Skip to content

Faculty Program Director Responsibility

Faculty Program Director Responsibilities

Listed below are the duties that in an Education Abroad Program, a Program Director, Faculty, or Staff  would agree to perform for the University of South Florida Education Abroad Office. 
These normal duties may include but are not limited to the following:

Pre-Departure Program Duties

  1. The Program Directors/faculty and the home department will be the academic driving force in creating programs. 
  2. The Program Directors/faculty are expected to fully complete their Studio Abroad application.
  3. The Program Directors/faculty are responsible for obtaining approval to open all courses from relevant departments using the Course Approval Form. 
  4. Program Directors/faculty should understand that the development and recruitment stages of a faculty-led program can take between 100 up to 500 hours.
  5. Program Directors/faculty have the primary responsibility in recruiting students to their individual program.  Faculty should conduct regular information sessions and class presentations to students within their department and field, and actively seeking assistance from departmental academic advisors with program recruitment.
  6. Program Directors/faculty will be required to complete CLERY and Title IX training, to be conducted by the Diversity, Inclusion and Equal Opportunity Office.
  7. Program Directors/faculty will be expected to participate in a mandatory faculty orientation program conducted by the Education Abroad Office and other USF offices. For those Faculty, staff and others in responsible roles for a study abroad program for the first time, a Mental Health seminar is also required.
  8. Program Directors/faculty are expected to conduct a minimum of at least one program specific orientation for students.
  9. All program expenditures must be budgeted and approved by the Education Abroad Office in advance and as outlined in the Faculty Financial Agreement.
  10. Program Directors/faculty are expected to read the Education Abroad On-Site Faculty Health and Safety Handbook. 

During the Program Duties:

  1. Program Directors/faculty must be ready to be on-call 24 hours a day for the duration of their foreign program.  If a student gets ill, if there are student conflicts, if there is misuse of alcohol, if a student is arrested or has an emotional health issue you must be prepared to take all necessary steps. 
  2. Program Directors/faculty must be aware that they may not travel more than 2 hours away (by car or bus) from the main location of the program – independent travel should be undertaken before or after the official program dates never during “free” time on the program.
  3. Program Directors/faculty must conduct, or assist on-site providers with an on-site program orientation once you and students arrive in-country.  Local safety precautions should be addressed. 

After the Program Duties:

  1. Program Directors/faculty should complete a short on-line Evaluation Form upon return from the program.  For all first-time programs, faculty should meet with the Education Abroad Advisor to have an in-depth conversation about the program. 
  2. Program Directors/faculty should hold a reentry meeting or event with students following their return from the program.  Faculty may also create an on-line reentry program to help students reflect on their experiences.Accompanying Faculty Guests
Faculty Family Members/Guests:
Program leaders may decide to bring accompanying family members with them on the study abroad program. USF reserves the right to impose limits and/or conditions on the roles, activities and presence of family members or friends who accompany program leaders. Such limits or conditions derive from programmatic concerns: health, safety, risk, academic and other concerns.  In some cases, accompanying family members or friends may not be permitted to join the study abroad group for some or all activities.

Liability: USF assumes no responsibility for accompanying family members or friends.  It is the responsibility of all family members (including spouse/partner and dependent children) of the leaders to read the US State Department information sheets if they participate in any group travel by land, sea or air. The family members are responsible for their own safety.

Excursions: Accompanying family members may participate in program excursions and field trips, provided that such participation does not inflate the cost of the excursion AND that their participation in the program in no way interferes with the academic nature of a visit. Program excursions are planned to accommodate all students plus the participating leader(s). If there are empty seats on the bus, boat, or other arranged travel, accompanying family members may travel with the group at no extra cost. However, at no time will a bigger or additional bus, boat or other mode of transportation be arranged in order to accommodate accompanying family members.

Excursion Expenses: If participating in group excursions, accompanying family members must separately pay all per person expenses (i.e., entrances to parks or museums, theater tickets, etc.). In no case is program money to be used to fund family member participation in special events. If the cost for the family member is included on the group receipt, it must be deducted before the receipt is submitted for reimbursement.

Group Meals: If participating in group meals, the leader must reimburse the program for any expenses incurred by accompanying family members if a separate bill cannot be obtained. Program money should not be used to buy meals for accompanying family members. The exception to this policy is entertainment of host institution guests to which a couple is invited for a meal. The program leaders may bring his/her spouse to such an event and receive reimbursement for the spouse's meal, assuming the event has been included in the program budget.

Minor Children: Minor children accompanying program leaders must be adequately supervised at all times, by a 3rd party. The presence of minor children or other family members should not disrupt or alter the study abroad program in any way.
International Medical & Evacuation Insurance: Program leaders and assistants are provided insurance through USF.  Accompanying minors and guests are required to purchase International Health and Evacuation Coverage from our Education Abroad Insurance provider.