Submit a Proposal to Lead a Study Abroad Program in 2016


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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.


All faculty who are planning to submit a proposal for study abroad must enroll in the Study Abroad Program Leader Certificate, which includes The Roles and Responsibilities of the Study Abroad Program Leader and Designing a Study Abroad Experience for Students. This program is designed to culminate in the certification of full-time faculty as a study abroad program leader. The designation will indicate completion of 24 hours of professional development in the area of study abroad and global experiences and will prepare faculty members to develop and lead a meaningful short-term study abroad experience for Valencia’s students. To successfully complete the Study Abroad Program Leader Certification, the faculty member must be full-time and complete both courses in any order. To view the course descriptions and upcoming schedules, click here. You will see two options for the Roles & Responsibilities workshop, but there is only one course offering for the Designing workshop each fall.

Workshops are presented in partnership with Faculty Development. Visit the following link for instructions on how to register in Atlas: Faculty Development Registration Instructions. For more information or to request other workshop topics, email us at


Valencia has a number of different opportunities for staff and faculty to get involved in international education. Click on a tab below for details.


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 2 - February 28, 2013 to lead a study abroad program in the spring or summer term of 2015. 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: The primary program leader must create a Dynamic Forms account if you do not already have one. If you have a co-program leader, you will only submit one application and use one Dynamic Forms account. Please see the Co-Program Leader Policy listed at the bottom of this page.

STEP 4: Complete the online Short-Term Study Abroad Proposal Application by the dates listed below in step 5. YOU MUST USE THIS LINK TO ACCESS THE PROPOSAL FORM. This form will be made active on October 1, 2013. In order to submit a completed application, you will need upload the following documents: course outline, program provider proposal (the one you are using), program itinerary, and a copy of your Faculty Development transcript or certificate showing that you completed the required coursework.

IMPORTANT! You can start a proposal and save it, but you must be sure to log into Dynamic Forms first (step 3 link) and then go to the link in step 4. You will know that you are logged in if you see the "Save Progress" button at the bottom of the screen.

STEP 5: 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.

  • Get the completed application packet to your dean/s for signature by Monday, February 6, 2015.
  • Get the completed application with the dean's signature to the campus president for signature by Friday, February 13, 2015.
  • Send the final packet to the SAGE Office (DTC-2) by Friday, February 27, 2015.

STEP 6: The proposal will be reviewed by the Study Abroad Committee and recommendations will be given to the International Education Connections Team for final approval using the following proposal guidelines and rubric. Notification for approval will be given by early April 2014. 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 7: 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 JULY 1.

STEP 8: If you have been funded, you will be informed of the scholarships awarded to your program after July 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 only apply to lead one study abroad program per year.
  • 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.

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.

Application and Payment Deadlines: All programs have standardized deadlines. Please plan on marketing heavily up until the application deadline date.

  • 2015 DEADLINES:
    Spring Break
    Summer A
    Summer B

    Student Application Deadline


    Deposit Deadline


    Student Program Balances Due



Study Abroad Program Leader's Toolkit

SAGE eLibrary

Program Providers

Associations and Organizations

International Resource Experts

Travel and Safety

Valencia Language Ambassadors


Study Abroad Program Leader Certificate

Program Proposal