STUDY ABROAD TASK FORCE REPORT
Perspective: In response to President
Rodney Smith's request that student participation
in Study Abroad programs be raised from the current participation level of approximately
twenty percent to a significantly higher
level, interim Provost Edward Cody directed
faculty liaison Richard Lowell to assemble a group of faculty and staff persons
to study
the current structure and effectiveness of Study Abroad programs and make
recommendations for implementing the President's challenge to increase student
participation. At the
chaired by faculty liaison Richard Lowell the Task force was formed. In addition
to
volunteers among Study Abroad Directors, additional appointments were made by
Richard Lowell from persons known to have an interest in Study Abroad. The
membership consisted of the following:
Robyn Perricelli
Joseph Dallon
Vassiliki Flenga
Niza Fabre
Maxim Goldberg
Ting Gong
Howard Horowitz
Richard Lowell
Andre Perry
Steve Perry
Susie Rachouh
Michael Riff
Ed Shannon
Debra Stark
Angelo Tarallo
Joe Dallon was elected committee chairperson.
In evaluating the Study Abroad Program
the task force was asked to address the
following questions:
1. Should all Study Abroad
Programs continue in their present form and
without
change?
2. Why does Ramapo College
have relationships with specific international
institutions, and should these relationships continue.
3. Are Ramapo's
relationships with all international institutions as viable as they
might be?
4. Is Ramapo College missing out on more viable relationships
in other countries
and areas around the world because of its ties to the international institutions
with which it is presently involved?
5. How much student aid is necessary in order to maintain and
increase student
participation in Study Abroad Programs?
6. Do we have specific and well-articulated policies for faculty
and student
responsibilities?
7. Is the issue of faculty and staff compensation clearly articulated, and is it
equitable?
8. Might it be feasible for Ramapo to develop semester-long
Study Abroad
Programs?
9. What might be the
most effective oversight system for governing Study
Abroad Programs here at Ramapo College?
During the first meeting
[
were expanded to include the following:
1. Given the goal of increasing the number of students participating
in Study
Abroad Programs, to what extent will it be necessary to increase faculty and
staff personnel?
2. What might be the best long-term location for the Study
Abroad office?
3. Assuming the continuation and expansion of a global education
program here
at Ramapo, what might be the advantages of regional focus that will define
4. Might it be desirable to establish a
could be done cost effectively?
5. What might be the most effective method for evaluating
Study Abroad
courses and locations?
6. What might be the most effective administrative structure
for insuring
increased success in Study Abroad Programs?
7. Might it be advantageous for
New Jersey Consortium for Study Abroad?
Realizing the high degree of difficulty for adequately
addressing all of the questions in
sessions consisting of the entire task force membership within the time frame
suggested
by interim Provost Cody, the questions were
grouped according to categories; Policy,
Program, and Structural were assigned to
small groups. It was further agreed that the
small groups would meet separately and forward outcomes to task force chair
Joe Dallon
for assembly and distribution to the full membership. Discussions of
their reports would
take place at the once-weekly scheduled meetings. The subcommittees and the
tasks with
which they were charged are as follows:
Policy Issues- The tasks included protocol for initiating
new courses / programs,
articulation of policies for faculty and student responsibilities, and guidelines
for
faculty and staff compensation
Ting Gong
Ed Shannon
Debra Stark
Program Issues—The tasks included evaluation
of present programs, guidelines
for program establishment, feasibility for the development of semester-long
programs, and funding for Study Abroad Programs.
Niza Fabre
Richard Lowell
Michael Riff
Maxim Goldberg
Structural Issues-
The tasks included evaluation of present
program structure,
administration of study abroad office, and the value and composition of a Study
Abroad Advisory Board.
Joe Dallon
Andre Perry
Steve Perry
Angelo Tarallo
POLICY ISSUES:
Protocol For Initiating New Courses
Step I. A new program
may be initiated by a faculty member or a convening
group. The originator shall prepare a brief description of the proposed program
and submit it to the Study Abroad Director
[a proposed new position that is
described in appendix 1J. The Director will
determine the feasibility of including
the new program based on need. Area and regional competition, likelihood of
attracting a consistent minimal number of
participants from both resident and
non-resident student populations, and from non-matriculating students, will
be
among the determining factors for accepting the proposed program. The Study
Abroad Director will confer with the advisory commission (described in at the
end of this report), the program originator, and with appropriate Study Abroad
Program Directors (formerly known as Study Abroad Directors).
