Office of Global Citizenship
A detailed budget for all international experiences must be submitted to the Associate Dean of the Office of Global Citizenship and approved by the Dean of the College (in consultation with Associate Dean of the Office of Global Citizenship) by October 30th each time the program is offered, and before the program and its costs are advertised to students. Budgets will be forwarded by the Dean of OGC to the Provost and the Office of the Treasurer for final approval.
Program fees should be determined based on projected enrollment and costs. The program leader must calculate the minimum number of participants needed to meet the budget. If the program does not enroll the target number of students to cover the cost of the trip, the program may be cancelled and deposits refunded.
Program leaders should make a clearly articulated refund policy available to interested students in writing when publicizing the experience. That policy should also be included in the Participation, Release and Hold Harmless Agreement, described in the section Documentation Required by the Office of Global Citizenship.
Within three weeks of returning to the US, program leaders must submit all receipts and a financial accounting to the Treasurer’s Office. The financial accounting must also be submitted to the Associate Dean for Global Citizenship for evaluation in conversation with the Dean of the College.
Program directors should anticipate that the Treasurer’s office will be helpful in management of program accounts, and by holding and distributing funds.
Contracts with Outside Vendors
Please consult the University policy on contracts with outside vendors when seeking to enter into any type of agreement that obligates the University to provide payment, services or goods to a third party abroad. Contractual agreements governed by this policy include, but are not limited to, consulting services, employment agreements, equipment leases, leading of tours, lectures and speakers, bands, research projects, etc. and any other arrangement that obligates university funds to pay for services.
For guidelines on safe ground transportation, please consult the University vehicle use policy.