University College Embedded Programs Checklist

(Steps to follow when proposing a program)

Dear Chancellors, DAAs, and interested faculty members,

It has been brought to our attention that the process that a University College faculty member must follow when proposing an Embedded Study Abroad Program is a bit confusing. As the number of embedded programs from the University College campuses increases, we would like to help everyone understand the process so that programs will be approved without any glitches the first time around.

Before laying out the process, a brief explanation of “Embedded Program” is needed. An “Embedded Program” can be set up in one of three ways:

Embedded, without additional academic credits, without reduction in class contact hours. This type of embedded program allows participants in the international experience to use the experience as part of their course grade through presentations which are different than their peers who do not participate, papers which incorporate what is learned on the trip, etc. Some students in the course may be participating, while other students are not participating.

An example of this is the PSU York Program to Paris in which students attend regular class throughout the semester, but use the International Experience as a project and grade in the course.

Embedded, without additional academic credits, with a reduction in class contact hours. This type of embedded program is for courses in which all students are participating in the international program. Generally a number of class contact hours are cut before the trip, then students participate in the trip, and finally a number of contact hours are cut after the trip, although there is some class contact hours after also.

An example of this is the PSU Worthington Scranton Program to Mexico in which students will attend two hours of class per week (instead of three) across the semester and will participate on an embedded 7-day program in Mexico.

Embedded programs with an extra credit for the international experience. This type of embedded program provides students with a maximum one (1) academic credit and is linked to a course in which the student is registered. There is no reduction in course contact hours for this type of program. This course can be set up as a ___ 099 or a ___ 296 course in which you can provide a specific title for the program. Generally there are a number of orientation and preparation meetings before the trip, the trip and then a number of “wrap up” meetings after the trip. The advantage to students for this extra one credit is that there is then a notation on their transcripts that he/she participated in an international experience.

An example of this is the PSU DuBois Spring 2007 Guatemala trip. All students participating on the trip are registered for Spanish 099 as well as one of three courses: Spanish 002, Spanish 003, or Spanish 110. Each student participates regularly in his/her regular course and the Spanish 099 course will meet for six hours before the trip, participate on the trip, meet for six hours after the trip, and have a two-hour presentation on campus on April 25, 2007.

The following table provides the steps to propose an embedded program as well as a timetable of deadlines which should be followed.

Proposing an International Embedded Experience Program
Step 1: Submitting to the University College / Deadline
Fill out a Proposal Abstract and a Short Term Program Proposal (included here as separate attachments)
Submit (electronically) the Proposal Abstract, Short Term Program Proposal, Course Syllabi for all courses, and Trip Itinerary to the Chair of the International Studies Review Committee (ISRC)—currently Dr. Deborah Gill (). At this point there is no need to have signatures. / Spring programs: November 1
Summer programs: February 1
Fall programs: June 1
Step 2: Review by the ISRC
Once all forms are received, the ISRC will review the documents. After the review, you will receive one of two letters:
(1) Revisions required. The letter will state what types of revisions are required in order to have a recommendation that the program go forward. If revisions are required, you must resubmit the documents to the ISRC and wait for a second review.
(2) Program approved. The letter will congratulate you and will state what is still to be done to have a completely approved program. This includes: (a) filling out and submitting to the ISRC Part A of the “Embedded Program Checklist” (Please note: this must be done before anything else—i.e., you cannot continue to Parts (b) or (c) here until (a) is complete) and (b) filling out and submitting Part B of the “Embedded Program Checklist”, and (c) submitting the Student Health Insurance documents. / Generally you will receive a letter within 2 weeks of the deadline dates (i.e., around November 15, February 15, and June 15). For revised programs, time varies depending upon whether or not the changes requested were minor or major.
Once approved, you should fill out Part A of the “Embedded Checklist” immediately so that students will be eligible for scholarship monies. Parts (b) and (c) should be done approximately two to four weeks before the beginning of the program.
Step 3: Forwarding Hard copies
Once your program has been approved, hard copies of all documents should be sent to Dr. Nancy Herron with the appropriate signatures. / This should be completed immediately after receiving your letter of approval from the ISRC.
Step 4: Enjoy your program!
Once Steps 1-3 are completed, you are ready to enjoy your program and the International Studies Review Committee wishes you all the best with the program!

I hope the above information is helpful. If it is not clear, please feel free to contact me ( or 814-375-4783).

On behalf of the ISRC, we wish the best to all faculty and their International Embedded Program experiences!

Sincerely,

Deborah Gill

Chair, International Studies Review Committee

Associate Professor of Spanish

Pennsylvania State University, DuBois