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Administrative Regulations Courses
and Programs Taught Abroad PRINCIPLES During the last fifty years,
the interchange of students has grown steadily, has become more formalized, and
significantly influenced higher education and society as a whole. Indeed, the
significance of the interdependence of nations, peoples, and world systems has
brought international education into the mainstream of the higher education
effort. At 1.
To encourage the
emphasis on international perspectives in the instructional program. 2.
To provide
opportunities for 3.
To encourage
staff to participate in cross-cultural training and instructional
opportunities. 4.
To encourage a
greater presence and participation of foreign students at The Office of Instruction
will provide administrative coordination and supervision for all programs, and
will serve as the central point of access for information. The Academic Affairs
Committee, through its Study Abroad Advisory Sub-Committee, will review and
approve all courses and programs. Study Abroad credit program activities will
be administered in accordance with the policies that follow. NOTE: The
Baja California Field Studies Program (BCFSP) is coordinated by a member of the
Baja Faculty Steering Committee which as a group makes decisions and implements
policies for the program. PROGRAM OR COURSE
DEVELOPMENT/IMPLEMENTATION A. Criteria for Program or Course Development/Implementation 1.
Only courses
adopted through the regular curricular process shall be offered abroad. It is
recommended that Study Abroad courses be interdisciplinary and that the locale
of the course enrich the course itself. 2.
The curriculum
must comprise a full course of study appropriate to the term that the
program/course is offered. Courses and programs offered shall be graded unless
specifically approved for credit/no-credit by the Curriculum and Instruction
Committee. 3.
Study Abroad
courses/programs include per-departure orientation sessions for students. These
sessions will include academic and cultural adjustment preparation so that
students may more fully benefit from their experience. B. Program or Course Proposal 1.
The Director of
the Study Abroad Program will periodically announce a Request for Proposal
(RFP) to all full-time or adjunct faculty members. Unless prohibited by
circumstances, the responding faculty member will be responsible for the course
or program developed through his/her proposal. 2.
Any initial
proposal shall be submitted to the Director of the Study Abroad Program and to
the sponsoring division for review and approval. The Director of the Study
Abroad Program will coordinate with the instructor(s) in the development of a
detailed plan. The plan must include the following: a.
Course outline b.
Background
information on the instructor who is to carry out the program c.
Delineation of
course scheduling d.
Student
selection criteria and procedures e.
Plan for
dissemination of course information to the college community f.
Cost of the
course to students g.
Preliminary
schedule for implementation h.
Description of
orientation procedures i.
Computation of
direct/indirect costs and income 3.
A draft of the
detailed plan shall be submitted to all division chairpersons in whose course
areas instruction is to be offered, and to the Study Abroad Advisory Committee
for review and endorsement. The Office of Instruction will have final approval. NOTE: The
Baja California Field Studies Program (BCFSP) will continue to use its
established system for program approval. Once the BCFSP coordinator has put
together the summer program, it will be submitted as a complete entity to the
Director of Study Abroad for approval and to the Study Abroad Advisory
Committee for informational review. C. Program or Course Evaluation 1.
Prior to
conclusion of the course, students will submit a written evaluation of their
experience to the instructor and to the Study Abroad Advisory Committee. 2.
Following the
conclusion of the Study Abroad experience and the return of the participating
student and faculty, the Director of the Study Abroad Program will conduct an
evaluation conference to discuss the program. All faculty and students
participating in the particular Study Abroad Program will be encourage to attend.
Members of the Study Abroad Advisory Committee will also be invited to attend.
The final evaluation of the program will be submitted as a written report to
the Vice-President Instructional Services for review. NOTE: Evaluation
of all Baja classes will continue as established by the Baja Faculty Steering
Committee. At the conclusion of each summer program, the BCFSP coordinator will
submit to the Director of the Study Abroad Program a written evaluation of all
classes taught. STAFFING A. Selection Procedure for Instructors of Study Abroad Programs/Courses 1.
An application
for inviting instructors to submit a proposal for a specific program or to
teach in the Study Abroad Program shall be sent from the Office of the Director
of the Study Abroad Program. The form must be returned by the deadline
indicated. The proposal must be approved by each division whose courses and
faculty are included in the proposal. The criteria used to select instructors
will include the following: a.
