Develop an Education Abroad Program
DEAR INTERNATIONAL PROGRAM LEADER:
Thank you for your interest in leading an international study program. The University of New Mexico is committed to providing short-term international study opportunities for students. Each year, UNM departments sponsor summer or intersession international courses, field trips as part of semester courses, and a variety of other programs to give students international experience and exposure to other cultures. These programs can be among the most important educational and personal experiences UNM can provide for students, and we appreciate the commitment of faculty and staff members who put in the extra time and energy it takes to plan and direct these programs.
The Study Abroad advisors in the Global Education Office (GEO), working with the UNM Health and Safety Study Abroad Advisory Committee, have put together this “Best Practices” web package for faculty/staff members who plan to lead UNM-sponsored international programs. The materials provided here are designed to help you:
Understand your responsibilities and legal obligations to the students and the university in your role as a program leader
Provide you and the students with the critical information you need before you travel
Protect the health and safety of your students and yourself while involved in international study
The Vice President for Academic Affairs has designated the Global Education Office (GEO) to work with faculty and staff to support international programs and participants to assure that the university is exercising “due diligence” to protect the health and safety of those on the program and to minimize liability risks for you as a program leader. If you have any questions, don’t hesitate to contact Sara Gutierrez, Faculty-Led Program Coordinator.
- Program Proposals & Exemptions
- Policy 2710: Education Abroad Health and Safety
- Program leader Workshops, Training, & Resources
- Program Leader Responsibilities
- Support from GEO
- Student Registration Process
- Funding and Opportunities for Faculty
Program Proposals & Exemptions
To register your international program, please complete a program proposal and/or exemption online. Please select the appropriate option for your program. First, please search your proposed destination on the U.S. Department of State Website to determine the Travel Advisory Level. The U.S Department of State uses four Travel Advisory Levels. Complete the proposal in this section if your proposed destinations are currently under a State Department Level 1 (Exercise Normal Precautions) or level 2 (Exercise increased Caution) Travel Advisory Level. If the proposed location is listed with a Level 3 (Reconsider Travel) or 4 (Do not Travel), please complete the Travel Warning Exception & Proposal below. This proposal may be used for programs in Mexico, provided your group will only travel to states with a Level 1 or 2 advisory. If you have any questions about the process or if you experience difficulties while applying, please contact Group Program Coordinator Sara Gutierrez, sagutierrez@unm.edu If you wish to register a program to a destination which is currently under a State Department Level 3 (Reconsider Travel), or Level 4 (Do not travel) Travel Advisory and are traveling with undergraduates, you must complete the Exemption Request in addition to the Proposal. After you have completed the exemption and proposal, you will be contacted by the chair of the Health and Safety Advisory Committee to schedule a meeting to discuss your proposal. The Committee will issue a recommendation to approve, defer, or deny an exemption, and a ruling will be made by the Provost (for UNM Main Campus, branch campus and Law School programs) or the Chancellor (for HSC programs). This ruling may be appealed to the President of UNM. Approval of exemptions for programs in regions under a level 3 or 4 travel avisory is not guaranteed. The Exemption Request process can be lengthy, so you are strongly urged to begin this proposal well before your group's planned departure. If you have any questions about the process or if you experience difficulties while applying, please contact Group Program Coordinator Sara Gutierrez, sagutierrez@unm.eduPROPOSAL (TRAVEL ADVISORY LEVELS 1 AND 2)
TRAVEL WARNING EXEMPTION & PROPOSAL (TRAVEL ADVISORY LEVELS 3 & 4)
Policy 2710: Education Abroad Health and Safety
