Office of Global Citizenship

Process Overview

Sewanee’s Office of Global Citizenship is committed to making international learning experiences, which are known for having a high impact on education, accessible to every Sewanee student. Leading Sewanee-affiliated international experience will deepen and broaden faculty members' intellectual engagement with students. Faculty directors are responsible for providing a rewarding academic experience for students as well as securing students’ safety. The role of faculty director is taxing and requires a great deal of planning. 

The information on this portion of the website and in the pdf version of the handbook is designed to prepare faculty and staff (both first-time and more experienced faculty directors) to lead study abroad programs, from preparing the proposal to returning home after the program. The Office of Global Citizenship to assist faculty and staff as they propose, manage, and evaluate their study abroad programs.

As Early as Possible: Notify the Associate Dean of Global Citizenship

Faculty interested in proposing a new study abroad program are encouraged as early as possible to consult the Associate Dean of Global Citizenship, their department or program chair, and the Forum Standards of Good Practice.

October 15 for Summer and Fall programs (Feb. 5 for spring and spring break programs): New International Experience Proposal and Risk Assessment Report

The Associate Dean Global Citizenship must be notified of the intent to run an established international experience via the “Data Sheet For Established Sewanee International Experiences” no later than October 15 for fall and summer programs and no later than Feb 5 for Spring and Spring break programs. In order for new programs to be approved by the Associate Dean of Global Citizenship, a complete New International Experience Proposal (including a Risk Assessment Report). Sample Risk Analysis Reportmust be submitted via the online form. Complete program information must be submitted no later than October 15 for fall and summer programs and no later than February 5 for Spring and Spring Break programs. Sample forms and documents are available. The Dean of the Office of Global Citizenship may forward any proposal to the Board on International Travel (BIT), a board of experienced global educators, travelers, and administrators, for consideration at his discretion. Any program bound for a region subject to a U.S. Department of State travel warning or alert or a Center for Disease Control Warning will be referred to the BIT for their recommendations.

October 30 (Feb. 15 for spring and spring break programs): Submit Program Budget and New Course Proposals

A detailed budget for all international experiences must be submitted to the Associate Dean of the Office of Global Citizenship and by October 30th (for fall and summer programs, by February 15 for spring and spring break programs) each time the program is offered, and before the program and its costs are advertised to students. Budgets will be forwarded to the Provost and the Office of the Treasurer for final approval. Follow the link for guidelines for advice on constructing your Budgets. Any new or modified program proposed for credit must be approved by the department chair then submitted to the Curriculum and Academic Policy Committee (CAPC) for review via the Course Proposal Form no later than October 30 for fall and summer programs and no later than Feb 15 for Spring and Spring break programs. Programs approved by the CAPC are then presented to the College faculty for approval. Credit for any program abroad, including any independent study credit associated with a program abroad, should not exceed 1.33 semester hours per week of student involvement in a program. Given this standard, a three-week program would yield no more than one course credit (4 semester hours); a six-week program would yield no more than two course credits (8 semester hours).

January 15 (Sept. 1 for spring and spring break programs): Recruitment and Admission

After receiving notification of approval by the Associate Dean of the Office of Global Citizenship, the BIT (where applicable), and the CAPC (where applicable), the program director and Office of Global Citizenship may publicize the experience to students.  Program directors should develop applications for their particular program that can be distributed to students as the program is being advertised and promoted. Applications will vary depending upon the particular requirements of each program. You may view a Sample Applicationhere. Please note that students may not be asked health or disability questions as part of the application process.

Interested students must be advised in writing of passport, visa and immunization requirements when the course is publicized, as well as a clearly articulated refund policy. More detailed guidelines and a list of administrative components that must be distributed when publicizing the program can be found here. The Office of Global Citizenship typically operates a study abroad fair in early Septmember, and faculty leaders are welcome to distribute materials about their programs at the fair.

March 1 (October 1 for spring and spring break programs): Participant Screening

A list of potential student participants should be submitted to the Dean of the Office of Global Citizenship no later than March 1 for fall and summer programs and no later than October 1 for Spring and Spring break programs for screening in conversation with the Dean of Students. The Dean of the Office of Global Citizenship may disqualify any student from participation at this stage based on any recent social and honor code violations. For this reason, students should be notified of their acceptance to a Sewanee international experience only after they have been approved by the Deans.

March 30 (Oct. 30 for spring and spring break programs): Pre-Departure Orientation

Program directors/leaders must host at least one pre-departure orientation session no later than March 30 for fall and summer programs and no later than October 30 for Spring and Spring break programs. Orientation is an opportunity to discuss topics ranging from logistics, to behavioral expectations, to health and safety issues. Faculty directors/leaders may also wish to encourage participants to attend more general student trainings offered by the Office of Global Citizenship. Certain administrative components should be collected from or distributed to participants in writing at orientation. A more exhaustive list of recommended components of orientation can be found in the "Before You Travel" section. 

At least three weeks prior to departure: Collect Required Documents

The Office of Global Citizenship requires all program leaders to collect certain information and agreements from all program participants to be carried with them during teir travels and to be filed with the Office of Global Citizenship no less than three weeks prior to departure. The documentation includes copies of:  travel documents (passports and visas); participation, release, and hold harmless agreement; and the emergency information form.

During the Program

The OGC provides support for planning for and dealing with a variety of contingencies that might arise over the course of an international experience. Directors must follow university protocols for reporting incidents abroad, which are detailed, along with general guidelines for Working with Students Abroad here.

Within two months of the program's completion: Post-program Reports

Within two months of returning to the US (earlier is better), program leaders must submit all receipts and a financial accounting to the Treasurer’s Office. The financial accounting should also be submitted to the Associate Dean for Global Citizenship for review in consultation with the Dean of the College, along with a brief narrative to OGC describing the program’s accomplishments and challenges in academics, finance/logistics, and student development and student evaluations. leaders should also plan post-program meeting(s) or debriefing for students upon Re-entry to the U.S. Faculty directors/leaders may also wish to encourage participants to attend more general post-program events offered by the Office of Global Citizenship.

Faculty Handbook for Developing and Directing University-Affiliated International Experiences with Students‌ is currently in development.