Leadership Responsibilities

Being a Faculty Leader

Faculty-led programs are as rewarding as they are involved. A faculty leader wears many hats: instructor, logistical coordinator, counselor (both academic and personal), and, at times, disciplinarian. Is the position of faculty leader one you will be comfortable filling?

Running a faculty-led program is a full-time commitment for the duration of the program. It is very different from, and much more demanding than, teaching on campus, as leaders are relatively isolated from UWM and are often forced to function without many permanent on-site facilities. In short, faculty leaders must have the talents and skills necessary to cope with the diverse responsibilities their program demands.

Faculty leaders should have:

• First-hand, specifically relevant experience in the country or countries involved, and the knowledge and expertise to achieve the goals of the program and ensure the health and safety of participants.
• Academic expertise in the content areas covered by courses for which credit will be awarded.
• Organizing and planning skills, and the ability to keep track of a number of details simultaneously.
• Recruitment techniques and enthusiasm – you must be willing to spend time speaking with students to promote the program.
• Good health, to handle the physical and emotional demands of the program overseas.
• Leadership qualities and willingness to take charge in any situation where students need to be directed, rather than consulted.
• Appreciation for the increased contact with students that is inevitable in an overseas setting.

Faculty leaders are also expected to set a good example for participants and are required to follow UWM’s policies, procedures and code of conduct, host institution policy (if applicable), U.S. law and host country law.

This is definitely not an experience for the faint of heart. That said, however, it can be very rewarding professionally and, for most students, will be the most memorable part of their collegiate educational experience.

Program Leader Responsibilities

• Understand the culture in which the program is conducted, and design an academically focused program that incorporates essential elements of the local culture and environment into the academic content of the program.
• Plan ahead for potential risks and communicate risks and plans to students.
• Conduct pre-departure student orientations and attend faculty orientation.
• Explain your role and responsibilities, and your assistant’s, if applicable, to students.
• Explain program requirements to students.
• Maintain current contact information for campus support offices and on-site resources.
• Adhere to standards of professional conduct, acting prudently and reasonably.
• Explain cultural and behavioral requirements of foreign venue, reminding students that they are perceived as representatives of UWM and of the United States.
• Deliver the academic portion of the program and report grades upon completion of the program.
• Ensure that contact hour minimums are met, the itinerary is followed, and the course objectives and learning outcomes are achieved.
• Exercise caution before engaging the services of local travel/tour operators, or a local transportation company of a driver. Do not make adjustments to the itinerary, modes of transport, or formal program activities without consulting CIE. Err on the side of caution when your students’ safety is at stake. Know what to do in case of an emergency. Develop an emergency action plan. Keep the health forms for each student with you on-site to effectively deal with individual health emergencies.
• Complete and submit Incident Report Form(s), as needed.
• Perform appropriate investigation/follow up concerning behavior issues and complaints.
• Keep CIE informed of student status changes, such as disenrollment, probation, major illness, accidents, and protracted absence.
• Within 30 days of returning, account for all expenditures by turning in all receipts for your Travel Expense Report to the CIE Study Abroad office.
• After the program has ended, meet with CIE staff to review program experience.

CIE Study Abroad Office Responsibilities

• Consult with faculty leaders during the program development process.
• Assist with the establishment of a budget that meets university and UW-System guidelines.
• Determine payment schedules for program expenses.
• Coordinate with UWM offices for review and approval of program invoices and contracts with overseas vendors.
• Make payments to on-site program vendors, as necessary.
• Assist leaders in developing program safety assessments.
• Monitor world events and U.S. State Department reports on program location safety.
• Provide marketing support, which includes: posting your program on the CIE website; inclusion of your program in the CIE study abroad fair; creating program flyers to be displayed in CIE and used by the faculty leader for recruitment; and referrals to your program in peer presenting and advising sessions.
• Assist students with financial aid by preparing program-specific financial aid budgets.
• Maintain an online application process for students that complies with all higher education regulations (FERPA, ADA, etc.).
• Design, distribute, and collect forms from students.
• Review discipline records for all participating students.
• Assist leaders with students who have disabilities or misconduct records.
• Collect payments from students and depositing them into their PAWS accounts.
• Ensure the availability of funds, which will cover program expenses.
• Obtain travel advance funds for faculty leaders and process salary for them.
• Register students in courses.
• Purchase international health insurance for students and program leaders.
• Provide all students with a general and site-specific orientation and general handbook.
• Conduct faculty leader pre-departure orientation.
• Process expense reconciliation with UWM’s travel and accounting offices
• Register students/groups with overseas embassy/consulate.
• Coordinate university response in the event of an emergency.
• Bear financial and legal risks for the program. This includes covering unexpected and unavoidable expenses leading to negative balances in a program budget.
• Provide overall guidance and help throughout the process.