Proposal Process and Deadlines

Faculty-Led Education Abroad Proposal Process

Thank you for taking the time to consider organizing a UNL Faculty-­Led Education Abroad offering. Teaching a course abroad takes a considerable amount of time, effort, and organization, and we appreciate the fact that you are dedicated to supporting our UNL students and their efforts to become globally engaged and aware. We look forward to partnering with you in this endeavor.

This document is intended to outline the steps needed to take in order to plan, propose, and develop a faculty-­led course abroad. Please discuss any details or concerns that you may have with Education Abroad Office (EAO) staff, as well as with your department chair/head and deans. You do not have to do this alone. The EAO staff will work with you on the non-­academic aspects of design including housing and transportation, budget development, marketing, and safety, liability and communication issues.

  • Step 1: Consult with your department chair/head about your proposed course. Ideally, proposed courses will satisfy major, minor, college or ACE requirements. Discuss how the proposed course fits into the departmental and college curriculum, as well as any cross-listing possibilities.
  • Step 2: Schedule an appointment to discuss the program with the Education Abroad Office. This appointment will help us help you.
  • Step 3: Draft a proposal (see guidelines and deadlines below). Before and during the proposal-­writing process, contact potential on-­site coordinators and in-country contacts for activity and cost information. The EAO can assist you with this. You are strongly encouraged to share the draft proposal with the EAO prior to submitting to your department and college. Note: If you offered a course abroad in the past, you may include materials from previous years, address logistical or budgetary issues, and outline any improvements you plan to make.
  • Step 4: Submit your proposal to your department chair/head for review and approval.
  • Step 5: Upon approval from your chair/head, submit your proposal to your college dean or designee for review and approval.
  • Step 6: Submit the signed Leader Proposal Agreement and Department and College Proposal Agreement along with your proposal to the EAO for review of financial, travel, health, and safety logistics. If applicable, the EAO will share concerns and recommendations with you and your department/college. Again, EAO wants to work with you throughout the proposal process.
  • Step 7: Your department and/or college will notify you of formal approval and submit a request to have the course listed. Please share the course name and number, term/session, and number of (variable or fixed) credits with the EAO so that we can better assist you by advising students accurately.

Education Abroad proposal narratives should include the following:

  1. Learning Outcomes: Please list 3-­5 key learning outcomes for students.
  2. Program Overview: In 2-­3 paragraphs, please provide an overview of the program describing location and its advantages, type of program (residential-­based in one location, language study, itinerant "study tour"), relationship to other UNL education abroad programs (acknowledging potential cooperation or competition with other UNL programs), etc.
  3. Leader Biography: Describe the faculty/staff leader(s)' prior experience as an education abroad leader, experience in the host country/region, and level of local language proficiency (if the official language is not English).
  4. Academic and Cultural Experiences: Provide a detailed overview of how site visits, guest lectures (by faculty and other experts), guided tours, interactions with local students/peers, and other academic and cultural activities will be integrated into the program. Indicate the nature and level of contacts already made. Estimate the number of contact hours to be provided through these experiences.
  5. Logistical Arrangements: Provide a detailed description of desired or selected on-site coordinator(s) and logistical arrangements, including flights, student housing and meals, transportation, classroom space, etc. Indicate whether visas for U.S. citizens and/or special immunizations will be required (also important for budget purposes).
  6. Student Qualifications: Specify minimum, as well as preferred, student qualifications (GPA, academic level, prerequisites, etc.) for enrollment in the course. Please indicate if graduate students, students from other colleges and institutions, and visiting and post-bacc students will be eligible to participate.
  7. Student Enrollment/Recruitment: Estimate likely student enrollment, specifying the absolute minimum (must be at least 5 students) and absolute maximum. Identify primary person(s) taking responsibility for recruiting students; and provide a reasonably detailed description of the plan to be used for recruitment. (Learn more about marketing and recruiting students, and how the EAO can assist).
  8. Student Preparation: Describe any pre-­departure preparation students will receive in addition to the general orientation provided by the EAO.
  9. Evaluation/Assessment and Reentry Programming: How do you plan to help students process their academic and personal experience? Describe any planned post-­course activities/events that are designed to help students process their experience. Include your evaluation or assessment plan. Please note the EAO will administer a general survey, and students in all UNL courses must be offered an opportunity to complete a course evaluation.
  10. Health, Safety, and Accessibility: Briefly describe issues of health, safety, and accessibility in the host environment(s). Describe how student preparation and logistical arrangements will address these issues and minimize risk. Describe any special physical requirements of the program activities. (Refer to the US State Department website for information on crime and other travel hazards, and the CDC website for health issues).
Proposals also should include the following attachments:
    1. Preliminary Budget developed in partnership with the Education Abroad Office, using the EAO budget template. Cost is one of the most important aspects of drafting a proposal. Upon college approval of your proposal, the EAO will meet with you to determine the final cost advertised to the students. (Leaders should not communicate cost information directly to students, verbally or in writing). Expenses are affected by a host of variables that may include location, strength of the U.S. dollar, student enrollment, airfare, lodging, field trips, lectures, etc. The more you can keep costs at a reasonable level, the greater the likelihood of a successful proposal and a full contingent of students. EAO staff are well experienced with budget preparation and eager to work with you to pull together a realistic budget and an affordable study abroad course. After a budget has been prepared and approved, EAO will manage it for you, working with the University to collect student charges, making payments to vendors, enabling advances, facilitating reimbursements, and assuring that you are in compliance with UNL policies.
    2. Schedule & Itinerary: Please include a provisional schedule and itinerary so that reviewers can see the planned structure of the offering, as well as view scheduled contact hours.
    3. Copy of your syllabus (fully developed).
Proposal Submission Deadlines:
NEW Program*
Term Abroad Priority Deadline Final Deadline Ideal Recruitment Period†
Spring 2017 March 15, 2016 May 15, 2016 January to October
Summer 2017 May 15, 2016 July 15, 2016 Mid-August to Mid-January
Fall 2017 May 15, 2016 July 15, 2016 Mid-August to Mid-January
Winter Break 17-18 December 15, 2016 February 15, 2017 January to October
Spring 2018 December 15, 2016 February 15, 2017 January to October
Summer 2018 May 15, 2017 July 15, 2017 Mid-August to Mid-January
*A program that has never run before and/or has not run within the last 3 years. 
† Keep in mind the Oct. 1, Jan. 5, and Mar. 1 scholarship deadlines, and varying program application deadlines. 

Returning Program** 
Term Abroad Priority Deadline Final Deadline Ideal Recruitment Period
Spring 2017 April 15, 2016 May 15, 2016 January to October
Summer 2017 July 15, 2016 August 15, 2016 Mid-August to Mid-January
Fall 2017 July 15, 2016 August 15, 2016 Mid-August to Mid-January
Winter Break 17-18 February 15, 2017 March 15, 2017 January to October
Spring 2018 February 15, 2017 March 15, 2017 January to October
Summer 2018 July 15, 2017 August 15, 2017 Mid-August to Mid-January
** A program that has run within the last 3 years.
† Keep in mind the Oct. 1, Jan. 5, and Mar. 1 scholarship deadlines, and varying program application deadlines.

Priority Deadlines: The Education Abroad Office highly encourages faculty members to meet the priority deadlines.

Reasons for this include: 
  • additional time for feedback from deans, department chairs, and the EAO. 
  • adequate time to prepare budget and program details prior to advertising program. 
  • guaranteed marketing materials and completed MyWorld brochure prior to recruitment season.