Faculty Leaders

Share your idea with Education Abroad, discuss feasibility. This is where everything begins.

• The primary faculty leader meets with the Education Abroad office to discuss their program idea and learn more about the process of developing a Pace Travel Course: course goals, destination, potential dates, and logistics.
• Complete and submit the Program Proposal Approval Form (PDF). Before moving forward, the program must be approved by the faculty’s department Chair and Dean. If the course is new (i.e., not already listed in the catalog), additional curriculum approval may be required.
• At this point, the lead faculty might identify a co-faculty leader who could assist with instruction, student engagement, or on-site logistics. Co-leaders are often chosen for their subject expertise, international experience, or ability to help manage student groups abroad.

This stage sets the foundation for everything that follows. A good proposal ensures academic rigor, clear learning outcomes, and alignment with the university’s study abroad standards.

Submit a full proposal (course details, itinerary). Once the proposal is approved, planning gets more detailed.

• The faculty works with Education Abroad and a travel provider to build a detailed itinerary, incorporating academic visits, cultural activities, housing, and transportation.
• Together, they also develop a budget that accounts for faculty expenses, program fees, accommodations, excursions, staff support, and emergency planning.
• The faculty leader sets eligibility criteria; for example, GPA minimums, prerequisites, or class standing to ensure student readiness.

By this stage, the program becomes more “real” as dates are proposed, the student program fee is finalized, and logistical feasibility assessed. Co-leaders may begin to join the planning and travel logistics conversations.

This is when the program is introduced to students. With the program fee set, applications on the study abroad portal are opened and student recruitment is launched.

• The program is promoted via flyers, classroom announcements, info sessions, and study abroad fairs.
• Education Abroad and the faculty leaders collaborate on messaging that highlights academic value, destination appeal, and cultural immersion opportunities.
• Faculty may also promote the program directly in their courses, colleagues' courses, or departmental events to attract interested students.

During this time, it’s helpful for co-leaders to begin familiarizing themselves with the course content and travel details to assist with speaking to students.

Once students begin applying, the goal is to reach the minimum number of students required for the program to run. Typically, this is 10–12, but it can vary by program.

• Education Abroad reviews student applications, ensuring they meet the eligibility criteria.
• Accepted students pay a non-refundable program deposit, which secures their spot and helps cover early program expenses.
• Students are then formally registered for the Travel Course in the Pace Portal and receive ongoing communication to complete paperwork requirements.

As Education Abroad manages this stage, co-leaders will be informed of enrollment rosters with weekly application reports.

Preparation is both academic and cultural. Hold pre-departure meetings and classes, and finalize the itinerary.

• The lead faculty will schedule the semester class meetings and assignments as part of the course requirements.
• Education Abroad presents a mandatory pre-departure orientation to cover essential topics like:
  • Health and safety protocols
  • Cultural norms and expectations
  • Emergency contacts and behavioral policies

Faculty leaders must attend pre-departure orientation and a risk training with Education Abroad. Primary faculty leaders may ask co-leaders to attend additional class meetings, as they are an important face of the program and will play a support role in both academic and student affairs.

The program is officially underway! Deliver course content, guide students, ensure safety.

• Faculty and students travel abroad, and the overseas portion of the course is delivered on-site.
• The lead faculty teaches the academic content, while co-leaders may assist with instruction, manage daily logistics, or provide support in case of student needs or emergencies.
• Faculty are responsible not only for academic delivery but also for student well-being, group dynamics, and cultural engagement throughout the trip.

Co-leaders often play a critical behind-the-scenes role such as keeping the group on schedule, helping students process their experiences, and supporting smooth, successful travel.

The group returns. Debrief, submit receipts for reimbursement, and explore future trips.

• Faculty leaders will submit receipts for reimbursement via Chrome River within 90 days.
• Education Abroad will schedule a debrief meeting with faculty leaders to review the success of the program and suggestions for improvement.
• Students will receive program evaluations that will be shared with faculty leaders within 2 months of the program end.