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Proposals for Faculty-led Short Courses

HOW TO SUBMIT A SHORT COURSE PROPOSAL

Faculty must complete an online application to submit a proposal for a  credit-bearing PhilaU Short Course. To allow for a well planned course, courses must be well in advance All online applications for the 2018-2019 Academic year will open in September 2017 and must be submitted by February 2018.  To access the application, CLICK HERE.  Use your webadvisor username and password to login.
 

GUIDELINES FOR DEVELOPING A FACULTY-LED SHORT COURSE

Short Course Overview
Faculty-led short courses are academic programs that are initiated, organized and carried out by faculty members, with assistance from the Study Away Office (SAO).  A faculty-led short course proposal should originate with the faculty and have the endorsement of their Program Director and Academic and Executive Dean.  Programs/Colleges have the primary responsibility for the academic content and instructional delivery methods of the short course. 

Learning Outcomes
Short Courses should address the Study Away Learning Outcomes.  Through participation on the proposed short course, students should: 

  • Appreciate the interdependence of the global environment
  • Demonstrate knowledge of international economic and/or cultural developments in their field  and/or  particular area of interest
  • Value intercultural experience
  • Develop an ethical & professional awareness of their discipline within the global community
  • Gain insight into the historical, cultural, social, political and geographic contexts of the site of study
  • Apply their resourcefulness, flexibility and interdependence and the ability to collaborate and work in a group
  • Seek another opportunity to travel abroad in the future

Be sure the proposal addresses these specific learning outcomes and how they will be accomplished and assessed!

Travel Dates
The travel component of a short course is typically one to two weeks in length and takes place during, winter term, spring break or as part of the summer Nexus Abroad program.  All proposed travel must occur during the designated winter & spring break dates and cannot conflict with other scheduled courses.  Faculty may submit a proposal for a summer short course, however there are additional tuition costs associated with summer short courses and historically they have been less popular with students (please see the summer tuition information below for more details).  Travel for summer short courses must take place within the PhilaU summer session dates.

Planning
Faculty are responsible for planning the itinerary, however the SAO will assist with the logistical arrangements.  (See “Roles & Responsibilities” document for a detailed list of responsibilities for faculty, SAO & others involved).   Faculty will provide the SAO with a detailed itinerary which should be used to get bids from travel agents or program providers.  The SAO and faculty will then work with a program provider or travel agent to secure airfare for the students.  In most cases, the travel agent will also make all accommodation reservations.  Other travel arrangements such as airport transfers, in-country coach buses, tour guides, entrance/museum fees, group dinners, etc. can also be made through the travel agent or the faculty can personally arrange these details.  The Study Away Office can recommend travel agents and providers, however if faculty have another travel agent they would like to use, that may be arranged.

Proposal Approval Process
Any new short course must be reviewed and approved by the following: 
1. Program Director
2. College/School with letter of approval/support from Academic/Executive Dean
3. Study Away Advisory Committee in consultation with Study Away Office & Provost’s Office   (The Study Abroad & Provost’s Office will review the short course to ensure it follows study abroad guidelines and risk management issues.  Once a short course has been reviewed and approved by all of the above, it must then be approved by the AOOC.)  
4. AOOC
A repeat short course (that has no significant changes) does not need to go before the AOOC again.  It must, however, receive approval from the Program Director, Academic/Executive Dean and Study Abroad Office.   Program Directors and Deans will review all proposals to determine which can be offered.

Proposal Components

  • Complete online application  
  • Course syllabus
  • Documentation of support from the Academic/Executive Dean indicating Program and College commitment to the course
  • Detailed budget for the short course 
  • Itinerary
      

Before beginning the online application, please review the following points.  This information will be required as part of the application and should be considered as you begin the proposal process.

  • Overview of the SC with a clear statement of objectives, proposed dates, information on the site including how it relates to the academic program and learning outcomes.
  • Academic Content:  Description of course (with syllabus), number of contact hours, pre-departure classes, evaluation methods, etc.
  • Program Activities: overview of field trips/excursions
  • Cultural Immersion:  opportunities for cultural immersion in the host culture?
  • Information on faculty leaders knowledge and experience of host culture, course content, and previous experience in leading short courses or global enrichment opportunities
  • Logistical arrangements: information about travel to & from the short course destination, transportation within the country, accommodations, etc.
  • Student requirements: GPA, major, class level, pre-requisites, etc.
  • Health, Safety & Security: Are there any ongoing political or ethnic conflicts that could compromise the safety of the students? 
  • Orientation & Assessment:  plans for the pre-departure and on-site orientation, assessment of learning outcomes, etc.
  • Student enrollment: estimated student enrollment (any evidence to support this estimate?), will this short course be offered to students outside your Program/College? 
  • Current Study Away Offerings:  What impact would this SC have on current study away programs?

 

For a detailed list of the roles & responsibilities of faculty, the Study Abroad Office and others involved in the short course proposal process, please readShortCourse Roles_Responsibilities 2012-13.pdf   

 

TIMELINE FOR PROPOSAL SUBMISSION & COURSE PLANNING

The following time line should serve has a guide for faculty submitting short course proposals for the 2013-2014 academic year.  

January  All proposals (complete with Program Director & Executive or Academic Dean’s approval) should be submitted by this date via the Study Abroad Office's online application system.  Proposals will be reviewed by the Study Abroad Office (SAO) and Provost’s Office and decisions will be made in coordination with the deans.
 
February  Faculty will be notified of initial proposal approvals during this time. 

March Faculty must begin to develop detailed syllabus and tentative itinerary and budget which will be used for academic approval, program bidding, and marketing to students. 
April Faculty will be notified of final acceptance from Provost's Office
May-September  Faculty should begin to advertise the short course and hold info sessions to recruit students.  The SAO will provide faculty with information about the application process, deposits and deadlines prior to their info sessions.  Faculty should notify the SAO of the date/time/location of info sessions so that someone from the SAO can attend the meeting and the meeting details can be advertised on the SAO website.

June-September In coordination with the travel agent & SAO, faculty will develop the travel itinerary for the short course and begin to finalize trip details.  The travel budget and student cost will be developed as the travel logistics are planned.  To promote the short course, faculty should email the students who attended earlier info sessions and students in specific classes and/or programs.  The SAO will promote the upcoming short courses at Freshmen & Transfer summer START sessions. 

September- October Students must submit their online application for all winter term and spring semester short courses.  (Students can access the online application through the SAO’s website)

October - November The SAO will review completed applications and together with the faculty, make all acceptance decisions.  Students will be notified of their acceptance status by the SAO via email.   Students have one week from the date of acceptance to submit their decision form which confirms their participation in the course.

November- January  The SAO will provide faculty with the final participant list for the short course.  Faculty should begin to communicate with the students, schedule pre-travel meetings, etc.    Faculty will work with the SAO & travel provider to confirm all final details of the short course now that the number of participants has been confirmed. 
April-June Faculty will submit assessment materials and expense reports for travel.