Faculty-Led Program Proposals

Please review all the information on this page before submitting an education abroad proposal.

The information here addresses the deadlines and training requirements the faculty must know, as well as provides valuable links to information about how Education Abroad evaluates proposals.

There is one deadline option for calendar year 2028 (Spring 2028, Summer 2028, Fall 2028) program proposals. 

  • Deadline: Thursday, April 1, 2027 at 5 p.m. 

Education abroad program proposals for calendar year 2028 must be submitted to Education Abroad by the deadline posted above. Proposals must be approved by your academic college before they are submitted. We highly encourage program leaders planning to propose to notify their department chairs/colleges early due to the college vetting processes.

Montepulciano Consortium program information can be found on this page.

Please scroll down to see the link to the resources, templates, FAQs, and all required documentation to submit with the proposal. 

 

Upcoming Proposal Information Sessions: 

The Proposal Process

Thank you for your interest in directing an education abroad faculty-led program! Education Abroad at Kennesaw State University would like to invite full-time faculty to support the university's goal of internationalization through global engagement and overseas learning experiences. 

The Education Abroad Program Proposal process will now hold submissions in OneDrive folders. Folders will be provided to the faculty upon request (Click the button in the section below). 

For questions regarding program development and proposal content, please email eaoproposals@kennesaw.edu.

 

  • The following documents are required for all programs unless specified:

    1. Completed Proposal Form – Required for all programs.

    2a. Program Director Responsibilities Agreement – Required for all programs.

    2b. Assistant Director Responsibilities Agreement – Required for each additional program leader.

    3. EA College Approval Form – Required for all program leaders teaching.

    4. Itinerary Template – Required for all programs.

    5. Budget Template – Required for all programs.

    6. Vendor Quotes & Estimates – Provide a quote from the selected vendor(s) or from those you are considering. Please see the established vendors list in the resources folder for suggestions.

    If you are unable to get an estimate from your vendors due to requesting information too far in advance, please use available information, including previous year's quotes, and add a contingency of 5-10% to the costs for fluctuations in price. Updated quotes are required before students can commit to the program.. 


    7. Course Syllabi     – Required per course 

    8. Contact Hours Template – Required for all programs. See document for details.

    9. Physical Assessment Form – Required for all programs to inform students of what is physically required to participate. Components that could be modified based on student needs are not considered strictly required.



    If Applicable: 

    10. Local Partner Support Agreement Form – Required only for programs with a single program leader.

    11. Additional Funding Form – Required for programs that plan to use ANY funds to help support program costs.

    12. Undergraduate Research Component – Optional – Education Abroad programs that incorporate undergraduate research may apply to receive up to $5,000 towards program costs.

     

    CLICK HERE TO SEE ALL FORMS AND TEMPLATES

  • Education Abroad Institutional Guidelines

    Faculty-Led Programs Roles & Responsibilities - A concise overview of roles and responsibilities of program directors and program coordinators.

     

    Education Abroad Faculty Compensation
    Current salary models address various education abroad programming including courses that are taught by a faculty member and those that are taught by non-KSU faculty as well as internship and research based programs.

  • Education Abroad (EA) programs cannot begin classes before the end of the previous academic term, and coursework should be completed during the term of travel. Exceptions to this policy may be granted to programs that have a related credit-bearing course in which students enroll during the term prior to travel; and to programs that center on practicum or student teaching. It is acceptable for travel dates to occur a few days before the start of classes to accommodate arrival at program sites, but EA programs should not inhibit students from attending a Kennesaw State University commencement ceremony to walk for their graduation.

    Predeparture travel orientations are not considered coursework and must take place the term prior to travel. However, predeparture orientations may not require students to miss class for other courses in which they are enrolled. 

     

    *Coursework can still take place before or after travel, but must be within the course term. 

    **Predeparture orientations cannot count toward contact hours. 

The Proposal Review Process

Once you have submitted your faculty-led education abroad program proposal, the Education Abroad Faculty Standing Committee will review it to determine whether it satisfies the requirements for a program.

This section describes the review process and provides details on the criteria the committee will use to evaluate submissions.

  • Prior to completing an education abroad faculty-led program proposal, be sure that your supervisor has reviewed all necessary materials before signature approval is requested, and that early conversations regarding expectations and timelines are strongly encouraged.

    Be sure to obtain any further departmental or college permissions and approvals. Your program must be approved by your department and college before the Education Abroad Faculty Standing Committee will review it.

  • The Education Abroad Faculty Standing Committee will review all proposals submitted for approval. Program directors will be notified via email of the committee's decision and any revisions needed.

