Faculty Study Abroad Handbook

1.1 Proposal:

Study tour coordinators should develop a study tour concept/proposal then submit/present the proposal to the Faculty Senate International Studies/International Programs Committee for approval. The Faculty Senate committee(s) will forward the approved proposals to the Office of Global Connections.

*A sample proposal can be found in the appendix of this handbook.
back to top

1.2 Budget:

Study tour coordinators should develop a study tour budget to determine program costs and fees. Please note that the developed budget must include the $275 International Fee charged to all individuals who participate in a study abroad program. The Director of Global Connections must approve the budget before it can be finalized.

*A budget template is available in the appendix of this handbook.
back to top

1.3 Schedule Addition Worksheet:
After approval of course, submit the Schedule Addition Worksheet with required information to your department chair and dean for signatures. After receiving signatures, the form should be sent to the Office of Global Connections for all J-Term and Summer study tours. Spring study tours should be sent to the Registrar’s Office and a copy sent to the Office of Global Connections.

* The Schedule Addition Worksheet is available in the appendix of this handbook.
back to top

1.4 Breakdown of Study Tour Fees:
Submit to the Office of Global Connections a worksheet which breakdowns/itemizes study tour fees. The Office of Global Connections will then process the Request for Approval of Special Course Fee Form. Worksheets are available online at

* Note. You may not advertise the cost of a study tour until all signatures have been received on the “Request for Approval of Special Course Fee Form.”

Please refer to UW System FAP Policy G29, which covers the guidelines for use of Special Course Fees. When you publicize your study tour to students/other participants, you must note the entire study tour cost, i.e. study tour fee, tuition, international fee, study abroad insurance, admission fees, tips, airfare, lodging, meals, estimated spending money, etc.
back to top

1.5 Emergency Contact Roster:

Study tour leaders shall develop a roster with emergency contact names and numbers for all study tour participants. This roster is to be taken on the study tour as well as a copy left on file with the Office of Global Connections prior to departure. An emergency contact roster ensures that contact between the study tour and the Office of Global Connections, family, etc is always possible.

*A roster template can be found in the appendix of this handbook.
back to top

1.6 Insurance:

All study tour coordinators must submit a roster of program participants for insurance purposes to include all students, faculty, and staff who elect to have coverage. The information must be submitted on an Excel Spreadsheet and shall include the following information (each in an individual cell): Study Tour Name; Tour Destination; Participant’s - First Name, Last Name, Middle Initial; Study Tour Departure Date; Study Tour Return Date; Birth Date of Study Tour Participant; Gender of Study Tour Participant; most frequently used e-mail address.

Collect insurance checks from non-student and non-credit student participants (made out to UW-RF) and deposit into your study tour account. The Office of Global Connections will make lump sum payments to the insurance provider and transfer the funds from your account to the Office of Global Connections account.

*An Excel template is available in the appendix of this handbook.
back to top
1.7 Travel Agency Support:

Please see current UW System travel policies for required travel rules & regulations.
back to top

1.8 Orientation:

At least one program coordinator-led pre-departure orientation is required to familiarize students with each specific program, insurance information, conditions of participation, etc.

*Sample outlines are available in the appendix.
back to top

1.9 Evacuation/Crisis Plan:

Per UW System ACIS 7.1, an evacuation and crisis management plan must be developed and on file with the Office of Global Connections prior to the approval of a study tour.

*A sample evacuation plan and crisis plan can be found in the appendix.
back to top

1.10 Refund/Cancellation Policy:

In the case of study tours, once a student signs up for the study tour, he/she should be responsible for all costs (even costs that have not been incurred but would cause the other participants’ fees to increase without this individual being a part of the group and help with the “economy of scale.”) Fees are set based on x number of participants; once the decision is made to proceed with the tour with a certain base number of students all those who have committed are obligated for the full fee.

Study tour leaders should develop a schedule for participant withdrawal and refunds, if any are to be granted. A refund policy must be established, approved by the Office of Global Connections and printed on all promotional materials. A document must also exist to be signed by all program participants to indicate that they understand and agree to the cancellation deadlines.

*A sample cancellation/refund schedule is found in the appendix of this handbook.

If any student does cancel, study tour coordinators are required to immediately contact the Program Assistant in the Office of Global Connections and provide a written/signed letter to the Cashiers Office.
back to top

1.11 Students Remaining in Host Country Policy:

Study tour coordinators must provide a sign-off/waiver sheet for students who choose to stay on after a study tour ends.