The instructor
must be a regular member of the college faculty—full time or adjunct. b.
The instructor’s
teaching ability and academic background must be suitable to the program. c.
The instructor
must be able to work closely and cooperatively with people. d.
The courses
taught by the instructors must enhanced by the location selected. e.
Preference will
be given to instructors with travel experience and, if the location is a
non-English speaking country, the instructor’s ability to speak the country’s
language. 2. Faculty for Study Abroad shall be approved by the Study Abroad Advisory Committee, the chairperson(s) of the sponsoring divisions, and the Director of the Study Abroad Program. NOTE: Faculty
for the BCFSP will be submitted as a complete package directly to the Director
of the Study Abroad Program. B. Qualifications and Responsibilities of Study Abroad Faculty 1.
The instructor
responsible for a program must be a regular faculty member of the College who
is certifiable in one of the course disciplines to be offered by the program
that she/he proposes. 2.
The instructor
responsible for a program will be in charge of student selection, advisement,
and liaison with providers of contracted services while abroad—in addition to
her/his assigned courses. 3.
In the semester
prior to a study abroad experience, the instructor for a particular offering
will actively participate in the recruitment, screening, and selection of
students; information and orientation meetings; and per-departure advisement of
program participants. NOTE: The
instructor teaching a Baja class is the “instructor-in-residence” at the field
station and as such is ultimately responsible for all activities while the
class is residing at the station. This instructor must work cooperatively with
the field station manager in order to assure proper functioning of the field
station. C. Faculty Compensation Compensation
for contract instructors serving as Study Abroad instructors will be at the
same rate as for the courses taught on campus. Compensation for adjunct
instructors will be at the regular hourly rate. Depending on the amount of work
involved, the faculty member responsible for a whole program may receive
released time as determined by the Office of Instruction, in consultation with
the Guild and Academic Senate. D. Study Abroad Advisory Committee 1.
The Study Abroad
Advisory Committee shall be established as a college sub-committee and shall,
in coordination with the Office of Instruction and the Director of Study
Abroad, participate in the review and endorsement of program proposals, in the
selection of the coordinator and the faculty of Study Abroad programs, and in
the development of policies for such programs. 2.
The Committee
will investigate and propose additional Study Abroad programs and policies to
further the principles identified in this document. 3.
The Committee
shall comprise the following members: One
faculty member appointed by the Guild One
faculty member appointed by the Academic Senate Two
faculty members appointed by the Vice-President of Instructional Services One
classified representative appointed by CSEA One
student representative appointed by the Student Legislature The
Director of the Study Abroad Program One
faculty member appointed by the Baja Faculty Steering Committee Committee
members should include some members who have participated in Study Abroad
Programs. Insofar as possible, faculty selected should represent the academic
diversity of the College. STUDENT SELECTION 1.
Study Abroad
requirements will be established and disseminated to interested students. 2.
Students will be
required to complete a formal application. 3.
Screening
procedures for the selection of students will be established. Procedures should
include the following as a minimum: a.
Submittal of a program application to include one
character reference, one academic reference, and transcripts. NOTE: Baja
applicants will follow current program practice. b.
A screening interview. 4.
Program
participants will be required to sign a District Waiver holding the District
harmless for any and all problems or losses arising from the provision of or
failure to provide non-instructional services by a travel contractor. 5.
In order to
participate in a full semester abroad, students must be enrolled as full-time
students (12 units or more). FISCAL POLICIES Unless
alternative arrangements have been approved by the Study Abroad Advisory
Committee, all Study Abroad proposals must use appropriate contractors to
provide non-instructional services. A. Contractor Selection 1.
Requests for
proposals (RFP) will be developed by the prospective instructor, the Study
Abroad Program Director, and the Vice-President of Administrative Services for
submittal to contractors for response. 2.
Contractors to
whom RFPs are sent must provide evidence of the following: a.
Experience in
working with educational travel/study programs. b.
References of
educational institutions with which the contractor has worked. c.