    Proposal submissions will be reviewed using the key areas listed below:

    1. Completeness of Proposal
    2. Curricular Significance
    3. Clear Learning Goals
    4. Detail
    5. Cost Effectiveness
    6. Aptitude
    7. Safety and Risk Management
    8. Saturation of Similar Programs

Frequently Asked Questions

Frequently Asked Questions program leaders may face while organizing and submitting faculty-led program proposals. For other questions or clarifications, please email eaoproposals@kennesaw.edu.

Proposal & Program Planning

  • The ideal timeline for a faculty-led program often begins 3-6 months before the proposal is submitted. Program leaders should take into account institutional needs, college-level priorities, ability to leverage international contacts, student audience, site visits, and programmatic components before submitting the proposal. 
  • It is a best practice and general institutional risk management expectation to complete a site visit before offering an education abroad program to a location that is new for a Program Director. We recommend you discuss site visit funding opportunities with your individual departments/colleges. Global Education will occasionally have limited discretionary site visit funding, but it is not always available and unfortunately cannot be relied on as an annual offering.
  • Proposals are submitted using One Drive folders. This will allow you to piece mail your materials for the proposal. Please make sure all documents are in by the deadline.
  • A list of necessary documents and templates to assist in completing an education abroad faculty-led program proposal are included in the above sections. 
  • Program leaders must have their proposal reviewed and approved by their corresponding college prior to proposal submission and approval. If an approving committee has not been identified prior to the proposal deadline, approval of the program's academic content should be acknowledged by program leader’s immediate supervisor in the Responsibilities Agreement Form(s) and College Approval Form(s). 

  • Part-time staff, part-time faculty, and adjunct faculty cannot lead Education Abroad programs due to guidelines set by Academic Affairs. Part-time faculty cannot serve as Program Directors because they are strictly limited to 19.25 hours of work per week, which includes travel, teaching, administrative work, and student interaction; can only teach up to 2 credit hours’ worth of work; and cannot be the sole instructor of record.

  • If you are unable to get an estimate from your vendors due to requesting information too far in advance, please use available information including the previous year's quotes, and add a contingency of 5-10% to that item to account for fluctuations in price. You will need to obtain updated quotes before students can commit to the program.
  • Program leaders will use the contact hours template sheet provided, located on the proposal documents section above. Faculty should have one contact hours sheet (or tab within the same excel) per course. Per USG policy, 3 credit hour courses should have a minimum of 37.5 credit hours. Ask EA for additional assistance if needed. 
  • For risk management reasons, it is preferred that two faculty or two “persons of authority” travel with students on an education abroad program in case of faculty illness or emergencies whereby the faculty director is unable to perform in their role. However, it is allowable if there are 15 or fewer students and the faculty member has a partner in the host country who will take on the responsibility of the students while the Faculty Director is otherwise engaged. This requires the Local Partner Support Agreement.
  • If you are a returning program leader, you may contact your Program Coordinator from the previous year. New program leaders may contact eaoproposals@kennesaw.edu. 

Proposal Review Process

  • The education abroad program proposal deadline is posted clearly on our website and within the proposal form. Once the deadline passes, we will immediately begin processing applications for committee review and are unable to accept late or incomplete applications. All programs that are late or incomplete will be asked to resubmit for the following calendar year.

  • In order to be considered complete proposals must include all the required forms and documentation. 

  • Additional documents can be sent to eaoproposals@kennesaw.edu prior to the deadline.
  • College leadership and/or international committee designees are asked to prioritize their college’s education abroad programs based on individual college priorities. The Education Abroad Faculty Standing Committee will further refine priorities and will send any additional feedback to the colleges. 

Additional Questions

  • We recommend starting an interest sheet and collecting the student names KSU ID, email, and phone number. Once the program is approved and the program page is live, you can begin contacting students and encourage them to submit their application.

  • We recommend many types of promotion, but have seen high success with face to face interaction. One of the most effective ways to recruit students is to present the program to various classes. You can view a promotion guide for faculty led programs below.

    promotion guide
  • A full list of internal and external study abroad scholarships are available on the KSU Education Abroad webpage. Students can apply to multiple scholarships, if eligible. In most cases federal student aid, grants, and scholarships can apply to tuition and costs associated with education abroad. Students are advised to contact their designated financial aid counselor for questions. 
  • Yes! The Education Abroad Office can recommend third-party companies who specialize in creating custom programs for Faculty Program Directors. They will work with you to create an itinerary that fits your academic goals, desired location, and budgetary needs. Many companies also offer additional on-the-ground support so that you can focus on teaching your students. Email eaoproposals@kennesaw.edu for more information. 
  • Each program will have a designated Business Operations Specialist who can answer questions related to Concur and your Travel Request. You can also view Concur How-To Guides and contact the KSU Travel Hotline at 470-578-4394.