Faculty and Advisors

The Study Abroad Office is excited that you want to share the world with your students and help internationalize your discipline. Short-term study abroad experiences are an affordable way for students to explore the world, get out of their comfort zones, gain a global perspective, and possibly be transformed forever.

All proposals for short-term faculty-led study abroad programs must be approved by the Provost and Study Abroad Office. Below are the proposal deadlines. Late proposals can impact your recruitment, marketing, and funding opportunities and may not be approved.

Program Proposal Deadlines:

Developing a Short-Term Study Abroad Program

Some faculty have more experience than others with international travel and developing short-term study abroad opportunities. Whether you are a seasoned traveler, or someone who would like to stretch themselves and their students, there are many resources available to help you develop a quality study abroad program.

Special Note: As of December 2022, a working group at Fort Hays State University is currently working to align new KBOR policies for risk management and international travel. Additionally, the University is considering the use of various external sources for emergency and insurance services. That work is expected to continue throughout the 2022-2023 academic year. The policies and procedures in all faculty-led study abroad documents on this page are subject to revision based upon this work, as well as any other relevant University policy and/or procedure updates. At this time, the Provost and General Counsel will have final authority on all “go/no-go” decisions or related conditions, exceptions, and plans for faculty-led study abroad programs utilizing a variety of information, such as travel advisories, information from participants, planners and reviewers, other policy/risk considerations, among other factors. Ultimately, participants should be aware there is no possible way to plan for every risk and contingency—faculty and students acknowledge and assume such risk when engaging in Faculty Led Study Abroad.

Faculty Leader Handbook for Short-Term Study Abroad Programs

This handbook includes everything you need to know about hosting a short-term study abroad program at FHSU. From discussing the goals of study abroad, to developing a proposal, and pre-travel preparation…this handbook has everything, including the program evaluation form through which all programs will be evaluated. See the Faculty Leader Handbook for Short-Term Study Abroad Programs in the Resources chart below.

Faculty-Led Study Abroad Mentoring & Development Program

This new program can assist faculty who would like to take their study abroad program to the next level of quality. Faculty leaders will be paired with a mentor, who will guide them through the process of creating a high-quality international experience for students. Faculty wishing to participate in this program must apply and sign a work-for-hire contract prior to being paired with a mentor. See details for the Faculty-Led Study Abroad Mentoring & Development Program and Mentoring & Development Program Application in the Resources chart below.

If you are interested in serving as a mentor for this program, review the mentoring eligibility requirements and incentive options.

Funding for FHSU Faculty/Staff Travel Expenses

• See Funding for Faculty-Led Programs section for further details.

Submitting a Faculty-Led Study Abroad Program Proposal Application

Faculty-led program proposal applications must be submitted through  Tiger Travel. Tiger Travel resources and details on how to submit a program proposal application can be found in the Faculty Leader Sign-Up/Sign-In Guide located under the Tiger Travel for Faculty-Led Programs section. 

The following components are required for the Program Proposal Application:

• Program Description & Details
• Preliminary Program Itinerary
• Preliminary Budget for Students and Faculty
• Payment Plans for Students
• Academic Information
• Companion Course Syllabus
• Description of Marketing & Recruitment Plan
• Health & Safety Plan
• Approval Letters from Department Chair (including program evaluation form) and College Dean
• Recommendation from Study Abroad Mentor (if applicable)

Learn more about what is required for each of these components in the Faculty Leader Handbook for Short-Term Study Abroad Programs in the Resources chart below.

After completing the Program Proposal Application on Tiger Travel and providing all approval letters, the Study Abroad Office will review the proposal application and obtain approval from the Provost Office and General Counsel.

The faculty leader (applicant) will receive notification of the program approval via email. If more information is needed, the applicant will be contacted by the Study Abroad Office and will be asked to resubmit additional information. Once approved, the faculty leaders can begin the recruitment and promotion of the program.

Application Process for Student Travelers

The step-by-step application process for all student travelers can be found on our Faculty-Led Short-Term Programs webpage. Students must create an account on Tiger Travel in order to submit an application. 

Application Process for Non-FHSU Travelers

(e.g., community members, alumni, family members, dependents)

All Non-FHSU travelers must submit an application through Tiger Travel. The No FHSU Email Sign-Up/Sign-In Guide can be found under the Tiger Travel for Faculty-led Programs section. 

Policy for Faculty Leaders Traveling with Children
To facilitate the safety, supervision, and focus required for successful Faculty-Led Study Abroad (FLSA) programs, faculty members may be permitted to bring their children if they are accompanied by another adult, such as a partner, who can take full responsibility for the children during the trip. Approval for doing so is at the discretion of the University on a case -by-case basis, and any such approval will come with the understanding that the faculty member does so at their own risk and assumes all related responsibility and liability. These guidelines are designed to support the success of our FLSA programs and ensure the well-being of all participants. Faculty members planning to lead a group in the next academic year 2024-2025 and beyond should adhere to these policies.

Approved by the Provost and General Counsel

RESOURCES

After a faculty leader’s program proposal has been approved on Tiger Travel, the next step is to have a 1:1 Tiger Travel Orientation & Training session with the Study Abroad & Exchange Coordinator to finalize the program brochure, student traveler application template, and customized forms on Tiger Travel.

All traveler applications for faculty-led short-term programs will be managed on Tiger Travel. The Study Abroad Office will create a program brochure and traveler application for each short-term program. Faculty leaders will be given administrator access and will be responsible for approving applications for their respective programs. Student travelers must create an account and submit their application for faculty-led programs on Tiger Travel.

Tiger Travel Resources for Faculty Leaders

The Study Abroad Office offers scholarships and travel stipends for students participating in faculty-led programs and will review all funding requests before allocating funds each term. Scholarship amounts will change and are not guaranteed each year. Faculty leaders will complete and submit the “Travel Roster & Scholarship Recipient Form” on Tiger Travel approximately 8 weeks prior to departure. The Study Abroad Office will disburse funds 2-4 weeks prior to departure.

Faculty leaders are encouraged to provide fund raising opportunities for student travelers and to provide ample time for financial planning.

Funding for Faculty Leaders

FHSU will fund faculty/staff travel expenses for short-term study abroad programs, to the extent possible. It is expected the department chair and college dean contribute to these expenses, to some degree, before expecting university-level support. A “Faculty Leader Travel Expenses Form” is located in the faculty leaders forms in Tiger Travel and should be completed approximately six months prior to departure. The faculty member must provide rationale for all expenses related to the study abroad expenses and provide an itemized breakdown of costs. Only faculty/staff considered the official programs leaders for the study abroad program are eligible for university-level funding. If a graduate assistant is serving as a co-program leader, the lead program leader can request support on the graduate assistant’s behalf to fund travel expenses. If a FHSU faculty or staff member is joining the program to simply participate “for fun,” they are not eligible for travel expense funding.

Are you an Academic Advisor with questions about your advisee’s study abroad or national student exchange program?

Use our FAQ sheets to learn more about our programs and how to advise your students.

• FAQ for National Student Exchange
• FAQ for Affiliated Provider Programs
• FAQ for International Internships

Still have questions? Call the Study Abroad Office at 628-4176.