Budget Instructions

FAQs

Things to Consider

 For 2009, faculty will submit a preliminary proposal then a final proposal that will be further developed over the summer.  FLP has experienced tremendous growth and success and IPS feels the summer is necessary to assist faculty in formally developing their program.  In addition, the added time will allow for promotion during the fall semester.

SJSU faculty are invited to plan and propose credit-bearing overseas academic courses for 3 – 6 weeks during the summer or winter intersession.  Please use the Faculty-Led Program proposal application (available on website) and submit it with a program description and budget.  The application must be endorsed by the sponsoring department’s chair, as well as by the college dean.

Potential faculty leaders should work with the Faculty-Led Program Advisor to develop their proposal according to the established procedures and criteria.  Proposals will be reviewed and evaluated by the Faculty-Led Programs Advisory Council, which is made up of SJSU faculty and administrators.  All preliminary proposals for Winter and Summer 2009 should be submitted to IPS by May 2, 2008, complete proposals will be due June 2, 2009.  Applicants should be prepared to adjust program plans according to recommendations by International Programs & Services and the Faculty-Led Programs Advisory Council.

Faculty-Led Programs are considered “self-supported” and will be run through Special Session.  Faculty leaders and participants are also encouraged to do fundraising and/or seek additional funding sources to keep their programs affordable.  Participants are eligible for financial aid through SJSU if they enroll in and complete six units for the program.

• The request for proposals is open to all SJSU faculty.
• Proposed courses must carry a minimum of 3 credits over a minimum of 3 weeks, with each credit requiring a minimum of 15 contact hours of instruction.
• Programs must be self-supporting, which generally requires a minimum of 15 students per one faculty leader.
• Programs should have a clear academic focus and objectives.  Excursions should be relevant to the course subject and academic content of the program. (Programs should not be travel tours)
• Proposals should demonstrate engagement with the local culture.
• Proposals should demonstrate the Faculty Leader’s knowledge of the host environment and have established on-site contacts/support.
• Proposals should demonstrate how the program would link back to the SJSU campus community and contribute to the internationalization of the university.
• Service-learning or internship components are strongly encouraged but not required.

Any faculty who have not led a short-term study abroad program are required to take part in training sessions that cover administrative issues, recruitment, budgeting and finances, liability issues, pre-departure orientation and ideas for bringing the experiences of the program back to SJSU.  All Faculty are required to participate in evaluation procedures following the program.

Although IPS will provide some recruitment and marketing support, faculty leaders are ultimately responsible for recruiting the required minimum number of participants for their program.  After selection and development of the program, if student enrollment is too low to cover the anticipated costs, or if safety, security or health concerns arise in relation to the program or its destination, IPS reserves the right to cancel the program.

Unless applicants waive compensation or arrange for alternate compensation through their departments or deans, faculty leading short-term programs will be compensated by student fee-generated lump-sum payments.  Faculty salaries are based on the CSU Salary Schedule, Class Code 2322, “Instructional Faculty - Special Programs”.  Student-generated fees will cover faculty leaders’ travel, accommodations and per diem expenses.

Additional Faculty Leaders or Faculty Assistants

Some programs may require more extensive assistance and supervision than others.  If the faculty leader anticipates the need for additional faculty or assistants to accompany the program, they should state this in their proposal and adjust the budget accordingly.  Programs that take an additional faculty leader or assistant will likely need to recruit more participants to keep the program affordable and self-supporting.

The additional faculty leader or assistant is expected to travel with and stay with the students throughout the entire course of the program.  Additional leaders must also be SJSU faculty.  Faculty assistants must be SJSU employees or graduate students and are not compensated above the cost of travel, accommodations and per diem.  Due to liability reasons, family and friends cannot accompany SJSU Faculty-Led programs.  Only degree seeking students and SJSU employees may travel with the programs.

The Preliminary Proposal

All faculty must submit a preliminary proposal form when submitting potential FLP.  The form must have parts completed.  The form consists of a program location, rationale, proposed course and a rough budget.  The budget will consist of all expenses for the faculty, housing, food, and in country transportation for students along with proposed classroom location.

The Complete Proposal

All faculty must include the follow (a, b, and c) when submitting a proposal for an FLP.
For a printable package that includes all documents please click on Proposal Package:

a) Completed Application Form signed by Dean and Department Chair.

b) A completed estimated Budget Worksheet for the proposed program.  Please utilize the sample budget and detailed instructions for preparing a budget for your program provided online.  Provide an estimated range of per-student costs and the overall program cost, with an explanation of all.  Note:  In order for students to realistically afford to participate in programs, it is recommended that the overall cost per student be kept in the range of $3,300 for a 3-week program including airfare and room/board.

C) 2-4 page Description of the proposed program that addresses the following:
Please see  Things to Consider when Developing a Program

• The rationale for the program along with the credit to be earned
• The intended audience for recruitment of participants;
• The learning objectives and how they will be accomplished in the international environment;
• The instructional delivery methods that will be used (e.g., classroom lectures, cross-cultural and academic site visits/excursions, guest lecturers, internships, service learning projects, etc.);
• The specific methods of evaluation and grading criteria;
• How the program will take advantage of the international environment and attempt to integrate the students into the local culture;
• The general logistical arrangements and itinerary (e.g., transportation, accommodations, meals, etc.);
• The health, safety and security conditions in the host country. 

For additional information, please contact:
Deb Killeen, Assistant for Faculty-Led Program
Study Abroad Office (Clark Hall, Room 550)
International Programs and Services (IPS)
Tel: (408) 924-6128
Fax: (408) 924-5976
E-mail: Debora.Killeen@sjsu.edu

Contact us at the Study Abroad Office, Clark Hall, Room 543 Tel  (408) 924-5931 Fax (408) 924-5976
or send us an email