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Information for Faculty Leaders

Faculty Led Travel Courses

Travel, both international and domestic, can be a great experience for a student. The Office of Extended Education encourages faculty to think outside of the box and take their courses outside of the classroom through faculty led travel courses. Extended Education can help you with course logistics and managing your budget.

All 2016 Travel Course Proposals are due by Wednesday, April 1, 2015.


Memo from the Provost regarding Faculty Led Travel Courses - 10/14/14

  • Example: Travel course proposals where travel occurs during Winterim, Spring, Summer, or Fall 2016 are due April 1, 2015.

Forms & Documentation

  • Faculty-Led Travel Courses Policies & Procedures Manual
  • Travel Course Proposal Form
    • For Faculty Leaders - This standard template allows for you to complete each section and obtain necessary signatures. This form, accompanied by the completed Course Budget and Course Syllabus, is required for review.
  • Travel Course Budget Template
    • For Faculty Leader Reference Only - This standard template is used for consistent formatting during review process. The Office of Extended Education will work with you to determine expenses and will create this document for you.
  • Cancellation Policy Acknowledgement Form
    • For Students - Although the Faculty Leader may distribute to students in advance, the Office of Extended Education will have copies available for students to sign at the time of initial deposit. This form must be on record prior to a student being registered in a travel course.
  • Emergency Incident Reporting Form
    • For Faculty Leaders - Used while traveling in case of emergency.
  • Emergency Incident Response Log
    • For Faculty Leaders - Used while traveling in case of emergency.

Financial Logistics

  • A multi-worksheetTemplate is available to assist you with determining your overall and participant budgets. The Office of Extended Education is here to assist you with planning the financial aspects of your course and will help you with these templates or will create them for you when provided with necessary information. This information allows us to create the "Financial Aid Budget" to distribute to students so that they are aware of all of the costs associated with the trip and can seek financial assistance from the Financial Aid Office if needed.
  • A copy of all handouts and instructions, especially those addressing payment schedules, deposits, deadlines, etc., given to students by the faculty member should be sent to the Office of Extended Education.
  • Bills, invoices, deposits, and travel advance requests received by noon each Wednesday will be processed and available by Friday of the same week.
  • All receipts are due within 30 days upon completion of travel (this is a PACES requirement).

Faculty Led Travel Courses
Faculty interested in leading a short term travel course should begin by reviewing the Faculty-Led Travel Courses Policies and Procedures Manual. Travel Course Proposals are required for travel courses and are due April 1 for all programs running in the following calendar year. For any family or community members participating in a travel course without actually enrolling and paying tuition, an Auditor Application and release/waiver form must be on file with the Office of Extended Education.

Faculty interested in leading a short term Overseas Academic Program (OAP) should begin by working with the Office of International Education & Programs. The same proposal materials and deadlines apply to all travel courses, whether domestic or international.

Course Approval
Faculty interested in leading a travel course should begin by following your departments/school's procedure for course approval. You will also need the following pieces of information to obtain approval to deliver as a TRAVEL course:

  • A description of the travel, including dates, itinerary, a preliminary budget to include total cost (excluding tuition), for the participants. If additional resources are begin requested from the College (department, school, Extended Education, Foundation, etc.), these items should be included in the preliminary budget.
  • Proposed policy regarding student qualifications/criteria for students to enroll in the course.
  • Proposed policy regarding non-student participation in the travel portion of the course.
  • List of student names approved to enroll in the course.

Recruiting Students for Travel Courses
Reaching sufficient participation levels in travel courses is heavily dependent upon instructor outreach and early promotion of his or her particular course.

The instructor and the academic department are encouraged to produce, distribute/post program flyers, and promote their course in the greatest variety of ways possible AFTER approval has been granted to deliver as a travel course and to share the program budget with the students so that they are fully aware of the financial commitment required.

The Office of Extended Education will assist in promoting the course through a variety of methods, including on its web pages, course brochures, and through social media.


Faculty are also encouraged to meet with students and distribute information regarding their course at the Study Away Fairs held each year and/or through course specific Information Sessions.

All travel course participants must have the appropriate pre-departure health and liability forms on file with the Office of International Education & Programs. Office staff will work with the faculty leader to collect the required documents prior to departure. Forms can be downloaded from the Office's website.

Registering Students
Once the course is approved, a completed Banner Travel Course Form should be submitted to the Office of Extended Education within 30 days of course approval, including the following additional pieces of information:

  • Student payment schedule including amount due, date due and detailed refund policy.
  • A complete travel course packet/detailed syllabus, including the information above, to distribute to prospective students. This information packet should be made available to students directly by the instructor and through the academic department. One copy of this packet should be sent to the Office of Extended Education for our file.

Once received, students may be registered for the course only through the Office of Extended Education.

Winterim travel courses are typically scheduled as fall semester courses for student tuition payment and financial aid disbursement purposes. Instructors are highly encouraged to plan their course and submit the required Banner Form in the spring semester in time to be included in the official Fall Semester Schedule of Classes. This will allow students to pre-register for the course, as well as to plan on how they will be acquiring the necessary funds to pay for the travel portion of the course.

Accepting Payments
All monies required from students to participate in the travel course (except personal expenses) must be paid in the Office of Extended Education. These funds will be deposited in a course-specific PACES account. No monies are to be collected directly by a faculty member under any circumstances. The Office will only accept funds from a student who has received instructor permission. Students will be registered once the initial deposit is received. In turn, any student who requests a refund of monies paid must withdraw officially from the course and must receive written authorization from the instructor as to the amount of monies (if any) to be refunded. Instructor should reference refund policy developed for the course in determining this amount. No refund will be processed until after the trip has concluded and all expenses have been reconciled.

Policies Regarding Disbursement of Student Travel Funds

  • All disbursements will be made by the Office of Extended Education.
  • Requests for disbursement should be submitted by the instructor a minimum of ten (10) working days in advance of date needed and accompanies by an invoice or other appropriate documentation.