Proposal Process

 

New Proposal Calendar

The submission period for Faculty Led Program proposals for Summer 2014 is closed now.  We received a record number of proposals and are ready to focus on the success of those.   

If you have a program in mind, please think about submitting your proposal for Summer 2015.


 

Step by Step Proposal Guide

1. Develop a Statement of Intent and Meet with the FLP Coordinator

(For new FLPs only)

Faculty who would like to propose a new FLP must start by developing a Statement of Intent. The Statement of Intent is simply a short written statement that outlines basic program information including: the proposed program location, dates, rationale, and preliminary course outline. The Statement of Intent is sent to the FLP Coordinator who will then set up a meeting with the faculty member to discuss the program’s potential as well as further steps in the proposal process.

2. Research Program Details

Once the faculty leader has determined the desired program information, they should research key program details, including:

Academics

The faculty leader should consult with their department to determine which existing course number would be suitable to use for this FLP. Faculty will have to take into consideration the course topic, desired number of units and time abroad, methods of delivery and evaluation, if the course will satisfy G.E. requirements, etc.

Logistics

Faculty leaders may choose to arrange student accommodations, classroom space, and tours on their own, but as these on-site logistics can be one of the most daunting parts of leading a FLP, most faculty leaders choose to work with one of many reputable study abroad provider organizations to handle this aspect. Providers offer the benefit of having another level of on-site support in the event of any questions or accidents. Whenever possible IPS recommends faculty utilize the services of a provider.

Faculty leaders should contact a provider with a site in the desired country and give them details about the program they wish to put together such as a rough itinerary, desired style of accommodations and classroom space, and what kinds of excursions or trips they would like to include. Faculty can be as vague or as specific as they would like and the provider will work with their on-site team to put together a complete itinerary with costs which will be added to the overall FLP program fee. Eventually, if the faculty leader elects to utilize a provider’s services, a contract will be drawn up that the provider, the faculty leader, and SJSU must sign off on. The FLP Coordinator can assist with this process if there are any questions or concerns. A list of reputable providers that have worked with SJSU in the past may be found in the FLP Provider List.

Regarding student transportation to and from the program location, faculty leaders can choose to either let the students arrange transportation themselves or organize group travel. Each method has its pros and cons, but for most FLPs, faculty leaders tend to let the students arrange travel themselves and just be responsible for showing up in-country on the program start date at a pre-determined location.

3. Complete the FLP Proposal

All faculty must submit a completed FLP Proposal which includes the following three parts:

  1. FLP Proposal and Renewal Application Form (pdf)—This form requires basic program information such as dates, course numbers, units, etc.
  2. FLP Program Description (pdf)—A document that describes in detail the rationale of the program, the program logistics and itinerary, and the academic components of the program. Faculty leaders will show this program description to their home department and college for approval signatures in item 4. Please see Things to Consider When Developing a FLP for guidelines on questions to address in the Program Description.
  3. Budget Worksheet (xls)—An interactive excel worksheet where faculty leaders list itemized estimated program costs and the worksheet automatically calculates the total program cost and cost per student. Please see Instructions for Preparing a FLP Budget for more information.

Once all three of the above documents are completed, please return them to the FLP Coordinator for review. If necessary, the FLP Coordinator may wish to meet with the faculty leader to go over questions about the program description or budget. After the faculty leader and the FLP Coordinator have reviewed the budget, it will be passed on to the Director of Finance and Operations for CIES for final approval.

4. Obtain Appropriate Signatures

The following four documents all require signatures from the faculty leader’s Department Chair and College Dean.

  1. FLP Approval Signature Page (pdf)—Grants permission from the faculty’s College and Department for the FLP to occur. Obtain signatures then return to the FLP Coordinator who will sign and pass on the form to obtain the CIES AVP Signature.
  2. FLP Faculty Leader Agreement (pdf)—Agreement on FLP policies between the faculty leader and CIES. Obtain signatures then return to FLP Coordinator.
  3. Class Section Add Form (pdf)—Establishes the FLP course in the SJSU system to create a class and section number. Obtain signatures then return directly to CIES.
  4. Instruction Appointment Form (pdf)—Establishes the faculty leader’s compensation for the FLP. Obtain signatures then return directly to Faculty Affairs.

5. Finalize the Provider Contract

If working with a Study Abroad Provider to help with on-site logistics, review the details of the itinerary, double check the included items, and ask for a final contract to be drawn up. The contract should outline all services, dates, and costs, and should have spaces for the following signatories: 1. the faculty leader(s), 2. the provider representative, 3. Barb Keltner, SJSU Contract Analyst.

After the faculty leader, provider representative, and FLP Coordinator have reviewed the contract, the faculty leader(s) will sign and pass on the contract to the FLP Coordinator who will obtain the SJSU Contract Analyst signature, make a copy, and send the contract back to the provider representative for the final signature. All parties will retain a copy of the final contract with all signatures.

6. Market Your Program

Don’t forget to market your program to help reach your minimum enrollment—faculty leaders are always the best promoters of their own programs. The IPS Office can offer some marketing assistance. Once a faculty leader has their core program information and estimated costs ready, the FLP Coordinator can arrange to have the program listed on the IPS Study Abroad Office FLP website. Any photos or videos the faculty leader would be able to supply would also help in multimedia marketing efforts. The FLP Student Assistant can also design and order one page flyers and index card-sized handouts with individual program information for faculty leaders to distribute to their classes and colleagues.

Depending on the scope of the FLP, faculty leaders should adjust their marketing efforts. If the target is only SJSU students, the faculty leader can selectively advertise to specific groups of students. If the faculty leader would like to open up the FLP to students from other universities or non-students (alumni or general community members), these applicants may also participate by registering with Open University and paying the same fees as SJSU students for the FLP. In this case, marketing could be done on a statewide or national level through listservs or other means.

7. Monitor Student Applications and Deadlines

Keep an eye on student applications as well as deadlines for registration and payments. Students will send their completed application forms to both the faculty leader and the Study Abroad Office. The faculty leader is responsible for reviewing applications and discussing any issues that would prevent an applicant from being accepted into the program with the FLP Coordinator before acceptance emails are sent out. Faculty leaders should also be aware of student application, registration, and payment deadlines.

8. Complete Travel Authorization

At least 45 days before the departure date for the program, all faculty leaders must file a Travel Authorization request through Finance Transaction Services (FTS). Please see the CMS guide for Travel Authorization (pdf).