Renew an Existing Faculty-Led Program

Want to lead a Faculty-Led Program for another year? Review the steps below to learn about the process for proposing to renew an existing program.

  1. Review Proposal Guidelines
    Review the Faculty-Led Program (FLP): Re-Approving An Existing Program webpage to understand the proposal guidelines, eligibility requirements, learning outcomes, risk management, required documents, and resources for the proposal process.
  2. Revise Program Documents
    Start revising your existing program narrative, course syllabus, recruitment plans, and marketing materials. Collect photos from your program to use in the revised program brochures.
  3. Arrange Meeting With SAA
    If needed, set up a meeting with Study Abroad and Away staff ( for discussions on your vision for the program and to review any changes or updates that you are making to your program.
  4. Identify Costs & Negotiate With Partners
    As you revise your program, identify the costs associated with your program to help develop your program budget. You will be required to submit a program cost form as part of the program proposal process. The program cost form will ask you to outline all projected program costs, including documentation to support those estimates (ex: bids from program providers, screenshots of hotel pricing, flight itinerary search, etc.) If you will work with a study abroad program provider or onsite partners who offer your program services, please contact them at least 2-3 months before the proposal is due to develop a proposal and to obtain a bid for your program needs, which should include proposed costs. This will allow the partner a sufficient amount of time to solidify their quote, tweak the proposal, and position you well to modify your proposal documents to reflect the program you have developed with your partner. Please remember that we need a range of pricing (see below) for different sized groups when working with providers, and faculty costs must be separate from the student costs.
    1. 6-9 students: $XXXX 
      Faculty price (for 6-9 students): $XXXX
    2. 10-11 students: $XXXX
      Faculty price (for 10-11 students): $XXXX 
    3. 12-14 students: $XXXX
      Faculty price (for 12-14 students): $XXXX
    4. 15-19 students: $XXXX
      Faculty price (for 15-19 students): $XXXX
    5. 20+ students: $XXXX
      Faculty price (for 20+ students): $XXXX
  5. Research Risk Factors
    Research the conditions and risk factors of the country and region by reviewing the U.S. State Department’s Travel Advisory website and the CIA World Factbook.
  6. Talk With Department Chair
    Speak with your department chair to obtain their support for the FLP. They will need to complete the Statement of Support/Letter of Recommendation that will be emailed to them after you have submitted your online application.
  7. Apply On Spartans Abroad Portal (SAP)
    After you have completed all previous steps and required documents, fill out the online application forms and upload your required documents on the Spartans Abroad Portal (SAP). Follow these directions for navigating the online application process.
  8. Schedule Budget Meeting
    The Study Abroad and Away team will reach out to you to schedule your budget meeting after your program proposal is approved and the program cost form (along with any applicable provider bids) is submitted and reviewed. Please note this process can take at least 2 weeks from the time of proposal approval and/or submission of the program cost form (whichever comes later). 
  9. Start Student Recruitment
    Start your student recruitment process by using the official marketing materials that the SAA office will prepare for your program. Recruitment and direct marketing is the responsibility of the faculty leader. SAA will provide marketing materials, but will not be the lead in recruiting efforts for your FLP.
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