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Faculty Program Director Predeparture Responsibilities
- Program Development and Costs: Work with the Education Abroad Office to develop the
program, finalize the itinerary, and determine cost. The final program price advertised in the
program brochure is set by the Education Abroad Office with the approval of the International
Affairs accountant.
- Budget Adjustment: Any adjustment of in-country costs should be communicated directly to
the Education Abroad Office (not to the students).
- Travel Advance: Should your program require a cash advance for travel expenses, it is
imperative that you work with the Education Abroad Officer assigned to your program. As budgets
are developed, the Education Abroad program officer is the main point of contact with regard to all
financial matters.
- Travel and Expense Procedures: Meet with the International Affairs Accountant, Ms.
Marcela Peralta, to review travel and expense procedures. The USF Travel Office has
implemented new policies and procedures as they relate to reconciliation of travel.
Reimbursement of expenses may be delayed or denied if proper receipting is not provided in a
timely fashion upon your return to the U.S. See Upon Your Return for more information.
- Deadlines: Assist the Education Abroad Office by reminding participants of the due dates for
deposit and final payment that are published in the program brochure. These deadlines are
established so that the Education Abroad Office can determine if there is sufficient enrollment to
conduct the program as well as adhere to overseas providers’ payment schedules.
- Information Sessions: Hold a minimum of two information meetings the semester prior to
your program for student recruitment; plan class visits to announce your program to students.
Maintain e-mail contact with interested students. Promote the program on all USF campuses
and send information to colleagues at other institutions. All promotional materials will be
provided by the Education Abroad Office.
- Academics: Clarify specific academic expectations to students; provide a course syllabus and
identify required text books to students at the first on-campus meeting. Provide a copy of the
proposed program itinerary and schedule of activities.
- Advising: Allocate time for academic advising of students seeking information on your
program. The Education Abroad Office provides program enrollment and logistical advice to
students but not academic advising.
- Pre-departure Orientation: Schedule a pre-departure orientation meeting on the USF campus
within a month of program departure. This will include country-specific information, crosscultural
and personal preparation for the program. Inform the Education Abroad Office of the date
and time of this meeting so that our staff can participate and assist you.
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