PROPOSAL TIMELINE
FALL (outgoing): August - November 15th SPRING (outgoing): January - July 15th
Proposal Submission: Travel Study Proposals may be submitted to the Center for International Education up until November 15th for outgoing Fall programs, and July 15th for outgoing Spring programs.
FALL (outgoing): Final Review - November SPRING (outgoing): Final Review - July
Proposal Review: The International Education Steering Committee meets once a month to review proposals. Proposals will not be reviewed after the dates noted above.
FALL (outgoing): No Later Than: December SPRING (outgoing): No Later Than: August
Program Approval: Faculty members will be informed if they have been selected/ not selected to lead a Travel Study course no later than the dates noted above.
FALL (outgoing): January 11th SPRING (outgoing): August 22nd
Information Session: Selected Faculty are required to attend an information session about the preparation process of their program. These sessions occur prior to the start of the semester.
PROCESS
STEP 1:Discuss Travel Study possibilities with your Department Chair.
STEP 2:Complete the Travel Study Developer Questionnaire. This form will assist you in working with program providers to craft your course.
STEP 3:Select a Program Provider from the list below or contact the Center for International Education for an additional list of providers.
If you are unable to locate a program provider (or if you are not using a provider on this list), it will rest on you to locate a local ground operator or partnering institution that can assist with the program logistics and facilitation of your course. Please complete and submit the Program Provider Request Form along with your proposal.
STEP 4:Contact your Program Provider and begin working on an itinerary/ budget for your course.The Center for International Education can help you through this process.
STEP 5: Complete the Travel Study Course Proposal
STEP 6:Meet with the Center for International Education to review your proposal prior to submission.
STEP 7:Submit your Proposal and supplemental materials to the Center for International Education
STEP 8:International Education Steering Committee will review proposal.
PROGRAM PROVIDERS
The International Education Steering Committee of Otis College requires, all faculty seeking to facilitate a travel study course use a program provider “whenever” possible. Program Providers work with you to craft and customize an abroad course specific to your/student needs. Program providers are not pre-packaged tour operators. Rather, “providers” offer support services, throughout the world, ensuring that your course runs safely and smoothly, while maintaining the integrity of your course vision. Program Providers also provide liability insurance necessary to run abroad courses.
Below is a short-list of items generally covered by a program provider:
Course Program Manager dedicated to your program
Airport transportation
Student accommodations
Health and liability insurance
On-site orientation and city tour
Cultural activities in host city
Day or overnight excursions
Organized group meals
Reserved classroom space
Access to on-site offices
24-hour resident staff support
Below you will find a short list of program providers who can assist you with the planning of your abroad course. For additional providers please contact the Center for International Education.
ACCENT:
Web: www.accentintl.com
Contact: Allison Keith. Phone: 415-835-3749. Email:
Locations: Paris. Florence. London. Madrid. Rome. Istanbul.
ISA:
Web: www.cp.studiesabroad.com
Contact: Phone: 512.480.8522. Email:
Locations: Argentina, Belgium, Brazil, Chile, China, Columbia, Costa Rica, Czech Republic, Dominican Republic,
England (UK), France, India, Ireland, Italy, Jordan, Mexico, Morocco, Northern Ireland, Panama Peru, South Korea, & Spain
GLOBAL LINKS:
Web: www.globalinksabroad.org
Contact: Steve Luther. Phone: 800-980-0033 Ext 114. Email:
Locations: Spain, ChinaAustralia, New Zealand, Fiji (View Website for a complete list of destinations)
EDUCATION TRAVEL ADVENTURE:
Web: http://etadventures.com/destinations
Contact: Michael Holzer. Phone: 732-410-5665. Email:
Locations: North America. Europe. South America (View website for a complete list of destinations)
AMERICAN TOURS INTERNATIONAL
Web: www.cubaati.com, www.americantours.com
Contact: Jordan. Phone: 310-590-4108. Email:
Locations: Cuba. N. America West & Hawaiian Islands. N. America East & Florida. Asia (Beijing)
ADDITIONAL PROVIDERS
Go-Today
Contact: PH: 425-527-8050 ext. 26039. Email:
Locations: Europe, Central America, South America, Africa, Asia, South Pacific
American Institute for Foreign Study (AIFS)