Read Policy 2710 Policy 2710 in a nutshell: Policy 2710 applies to all study abroad programs sponsored or organized by any department or student organization at UNM (Read it all, but pay special attention to section 5 for groups) All programs must be approved in advance, in writing, by the applicable supervisor (chair, dean, director, etc.) You will upload letter from your supervisor into your proposal) All student participants must be registered with GEO Education Abroad (See “Process for Students and Participants” tab) Program Leaders and participants are required to purchase health and accident insurance at least at UNM-recommended coverage levels, including medical evacuation and repatriation of remains (For leaders, this will appear in the system after your proposal is accepted. For students it will be part of their health and safety materials) All Program Leaders must attend UNM training coordinated and approved by the Health and Safety for Study Abroad Advisory Committee (HSAC). (See “Program Leader Training and Workshops” tab) UNM will not offer or support programs whose dates & destinations are or become subject to a level 3 or 4 travel alert and traveling with undergraduates unless approval is granted. The Provost or designee will decide whether to grant an exemption in consultation with the UNM Health and Safety Committee. Groups traveling with undergraduates and graduate students have different requirements. Please refer to Policy 2710 for details
Program leader Workshops, Training, & Resources
Below you will find self-paced and in-person (Zoom) sessions. The Group Leader Annual Health and Safety Training must be completed annually as outlined in UNM Policy 2710. Click HERE to download the Budget Template Click HERE to download Payment Support Information Click HERE to download the Payment Collection Flyer template (If you will be asking students to pay at the UNM Cashiers Office) ** If you are a first-time program leader, we recommend attending in-person/via Zoom. Title 1/14/25 02/20/25 2 - 3 PM 11 - 12 PM 2/4/2025 03/13/2025 2 - 3 PM 11 - 12 PM SELF-PACED
Title Resources Notes Completion Survey Facilitating a Faculty-Led International Program from Start to Finish Click HERE to view presentation. Click HERE to download example timeline. How do I start planning an international program? What do I need to consider as I plan my program? What resources are available to guide me through the planning process? Once you are done, please lets us know by completing THIS FORM Group Leader Annual Health and Safety Training Click HERE to view Presentation What is Policy 2710? What are my responsibilities? What health and safety expectations do I need to set with my program participants? What do I do in case of an emergency abroad? Once you are done, please lets us know by completing THIS FORM Managing Participant Enrollments in VIA TRM Click HERE to view User Guide How to guide to view/review applications, accept applications, and view student profiles. N/A Budget Template and Program Fee Collection Flyer How much will the program cost? How can I finance my program? What is the role of GEO and what’s the role of my department in collecting payments from participants? How do I make payments to vendors? N/A ZOOM / IN-PERSON
Spring 2025
Date Location Time Notes RSVP Facilitating a Faculty-Led International Program from Start to Finish ZOOM (RSVP for link) How do I start planning an international program? What do I need to consider as I plan my program? What resources are available to guide me through the planning process? RSVP HERE How to write a budget, collect program fees, and make payments 02/11/25 ZOOM (RSVP for link) 2 - 3 PM How much will the program cost? How can I finance my program? What is the role of GEO and what’s the role of my department in collecting payments from participants? How do I make payments to vendors? Using VIA TRM to manage program enrollments 03/4/2025 ZOOM (RSVP for link) 2 - 3 PM Learn all you need to know to be able to look up who has applied to your program, communicate with participants, and accept applicants into your program using the GEO system. RSVP HERE Group Leader Annual Health and Safety Training ZOOM (RSVP for link) What is Policy 2710? What are my responsibilities? What health and safety expectations do I need to set with my program participants? What do I do in case of an emergency abroad? Study Abroad Fair 04/08/2025 SUB 10 AM - 2 PM This is a great opportunity to promote your program! RSVP HERE
Program Leader Responsibilities
The University of New Mexico strives to provide its students the opportunity for education experience through approved academic programs taught in other countries by UNM faculty and staff, consistent with Standards of Good Practice established by the Forum on Education Abraod and the Health and Safety Guidelines established by NAFSA: Association of International Educators. Please see "Facilitating a Faculty-Led International Program from Start to Finish" in the Leader Workshops and Trainings tab for additional support. Program Proposals must be reviewed by the Global Education Office (GEO) — and the Health and Safety Committee if applicable — and all programs (proposals and renewals) must be approved by the Associate Director of the Global Education Office. Each year every education abroad program must be renewed. The program leader must designate an assistant or co-leader. During the study abroad program, the program leader, assistant or the co-leader must remain reasonably