Faculty Leader Duties & Responsibilities

• Vanessa Yerkovich, Director of Education Abroad
• Amanda Morgan, Faculty-led Program Manager

BEFORE DEPARTURE

• Express Interest: Faculty interested in developing a faculty-led program should contact educationabroad@mail.wvu.edu to schedule an initial planning meeting. This meeting provides an opportunity to discuss program feasibility, approved providers and partnerships, timelines, budget considerations, and faculty responsibilities.
• Proposal: Faculty leaders are expected to complete the online proposal process and submit all required documentation by the applicable proposal deadline. Proposal review includes Education Abroad, risk management, department chair, and dean approval processes.
• Course Creation: Work with the Faculty-Led Program Manager to ensure that the course is appropriately scheduled in Banner and aligned with university requirements.
  • Note: Courses offered as Special Topics may only be taught twice before undergoing the appropriate curricular review process in accordance with Faculty Senate requirements.
• Recruiting: Faculty leaders are expected to actively support student recruitment efforts. Education Abroad can assist through classroom presentations, Navigate communications, and our bi-annual education abroad fairs, which reach thousands of students annually.
• Student Selection: 

  Education Abroad coordinates the application and initial eligibility review process for faculty-led programs. Students meeting established eligibility criteria may be conditionally approved pending completion of all program requirements.

  In situations where programs exceed capacity, Education Abroad will collaborate with the faculty leader to determine appropriate enrollment priorities based on program-specific considerations. Degree-seeking WVU students receive priority consideration over visiting students.

  Faculty leaders may provide recommendations regarding student preparedness and program fit; however, final participation decisions are coordinated through Education Abroad.

  Note: Students with a cumulative GPA below standard eligibility requirements may be considered on a case-by-case basis when space permits and with faculty leader support.

• Pre-Departure: All students are required to attend a virtual pre-departure session offered by the Education Abroad staff. Faculty leaders are encouraged to attend. Faculty leaders must conduct a program-specific pre-departure orientation to cover program specific requirements such as local cultural information, airport meeting points, packing lists, course syllabus, etc. We encourage groups to meet socially at least once before departure.
• Program Finance & Budgeting: Faculty leaders are responsible for completing required financial documentation associated with their program and complying with university purchasing and reimbursement procedures.

  Faculty leaders are expected to complete required P-Card training, obtain necessary purchasing credentials, attend required budget meetings, and submit salary documentation by established deadlines.

  Delays in completing required documentation may affect the timing of salary processing, card issuance, or other program-related financial activities.

WHILE ABROAD

• Student Well-Being: It is the faculty leader’s responsibility to monitor student health and safety while abroad. Faculty leaders should maintain awareness of student well-being and respond appropriately to health, safety, behavioral, and emergency situations. Unfortunately, unplanned events can occur. Faculty should ensure that all students receive adequate medical attention if needed abroad. It is the faculty leader’s responsibility to know and understand how to access WVU’s emergency management provider, InternationalSOS, and the services that they provide. Please consult the WVU Travel Information.
• Budget Management: Faculty are responsible for remaining within budget limits. Program expenditures should remain within the approved budget. Any significant budget variances should be communicated to Education Abroad as soon as possible.
  • It is imperative that receipts for all purchases and payments must be kept for reconciliation. If receipts are unattainable, expenses can be recorded on a log sheet.
• Emergency Response & Troubleshooting: Unfortunately, sometimes unexpected events happen during international travel. These can be as common as flight delays or as rare as government shutdowns. Faculty leaders should communicate promptly with Education Abroad regarding significant disruptions and work collaboratively to identify appropriate solutions. Education Abroad will be in contact if specific information is required.

• For health and safety emergencies, contact International SOS at +1-215-942-8478.

• WVU also maintains a 24/7 emergency line. In the event of an emergency or unforeseen circumstance, contact +1 304-293-9456.

• Student Behavior: Students are expected to abide by the WVU Student Conduct Code at all times. Students are also expected to abide by the laws of their host country. Faculty leaders should address behavioral concerns promptly and consult with Education Abroad when student conduct poses a disruption to the group or a health and safety concern. In the event that a student is returned home, the WVU Office of Student Rights and Responsibilities will be contacted.
• Keeping WVU Informed: Faculty leaders are expected to maintain regular communication with Education Abroad throughout the program and promptly report significant incidents or concerns.

UPON RETURN

• Follow-Up Meeting: Once your program has concluded we will schedule a post-travel debrief and financial reconciliation meeting to review and discuss your program. This will include any student issues that arose, lessons learned, and future programming possibilities.
• Financial Reconciliation: All required receipts and supporting documentation should be submitted during the reconciliation process. At this time we will review all outstanding balances from vendors and begin the reimbursement process, if needed. 
• Evaluation: After your return, we will email you a link to complete an online evaluation of your program, from start to finish. Feedback from faculty leaders is used to improve processes, enhance future programming, and demonstrate the impact of education abroad experiences.