Faculty Leader Duties & Responsibilities
Study Abroad offers support, guidance, and resources throughout the entirety of your international experience (planning, execution, and evaluation). It is important to understand your responsibilities as a faculty leader to lead an effective and efficient program. If you have any questions or concerns please feel free to contact the WVU
Study Abroad staff listed below:
- Proposal: Complete the online proposal.
- Course Creation: Work with your departmental SLI Coordinator (Schedule Listing Index Coordinator) and Amanda Morgan (WVU Study Abroad) to add your program’s course(s) to the course schedule.
- Recruiting: Recruiting students is essential for a successful program. WVU Study Abroad can offer assistance through classroom presentations and our bi-annual study abroad fairs, which reach thousands of students annually.
- Student Selection: Faculty must review all student application materials. These are available online via http//:studyabroad.wvu.edu. Faculty should work in collaboration with Amanda Morgan to evaluate student documentation, especially confidential health forms, physician statements, and judicial records.
- Pre-Departure: All programs must complete a pre-departure orientation prior to departing the United States. Please work with WVU Study Abroad staff to schedule this meeting to go over program details with students. WVU Study Abroad staff will also deliver a presentation on general safety and well-being abroad.
- Program Finance & Budgeting: It is the faculty leader’s responsibility to complete ALL necessary documentation and paperwork involved with their program’s finance and budgeting.
- You must complete all necessary documentation and training pertaining to your WVU P-Card. All documentation must be completed promptly, and failure to do so can and will likely result in a delay receiving your cards. For questions, please contact Zackery Weaver.
- You must attend all budgets meetings prior to program departure
- All salary (special pay) and per diem documentation must be turned in to the WVU Study Abroad office 30 days prior to departure. Failure to do so may result in your salary payments being delayed, or receiving per diem payments in the form of a travel settlement 15-60 days after the completion of your program. For questions, please contact Zackery Weaver.
- Student Well-Being: It is the faculty leader’s responsibility to monitor student health and safety while abroad. Unfortunately, unplanned events can occur. Faculty should ensure that all students receive adequate medical attention if needed abroad. It is the faculty leader’s responsibility to know and understand how to access WVU’s emergency management provider, InternationalSOS, and the services that they provide. Please consult the WVU Travel Insurance.
- Budget Management: Faculty are responsible for remaining within budget limits, as discussed prior to departure with the WVU Study Abroad office. All program deficits will be reviewed with the WVU Study Abroad office and your departmental Expert Business Office upon completion of your program.
- It is imperative that receipts for all purchases and payments must be kept for reconciliation. If receipts are unattainable, expenses must be recorded on a log sheet.
- Troubleshooting: Unfortunately, sometimes unexpected events happen during international travel. These can be as common as flight delays or as rare as government shutdowns. We ask that in these situations faculty keep the WVU Study Abroad office informed, but actively work to create alternate plans if issues arise. The WVU Study Abroad office will be in contact if specific information is required.
- WVU offers a 24/7 emergency line in case of emergencies or unforeseen events. In case of such an event, please contact 304-293-9456.
- Student Behavior: Students are expected to abide by the WVU Student Conduct Code at all times. Students are also expected to abide by the laws of their host country. Please use your best judgement and discretion when dealing with behavioral issues abroad; if the behavior becomes disruptive to the group, or presents a health and safety concern you may work with the WVU Study Abroad office to return the student to the United States immediately. In the event that a student is returned home, the WVU Office of Student Conduct will be contacted.
- Keeping WVU Informed: While you’re abroad we ask that you keep us informed and aware of any issues that may arise. Please use your discretion to evaluate the urgency of any issue, and use email for non-urgent issues. We require that you provide us with a method of contact so that we can reach you while you are abroad.
Upon Your Return
- Follow-Up Meeting: Once your program has concluded we will schedule a meeting to review and discuss your program. This will include any student issues that arose, lessons learned, and future programming possibilities.
- Financial Reconciliation: All receipts and documentation will be collected at the follow-up meeting. At this time we will review all outstanding balances from vendors and begin the reimbursement process, if needed. We will also evaluate the program’s budgetary surplus or deficit and decide if it is possible to initiate a student refund.
- Evaluation: After your return, we will email you a link to complete an online evaluation of your program, from start to finish. This will include your insights of the entire program process, and your feedback will be used to reevaluate processes and procedures, as well as to demonstrate success stories to the university community.