Policies which
hold harmless and indemnify the District, its Board of Trustees, its officers,
and its employees or agents, for any and all problems or losses arising from
the provision of or failure to provide non-instructional services by the
contractor. d.
Extent to which
the Contractor relies on the use of subcontractors and identification of those
subcontractors. e.
Evidence that
the Contractor, at its own expense and risk, will defend all legal proceedings
that may be brought against the District, the Board, its officers and employees
or agents on any such liability, claim or demand, and will satisfy the judgment
that may be rendered. f.
Ability to
secure and maintain, at Contractor’s expense, during the period of the
contract, Workers’ Compensation and comprehensive liability insurance adequate
to protect the Contractor from claims for personal injury, including death and
damage to property, which may arise from operations under this contract. The
policies so secured shall also name the District as additionally insured and
shall include a combined single limit of not less than one million dollars
($1,000,000) for each occurrence. g.
Evidence that
funds to be collected are deposited in a bonded trust account. 3.
Proposals will
be reviewed by the Study Abroad Program Director, the prospective responsible
faculty member, and the Vice-President of Administrative Services. If all
required conditions are met, proposals will be judged on the following basis:
types and quality of transportation provided, meals, housing and study facility
arrangements, staff assistance, commitments to the specific educational
program, provision for incidental expenses, experience in the geographical
area, lowest cost to students and reference checks. 4.
Contractors will
be notified in writing of the decision made by the College. 5.
Upon selection
of a contractor, all contracts will be coordinated through the Director of the
Study Abroad Program. 6.
Proposal
contracts with all required certificates of insurance must be sent to the Board
of Trustees by the Administrative Services Office and executed after Board
approval. Fully executed contracts must be on file prior to the collection of
funds by the contractor. 7.
Program Funding: a.
Approved credit
classes may be funded by the College as a part of the regular instructional
budget. Students will assume their own travel and living expenses and any other
non-instructional incidental expenses. b.
Contractors may
provide travel and living expenses of instructors. Such provision shall be
included in the executed contract between the District and the contractor. B. Refund Policies The Director of the Study Abroad Program will establish in writing the refund procedures for each Study Abroad program. These procedures will include specification of all refund penalties and be distributed to students as part of the terms and conditions document to be signed by them. C. Financial Procedures 1.
Students will
pay the state mandated enrollment fee to the District through the regular
registration process. 2.
All other direct
costs are to be included in the contract provisions and paid directly to the
contractor by the participating student. 3.
All students
enrolled in a Study Abroad Program will be required to show proof of individual
health insurance. D. Financial Assistance to Students The Study Abroad Program, in conjunction with the Financial Aids Office, shall coordinate efforts to provide financial assistance to qualified students wishing to enroll in travel/study programs. NOTE: The BCFSP is a district-run interdisciplinary program with its own budgets and therefore shall follow all district policies regarding college funded programs. DIVISION OF RESPONSIBILITY Certain responsibilities relating to the success of each Study Abroad Program belong to specific individuals or groups. Some of the major responsibilities are: The College is responsible for: -
development of the
program -
arrangements with the
travel contractor -
equivalent instruction
as presented on campus for courses assigned -
instruction while on
field trips described as part of the program The
Travel Contractor is responsible for: -
air transportation,
lodging, and meals as specified -
excursions, including
hotels on overnight field trips -
student insurance -
collection of the fee -
orientation meetings as
specified in the contract The
Student is responsible for: -
obtaining passport and
visa -
registering in classes
at the college and paying enrollment fee -
registering with the contractor
and payment of fee -
purchase of books for
the courses -
dropping and adding
classes prior to departure -
abiding by all College
rules and regulations The
Instructor in charge of a program is responsible for: - coordinating all aspects of the program in accordance with the policy manual, college regulations, and established practices of the program -
budgeting for the
program -
maintaining,
supervising, and hiring staff -
representing GCC and
the BCFSP before international authorities ENROLLMENT A. Registration Registration
in Study Abroad courses will be the same as for courses on campus. B. Deadlines A
deadline for registration will be announced in connection with each course
offered. C. Minimum Enrollment The
College reserves the right to cancel any class that does not fall within the
District policy of 15 students as minimum for a class to proceed. Adopted: 4/26/89 |
