Study Abroad Program Policies and Procedures
How are departments involved in Study Abroad summer programs?
Each Arts & Science study abroad program is based in a home department, generally relating to the main area of study at the site. The Arts & Science Summer in Florence summer program, for example, is based in the Italian department.
The department oversees the programs at the academic level, with the department approving the courses and selecting the faculty director. The faculty director plans the course schedule, organizes the excursions, selects instructors, and reviews the summer web site each fall. The department promotes the program to its students, with the faculty director speaking to classes and holding an open house to generate interest in the program.
The Arts & Science Office of Summer Programs plans and approves a budget in consultation with the faculty director of the program. The budget is shared with the Department Administrator, who in the spring appoints the faculty, books flights for those authorized to travel and manages timesheets of 119s.
What paperwork for study abroad is the department responsible for?
Based on the budget provided by the Arts & Science Office of Summer Programs, the department prepares the appointment paperwork for instructors for the study abroad programs, including graduate students teaching abroad. The department also handles airfare (using a departmental Amex BTA account) to staff authorized to travel abroad, based on the budget provided by the Arts & Science Office of Summer Programs.
Department Administrators are also responsible for overseeing timesheets of all 119s working for the program in the spring, and submitting them to payroll on the respective due dates of the pay periods.
More detailed instructions on these processes are included below.
What are the guidelines for staff and instructor travel abroad?
Staff and faculty are covered for certain travel expenses with amounts approved by the Arts & Science Office of Summer Programs. Economy round trip tickets to and from the site are the standard for approved travel.
Typically, for each program, the Program Director and one Program Assistant are approved to travel with the program. Their airfare, a per diem, and housing are generally included in the budget.
In larger programs, a Resident Assistant may have his/her airfare and housing covered (but no per diem).
In language programs, graduate students appointed by the department to teach may be approved for airfare and a per diem.
Always refer to the approved budget before processing any paperwork. If there are any questions about these guidelines, please contact the Arts & Science Office of Summer Programs at (212) 998-3890.
How should the department pay for the approved travel?
The usual Controller's Division rules apply to all University approved travel. The department should purchase the ticket for the traveler on the department's Amex BTA account. For further details, see section below.