FLP-policies

POLICIES & RESPONSIBILITIES

The International Center's Education Abroad Office policies were established to provide structure, clarity, and consistency for our staff, faculty and the students we serve. They act as guiding principles that outline expectations, procedures, and standards of behavior, helping to ensure smooth operations and a safe environment for all stakeholders involved.

At Rowan University, policies are carefully crafted with the collective well-being and success of our student body in mind. They are designed to address various aspects such as safety, ethics, academic integrity, and administrative procedures. By adhering to these policies, individuals contribute to the overall health and functionality of our academic and social environment.

Your cooperation demonstrates respect for our office, the students and other faculty who play a crucial role in fostering a culture of mutual trust, respect, and accountability. Together, by upholding these standards, we can create a positive and inclusive atmosphere where everyone can thrive and achieve their fullest potential.

POLICIES FOR FACULTY:

i. Only full-time faculty can lead programs abroad. ¾ time or adjuncts are not permitted to lead the programs abroad but can be a chaperone if approved by the academic department and IC: Education Abroad Office.

ii. Children of faculty (non-Rowan University students) or spouses are not permitted to participate or travel with the program. This ensures that faculty can remain focused on the students and the academic focus of the program. (If a faculty member’s child is a matriculated Rowan student enrolled in the course, they are permitted to participate.)

iii. Faculty are permitted another chaperone per every 10-12 students. The chaperone should not be included in the student fees.

iv. Faculty may not promote the program in any capacity until the proposal is approved by the Education Abroad Office’s Education Abroad Committee.

v. Student eligibility is up to the discretion of the faculty member. Faculty can determine if a student can still participate on the program even if the basic eligibility requirements are not met. Furthermore, a faculty member has the discretion to determine if a student is not qualified to participate based on academic and disciplinary history.

vi. Only credit-bearing programs will go through Education Abroad Committee review and approval. Non-credit bearing programs will go through the accounts payable travel request process.

vii. Faculty may only run programs that have a direct affiliation to a course within their academic department, research, or teaching interests. Faculty are not permitted to run a credit-bearing program that is outside of their academic department.

viii. If faculty request reimbursement for uncovered program costs (per diem, travel to/from airport, etc.) this must be discussed with the academic department prior to the submission of the proposal. The extent to which out-of-pocket costs will be covered is subject to the academic department's discretion, and they may choose to cover all, some, or none of these expenses. The IC: Education Abroad Office will not reimburse faculty for expenses such as baggage, per diem, airport transfer.

POLICIES FOR STUDENTS

i. Only matriculated Rowan University students can participate on faculty-led programs. (RCSJ, RCBC students, and staff members auditing courses are not permitted to participate

ii. Students must meet the study abroad eligibility requirement:

Minimum 2.5 GPA
Completed 30 college credits (including one semester at Rowan)
Be in good judicial standing at the time of the program and for it’s duration. If a student’s academic/judicial probation overlaps with the program dates, they are not permitted to participate.

iii. Students must be enrolled and paying tuition for the course associated with the program abroad.

iv. Students cannot participate in the international component without being enrolled in the course.

v. Students cannot enroll in the course without going abroad.

FACULTY RESPONSIBILITIES & IC: EDUCATION ABROAD OFFICE RESPONSIBILITIES

FACULTY:

Complete and submit the Faculty Led Program Proposal (If requesting reimbursement for uncovered program costs (per diem, travel to/from airport, etc.) this must be discussed with the academic department prior to the submission of the proposal. The extent to which out-of-pocket costs will be covered is subject to the academic department's discretion, and they may choose to cover all, some, or none of these expenses.
Recruit: Successful programs have faculty directors who aggressively recruit applicants. While the IC: Education Abroad Office provides some support for recruitment and marketing, these activities are predominantly the responsibility of faculty leaders.
Create a plan with academic department for student registration. (i.e. if an override code needs to be given to the students, or if a department representative will be registering all students.)
Be knowledgeable of Rowan application deadlines AND the provider application/payment deadlines.
Understand the culture in which the program is conducted and design an academically focused program that incorporates essential elements of the local culture and environment into the academic content of the program.
Plan ahead for potential risks and communicate risks and plans to students.
Collaborate with the IC: Education Abroad Office to conduct a pre-departure orientation
Explain your role and responsibilities to students.
Explain program requirements to students.
Maintain current contact information for campus support offices and on-site resources.
Adhere to standards of professional conduct, acting prudently and reasonably.
Explain cultural and behavioral requirements of foreign country, reminding students that they are perceived as representatives of Rowan University and of the United States.
Deliver the academic portion of the program and report grades upon completion of the program.
Ensure that contact hour minimums are met, the itinerary is followed, and the course objectives and learning outcomes are achieved.
Complete and submit Incident Report Form(s), as needed.
Perform appropriate investigation/follow up concerning behavior issues and complaints.
Keep IC: Education Abroad Office informed of student status changes, such as disenrollment, major illness, accidents, and protracted absence.
After the program has ended, meet with IC: Education Abroad Office staff to review program experience.

IC: EDUCATION ABROAD OFFICE

In consultation with the Education Abroad Committee, review the proposals and inform faculty of the approval of their program.
Meet with faculty member to discuss application process and deadlines.
Create google doc for faculty to reference including application deadlines, explanation of application process, a budget form and email template to interested students.
Create informational page on the IC: Education Abroad Office’s website.
Host study abroad fair and invite faculty to host an information table to promote the program
Oversee all student applications and ensure proper completion/submission of all requirements.
Ensure all students who have applied through Rowan have been given instructions to apply with the provider.
Confirm all student participants with faculty member and provider
Provide a Pre-Departure meeting with all registered students (virtual or in-person)
Liaise with provider and faculty during program if needed