Meeting the requirements of and conforming to the general guidelines for proposals, sponsors of proposed programs should provide as much of the following information as possible, but not every question will apply to every proposal so respond only to those which are applicable. Consult Education Abroad for assistance and guidance. Proposals and all supporting materials should be submitted via the iAbroad portal; under Program Management, select "Start New Program Proposal". (New users should use the Departmental Access Request Form to request access in advance of initiating a proposal.)
Download a Word version of the proposal outline and guidelines here.
Download a Word version of a modified version of the proposal outline and guidelines for use for Student Attendance at Meeting or Conference abroad or for Field Research here.
Briefly describe the proposed program and its location. Provide a program mission statement.
At what academic institution abroad will the program take place, if any?
Sponsoring academic units at Indiana University
Co-sponsoring U.S. institutions or organizations, if any
Co-sponsoring host community organizations and program providers, if any
Dates of the program and frequency of repetition [Note: IU policy discourages program overlap with regular home campus classes that result in students missing classes.]
Estimated number of participants; minimum and maximum numbers that program can accommodate
What is the educational rationale for conducting this program overseas?
Is there any conflict or overlap with existing IU programs overseas?
What evidence is there of IU student demand/need for this program?
Explain how the site was chosen and evaluated.
Academic requirements (minimum GPA, prerequisites, class standing, language level) [Note: IU policy prohibits participation of students on academic or disciplinary probation]
Open to students from all IU schools and/or campuses? Students outside IU? [Note: It is not common to open IU programs to outside students due to the complex logistical issues.]
Describe the pre-departure orientation (how many sessions; who will conduct them; content)
Describe the on-site orientation (who will conduct it; content). Distinguish between academic preparation sessions and those that focus on logistics.
[Note: Proposals for non-credit programs need only respond to item E.9]
Briefly describe the overall instructional program
How many credits will each participant be required to take?
Indicate whether students will be enrolled in:
Courses taught by an accompanying U.S. faculty member
Provide syllabi for courses that will be taught and the IU equivalent course number for each.
Provide CV and/or list of qualifications.
Regular host university courses
Provide description of university, range of courses offered, and illustrative courses descriptions.
Special courses for international students taught by host country faculty
Provide course descriptions for courses that will be taught and the IU equivalent course number for each.
Provide CV’s and/or list of qualifications of instructors.
Which major, distribution or other requirements can be satisfied on the program?
Outline the instructional schedule and provide the classroom contact hours [Note: IU courses traditionally involve 12.5 hours in a classroom setting per 1 credit hour and incorporate lab hours at a 50% value. Therefore, pedagogical time outside of a classroom setting (museum tours, meetings with local authorities, etc.) should probably be factored in at a 2:1 ratio.] See some additional guidance on planning time abroad.
Describe classroom or other teaching facilities on site
Who will determine students’ grades and on what basis?
If student research is involved, provide documentation showing Human Subjects approval, as appropriate.
If the program uses service-learning as a teaching strategy, or engages students in volunteer experiences, follow these guidelines. Please provide a letter from the host community or host organization(s) which conveys their openness to your presence.
If non-credit, describe the program's purpose and activities
Describe how the program will bring IU students into direct contact with the host culture in meaningful ways.
Indicate how the program incorporates the program site into its pedagogy.
How will the program link discipline-specific learning outcomes to the location of the program?
How will the program provide language development appropriate to the mission of the program?
How might you build in reflection exercises so that students become more aware of the cultural differences around them and how they are responding to them?(Research has shown that when program interventions take place – such as reflection assignments – students experience deeper learning. For examples, see the faculty toolkit from the University of Kentucky.)
Describe how the students' international experiences will be integrated upon return to campus (re-entry activities, student publications, exhibits, etc.).
Will there be a U.S. faculty resident director on site?
Please note that if the faculty or staff member does not have additional on-site staffing, he/she must attend to a wide range of student issues, including logistical, academic, personal, medical and emergency response. (Some program models provide for additional on-site support to handle these circumstances.) There will be resource materials and an annual workshop for those who have received approval to teach for or direct a program.
It is recommended that all programs include two responsible individuals so that there is always someone on hand to deal with crisis matters. The second-in-command might be another faculty member, a staff member or an advanced graduate student.
Is the IU faculty or staff member prepared for the responsibilities associated with education abroad programs?
If there will not be a U.S. faculty resident director, describe the office or individual overseas who will address students’ logistical, academic, personal, medical, and emergency concerns.
Note: Giving consideration to the U.S. State Department's Travel Advisories, except in special circumstances, Indiana University will not offer or support study abroad in countries given Level 4 Travel Advisories, countries given Level 3 Travel Advisories (unless exempted), nor any section of a country given a "do not travel" advisory under Level 1, 2, or 3. Requests for exemptions based on "special circumstances" are evaluated on a program-by-program basis through a process established by the Safety and Responsibility Committee of the system-wide Overseas Study Advisory Council (OSAC). The Committee has the authority to make the final decision on such requests from program organizers.
What safety and security preparation will be provided by the group? What security measures will be taken on their behalf?
All programs must explicitly address health, safety, and security for their program, including how related situations would be handled if/when they arise. This can be done by submitting the IU Education Abroad Health, Safety & Security Plan. Plans are also filed with the head of the department administering the program so that these officials are aware of the details. Programs sponsored by a regional campus will also submit this form to the assigned campus coordinator).
Describe excursions or group activities and how they directly complement the academic program. It is important to disclose all planned activities in detail so that Education Abroad can review them. Unapproved activities may expose the program leader to personal liability.
IU will not authorize high risk activities.
Consider the risk factors associated with the supplementary activities you organize on behalf of IU. Make clear in program materials which activities are expected of the participants vs. those offered as recommendation for their free time. Although you may have little control over what students do on their own time, we expect program leaders to guide students if their choices put them at risk.
Offer students alternative options when/if they are uncomfortable or unable to meet the demands of supplementary activities. Do not organize or recommend activities if you are not familiar with the local vendors who are offering them.
Consider building in an activity with IU alumni abroad. Contact the IU Alumni Association intlalum@indiana.edu for assistance.
Describe student housing accommodations and meal arrangements in detail.
Note: Indiana University requires that sleeping arrangements provide for a separate bed for each program participant.
What fee will IU charge for this program?
What costs will the IU fee include? (fees to host institution, room & board, health insurance, excursions, books and other materials)
If not included in the IU fee, what are estimated costs for room and board, personal expenses and international airfare?
Contact Education Abroad for assistance in preparing a realistic budget projection. You will need to consider costs for the following:
Salaries for instructional staff
U.S. staff travel to program site
U.S. staff displacement allowance
Tuition & fees to host institution abroad
Fees for use of instructional space
Administrative costs (publicity, office expenses)
Group excursions (bus rental, hotels, guides, admission fees, etc.)
Student housing (if paid through program fee)
Student meals (if included in program fee)
Note that although each program operates a little differently, there are some general financial rules that apply. Each program should plan accordingly to make payments in advance or to make financial resources available for accompanying staff members to pay for various program expenses as they arise. Please note that University policies prohibit mixing personal and program funds, so you should not count on using your own personal bank account as a vehicle for transferring funds abroad.
Describe the procedure for registering students, collecting fees, paying program costs abroad, enrolling participants in student health insurance, conducting checks of academic and disciplinary records, collecting and retaining documents (Agreement and Release forms, emergency contact information, medical history forms), etc.
Who will establish program policies, including withdrawal and refund policies?
Who will establish the protocol for behavioral expectations, including developing a clear definition of behavior that warrants dismissal of a student from the program?