Note: A non-academic person who does not belong to a
convening group may be
eligible to become a program director, however, the application for initiating
a
new course must go through a convening group. Convening group approval also
applies to faculty persons.
Step II. The Study Abroad Director will visit with the
originator and / or the
convening group, if deemed necessary, for further clarifications and explanations
of the proposal.
Step III. Should the proposal be approved, it will then
be sent back to the
originator(s) for development of syllabus
and other relevant information such as
itinerary, including field trips where applicable, cooperating lecturers, availability
of facilities and other resources at participating institutions, arrangements
allowances for meals, transportation arrangements, cultural elements,
etc.
Step IV. The detailed package will then be forwarded
to the Study Abroad
Director.
Step V. The Study Abroad director will work with the Program Director in
making all arrangements [travel, accommodations, transfers, tours, meals,
lectures, etc.] for the trip. The Director will also arrange for printing the course
brochure, publicity, pre-departure orientation session(s), and other pre-departure
essentials. With the Program Director, the Director will also determine the
student cost for the program.
Articulation of Policies For Faculty and Student Responsibilities
In concert with the Provost and / or his / her agents or representatives the policies
for responsibilities for faculty and students shall be articulated.
Guidelines For The College:
1. Issues of health and safety while traveling and studying
abroad. This will
include preparatory information concerning immunizations,
availability of
medical care abroad, cost factors, emergency medical care, and related
issues.
2. Provide pre-departure information concerning personal safety,
environmental, legal, political, cultural, and religious conditions
where
applicable.
3.
Establish guidelines for participation based on prevailing health status of
all participants, particularly in relation to potentially stressful environments.
4. Establish provisions for travel
accideni insurance,
or facilitate means of
acquiring same. Determine potential health and safety risks prior to
establishing ail programs.
5. Establish connections
for providing emergency medical and professional
care while studying and traveling abroad.
6. Communicate applicable codes of conduct and consequences for
noncompliance
to all participants. Establish guidelines for addressing
violations of codes of conduct.
7. Establish a means
of effective communication with a college administrator
authorized to make decisions concerning events while studying
and
traveling abroad.
8. Establish clear
and enforceable guidelines for determining eligibility for
participation in study abroad programs.
9. Establish clear
limits as to the extent to which a sponsor's responsibility
for participants ends.
Guidelines For Participants:
1. Participants must attend the orientation process.
2. Provide study abroad office will all pertinent health information,
including
mental health, and known physical limitations.
3. Supply emergency contact information.
4. Must be apprised of
all rules and regulations governing study
abroad in host
country and in general.
5. Accept responsibility
for personal conduct at all
times in host country and
abide by program policies.
6. Provide all information
requested by study abroad office concerning
family
and personal information. A copy of the participant's passport identification
shall be filed
with the study abroad office.
Guidelines
For Faculty Compensation
1. Financial support should be uniform regarding duties
and responsibilities
of faculty directors and assistants.
2. Compensation for Program Directors and instructors should
be on a per credit
basis, the number of which shall
be determined by the range of duties and
responsibilities.
3. Program directors should be compensated for additional work such as
administrative and related duties during both the planning and
implementation
stages of the program.
4. Program assistants should be paid on a per credit basis.
A rate of 1.5 credits
for a three-week experience is suggested. In certain circumstances this rate
may be increased, based on expanded duties and responsibilities.
5. The credit value of study abroad courses shall be determined
by criteria
comparable to those used for other
workload levels
regarding preparation and delivery of course content,
along
with various management and administrative
responsibilities.
Feasibility/or Developing
Semester-Long Programs
The challenge has been
given by President Smith and acting Provost Cody for Ramapo
to
increase the number, by up to eighty percent, over a four-five-year period,
from the
current level of approximately twenty percent,
of our students who are participating in
study abroad programs. One aspect of this will
certainly be in expanding present winter
and summer programs and in including summer and semester-long programs. Clearly,
the time is ripe for this type of expansion. As the college of choice for a global
education, we must become
involved in offering programs of longer duration. In
addition, the world in constantly shrinking with respect to cultures, languages,
technology, and politics. We must be on the cutting edge of these developments.
Among
the necessary elements required for us to reach this goal are:
1. Making study abroad more affordable to a wider range of our students,
particularly those of
African-American and Hispanic/Latino
decent. And
even though some progress has been made in reducing costs, for many
students study abroad remains an option that is too expensive.
2. Advisement must be improved for students considering study abroad.
3.
More faculty and staff personnel must be encouraged to develop new
study abroad programs.