*An example Notice of Intent and Program Release Form is available in the appendix of this handbook.
back to top
1.12 Code of Conduct:

Study tour leaders should coordinate a code of conduct/conditions of participation policy/behavior code for their program. All students must be informed of the specify study tour code of conduct and consequences for violation of the code. All rules, regulations, policies, and guidelines published by the Dean of Students Office at entitled Campus Policies & Procedures for Students apply in any study abroad environment. *An example Study Abroad Conditions of Participation document is in the appendix but this is a document that each study tour leader should specially prepare related to the uniqueness of her/his individual study tour.
back to top

1.13 Promotion/Marketing:

Study tour specific promotion and advertising should be done/coordinated by study tour leader. When a study tour is publicized to students/other participants, the publication must note the entire study tour cost, i.e. study tour fee, tuition, international program fee, study abroad insurance, etc. It should also provide some explanation/statement of the requirements/limitations especially with regard to participation by students with disabilities.

The Office of Outreach and Graduate Studies publishes a list of summer courses/offerings which receives wide distribution to the surrounding region. It goes to many teachers who might be potential summer international study tour participants. They would likely include your study tour if so desired. The catalog is published in August, November and February each year. Copy submissions for the summer catalog are due in late December. If interested, please contact Deb Wulf in Outreach at 0680 or
back to top
1.14 Insurance:

A University employee going in an “official” capacity is covered by his/her university employee health insurance; the state contracted Medex policy will cover any medical or mortal remains repatriation. Medex cards will be provided for all faculty participating in a UW-River Falls study tour/abroad program.
back to top

1.15 Health/Medical:

Study tour leaders should contact Student Health Services (425-3293) for information on required shots/vaccinations and other health related issues before traveling abroad. Remember to check about needed shots/vaccinations at least a month prior to travel. Student Health Services offers monthly immunization clinics on campus which include certain travel vaccines. Also, Student Health Services has other information about where to obtain needed shots/vaccinations.

The Centers for Disease Control Travel web page and Student Health Services will have the most current information regarding health issues in other countries.
back to top

1.16 Credit Cards:

Please contact the Purchasing Office (x3232) for information on obtaining a credit card for study tour/abroad use. It is prudent for all study tour coordinators to get a card for emergencies, etc. - or to have another card with a sufficient balance available for unanticipated expenditures or emergencies. Please contact the Purchasing Office for more information regarding card policies.

A personal liability travel card is also an option for study tour leader. Per this plan, leaders will submit bills to the Accounting/Accounts Payable office by filling out a TER and will personally pay the credit card bill. To apply for the WI personal liability Travel Card one must fill out and sign both the Application form and the User Agreement. This website contains the policy and procedure manual for the WI Travel Card. The Accounting/Accounts Payable Office is recommending using your home address, and YES your social security number is required. Per US Bank they do not do a credit check, or include any of your information to a credit bureau.

You must send your completed and signed forms to:
Dave Sorenson Assistant Controller
220 North Hall
back to top
1.17 Financial Aid Office:

Study tour coordinators/leaders should inform the Office of Financial Aid of study tour plans as early in the planning process as possible.
back to top

1.18 Coordinator Selection/Rotation:

Study Tour Coordinators shall be selected for a maximum, three year term (shorter terms may be established through the selection process). If a Study Tour Coordinator founds a study tour he/she may serve in that position for up to five years. The Office of Global Connections will notify the campus of the open position and coordinate a selection process. The current study tour coordinator is eligible to reapply for the position. There is no limit on the number of years one may serve as long as an open selection process occurs at least every three years. A study tour coordinator may be removed at anytime by a ¾ majority vote of the Faculty Senate International Programs Committee or by the Provost or Chancellor.

It is encouraged to take other faculty/staff along as co-leaders for added support/assistance as well as a professional development opportunity and as a way to further internationalize the campus, but a co-leader will not be allowed for programs of less than 16 participants. Two leaders are acceptable for trips of 17-32 students, three leaders for 32-48, and so on. Exemptions may be granted by the Provost upon the recommendation by the Director of Global Connections. Requests for exemption must demonstrate a clear rationale, such as programmatic/curricular and/or safety/security reasons.
back to top

1.19 Study Tour Polices (UW System & UWRF):

Read, understand and abide by all terms, conditions, policies and recommendations in the following UW System and UW-RF polices and guidelines.

*All study tour-related policies can be found in the appendix of this handbook.
back to top
1.20 Application Processing:

Study tour leaders shall be responsible for the distribution, collection, and processing of study tour applications. The Office of Global Connections can provide a sample application that can be adapted to each specific study tour. Before trip departure, all applications should be dropped off in the Office of Global Connections to be filed.
back to top