Locations: Argentina, Australia, China, Costa Rica, Czech Republic, England (UK), France, Germany, Ireland, Italy, Mexico, New Zealand, Peru, Russia, South Africa, & Spain
Center for International Studies Abroad (CIS)
Locations: Australia, Austria, Bolivia, Cambodia, Chile, China, Costa Rica, Czech Republic, Dominica, Dominican Republic, Ecuador, England, France, Germany, Ghana, Greece, Ireland, Italy, Mexico, Morocco, New Zealand, Peru, Philippines, Puerto Rico, Scotland, South Africa, Spain, Thailand, Turkey, Vietnam
Danish Institute for Foreign Study (DIS)
Location: Denmark (Copenhagen)
Study Abroad Italy (SAI)
Locations: Italy (Florence, Milan, Rome, & Sicily)
CIEE
Locations: Africa, Asia-Pacific, Europe, Latin America, Middle East (View website for a complete list of destinations)
SIT Study Abroad
Locations: Africa & Middle East: Cameroon, Ghana, Kenya, Madagascar, Mali, Rwanda, Senegal, South Africa, Tanzania, Uganda, Jordan, Morocco, Oman, Tunisia, Egypt, Asia & The Pacific: Australia, China, India, Indonesia, Mongolia, Nepal, Samoa, Vietnam, Cambodia, Bhutan, Europe: Czech Republic, France, Ireland, Netherlands, Serbia, Bosnia, Kosovo, Spain, Switzerland, Iceland, Latin America: Argentina, Bolivia, Brazil, Chile, Ecuador, Mexico, Nicaragua, Panama, Peru
As a faculty member facilitating a Travel Study Course, you will have the opportunity to share your knowledge with students in a location outside of Los Angeles that will enhance the subjects you teach.
How long is a Travel Study course?
A Travel Study course is typically a type of credit-bearing international experience that includes activities, organized excursions, and cultural encounters. These programs typically last between one to eight weeks.
What gets taken into consideration by the International Education Steering Committee (ISEC) when choosing a program and a faculty member to lead a Travel Study course?
The Committee looks for well-designed and complete program proposals. ISEC takes into account the ability of faculty facilitating the course to move their students safely and deftly through the Travel Study experience.
What are obstacles that prevent students from participating on Travel Abroad courses?
It is imperative that a study abroad course promotes inclusivity. Some reasons for non-participation but not limited to: Financial Reasons, Family Obligations, Work Obligations, Fear of Travelling/the Unknown, Proper Courses are not Offered for Credit, and Illness(es) or Disability(ies).
What are questions I should ask myself when considering if a Travel Study program will be successful?
· Does the program fill a curricular need for your department?
· Is there an existing Otis program that already meets these needs?
· Does the program offer something unique that cannot be accomplished on campus, like an opportunity to be immersed in a unique or different culture?
· Is there a specific reason that this program should take place in the specified location? What is that reason?
· Does the time of year when the program is planned appeal to students? Is the length of the program appropriate for the academic content?
· Are seasonal costs, airfare, lodging, food, etc. higher or lower during the time this program will be offered?
· Is the political/economic situation stable in the country of destination?
· Is there enough student interest to ensure that the minimum enrollment requirements are meet?
When do Travel Study Courses take place?
Travel Study Courses (TSC) typically occur during Spring Break after Spring Semester ends, and after Fall Semester ends.
What is the faculty to student ratio?
When using a program provider the ratio and price breakdown can vary. The more students participating on the Travel Study course the less expensive the course is for students. Remember, the program provider is your in-country support staff. 6-9 students: 1 administering faculty. 10-15 students: 1 administering faculty. 16-20: 1- 2 administering faculty, may participate. If additional Faculty would like to participate on a Travel Study course beyond the stated ratio the additional cost of that individual must be incurred by the Department.
If your course is not working in collaboration with a program provider the student to faculty ratio is adjusted accordingly. 6-9 students: 2 administering faculty. 10-15 students: 2 administering faculty. 16-20 students: 2- 3 administering bodies may participate.
Who approves my application proposal?
Prior to submitting your proposal into the Center for International Education you must obtain approval from your Department Chair. Once you have obtained this signature, the International Education Steering Committee will review your proposal.
How long is the planning process for a Travel Study course?
