Field and International Studies (Study Abroad) Courses (G/P)

Purpose

This guideline outlines procedures for the following processes related to ACC study abroad programs to ensure adherence to institutional policies, state regulations, and accrediting standards. 

• Program development and approval
• Recruitment, application cycle, and participant selection
• Program implementation
• Post-program reporting and evaluation

Definitions

• Study Abroad Course: A course in which instruction occurs partially or fully outside the United States.
• Faculty Leader: An ACC faculty member responsible for developing and delivering the academic content of a study abroad program and ensuring program quality and safety.
• International Programs: ACC’s office is responsible for supporting study abroad program design, logistics, risk management, and compliance.

Guidelines

• Program Proposal Approval Process:
  • Proposals must be submitted 8-12 months before the intended program start date.
  • Proposals must include justification for the selected destination country, a tentative itinerary, course syllabi, learning objectives, estimated budget, and risk management plan.
  • Proposals must incorporate meaningful opportunities for cross-cultural engagement with the local community.
  • The approval process includes:
    • Submission by the Faculty Leader and initial review by International Programs.
    • Approval by the Department Chair and Dean.
    • Approval by the Associate Vice Chancellor (Academic and Transfer Programs, Health Sciences, or Workforce Education).
    • Final approval by the Vice Chancellor of Instruction.
    • Submission to THECB for certification. 

• Academic Standards and Delivery:
  • Study abroad programs must align with approved courses in the ACC Course Inventory Listing and achieve the stated learning objectives. 
    • If a study abroad program is not aligned with an approved course in the ACC Course Inventory Listing, then any new courses that would be used in the program must be submitted to the Curriculum & Programs Committee for approval before forwarding to the Texas Higher Education Coordinating Board (THECB).
  • Programs must meet the quality standards required of on-campus courses, including achieving contact hour requirements and academic objectives.
  • Courses that have a parallel continuing education course will allow participants to enroll for continuing education (CE) credits.
    • Participants enrolled for CE credits must meet the same academic standards as students enrolled for credit.
  • The Faculty Leader is responsible for developing instructional content and the course syllabus, ensuring they meet required academic standards, and for delivering instruction during the study abroad program.

• Eligibility and Selection:
  • Programs are open to ACC students, faculty, and staff who meet academic, disciplinary, and behavioral requirements. Community members may participate but must apply to and be accepted as an ACC student prior to program departure.
  • Applicants will be selected on a rolling basis, subject to eligibility requirements and alignment with program criteria. Rolling admissions will close once all spots are filled, with remaining applicants placed on a waitlist. 

• Logistical Arrangements:
  • International Programs, in collaboration with Faculty Leaders, is responsible for all logistical arrangements, including but not limited to securing accommodations, ground transportation, entrance tickets, expert lecturers, etc. 
  • International Programs will determine if managing all logistical arrangements internally or if working with a third-party provider is in the best interest of the program.

• Health, Safety, and Security:
  • Study abroad programs cannot travel to regions designated by the U.S. Department of State as Level 3: Reconsider Travel or higher without approval by Risk Management.
  • ACC will provide institutional travel health insurance that covers faculty, staff, and all participants traveling for the duration of the program.
  • Participants must comply with all health and vaccination requirements mandated by the destination country.
  • Faculty leaders must complete mandatory training, including First Aid, CPR, Mental Health First Aid, risk management protocols, and other relevant training related to destination or program activities.

• Financial Transparency:
  • Program fee must be clearly communicated and must indicate what services are included and not included. 
  • The per-student program fee will include all Faculty Leader travel expenses and must be reviewed and approved by the Director of International Programs.
    • Covered and/or reimbursable Faculty Leader travel expenses must align with Administrative Rule: 4.0505.02 Travel and Guideline/Procedure: 4.0505.02.1
  • Information about scholarship opportunities and financial aid resources will be made available to students.
  • The per-student program fee will include all Faculty Leader travel expenses and must be reviewed and approved by the Director of International Programs.
    • Covered and/or reimbursable Faculty Leader travel expenses must align with Administrative Rule: 4.0505.02 Travel and Guideline/Procedure: 4.0505.02.1

Procedures

Program Development and Approval

1. Faculty interested in developing a study abroad program will schedule an informational meeting with the Director of International Programs to discuss ideas, feasibility, expectations of faculty leaders, etc. 
2. Faculty Leaders develop the program proposal in consultation with International Programs, Department Chairs, and Deans.
3. Proposals are reviewed by International Programs for alignment with institutional standards, feasibility, and risk management. Upon endorsement, the proposal must be signed by the Faculty Leader, Department Chair, and Dean.
4. International Programs will forward approved program proposals to the appropriate Associate Vice Chancellor and then on to the Vice Chancellor of Instruction for final approval.
5. Approved programs will be assigned to a Coordinator of International Programs for development, budgeting, and logistics.
6. Approved programs will be reviewed on a three -year cycle, to ensure alignment with ACC’s educational objectives, financial accountability, and risk mitigation standards, including itemized program costs and financial disclosures.

