Planning an ESF International ProgramInformation for Faculty
- Time Line for Developing a SUNY ESF Short-Term International Academic Program
- International Academic Program Proposal Deadlines
- Accepted Participants
- International Health Insurance and Medical Evacuation and Repatriation Coverage
- Offering a Previously Approved Program in a Subsequent Semester
- Offering a Non-Credit International Experience or Project
- Note on Using Education Travel Providers
- Post-Program Evaluations
- Additional Information
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; 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.
|Time||Things that must be done|
Approval Process8-12 months prior to departure
|7 months prior to departure||
|6 months prior to departure||
|5 months prior to departure||
|3-4 months prior to departure||
|1 month prior to departure||
|2 weeks prior to departure||
|1 week after return||
|2 weeks after return||
|1 month after return||
Please type information directly into the form and print.
- Short-Term International Academic Program Pre-Approval Form (PDF)
- Calculating the Program Fee Worksheet (XLS)
- Short-Term International Academic Program Proposal Cover Page (PDF)
- Short-Term International Academic Program Proposal Instructions (PDF)
- Participant Information Spreadsheet (XLS)
- Program Arrangements and Detailed Itinerary Form (Word)
- Short-Term International Academic Program Approval Renewal Form (PDF)
- Non-Credit Program Arrangements and Detailed Itinerary Form (PDF)
- International Academic Program Incident Report (PDF)
- International Programs Program Leader Report (PDF)
- SUNY-ESF International Academic Program Application Form (PDF)
- SUNY-ESF International Academic Program Judicial Review Form (PDF)
- SUNY-ESF International Academic Program Student Participant Forms (PDF)
- Intent to Register and Program Deposit Form (PDF)
- International Program Withdrawal Form (PDF)
- International Program Student Evaluation Form (PDF)
International Academic Program Proposal Deadlines
- Fall programs: February 1
- Winter programs: May 1
- Spring programs: June 1
- Summer programs: December 1
Program leaders must instruct accepted participants to complete the ESF International Academic Program Student Participant Forms available on the Participating in an ESF International Faculty-Led Program webpage.
Accepted participants must submit completed ESF International Academic Program Student Participant 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 Office of International Education no later than 1 month prior to trip departure. The Office of International Education will review them and provide program leaders with an electronic file of forms 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 health insurance coverage for students in your program fees; 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.
Note on Using Education Travel Providers
It is not unheard to partner with international tour operators or education travel providers in order to help arrange for student and faculty travel. The form and structure of these partnerships vary, as does the level of institutional involvement in the process. Since these arrangements can implicate various procurement, ethics, and conflict of interest rules, with the Office of International Education's guidance you should:
- Conduct a thorough evaluation process based on the following criteria:
- Knowledge of and experience in the countries being visited
- Expertise in the academic field of the program
- Reputation as evidenced by recommendations of other educational institutions
- Understanding of U.S. safety protocols and security issues
- Transparency in financial arrangements
- Cost (recognizing that the other factors are often more important than lower cost)
- Seek referrals from SUNY CIE through the Office of International Education.
- Create a clear contract with the provider signed by an ESF responsible authority.
- Ensure that the contract makes it clear that the legal relationship is between the provider and the campus.
- Ensure that no staff member receives unethical benefits from a provider.
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.