Information for Faculty
Faculty-Led Study Abroad Proposals
Faculty can submit proposals for study abroad programs at any time, provided that there is sufficient time to organize the program before departure. We strongly recommend that proposals are submitted with sufficient time to recruit students and help them apply to scholarships, such as the Benjamin A. Gilman International Scholarship.
All faculty-led programs offering credit must be coordinated through Education Abroad.
Faculty can also schedule a Teams meeting with EA Staff by following this link to our calendars. Please note that the EA office is not available for in-person meetings currently.
Via TRM
Applications are submitted through Via TRM using your UTRGV single sign on. Proposals will be approved on a rolling basis.
- Click on "Explore Programs"
- Either scroll down the alphabetical list or search for any of the keywords from the Program title: Faculty-Led Study Abroad Program Proposals 2025 & 2026
Guidelines and Rules for Administering and Leading a Study Abroad Program at UTRGV
- More information can be found here: Study Abroad Program Guidelines 2025
For the safety of participants and the integrity of the academic experience, no individual is allowed to participate in the program, lectures, site visits, excursions, events, etc. that does not have an affiliation with the program. Affiliates to the program include, but are not limited to: faculty leaders, teaching assistants, student participants, program assistants, those assisting students with specialized needs, local guides, guest lecturers, etc. UTRGV affiliates, such as administrators, professors, or students may be granted special permission by the director of Education Abroad to participate in some program elements on a case-by-case basis.
Faculty leaders will often encounter unforeseen challenges and opportunities during the study abroad program. It is important to notify the Director of Education Abroad of any challenges that arise. Small issues can quickly become big ones while delivering courses off-campus. The director’s role is to support the faculty leaders during the program and assist them in dealing with issues that require the resources or support of the main campus.
Faculty leaders may also encounter important opportunities to contribute to the student experience during the program. Faculty leaders are encouraged to communicate with the director of Education Abroad before adding any significant program elements to help ensure the continued safety and well-being of the students. The program budget may not be expanded during the execution of the program without prior permission from Education Abroad.
Program Budget Management for UTRGV Sponsored Study Abroad Programs
The Education Abroad office is committed to creating educational opportunities abroad that enhance the student experience. Administering these programs in various locations around the world places some financial liability on Education Abroad. Programs require coordination with multiple vendors to provide services for student participants such as housing, meals, transportation, or instruction. Cancellation of services for unforeseen events is rare but can happen and may leave Education Abroad with a financial responsibility that is not covered by student program fees. To address this possibility, Education Abroad will maintain a contingency fund of $25,000 from year to year.
Each program budget for study abroad programs will include a 15% charge for contingencies. At the conclusion of the fiscal year, Education Abroad will reimburse 100% of this contingency charge to the student participants so long as the $25,000 contingency fund is maintained. For example, if one program loses $2000 then students across all study abroad programs will receive 100% of the contingency charge they paid minus their fraction of the $2000. If a particular program has a surplus above the contingency charge (15% of the program fee), then 100% of these unused funds above the contingency charge will be reimbursed to the students that participated in that specific program. In other words, no student will be charged more than 15% above the actual program cost regardless of the balance on the contingency fund. This policy for administering study abroad program budgets is designed to comply with the Texas Educational Code 54.504 governing incidental fees at Texas institutions of higher education.
Students that were charged all or a portion of the program fee but withdrew from the program will receive a refund according to the Study Abroad Refund Policy. These students are eligible to receive a refund of the contingency charge and any additional overages above the actual program fee as described above.