Faculty-Led Programs

Academic Year 2020/21 Study Abroad/Study Away Proposals for Faculty-led Programs

The application cycle to submit Study Abroad/Away proposals for Academic Year 2020-21 is open.
Online Proposal Form
The application portal will remain open until May 30, 2020. Proposals will be approved on a rolling basis as spots remain available. 

Guidelines and Rules for Administering and Leading a Study Abroad or Study Away Program at UTRGV

International Programs and Partnerships and the Office of Global Engagement must administer all UTRGV trips, both domestic and international, that consist of UTRGV courses being delivered to students.

UTRGV requires that all travel and reimbursement policies be followed. Failure to do so may affect reimbursements. Faculty leaders are responsible for complying with these Rules and Guidelines.

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. On the other hand, family, friends, UTRGV students, etc. not enrolled in the course(s) tied to the trip are not allowed to participate in the program or any of its elements. UTRGV affiliates, such as administrators, professors, or students may be granted special permission by the director of IPP 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/away program. It is important to notify the Director of International Programs and Partnerships 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 IPP 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 International Programs and Partnerships.

Program Budget Management for UTRGV Sponsored Study Abroad & Study Away Programs 

The International Programs and Partnerships (IPP) office is committed to creating educational opportunities away from campus in the USA and abroad that enhance the student experience. Administering these programs in various locations around the world places some financial liability on IPP. Programs require coordination with multiple vendors to provide services for student participants such as housing, meals, transportationor instruction. Cancellation of services for unforeseen events is rare but can happen and may leave IPP with a financial responsibility that is not covered by student program fees. To address this possibility, IPP will maintain a contingency fund of $25,000 from year to year.  

Each program budget for both study abroad and study away programs will include a 12% charge for contingencies. At the conclusion of the fiscal year, IPP 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 or study away, 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 (12% 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 12% above the actual program cost regardless of the balance on the contingency fund. This policy for administering both study abroad and study away 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.