4. We must make
it more rewarding for additional faculty and staff to
participate in study abroad.
5. A more effective
plan must be developed for supporting study
abroad
programs.
Funding For Study
Abroad Programs
Presently, funding for study abroad
programs comes almost exclusively from tuition and
fees paid by student participants, including
the credits awarded to faculty directors and
assistants- The college must make greater
contributions to the program. There are a
number of ways by which this might be accomplished. Among them are private grants,
state and federal grants, and endowments. One of the
responsibilities of the Director of
Study Abroad might be to become very actively involved in fund raising for this
purpose.
STRUCTURAL ISSUES
Evaluation of Present Program Structure
Strengths in The Present Study Abroad Program
1. There is a core of dedicated faculty who strive to
promote quality
experiences in the various programs that are currently running.
2. We have committed and supportive personnel in the study
abroad office
who strive to promote success in the individual programs.
3. The programs present diverse offerings and are innovative and creative.
4. All schools are represented in the programs that are offered.
5. The programs are offered in winter and summer sessions.
6. Most programs offer wide accessibility because of
their short-term nature.
7. A measure of the strength of
the Study Abroad Program to date is illustrated
in Appendix II.
Issues and Challenges in The Present Study Abroad Program
1. The need for a more comprehensive definition and articulation
of a vision
for study abroad with respect to aspirations and expectations.
2. The lack of definable and available
structure and resources for making
meaningful changes in present programs.
3. The lack of clear leadership
in the present program.
4. The concept of study abroad, as it now exists, falls outside the core of the
general (education) curriculum. It should be within that core
and linked to
foreign language study and to the international/intercultural
education
experience
5. The need for a better marketing program for study
abroad.
6. The jack of significant financial resources for student scholarships
and
program promotion.
7. Inclusion of the concept of study abroad in student advisement.
8. Articulation of a clear and equitable policy for faculty compensation,
based on duties and responsibilities. [Some faculty directors
serve in the
capacity of instructor, director, facilitator,
chauffeur, administrator,
counselor, tour guide, chaperone, surrogate
parent, etc.]
9. The amount of time [years or semesters]
to be allowed for new courses to
become self reliant, before being cancelled must be articulated.
This might
be done on a case by case basis.
10. A clear policy regarding minimal enrollment must be articulated
Administration of Study Abroad Office
Distribution of Study Abroad Programs:
Winter- America Southwest, Jamaica, London, and
Prague
Summer- America West, China, Costa Rica (Spanish Language, Tropical
Ecosystems,) Ireland, Italy, Puerto Rico
(beginning summer 2003), Quebec, and South Africa.
A brief history of the origin and development of these programs is attached; Appendix II
Organizational Structure- The present program is structured accordingly:
Susie Rachouh – Director of International/
Intercultural Education
Robyn Perricelli, Study Abroad Coordinator
Richard Lowell, Study Abroad Liaison
Theoretically, both Lowell and Perricelli
report to Susie Rachouh. The relationship between
Lowell and Perricelli is not clear.
The job description for each is shown in Appendix III, IV, and V respectively.
Study Abroad Office Administration
The present operational
structure of the Study Abroad program is detailed in section I of History of
Study
Abroad, 1989-2002; Appendix VII. By and large, the decision-making process pertaining
to the nature and
structure of Study Abroad Programs is carried out in concert between the Study
Abroad directors, the Director for
International/Intercultural Education, the Study Abroad Coordinator, and the
Faculty Liaison. The directors exert a significant
amount of influence affecting a wide range of processes. Standard and uniform
rules and guidelines for all processes
procedures
frequently change, often resulting in chaotic situations. Program evaluation,
initiation of new programs, institutional
support systems, including but not limited to marketing and promotion, administrative
processes, pedagogical issues,
program models, safety issues, insurance matters, crisis management, course
design, responsibilities of program
directors, and compensation for directors and assistants and other financial
matters are among the many issues requiring
more uniform standards for operation.
All aspects of program operation and management could become
significantly
more efficient if a single individual, equipped
with a competent and experienced
staff, were to be held accountable for program administration. Implementation
of
such a system [structure] would insure greater
success in all portions of Study
Abroad. A more efficient organizational structure is proposed in appendix VI.
