Office of Global Citizenship

Budgets

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.

Please bear in mind when developing your budget that one of the top barriers to student participation in faculty-led programs is cost. Currently, short-term study abroad program fees vary widely based on the actual costs of running a program, including the amount of faculty compensation charged. For a more inclusive program, work to contain student costs as you plan your itinerary.
 
The detailed rules on budgeting for short term and semester programs are currently being finalized, and prospective program directors are encouraged to work with the Office of Global Citizenship early in the process of completing a budget. The Office can provide faculty with a template for budgets to guide their construction of budgets, including permissible faculty compensation charges and calculation of tuition.

Constructing a Budget

The detailed rules on budgeting for short term and semester programs are subject to revision, and prospective program directors are encouraged to work with the Office of Global Citizenship early in the process of completing a budget. The Office can provide faculty with a template for budgets to guide their construction of budgets, including permissible faculty compensation charges and calculation of tuition.

For short term programs, budgets must include provision for the following:

1. Revenue to be collected from students should include the following:

  • Student room and board
  • Mandated fees
  • Tuition
  • Student round-trip transportation to the program site, if managed by program

2. Expenses include

  • Student room and board
  • Student transportation within the host country
  • Faculty director(s) expenses: international coach-class airfare, housing, cell phone, international health insurance, allowance for meals and incidentals, local transportation, and faculty compensation for the leaders of the program. (NB: consult the Associate Dean of Global Education on limits to faculty compensation for short-term programs.)
  • Tuition: Tuition does not include room, board, or travel expenses. (NB: the
  • administration is working toward standardizing tuition charges for short-term
  • programs.)
  • Mandated fees, including a payment to the university of $100 per course credit
  • per participating student.
  • Student round-trip transportation costs to the program site
Most budgets will also include:
  • Academically-enriching excursions, including entrance fees, transportation, meals, and/or accommodations
  • Student cell phones
  • Internet access
  • Student international health insurance (required for all students to purchase through the university)
  • Guest lecturers
  • Classroom/studio/lecture space, as needed for program
  • Host institution/program provider fee
  •  If the cost for health preparation is not included in the program cost (such as immunizations), make it clear in your materials that this is the participant’s responsibility.
If a program abroad requires staff not on the Sewanee payroll (e.g., an additional faculty member), that should be made clear when the program budget is presented and credentials should be provided to the Dean of the College so it can be made clear how the appointment letter should be done.
 
For semester long programs, the construction of the budget differs from the above model for short-term programs in two ways. First, the program fees are constrained by the charges for Sewanee’s tuition, room, board, and fees; semester study abroad programs (excluding travel costs to the program site) should not exceed Sewanee’s home charges. Second, faculty compensation for the director(s) is not included in the budget. Rather, a budget for a semester-long program must include the compensation costs of a full-time non-tenure faculty replacement (offering three courses) for the director(s) of the program.

Refund Policy

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.

Financial Accounting

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.