Program Development and Student Recruitment
As a program developer, the program director addresses the academic side of programming, integrating the site and curriculum, as well as the logistics and financial planning. The director’s involvement in the planning stages ensures he/she will be prepared to take on administrative and financial responsibilities on site. Faculty involvement in recruiting is essential to program success and sustainability. There is no more effective recruiter than a program director who is excited about his or her program and who is on campus to actively recruit. Not only does the faculty director represent the fundamental value of the program (the academic credit), he or she is also the guide to a new experience. Students need to have the opportunity to interact with the person who will lead them in this venture.
It is the director's role to provide academic advisement to participants, ensuring that the academic experience is appropriate to a university-level study and learning experience. The director's assistance to students should be continuous throughout the program.
The director will act as a resource to participants who may need assistance with personal, emotional, financial, and health problems that may arise during the program. The director acts as the liaison among participants and the appropriate local agencies that provide assistance in these areas.
Please visit the faculty and staff section of UF Counseling and Wellness Center website to learn about student support resources: http://www.counseling.ufl.edu/cwc/faculty-and-staff
The director is expected to organize and participate in all the activities that will enhance participants' learning experiences. Excursions, field trips, and cultural events are examples of activities that may be organized. If the program is organized through a third-party provider, the director is expected to go on all the excursions offered through the program.
The director serves as the liaison between the participants and the university. It is the director's primary responsibility to inform UFIC of any emergency situation that may arise during the program, including participant behavior problems. For more information please refer to the UFIC Emergency Protocol handbook. It is also the director's responsibility to provide UFIC with an Emergency Information Worksheet.
Faculty members can choose to take family members such as spouses and or children abroad with them. It is important to note that family members cannot interfere with the safe and timely delivery of the program. Please note that the University is in no way responsible for family members while abroad.
UFIC will not be able to pay additional costs associated with accompanying family members (i.e. including but not limited to a larger apartment to house accompanying family, transportation, baggage fees, excursions, meals, childcare, etc.).
Please notify us, if you plan for accompanying family. If you plan to bring small children, please let us know their age and how you plan for their care while leading the program.
TeamAssist Emergency Assistance Program and Health Insurance Abroad
Each teaching faculty member is required to register through UFIC online travel registration to receive a TeamAssist Emergency Assistance Program card. Please note that all teaching faculty will also be enrolled in CISI health insurance.
Budget and Finances
Program Budget Responsibilities
The director is responsible for the management of the group's funds during the program. The director will meet with the International Center's fiscal staff prior to departure to review the program budget, including expense allowances, payments abroad and institutional accounting requirements. A complete budget report including all the receipts is submitted to our office within two weeks after the completion of the program.
- Twelve-month faculty member, and faculty members receiving funding from grants or other funding sources during the term of the study abroad program must notify Susan Lukowe to initiate a request for approval of Additional University Employment and State of Florida Employment (HR-600) to be sent to the faculty members department.
- The program budget will include a set salary for teaching faculty that is independent from your nine-month salary on campus. Please contact June Bristol for the most updated salary rates.
- Your salary will be paid in a lump sum and is (as OPS) not subject to retirement. Your paycheck will be issued during the first UF pay period of your program, either summer A, or summer B, but no earlier than the first "payday" of the summer term.
Risk Management Response
The Department of State provides travel warnings for countries of potential unrest and danger around the world as well as information on travel regulations and recommendations. Please note that the University of Florida follows these recommendations and will not automatically approve faculty members to conduct programs in such countries. Petitions can be submitted to the UF Risk Assessment Committee. Please contact Susanne Hill for more information.
It is the responsibility of the director to be prepared to respond appropriately to any emergency situation that might arise during the program. The director's first priority will be to attend to the safety of the participants and to determine whether or not there is a threat of danger. If it is determined that there is potential risk to the participants, the director will notify the International Center as soon as possible, informing the office about any action taken to minimize or eliminate that risk.
The following guidelines will be implemented by all program directors of UF faculty-led programs.
- All students and staff are encouraged to register with the US embassy in their host country. Please use the following webpage to register all program participants. A photocopy of the first page of the passport of each student will be kept on file at UFIC in order to facilitate replacement in the event a passport is lost.
- Each Program Director will devise and test within two weeks of the beginning of the program a system of rapid communication with students and staff of the program. This communication network may ordinarily be used for communicating academic and social notices, but should also enable the director to contact all students on short notice and to assemble the group quickly. A list of student addresses and telephone numbers will be maintained and updated regularly with a copy sent to the UFIC office.
- The Program Director will inform the students during orientation that all students who expect to be away from the program site overnight are responsible for informing the staff, their roommates, or their host family, and for leaving an itinerary and contact information. This information may be useful in an emergency necessitating immediate contact with the student, such as an illness or death in the family, as well as in a crisis affecting the program as a whole. Students are expected to travel within a radius that can be reached within a day in case of an emergency.
- In the event of a crisis, it is the immediate responsibility of the Program Director to locate all students and to inform the UFIC office of their whereabouts. Students will be instructed not to travel independently and to remain at a location where they can be reached.
- Program Directors are to keep on file information and key contacts in the event an evacuation becomes necessary. They need to familiarize themselves with possible exit routes and means of transport for students in case an emergency or crisis requires evacuation.
- Orientation for the students will include information about the preparations that have been made and instruction of the procedures for students to follow in case of an emergency.
- Every UF program will budget for at least one cellular phone for the program director. The phone should be kept on for the entire length of the program, and students should be provided with the phone number upon arrival onsite.