Submit a Proposal to Lead a Study Abroad Program in 2018


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The first step for anyone interested in leading a study abroad program, participating as a program leader-in-training on a study abroad program, participating in a faculty exchange program, or attending an international conference is to complete the following form. This form is due to the SAGE office by OCTOBER 1 of each year for travel during the academic year (fall, spring, summer). This form gives you approval to go to the next step in the process which is to complete the proposal form. NOTE: You are NOT required to complete this form for sabbaticals or Endowed Chair travel.

Click on SUBMIT A PROPOSAL below in order to complete the process to apply to lead short-term study abroad in 2018. The proposal deadline date is February 28, 2018 at 11:59 pm.

Thank you for your interest in submitting a proposal to lead or co-lead a short-term study abroad program at Valencia! Proposals are submitted the year prior to running the program. This year's call for proposals is January 6 - February 24, 2017 to lead a study abroad program in the spring or summer term of 2018. You must be a full-time faculty member in order to apply to lead or co-lead a study abroad program.

STEP 1: Complete the Request for International Travel Form, get your dean and campus president signatures, and submit to the SAGE office by the date listed above.

STEP 2: Attend the Study Abroad Program Leader Certificate classes in the FALL TERM. Please note that this is a mandatory requirement in order to lead or co-lead a study abroad program. See the Faculty and Staff Events page for more details.

STEP 3: Please use the documents below when completing your 2019 proposal packet to lead a short-term Study Abroad program:

Please submit your proposal by the deadline date listed above. In order to submit a completed application, you will need the following documents to submit as part of your proposal:

  • official course outline
  • program proposal packet
  • detailed program itinerary (follow the guidelines provided in the workshop)
  • program proposal expense worksheet
  • program provider proposal (the one you are using)

STEP 4: Print out the application packet and all attachments, SINGLE-SIDED, NO STAPLES and obtain signatures and submit as outlined below. Please note that this is a competitive process and not all proposals will be approved. Incomplete or late applications will not be accepted. The following dates are guidelines to help you ensure that you complete the proposal on time.

STEP 5: The proposal will be reviewed by the Study Abroad Committee and recommendations will be given to the International Education Connections Team for final approval. Notification for approval will be given by early April. At that time, you can begin marketing your program. The following is the list of possible outcomes: (1) Recommended and funded; (2) Recommended and waitlisted for funding; (3) Recommended and not funded; (4) Not recommended or funded.

STEP 6: Once approved, you must create a program booklet or update your existing booklet if this is a repeat program. Contact the SAGE Office for the template to get started. The booklet is due by August 1.

STEP 7: If you have been funded, you will be informed of the scholarships awarded to your program after August 1 and after your program booklet is received in the SAGE Office.

Please note the following:

  • Incomplete and late applications will not be accepted.
  • You must have submitted a Request for International Travel Form by October 1 in order to qualify to apply.
  • You can apply to lead two study abroad programs per year. However, for the second trip to be approved, it cannot bump a new program that has not been approved before.
  • To ensure a program that meets Valencia's standards for academic excellence and does not put additional financial burdens on students, program leaders are only allowed to visit a maximum of two different countries.
  • You must read the Safety & Emergency-Crisis Management Plan for Study Abroad prior to submitting your proposal. If you have not received a copy of this document, contact the SAGE Office.
  • Apply for a Valencia Foundation Endowed Chair in APRIL to help fund your program.
  • Meals that are not included in the program fee for the program leader/s will not be covered for study abroad.
  • This course must be paid as an overload by your department.

Co-Program Leader Policy: If you have a co-program leader, you both must recruit at least 16 students. If the program has less than 16 students and there is a financial impact on students (the price has to increase), then the co-program leader will not be able to participate unless additional funding is identified. If you cannot achieve the minimum ratio after all efforts have been exhausted, and there is no financial impact to the students (i.e., free ticket for 12 students from EF Tours), then the co-program leader can participate.

Family Policy: If you wish to take a spouse/significant other on study abroad, you can do so outside of the Valencia process.  He/She does not have to enroll in the course.  You will have to make the arrangements on your own and pay all associated fees.  Please note that the participation of your spouse/significant other cannot impact the cost of the trip in any way.  For example, if you are at the maximum allowed for a bus, and adding another person would incur the cost of a second bus. If you wish to take your child, he/she must be at least 18 years old and enroll in the course as a student.  Minors are not permitted.


  1. The minimum number of students is now 10 for repeat programs at year 3 and beyond in order to lock in airfare rates and keep costs down for students. The minimum number of students for new programs is 8 students.
  2. Final proposal scores will not be published for faculty applying to lead study abroad.
  3. There will be a $250 stipend for all program leaders after close out.
  4. There will no longer be a $200 discretionary amount added to budgets. You can budget in additional expenses to be paid in-country, but they must be identified on the budget.
  5. All programs must budget a $500 emergency fund. All program leaders are required to take a $500 cash advance on the Pcard prior to departing and exchange some funds in the foreign currency.
  6. If you break any of the Pcard procedures, you will not be issued a Pcard in the future. You will have to take a co-program leader that qualifies for a Pcard on any future programs.
  7. Faculty who are on 8-month contracts can be program leaders, but they will need to get a sponsor who is tenure or tenure-track to agree to take over in the event he or she cannot fulfill the obligations of the program. This will go into effect 2017.

If you are looking for a third-party program provider, here is a list of companies that offer great tours at reasonable prices. You select the tour and build the study component around the locations visited. You can also build a custom tour at a higher price and with a minimum amount of students. Please note that you are not limited to these companies, and you can use any program provider that your dean and campus president approve.

NOTE: Preference is given to program providers with in-country tour operators or contacts who will be available in the event of an emergency.

Using any program provider will require a signed agreement each year. Once you have selected a program provider, you must contact the SAGE office to review the logistics and obtain a signed agreement.





CCID has developed a consortium Troika programming model for short-term, faculty-led study abroad programs. A minimum of three CCID colleges collaborate to provide community college students with greater access to study abroad opportunities. A three- to four-year program agreement is required. CCID currently has the following collaboration opportunities which you could apply for:

  • Transcultural Nursing in Ecuador
  • Architecture, Art History, and Design in Estonia, Latvia, Finland or Russia (TBD)
  • International Engineering in Germany and France
  • Hospitality Management and Culinary Arts in Germany, France, and Switzerland
  • Global Business in An Emerging Democracy in the Ukraine
  • Valencia currently runs the following Troika Programs:
  • China's Economic, Social, and Cultural Impact Due to Globalization (Business)
  • Global Perspectives in Event Management (Business)





FCIE ( has 22 member institutions that collaborate and share study abroad opportunities for students. Program Leaders are welcome to contact an institution to see if they can work together on a program. Please note that Broward College and Florida State University have international partnerships that will allow you to use their facilities for a fee to create your own program. Facilities for Broward College are located in Spain, Peru, and Germany. Facilities for Florida State University are located in Spain, England, London, Italy, and Panama.