Composition and Value of Study Abroad Advisory Board
It is proposed that such
a board be put in place solely in an advisory capacity for
administrators and faculty directors of the study abroad program. The scope
of the
advice might include elements pertaining to policy, program, and structural
elements,
both insightful and experiential. Such a group might be particularly helpful
as they
possess experience in the travel, insurance, legal, public relations, banking,
and political
professions. Membership should consist of the Director of the Study Abroad Program,
Study Abroad Faculty Directors, persons from academic disciplines, and persons
from
outside the
Director there would be term limits and members would serve on a rotating basis.
The
link from this committee shall be with the
Provost and the Study Abroad Director.
Note: The appendices references are in circulation and
will be recompiled and
distributed as soon as they have been assembled.
Job Description for Study Abroad Director
Provides overall leadership and direction
to achieve Ramapo College of New
Jersey's vision and goals in respect of study abroad programs. An overriding
goal is to
have a significant increase in the number of Ramapo students participate in study abroad
programs than we have at the present time. Accordingly, the Study Abroad Director,
working with convening Groups and Deans, shall
provide leadership and direction in the
design, promotion, funding and implementation of a comprehensive range of enriching
study abroad programs that will achieve this goal.
The Director should possess
the necessary skills, work experience and credibility
to interface and succeed with a wide range of external and internal constituents.
In this
regard the Study Abroad Director will be supported by the advice and expertise
of an
Advisory Council representing these constituents..
The Director's responsibility
shall include maintenance, publication, and ongoing
review of Ramapo's
study abroad policies and programs, as well
as periodic review of
adherence to these policies and programs. In this respect, the Director shall
work with
Convening Groups and Deans, and receive advice from the Advisory Council.
The Administrative functions
in the Study Abroad Office shall report through the
Study Abroad Coordinator to the Director of Study Abroad, who shall be responsible
for
its administrative efficiency and effectiveness.
The Study Abroad Director
shall periodically report to the Convening Groups and
the Administration on progress made towards achievement of the above stated
goals.
APPENDIX III. Job description / Professional Services Specialist IV
Title; Professional Services Specialist IV
Reports to: Director, Intemational/lntercultural Education
Professional Interaction with:
Study Abroad Program Directors
Director of Business Services
Director of Marketing and Institutional Relations
Bursar
Budget Office
Financial Aid
Supervises: Full-time Principle Operator Automated Typewriter
3 Student Assistants
Overview:
As Coordinator of Study
Abroad J am responsible for the overall coordination
as well as develop new programs. I ensure
that each program has an orientation with
proper information given to each student that includes pre-departure
and re-entry
infonnation. I manage budgets (over $1,000,000)
and make sure each program is self-
sufficient.
For the past 4 years I have directed the Costa Rica Spanish
language program and
enhanced the excursions to include
in nesting season. The past 3 years, I assisted on the
was the sole director as well as organized the 25th Anniversary in
Publications:
Setting up a Study Abroad Program
The "How to" book on Semester Study Abroad
History of Study Abroad 1989-2002
Specific Duties:
I. Operations, Development and Administration
1. Work with study abroad directors to create new study abroad programs or enhance
existing programs
2. Work with program directors to compile
informative orientation booklets
for each program.
These booklets contain important travel information
on
currency conversion, health and safety, climate,
customs, history, flight
information, course syllabus and requirements,
phone and phone card
information, etc.
3. Prepare annual budgets
for each program; manage budgets so that each
program runs self-sufficiently.
4. Work with travel agent to get the most cost efficient airfares, housing and
excursions for study abroad programs.
5. Assist Ramapo faculty and staff with business travel plans.
6. Advise and council Ramapo and Non-Ramapo
students regarding all
Study Abroad opportunities primarily our
own, but including programs
offered at other institutions.
7. Assist students with financial aid opportunities.
8. Assist students studying abroad with the add/drop process in conjunction
with the registrar's office.
9. Market the study abroad programs through presentations and
public
speaking venues ie.
Parents Day, Seminar Classes, Open House, SOAR,
and Study Abroad fairs.
10. Answer all phone and e-mail inquiries regarding Study Abroad.
11. Track students through the SB system. Bill all students for Study Abroad
programs through the FRS system.
12. Work with residents life in assisting students who are studying
abroad for
a semester to maintain student-housing status when they return to
Ramapo.
13. Scholarships -promote scholarship availability to students.
14. Keep Registrar apprised
of all study abroad programs to be put on the
course schedule.
15. Prepare annual reports regarding the progress of
SA programs of the past
year.
16. Develop new brochures and applications annually for each
program.
17. Maintain up-to-date information
on national policy and legal and financial
issues affecting Study Abroad programs at
Ramapo.
18. Attend national conferences regarding liability issues and updates
regarding Study Abroad programs.