From start to finish, it generally takes 12-18 months to plan, apply and get approved for a course
Am I on my own to plan my Travel Study course?
No. The approved program provider and Center for International Education will help you plan.
What if I cannot find a program provider to help facilitate my Travel Study course?
In the event a program provider cannot be located to help provide support it will rest on you to locate a local ground operator or partnering institution that can assist with the program logistics and facilitation of your course, acting as a Third Party Provider. In this event you will need to complete and submit a Provider Request Form with your Travel Study Proposal.
What are my responsibilities before leaving?
RECRUIT! The faculty drives the marketing, promotion, and enrollment for the class. Darren Grosch, Director of International Education, will be available to assist you with marketing and working with the program provider. Additionally you will be expected to:
· Participate in pre-departure orientations
· Read the Leader Guide & Safety Guide
· Read the Travel Study Design Guide
· Participate in Otis’ Travel Study Orientations
· Communicate with your students prior to departure.
· Completing and updating all required pre-departure materials, First 72 hours, Itinerary, and risk-management plans.
What are my responsibilities while I am on Travel Study Course?
The roles and responsibilities of the Trip Leader extend way beyond the traditional classroom and/or academic advising setting with which you are familiar and experienced and in which boundaries are clearly defined between faculty and students. Travel Study, by definition, is a 24/7 involvement for participants and the Trip Leader alike. This means that you will handle non-classroom issues and situations which differ significantly from the demands and challenges of the classroom environment. In your position as Trip Leader, daily interactions, and close living quarters will acquaint you with student life and culture outside the classroom. You will need to establish appropriate boundaries between you and the students while you are Trip Leader of a study abroad program.
Additionally you will be expected to:
· Maintain a Travel Study Log
· Oversight of an in-country orientation
· Hold regular meetings with students throughout the program, including the facilitation of a Mid-Course Reflection and Transference.
· Provide space for End-of-Course-Feedback
· Academic oversight of the in-country program
· Maintain regular contact with Otis CIE Director
· Serve as liaison between the host institution and/or program provider and CIE
· Facilitate cross-cultural learning opportunities for students
· Manage cash advance funds
· Take lots of pictures/video!
What are my responsibilities post-Travel Study Course?
· Submit Trip Folder/Travel Study Course Log
· Submit Course Debrief
· Submit receipts for cash advance funds to Business Office (if applicable)
· Exit Interview with CIE Director
· Present your Travel Study Experience to Otis Faculty and Students
Is financial Aid available to students for Travel Study programming?
Students may use their Fall/Spring financial aid award to participate on travel study if they have not already used it all during the regular semesters.
What do I get for all of the above?
An amazing opportunity to enhance lives!
TRAVEL STUDY PROPOSALCourse Name & CRN:
PROGRAM DETAILS
1) Trip Leader Name:
(Primary Contact for Program)
2) Program Location(s):
(List Primary Cities
& Countries)
3) Name, Address, Tel # of Program Site(s)
(This would include the name(s) of your Hotel,
Hostel, Access Center, etc.):
4) Program Dates:
5) Semester:
7) Approximate Program Cost per Student:
(Describe what is included/not included
in this cost)
8) How many students will be permitted to enroll? Minimum/ Maximum:
9) Who is eligible to participate on the course?
PROGRAM LOGISTICS
10) Who will make logistical arrangement’s (housing, classroom space, excursions, etc.) for this program?
Program Provider: Travel Agent: Other:
Provide Details:
(If you are using a “provider” indicate the name. If you have marked “other” please specify)
11) How will group travel to the Program Location?
Group Flight Independent flight arranged by students Other:
Provide Details:
12) Once at Program Location what mode(s) of transportation will be used? List All.
(Be specific: mini-bus,
public transport – subway,
bus, etc., - taxi, foot)
13) What type of accommodations will students stay in during the program?
Shared apartments Homestays Hotels Student Residence Halls Other:
Provide Details:
14) Do you require Classroom space at the Travel Study location? Yes No
If a program provider is not providing classroom space who is arranging this for you?
15) Meals included in this program? None Breakfast Lunch Dinner Other:
Provide Details:
(List how many/ type of
meals are included).