available in person or by phone to the participants. As the UNM representative in the host country, the program leader will remain reasonably available to UNM officials (i.e., in the event that a family member of a participant notifies GEO of a family emergency). If the program director is not able to be reasonably available in the host country, the program director must establish a host country contact person who may be reached at any time by UNM. This contact person must be informed of the whereabouts of the participants to the extent reasonably possible. In addition to the program leader, the co-leader or assistant must be available on the trip to lead the group in case of an emergency. If a student is hospitalized and the group must continue its itinerary, at least one of these leaders must remain with the student to ensure his or her safety and well being. The program leader is required to comply with Clery reporting requirements by filling out the incident report form when necessary.GENERAL PROGRAM REQUIREMENTS
Support from GEO
Education Abroad Advisors from GEO can help provide support in a number of areas to make your job easier, such as: For programming in Mexico, we can connect you with the New Mexico Trade and Higher Education Center of Mexico City. Our onsite program coordinator can offer assistance with partnerships, space, and program planning resources. For more information please contact: studyabd@unm.edu We hope this information will be helpful to you. The study abroad advisors in the Global Education Office (GEO) are available and willing to assist you with any questions or issues you may have. We hope you will also suggest other useful materials, information or services we could provide to help trip leaders and students have safe and productive international programs.
Student Registration Process
Students apply through the Education Abroad (EA) online application system. Students begin the process by searching the study abroad website for your program. The "Brochure" page for your program will contain an "Apply Now" button. Students click this button and the fill out all of the requested information. Every time the student logs in, they will see all of the documents that they still need to complete and can complete them online. ALL participants are required to complete health and safety materials. All of the required materials will be in a checklist once the participant has logged in. Application: (OPTIONAL) Health and Safety Documents: (REQUIRED) Electronics Signatures: (REQUIRED) Learning Content We will give the trip leader administrative access to the program on our website. This will allow you to see students’ information in real time, as they apply and complete the materials. If you would like to delegate someone else as the administrator, please send their information to us. Please see the "Managing Program Enrollments" tab for information on viewing student materials.
Funding and Opportunities for Faculty
Study Abroad Allocations Committee (SAAC): The SAAC announces two university-wide Requests for Proposals (RFPs) for faculty from Main Campus, the Law School, and the Health Sciences Center. More information HERE. Proposals are usually due at the start of October. The Capacity Building Program for U.S. Study Abroad: More information HERE. Usually due early Spring. CIEE $20,000 Access Grant: If you have an innovative idea that opens the door to study abroad for underrepresented students, CIEE would like to hear about it! Submit your proposal HERE (usually due around April each year) for the CIEE 2021 $20,000 Access Grant. Faculty Seminar in Senegal: More information HERE. (Application Deadline is usually around January of each year) Professional Development for Staff and Faculty in Greece: More information HERE. Instituto Franklin-Universidad de Alcalá - Call for courses from partner institutions - Teach in Spain: APPLY HERE. Course proposals are usually due in January of each year. U de Alcala is looking for faculty to teach a 45-hour course (3 credits) in the fields of social sciences, humanities, and professional studies with a comparative transatlantic perspective, but we are also open to receiving proposals from different fields. Faculty would teach their course for 3-4 weeks and instruct their lessons in English. This is an excellent opportunity for professional development and research. Interested faculty members of your institution could come teach their course in Alcalá de Henares, Spain and even bring their family members. Video of faculty experiences: https://www.youtube.com/watch?v=zT-qaQf-QFI Video of International Studies Program: https://www.youtube.com/watch?v=NgmHwLK9jLU&t=107s Description of International Studies Program: https://www.institutofranklin.net/en/academics/international-studies/introduction/ Instituto Franklin-Universidad de Alcalá: https://www.institutofranklin.net/en/about-us/about-our-work/ Fulbright: https://www.cies.org/