19. Direct the Intensa Spanish Language program for the past 4 years.
20. Directed the
years.
21. Monitor Governmental Travel Advisory postings and Warnings.
22. Oversee the International Scholar Residence. This involves making sure
each room is clean with fresh linens. Purchase necessary supplies, alarm
clocks, blankets, soap, etc. Schedule regular maintenance of property.
Manage budget for International Scholar Residence. Request bids for
large maintenance projects, ie., new roof, carpets,
furniture, appliances.
23. Schedule car service for International Scholar pick-up and return to
airport. Assist international
scholars with airfare arrangements to return
to
their country. Assist International Scholars with
employment forms and act as general liaison for international scholars.
APPENDIX IV. Job description / Faculty Liaison
FACULTY LIAISON POSITION
The Faculty Liaison will
have a collaborative relationship with the Director of International and Intercultural
Education although the Director of IIE will have the formal administrative responsibility
and authority for the operation
of the Study Abroad Office, the staff of that office, and the study abroad programs
of the college.
The Faculty Liaison will be a member of CIE and will represent all Study Abroad Directors.
The Faculty Liaison will
work with the Director of IIE, deans and faculty of the college to encourage
the
development of the new programs and the continuation of existing programs.
The Faculty Liaison, the
Director of IIE and the Coordinator of Study Abroad will collaborate on evaluating
existing and proposed programs.
The Faculty Liaison, the Director of IIE and the Coordinator of Study Abroad will work together in the revision
of college policies governing the creation and running of study abroad programs. It would then go to the
Board of Trustees for formal approval.
The Faculty Liaison will work with the Director of IIE to provide
input to the appropriate strategic planning committee
regarding long-range plans for study abroad programs.
The Faculty Liaison will work with the Director of IIE and VPAA
to develop and install a system of rewards which encourage
participation of faculty and staff in study abroad programs.
The Faculty Liaison will convene and chair regular study abroad
directors meetings and insure that study abroad directors are
fully informed and involved in all college matters related to study abroad.
The Faculty Liaison will work with the deans, the VPAA and the
faculties to insure the best possible connection between
study abroad courses and on-campus curriculum.
Term: 1 year pilot followed by 3 year terms
Process: Elected by Study Abroad Directors
No additional approval needed
Compensation: 3 credits for Fall
2001 and 3 credits for Spring 2002 and for the next two academic years.
Compensation beyond that subject to re-evaluation.
Evaluation: Evaluation of the position by Director
of IIE and Study Abroad Directors in Spring 2002.
Re-evaluation will be every 2 years thereafter.
APPEiNDIX
V. Job description / Director of International
and Intercultural Education
Director of International
and Intercultural Education
Reports to: Associate Vice President for Academic Affairs
Overview
The Director is
responsible for providing
leadership to
faculty, and staff to enhance and increase international/intercultural
programming on campus. This includes, but is not limited to, organizing guest
lectures and lecture
series, overseeing the Study Abroad Office,
developing and
administering
international/intercultural grants, coordinating Ramapo's
involvement with the Fulbright program, and
enhancing the international
scholars exchange programs. The Director also designs and oversees a
residential summer program on international relations
for gifted high school
students.
Specific Responsibilities
Study Abroad
The Director is responsible for the overall
coordination of
Abroad programs. In this capacity, the
Director works collaboratively with
faculty
to both enhance present programs and create
new programs. The
Director ensures that the appropriate processes
are in place to support, high-
quality study abroad experiences, including
pre-departure and re-entry
orientations and the appropriate faculty
review of all academic courses taught
abroad for Ramapo credit. The Director also facilitates programs that enhance
students' abilities to participate in stud/
abroad, such as study abroad savings
accounts and study abroad scholarship programs.
The Director
supervises the
Coordinator of Study Abroad, who is responsible for managing study abroad
budgets, creating itineraries, and promoting programs. In addition, the Director
works with the faculty
liaison
(convener) for Study Abroad, who represents
the
Study Abroad program directors. (This faculty
liaison
also works on a day-to-
day basis with the Coordinator of Study Abroad.)
Exchange Programs
The Director is responsible
for initiating, coordinating and reviewing all mutual
international exchange agreements, in order to meet the goal of expanding
Ramapo's exchange opportunities for faculty and students
as appropriate.
Grants
The Director is
responsible for soliciting funding from internal
and external
resources to enhance the international/intercultura)
curriculum end programming.
The Director identifies potential funding
sources in the government and private