Facilty Director Handbook

Steps for Faculty Directors

Before you can market and recruit
The next step: market and recruit
After student application deadline
When you return to EIU

Before you can market and recruit

  • Mandatory Meeting with the School of Continuing Education (Ms. Jo Ellen Hickenbottom, jhickenbottom@eiu.edu, 581-5114) to finalize third-party and/or host contracts as well as a price for your program. Await for clearance from the School of Continuing Education.

The next step: market and recruit

  • Marketing. All contracts must be complete and prices finalized with the School of Continuing Education. Then, and only then, will the University (Office of Study Abroad, Faculty, Departments, etc.) receive clearance from the School of Continuing Education to begin advertising or marketing the program to targeted student populations.
  • Program Publicity. The Office of Study Abroad will create an informational page for your program, on our website. Please provide the office (goabroad@eiu.edu) with information you'd like to be included on your page and join our Flickr group. If you have another program website, please also provide the link and/or other relevant pieces of information for your program's informational page on the Study Abroad website.
  • Remember... you are welcome to create your own flyers, but you MAY NOT in any way misrepresent information. Your advertising materials must be truthful and emphasize both the benefits and detriments associated with the program. Your advertising materials must NOT include any price or estimated price without approval from the School of Continuing Education.
  • Study Abroad Fair: In the Fall and Spring, you will be invited to promote your program at our Study Abroad Fair. You should have an approved program price before this time. Your program price will not be approved until you meet with Continuing Education and you must not publish any costs that have not been approved. We encourage you to prepare and bring materials (brochures, flyers, photos, decorations from your host country, etc.) to make your table look nice and attractive and to provide students with the information they’ll need to make an informed decision.
  • Applications. Students apply for your program by filling out Application Materials (downloadable from the internet) and submitting these materials to the Office of Study Abroad or the School of Continuing Education by the published deadline. Your program page will have direct links to these materials.
  • Admissions. When an application is received by the School of Continuing Education, it will screen the applicant for university eligibility requirements. If the applicant is cleared, then a copy of the application will be made and forwarded to you. You should then proceed as outlined in the Admissions Policy.
  • Cash Advances. Funds are not available to you (for airline tickets, etc.) until after the official application deadline and after the actual number of participants has been confirmed and approved by the Office of Study Abroad (after its final screening). Note: if students want to withdraw, they must complete the Drop Program Form.
  • Student Files. You should keep all of the applications materials confidential for admitted students and plan to take copies of their passports with you abroad (get these from the Office of Study Abroad if not included in the application packets that you received for some students). Shred application materials for students that were not admitted.

After student application deadline

  • Final Count. No later than two weeks after the official program deadline, Continuing Education will inform you if your program obtained its minimum number of admitted students. Officially admitted students are those that have been approved by you and the Office of Study Abroad. If your program did not admit enough students, then other possibilities will be discussed with you at that time.
  • Program Clearance. If your program is approved to run, you can proceed with your group's Travel Arrangements through the School of Continuing Education. Also, set up a meeting with your students to discuss any time-sensitive immediate steps they should be taking (filling out host institution forms, applying for a passport/visa, making arrangements for immunizations, etc.). If a visa is required on a faculty-led program, then you should provide clear instructions about how to obtain it.
  • Documentation. Make sure your own documentation is in order to travel. If you already have a passport, be sure that it does not expire within 6 months from your depature date (regardless of the length of your trip), or else you may not be allowed to board the plane. You should allow 6 months when applying for or renewing a passport.
  • Work with Offices.

Work with the School of Continuing Education on logistical issues

  • Program cost
  • Enrollment
  • Financial aid
  • Travel packages
  • Invoices/billing
  • Faculty compensation
  • Tuition expenses/fees

Work with OSA on student issues that are non-logistical in nature

  • Faculty director preparation
  • Health and safety issues
  • Program risk management
  • Pre-departure orientation
  • Behavior, criminal issues
  • Attend a Responsible Study Abroad Seminar. In the Spring, you are also required to attend a Responsible Study Abroad Seminar designed to prepare new and experienced faculty directors with important information about directing a program abroad. You will receive more information after these seminars have been scheduled.
  • Please read the Director Handbook. Also familiarize yourself with the Policies and Procedures and forms in the Quick Links blue box on the right. You understanding of this information is critical to the success of your study abroad program.

When you return to EIU

  • Re-entry. The only way we can make program improvements is through feedback from you and your students. We would appreciate your assistance in promptly submitting a Program Report.