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Faculty Planning an ESF International Program
Study Abroad—Office of International Education

ESF faculty/staff who plan to conduct an international program or academic course abroad must obtain approval from their 1) academic department; 2) the Associate Provost for Instruction and Dean of the Graduate School; 3) The Director of Business Affairs (or designee); 4) the Provost & Vice President of Academic Affairs; 5) the Coordinator of International Education; and 6) the SUNY system Office of International Programs on the forms included below.

Leaders of international programs must adhere to all ESF and SUNY policies and procedures regarding international travel and student programs. Please review the guidebook below to aid you as you go about developing an ESF Short-Term International Program.

Time Line for Developing a SUNY-ESF Short-Term International Academic Program

Program leaders are required to plan for an international course offering at least 8 months in advance of when the proposed travel will take place. Please use the time line below to aid you in your planning. Please note that courses will be approved on a case-by-case basis according to the established deadlines; individuals deviating from the time line below assume the risk that their course may not be approved.

Approval Process
8-12 months prior to departure
  • Assess need for the international program and the potential for sufficient enrollment.
  • Consult with your Department Chair and the Associate Provost for Instruction to gain support for the program concept and pre-approval via the Short-Term International Academic Program Pre-Approval Form.
  • Continue developing program framework, objectives, syllabus, and itinerary.
  • Consult the Director of Business Affairs in order to obtain program budget guidelines.
  • If applicable, consult with logistics providers regarding available services and costs.
7  months prior to departure
  • Submit final proposal to the Office of International Education (OIE) including: 1) Short-Term International Academic Program Pre-Approval Form; (2) Calculating the Program Fee Worksheet; and (3) Short-Term International Academic Program Proposal to the Office of International Education (302 Bray Hall) along with the program description, application deadlines, payment schedule, and syllabus by:
    • Fall programs: February 1 (or at least 7 months prior to travel)
    • Winter programs: May 1
    • Spring programs: June 1 (or at least 7 months prior to travel)
    • Summer programs: December 1
6 months prior to departure
  • Develop promotional materials (e.g., flyers, meetings).
5  months prior to departure
  • Activate marketing plan to promote program and recruit students.
  • Provide students with application forms.
3-4  months prior to departure
  • All applications received and reviewed and participants selected for program.
  • Provide applications and Participant Information Spreadsheet of accepted students (include full name, SU ID, sex, birth date, and email) to Office of International Education.
  • Contact Bursar with deposit amount, total program fee, and IFR account number to charge
  • Distribute  “International Academic Program Student Forms “ to participants (available online at: www.esf.edu/studyabroad/participating.htm  
  • Instruct students about paying program deposit and remaining program fees.
1  month prior to departure
  • Submit all International Academic Program Student Forms and supplemental documentation to the Office of International Education for each participant; available online at: www.esf.edu/studyabroad/faculty.htm
  • Provide a pre-departure orientation for student participants.
2  weeks prior to departure
  • Submit Program Arrangements and Detailed Itinerary Form including emergency contact information, flight/travel/hotel information, and daily schedule along with the program leader(s) passport and visa copies to the Office of International Education.
  • If there have been any changes to you participants, also submit an an updated Participant Information Spreadsheet of students participating in the program to the Office of International Education.
1  week after return
  • Submit final grades for students to the Registrar’s Office.
2  weeks after return
  • Submit reconciled budget including a spreadsheet that details expenses by date of purchase and type of purchase along with all receipts of purchases to the Business Office.
  • Submit students’ evaluations of the course (International Program Student Evaluation Form) to the Office of International Education.
1  month after return
  • Submit International Programs Program Leader Report to the Office of International Education.
  • Hold debriefing 'meeting' for all program participants on campus or via email.

Forms (Please note these are draft versions that will be finalized in the near future)

Please type information directly into the form and print.

Faculty
Student

International Academic Program Proposal Deadlines

  • Fall programs: February 1
  • Winter programs: May 1
  • Spring programs: June 1
  • Summer programs: December 1 

Accepted Participants

Program leaders must instruct accepted participants to complete the ESF International Academic Program Student Forms available on the Participating in an ESF International Faculty-Led Program webpage.

Accepted participants must submit completed ESF International Academic Program Student Forms (Participant Information; Agreement and Release; Student Health Information; Physician’s Statement; and Statement of Insurance) along with the requested supplemental documentation [copy of passport, visa (if applicable), flight itinerary, and proof of health insurance coverage] to the program leader. Program leaders should review them and submit completed forms for each student participating in the international program in one group packet to the Office of International Education at least one month prior to departure. The Office of International Education will provide program leaders with an electronic file of applications for their program.

International Health Insurance and Medical Evacuation and Repatriation Coverage

SUNY students who participate in international programs are required to carry comprehensive health insurance with medical evacuation and repatriation coverage. No exemption from the health insurance fee shall be allowed except for participants presenting evidence of a religious objection or those individuals for whom comparable coverage has been obtained through an exchange agreement, an employment benefit, or foreign government sponsorship. It is recommended that you include SUNY HTH health insurance coverage (which includes MedEx) for students in your program fees ($51.50 for 16 days- 2011-2012 rate); in the event of a medical emergency, this will make obtaining treatment and services easier.

Note: Neither the State of New York, through its agents, nor the State University of New York through its agents and employees, is responsible in any manner whatsoever for the payment of any claim for health-related services provided to individuals covered under this insurance policy. The State of New York and State University of New York are not responsible for obligations incurred by individuals who are not covered by this insurance policy. All individuals participating in the University’s health insurance programs described herein are responsible for reviewing all descriptions of the scope and level of coverage offered by this policy. Such participants will be solely responsible for obtaining additional coverage not provided under this program if such is deemed necessary by the participant.

Offering a Previously Approved Program in a Subsequent Semester

Program leaders are not required to go through the full formal review process if they are offering a previously approved course in a subsequent semester. Program leaders should submit the Short-Term International Academic Program Approval Renewal Form and Program Fee Worksheet by the proposal deadline noted above. The Participant Information Spreadsheet should be submitted to the Office of International Education once program acceptance decisions have been made (4 months prior to departure). The Program Arrangements and Detailed Itinerary Form, completed ESF International Academic Program Student Forms for each participant, and an updated Participant Information Spreadsheet (if participant information has changed) should be submitted no later than 2 weeks prior to departure.

Upon completion of the program, program leaders must also provide the Office of International Education with the International Program Student Evaluations for the course and the International Programs Program Leader Report.

Offering a Non-Credit International Experience or Project

If you are offering a one-time non-credit international experience or project that includes only ESF students, please complete the Non-Credit Program Arrangements and Detailed Itinerary Form 1 month prior to departure.

Post-Program Evaluations

Program leaders are required to distribute the International Program Student Evaluation Form to participants in order to obtain feedback about the international course offering. These are intended to be anonymous evaluations; if you are unable to administer them at the end of your program, please contact the Office of International Education and they will distribute the forms to students electronically.

Additionally, program leaders are required to submit the International Programs Program Leader Report within a month of the end of the program.

Additional Information


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