specifically, the faculty member should provide a draft text describing the academic focus of the program, credit to be earned, site location(s), field trips, accommodations and meals provided. A revised budget reflecting best estimates of costs should be attached. Faculty should also provide a number of photos that would help to illustrate activities associated with the program as well as a picture of themselves and a brief biographical sketch. Examples of previous brochures are available for review at the UCIE office.

2. The draft text for the brochure and pictures should be provided to the UCIE office twelve months prior to departure.

3. A  program recruitment brochure will then be produced by the UCIE and the Program budget and itinerary will be finalized.

4. The faculty leader and the UCIE will utilize the brochure in their efforts to recruit participants to the program.

5. The recruitment process shall begin no later than 10 months prior to the program’s departure date.  Normally all participants will be identified and interviewed a full quarter prior to the start of the program.

    Responsibilities

1. The faculty advisor is responsible for identifying and organizing the academic focus of the program. The faculty advisor will also provide the UCIE with specific recommendations concerning field trips, housing, food and travel arrangements in the host country. The faculty advisor should give the UCIE  specific estimates of costs associated with each of these items and contact numbers related to their recommendations.

2. The UCIE is responsible for making the final bookings for program food and housing, field trips, insurance, course registration and the purchase of travel tickets for all program participants.

3. Both program faculty and the UCIE will take responsibility for recruiting participants to the program. Most programs will require a minimum of 10 students to be enrolled. Failure to meet this recruitment target can result in the cancellation of the program.

4. The UCIE will take primary responsibility for handling applications, depositing program monies into proper accounts and answering non-academic questions from students related to the program.

5. The faculty advisor will take responsibility for keeping a record of program expenditures while abroad and furnish necessary receipts at the conclusion of the program.

6. The faculty advisor will oversee the program related travel of students and manage the day-to-day operation of the program while abroad.

 Communication

1. The faculty advisor should maintain regular communication with the Coordinator of  Study Abroad Programs at the University Center for International Education during preparation for the trip and once abroad.  Regularly scheduled meetings between the faculty advisor and the Coordinator of  Study Abroad Programs need to take place on fairly frequent basis toward the beginning of the project so key items related to the academic program, budget, accommodation and travel can be decided in time for effective promotion of the program.

2. The faculty advisor is responsible for organizing a series of preparatory meetings  once the program participants have been identified. These sessions can be used to review the course requirements and itinerary as well as to provide background material or readings/discussion prior to departure.

3. All Program participants (including the faculty advisor) are required to attend a pre-departure orientation meeting on travel, health and safety issues.  This meeting will be organized and scheduled by the UCIE.

4. The UCIE will provide information and advice to the faculty advisor on how to handle emergency situations while abroad.  The UCIE will provide the advisor with UCIE contact numbers that can be utilized in a crisis situation.

5. Faculty should take an active role in helping to design and implement their program. A commitment to involvement and collaboration is required to make the program a success.