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Education Abroad Resources for Faculty

Planning to travel internationally with ESF students? Whether you are leading a short-term academic course or accompanying students on non-credit international travel, the Office of International Education (OIE) can help guide you through the approval process. 

Important: All ESF employees traveling internationally with students must first obtain permission through the Office of International Education. Such permission will be contingent on the employee meeting a minimum level of training and preparedness satisfactory to ESF and SUNY standards. Please review the appropriate process below based on your type of travel. For any additional questions, please email [email protected].

Non-Credit International Travel with Students

To request permission for a non-credit international travel with students, please start by completing the “ESF Employee – Proposed International Travel with Students” form. After you submit the request form, an OIE staff member will contact you to discuss your proposed travel, answer questions, and guide you through the approval process. In addition to your proposal request, students will also need to complete the Non-Credit International Travel Form. Note that all forms (employee and student) should be completed no later than one month in advance of travel.

Prior to completing the ESF Employee – Proposed International with Student Form, please make sure you have reviewed the following questions:

  1. Have I completed a Travel Authorization Form with the Travel Office?
    1. No request will be approved until a Travel Authorization Form has been completed and approved. More information about Travel.
  2. Have I reviewed Department of State and Centers for Disease Control travel advisories for my proposed travel destination?
    1. Travel to destinations with a U.S. Department of State or Center for Disease Control Level 3 or Level 4 advisory requires additional review and may not be approved.
  3. Do I have adequate communications equipment and information to allow myself to readily communicate with the students and campus leadership while abroad?
    1. If you will require equipment assistance, please make sure to reach out early to ESF Helpdesk at [email protected].
  4. Do I have a budget and adequate financial resources to accomplish the goals of the trip safely?
    1. If you will require a Travel or Net Card, please make sure to reach out early to ESF Helpdesk at [email protected] 
  5. Have I secured reliable in-country language assistance, if necessary? 

Strongly Recommended: All ESF faculty and staff are eligible for the SUNY Study Abroad Health Insurance plan complete with medical evacuation and repatriation coverage. This plan is strongly recommended and can be purchased through the Cashier’s Office (102 Bray Hall).

Leading a Short-Term International Course

Interested in leading a short-term international program at ESF? This role opens avenues to elevate students' education through immersive experiences, align with ESF’s mission to globally improve the world, and expand your own international expertise. While the responsibilities are substantial, the potential impact on student success and the gratification of contributing to their growth make the effort both challenging and fulfilling.

Program leaders must plan international programs at least 12 - 18 months in advance. Approval is case-by-case, and deviations from the timeline pose approval risks.  Please use the below guidance for approval and planning purposes.

Please reach out to OIE at [email protected] for required proposal documents and for assistance with this process.

International Academic Program Proposal Deadlines

Program proposals must be submitted at lease 12 months before the anticipated program start date.

Approval & Planning Process

  • Assess the need for the international program and the potential for sufficient enrollment
  • Complete and submit the Short-Term International Academic Program Pre-Approval Form to your Department Chair and OIE Director
  • Determine a co-leader: all programs must have two leaders
    ● Continue developing program framework, objectives, syllabus, and itinerary
    ● Consult the Director of Business Affairs to obtain program budget guidelines

  • Submit the final proposal to OIE including:
    • Short-Term International Academic Program Pre-Approval Form;
    • Calculating the Program Fee Worksheet
    • Short-Term International Academic Program Proposal Cover Page
    • Short-Term International Academic Program Proposal (including syllabus and itinerary)
  • If you are submitting to renew a program, please only submit the
    • Short-Term international Academic Program Approval Renewal Form
    • Program Fee Worksheet

  • Activate marketing plan to promote and recruit students
  • Attend the Fall Study Abroad Fair
  • Provide students with application form links
  • Communicate with OIE for assistance and guidance

  • Review all received applications and select program participants
  • Submit Participant Information Spreadsheet of accepted students to OIE
  • Schedule a leader training meeting with OIE
  • Contact Bursar with deposit amount, total program fee, and IFR account number to charge
  • Instruct students to pay program deposit and fees
  • OIE will distribute pre-departure documents to participants
  • Schedule a Pre-Departure Orientation for students - facilitated by OIE staff

  • Submit Final Itinerary and Program Contacts
  • Send program leaders passport (and visa) copies to OIE
  • Submit an updated Participant Information Spreadsheet to OIE if there are roster changes

  • Submit a reconciled budget and receipts to the Business Office.
  • OIE will send a Reentry Survey to participants
  • OIE will schedule a reentry debriefing meeting

International Health Insurance

SUNY students participating in international programs are required to have health insurance with medical evacuation and repatriation coverage.  Program leaders are encouraged to enroll in international health insurance.  Enrollment and payment for international health insurance is coordinated by the Cashiers Office.

Note on Using Education Travel Providers

Because partnerships with education travel providers may involve procurement, ethics, and conflict-of-interest considerations, please consult OIE before entering into any agreement or making commitments to a provider.