Starting a Faculty-Led Program

The development of a new international program for students encompasses both intellectual and pragmatic preparation. Based on the experience of faculty members and administrators who have worked with such programs, a number of steps have been identified as useful in the planning process.

Step 1: Meet with the Office of International Education (OIE)

The OIE is your partner in the planning and administration of your faculty-led program. The initial meeting will cover your ideas for a short-term program and provide you with an overview of the design, planning, and implementation of the program. Please contact the OIE, to set-up an initial planning meeting, or 874-2019.

Step 2: Complete the Faculty-Led Program Inventory

This inventory is designed to establish the framework for a short-term faculty-led program and to help Program Directors begin to think critically about the necessary tools and steps for a successful program.

Step 3: Conduct a Site Visit (Optional)

Designing a program in Rhode Island is very different from implementing a program in an international location. The OIE recommends that Program Directors unfamiliar with the program location conduct a site visit. Familiarity with housing, dining, local transportation and emergency services is imperative for having a successful program.

Step 4: Complete a Program Request Form

The Program Request Form serves as an acknowledgment and approval of your program with the University. A completed Program Request Form must be submitted to the OIE before the promotion of the program. Program Request Forms are due by the following dates:

Winter J Term – May 1 the year prior
Spring Break – September 1 the year prior
Summer Term – September 1 the year prior

Step 5: Design a Budget

As part of the Program Request Form, Program Directors must submit a tentative budget. The student program fee is determined based on projected enrollment and costs.

Each program will be different with regard to what items are included in a program fee. In general, a faculty-led education abroad program fee will include the following:

  • Accommodation
  • Dining
  • In-country ground transportation
  • Cultural Activities
  • OIE Administrative Fee
  • HTH Supplemental Insurance
  • Academic Fee (contributes to staff expenses)
  • Tuition

Airfare can be included in the budget, if you intend to travel as a group. A budget template for the Winter J Term can be found here.

Additional Student Expenses

The following items are not included in the program fee paid by students, yet contribute substantially to the total cost of participation. When considering the overall cost of the program, it is important to be mindful of items for which students pay directly:

  • International transportation: Most students are responsible for securing their own transportation to and from the destination.
  • Passport and visa costs: All students must have a passport, and many students are required to secure a visa for travel to their destination country. Visa requirements depend on each student’s citizenship and the country to which he or she is traveling.
  • Physical exam, immunizations and/or medication: Students are required to pay the costs of the physical exam to complete the mandatory health clearance process for study abroad, and any immunizations or medications they wish to receive before traveling.
  • Incidental expenses, some meals: Students will need to have access to funds while abroad for incidentals not covered by the program. Specific expenses depend on the program, but may include phone calls, laundry, souvenirs, and entertainment. If the program does not provide three meals per day, they will also need to budget for this expense.

Step 6: Submit Completed Program Request Form to the OIE

Once your request form is submitted and approved, the OIE will partner with you in marketing the program to potential students participants and begin accepting student applications.


Winter J Term: May 1, 2017
Spring Break: September 1, 2017
Summer Term: September 1, 2017
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