SAFETY ASSESSMENT
Create a plan to reduce identified risks. NOTE: Even when using a program provider it is imperative that a risk management plan be implemented, and that you the “Leader” are thinking about “Risk”
Step 1: Brainstorm risks that are inherent to the component listed below. What policies and guidelines pertain to your course? Are there risks unique to your program? If so, please make it a conversation with Center for International Education.
Step 2: What skills/ knowledge base do students need to help reduce risk? What lessons do you need to teach and when?
Step 3: Review Otis policy and procedures (if applicable, discuss with your program provider as well) in order to develop your Risk Management Plan.
16) TRANSPORTATION
Step 1 – Potential Risks:
(List and discuss risks of all types of transportation that will/ potentially be used while on course)
Step 2- Skills/ Knowledge base
Step 3 -Risk Management Plan
(Discuss your risk Management plan)
17) LODGING
Step 1 – Potential Risks:
(List and discuss risks of all types of Lodging that will/ potentially be used while on course)
Step 2- Skills/ Knowledge base
Step 3 - Risk Management Plan
(Discuss your risk Management plan)
18) EXCURSIONS
Step 1 – Potential Risks:
(List and discuss risks of all planned Excursion that will/ potentially be used while on course)
Step 2- Skills/ Knowledge base
Step 3 - Risk Management Plan
(Discuss your risk Management plan)
19) HEALTH CONCERNS
Step 1 – Potential Risks:
(List and discuss risks of all health related items that will/ potentially occur while on course)
Step 2- Skills/ Knowledge base
Step 3 - Risk Management Plan
(Discuss your risk Management plan)
20) STUDENT CONCERNS
Step 1 – Potential Risks:
(List and discuss risks of all student concerns that will/ potentially occur while on course)
Step 2- Skills/ Knowledge base
Step 3 - Risk Management Plan
(Discuss your risk Management plan)
IN-COUNTRY CONTACTS
21) Primary Local Contact:
(Name, & Title)
Address:
(Street address, city,
country, zip code)
Email Address:
Phone:
Function: (Program Provider, Speaker, Academic Coordinator, etc.)
22) Additional Local Contact:
Address:
Email Address:
Phone:
Function:
23) Additional Local Contact:
Address:
Email Address:
Phone:
Function:
24) Additional Local Contact:
Address:
Email Address:
Phone:
Function:
25) Additional Local Contact:
Address:
Email Address:
Phone:
Function:
If you need to list additional contacts please attach another sheet of paper or add lines to this document.
NARRATIVE ITINERARY
26)
Step 1: Write a brief abstract about your travel study program. It should be clear and concise, and give an overall view, from start to finish, the flow of your course.
Step 2: In the space below indicate your Activity(ies), Location, and Date, followed by a Narrative Description of the day. Please incorporate your modes of transportation, and any accommodation to be used in your narrative. Be descriptive!
ABSTRACT:
Date / Location / Activity(ies) / Narrative Description
Day 1:
Day 2:
Day 3:
Day 4:
Day 5:
Day 6:
Day 7:
Day 8:
Day 9:
Day 10:
Day 11:
Day 12:
Day 13:
Day 14:
Day 15:
FACULTY DETAILS
27) Trip Leader & X-Number:
28) Department & Phone Ext.
29) Cellphone #:
30) Email Address:
31) Status (Adjunct, Full-Time, Director, Dept. Head, etc.):
32) Passport Number: / 33) Date of Birth:
34) Additional Faculty/ Staff Participating on course:
(Please provide contact information, and describe their role on the trip. Please adhere to the Faculty to Student ratio.
Any individual listed here will be required to participate in
Leader Orientation)
PROPOSED COURSE BEING TAUGHT
35) Course Title / Course Number / Units / Contact Hours / Instructor Name(s)
36) Course Description:
37) What are the student learning outcomes of the course? Please attach a course syllabus.
38) How does the proposed course location enhance the above student learning outcomes?
ADDITIONAL MATERIALS
39) Please attach the following materials to your program proposal:
Course Syllabus
Program Provider Proposal
Budget
Provider Request Form (If Applicable)
SIGNATURE PAGE
40) Please collect signatures from those under the heading “Acknowledgments” before submitting to the Center for International Education for review. Upon your selection to facilitate a Travel Study Course you will receive “Approval” signatures from the Director of International Education and the Provost. These signatures must be acquired in order to run a Travel Study course.