Proposal Outline
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 the Office of
Overseas Study for assistance and guidance.
A. Basic Description of the Program
- Briefly describe the proposed program and its location
- 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
- 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
B. Rationale
- What is the 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.
C. Eligibility
- 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.]
D. Orientation Programming
- Describe the pre-departure orientation (how many sessions; who will conduct them; content)
- Describe the on-site orientation (who will conduct it; content)
E. Academic Program Abroad
[Note: Proposals for non-credit programs need only respond to items E.9 & 10]
- Briefly describe the overall instructional program
- How many credits will each participant be required to take?
- Indicate whether students will be enrolled in:
a. Courses taught by an accompanying U.S. faculty member
i) provide syllabi for courses that will be taught and the IU equivalent course number for each
ii) provide CV and/or list of qualifications
b. Regular host university courses i) provide description of university, range of courses offered,
and illustrative courses descriptions
c. Special courses for international students taught by host country faculty
i) provide course descriptions for courses that will be taught and the IU equivalent course number for each
ii) provide CV’s and/or list of qualifications of instructors
- Which major, distribution or other requirements can be satisfied on the program?
- Instructional schedule and 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.]
- Describe classroom or other teaching facilities on site
- Indicate how the program incorporates the program site into its pedagogy
- Who will determine students’ grades and on what basis?
- If non-credit, describe the program's purpose and activities
- Describe how the student's international experiences will be integrated upon return to campus (re-entry activities,
student publications, exhibits, etc.)
F. Support services abroad
- Will there be a U.S. faculty resident director on site?
- If not, describe the office or individual overseas who will address students’ logistical,
academic, personal, medical, and emergency concerns.
G. Health, Safety and Security
Review the Country Specific Information Sheet(s) for your destination(s) at the Web site of the U.S. Department
of State http://www.state.gov/travel/ and the Health Information for
Travelers of the Centers for Disease Control http://wwwn.cdc.gov/travel/ and
respond to issues raised. [Note: Except in special circumstances, Indiana University will not offer or support study
abroad in countries that are under a State Department Travel Warning. Request 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 security measures will be taken on behalf of the group?
H. Supplementary Activities
Describe excursions or group activities that complement the academic program
I. Room and Board
Describe student housing accommodations and meal arrangements
J. Student Budget
- 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?
K. Program Budget
Contact the Office of Overseas Study for assistance in preparing a realistic budget projection. You will need
to consider costs for the following:
- Salaries for instructional staff (IU faculty salary usually paid by his/her academic department)
- 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.
L. Program Administration
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?
Office of Overseas Study
Franklin Hall 303
IU Bloomington
(812)855-9304
overseas@indiana.edu
www.indiana.edu/~overseas
2/2005