Recruitment, Application Cycle, and Selection

1. By the beginning of the Fall semester, the Director of International Programs will submit a list of all study abroad programs to be offered for the following summer to:
   • Risk Management to confirm availability of comprehensive international travel health insurance.
   • Vice Chancellor of Instruction for submission to the THECB for annual certification.
2. International Programs will update the program and scholarship applications in preparation for the study abroad application cycle. 
3. International Programs will develop and execute a marketing plan, including design of program specific brochures, posters, and digital media.
4. Faculty will promote their program to all classes they teach and encourage other faculty members within their departments to do the same. 
5. International Programs will advise interested students on the study abroad programs and ensure that they are informed of all academic, financial, administrative, and logistical requirements for participating in a study abroad program. 
6. International Programs will process all applications for the study abroad programs.
   • International Programs will maintain a secure folder on Box.com of all applicants to a specific program, which will be shared with the faculty leader of that program.
7. Faculty Leaders will interview applicants expeditiously to assess their academic preparedness, interest in program location and academic content, ability to adapt to program specific context, maturity, etc., using a standardized rubric developed by International Programs.
   • Faculty leaders will decide which students are selected to their program on a rolling basis.
   • International Programs will send acceptance letters to selected participants on a rolling basis and manage waitlists.

Program Implementation

1. International Programs will evaluate enrollment numbers and submit a final program approval list, including name of faculty leader, number of selected applicants, program length, program destination, and destination travel advisory level, to the Vice Chancellor of Instruction and the Chancellor for formal approval. 
2. International Programs will send an email to all applicants notifying them of the approval or cancellation of their selected program.
3. The assigned Coordinator of International Programs will manage all logistical arrangements. 
4. The Director of International Programs will conduct a comprehensive risk assessment report for each approved program, which will be reviewed with Risk Management and Faculty Leaders, prior to departure.
5. International Programs and Faculty Leaders coordinate mandatory pre-departure information sessions, covering:
   • Academic expectations.
   • Health, safety, and security guidelines.
   • Logistics, including travel and accommodations.
   • Cultural adjustment and managing culture shock.
6. International Programs will register all applicants for the courses and ensure they paid tuition.
7. Faculty leaders oversee academic content and daily operations, assess student learning, and ensure compliance with approved itineraries, risk protocols, and student code of conduct.
   • Student code of conduct violations will be subject to disciplinary actions, including involuntary withdrawal from the program, decided by the Faculty Leader in collaboration with International Programs, and the Office of Equal Opportunity Compliance, and other key stakeholders. 
8. The Director of International Programs remains on-call while programs are abroad to support logistics and coordinate emergency response support.

Post-Program Reporting

1. Within one month of program completion, Faculty Leaders submit a post-trip report, including:
   • Assessment of learning outcomes.
   • Incident reports and resolutions.
   • Recommendations for future programs.
2. International Programs conducts a debrief session with Faculty Leaders to evaluate the program and incorporate feedback into future planning.
3. International Programs will maintain a historical file for each study abroad program on Box.com.

Responsibilities

Director of International Programs

• Provide expertise, guidance, and assistance, to faculty members interested in developing study abroad programs.
• Maintain current and up-to-date Faculty Leader Handbooks and an Emergency Response Handbook.
• Ensure that all team members and current and prospective Faculty Leaders remain up to date on best practices for study abroad and changes within the education abroad landscape, through membership in international education organizations and ensuring continuing professional development opportunities.

Faculty Leaders

• Assess applicants for alignment with program criteria.
• Ensure instructional and academic quality of study abroad programs.
• Assess student learning.
• Ensure participant compliance with the student code of conduct.
• Ensure health and safety protocols are met and be the first point of emergency contact while abroad.
• Submit required reports and documentation before and after the study abroad program.

International Programs

• Advise interested students on study abroad opportunities, process applications, and confirm eligibility.
• Design and execute marketing and outreach for study abroad programs.
• Manage all logistical arrangements. 
• Conduct risk assessments and coordinate risk mitigation and emergency response efforts.

 Students

• Complete all applications materials and payments required to participate.
• Comply with all academic, disciplinary, and behavioral expectations outlined during the advising session and pre-departure orientation.

Compliance with Texas Laws

All language and provisions are designed to comply with applicable Texas laws, including SB 17. Programs will focus on fostering academic and professional growth while aligning with institutional policies and regulations.