Start planning at least 18 months before departure.
The Faculty-Led Program (FLP) proposal deadline is approximately 15 months before your program runs, but developing a strong proposal takes several months. Contact the Study Abroad Office early—even if your idea is still taking shape.
Every Faculty-Led Program (FLP) has two pieces: TRAVEL PROGRAMMING + ACADEMIC COURSE
These two pathways are connected, but they are housed under different departments. You may need to complete requirements on one side or both sides depending on your program and course.
All proposed courses will complete one proposal document and all supporting documention:
PROPOSAL DOCUMENTS (you will complete one of these two):
You will be asked to complete a Pre-Proposal Form and a New Faculty-led Program Proposal if you are proposing:
a brand new FLP
an already approved course but in a new geographic location
an already approved course but with new faculty leading for the first time
an already approved course that hasn’t been offered in 5 or more years
You will be asked to complete an Intent to Offer Form if you are proposing:
an existing FLP with no or minimal changes
REQUIRED SUPPORTING DOCUMENTATION:
Syllabus
Itinerary
For your academic course, you may need to seek approval from one or all of the following committees, depending on the status of your course:
University Curriculum Committee
Course Approval Committee
General Education Committee
Timing Considerations:
Committees meet once per month during the school year, so getting started on these approvals early is recommended.
Academic approvals must be completed before your course can be advertised to students.
Academic approvals can be pursued simultaneously with your study abroad programming development.
Please reach out to Brittany Boehm (brittany-boehm@bethel.edu), Assistant Project Manager, to get started and learn more on what specific forms and approvals you may need to seek.
Many forms can be found here: https://www.bethel.edu/undergrad/academic-affairs/curriculum/forms
General Education tag information can be found here: https://www.bethel.edu/undergrad/academics/general-education/courses-categories
We hope that the information provided in this roadmap will serve as a helpful guide in your program development process. Please reach out to the International and Off-Campus Programs Office (study-abroad@bethel.edu) as you have questions!
IDEA → DEVELOP → REVIEW → BUILD & PREPARE → LEAD → REFLECT
~24-15 months before departure
Turn your idea into a viable program.
Is this program to a location for which there is a current State Department Level 4 Travel Advisory or which is considered unstable or unsafe (as indicated by personal experience/knowledge, current events, media portrayal and/or the Department of State guidance)? If the answer is “YES”, the program is not viable.
Determining which Study Abroad approval form to complete
All proposed courses will complete one proposal document and all supporting documention:
PROPOSAL DOCUMENTS (you will complete one of these two):
You will be asked to complete a Pre-Proposal Form and a New Faculty-led Program Proposal if you are proposing:
a brand new FLP
an already approved course but in a new geographic location
an already approved course but with new faculty leading for the first time
an already approved course that hasn’t been offered in 5 or more years
You will be asked to complete an Intent to Offer Form if you are proposing:
an existing FLP with no or minimal changes
REQUIRED SUPPORTING DOCUMENTATION:
Syllabus
Itinerary
Determining which academic approvals you may need to pursue
For your academic course, you may need to seek approval from one or all of the following committees, depending on the status of your course:
University Curriculum Committee
Course Approval Committee
General Education Committee
Timing Considerations:
Committees meet once per month during the school year, so getting started on these approvals early is recommended.
Academic approvals must be completed before your course can be advertised to students.
Academic approvals can be pursued simultaneously with your study abroad programming development.
Please reach out to Brittany Boehm (brittany-boehm@bethel.edu), Assistant Project Manager, to get started and learn more on what specific forms and approvals you may need to seek.
Many forms can be found here: https://www.bethel.edu/undergrad/academic-affairs/curriculum/forms
General Education tag information can be found here: https://www.bethel.edu/undergrad/academics/general-education/courses-categories
Meet with the Global Programs Manager (Kayleigh Nelson) to discuss the proposal, clarify any questions, and learn about next steps, support available, timelines, etc.
Discuss with your department chair(s) and dean(s)
In preparation for your meetings, it is suggested you review the following items:
Proposal document (you will complete one of these, see the determination criteria above):
Additional documents to review:
Pre-proposals are due approximately 18 months ahead of your intended departure date.
In this stage, you will prepare a proposal form, budget estimate, and syllabus. You will also begin working on any necessary academic approvals.
Development Checklist:
Begin working on the appropriate proposal form:
Begin issuing Request for Proposals (RFPs) to provider organizations (at least 6-8 weeks before the proposal deadline).
Program providers will assist with the itinerary as well as onsite support. Using a program provider (especially with your first FLP) is highly advised.
The Office of International and Off-Campus Programs will provide you a list of reputable providers upon request.
Begin drafting a budget estimate using the provided template.
Consider applying for site visit funding.
Begin drafting your syllabus and determining which academic approvals will be needed.
You can submit materials for academic approval to the appropriate committees at any time. Contact Brittany Boehm (brittany-boehm@bethel.edu) for more information.
Proposal drafting tips
When drafting your Proposal, consider the following:
Evaluation rubric: This rubric will be used by INTSAC to evaluate your proposal. Please refer to it frequently when developing your proposal.
Syllabus: It is important that you demonstrate how the location and local resources enhance the learning objectives of the course. Faculty leaders should formally identify lectures, readings, site visits, group discussions/reflection times, and cultural activities that are required parts of the course. NOTE: Faculty-led programs are academic programs. Mission outreach programs cannot be considered to receive academic credit.
Duration: While there isn't a specific program length requirement, courses delivered off-campus must adhere to the same high standards of development, content, and delivery as courses taught on Bethel campus. For every credit awarded, a total of 45 contact hours must be documented through a combination of in-class and out-of-class engagement that aligns with the learning outcomes. Bethel's "Credit Hour Policy" here.
Breakdown of Contact Hours:
Class Time: Include all hours spent in formal instruction, such as lectures, seminars, and discussions.
Assignment Investment: Factor in the typical time students need to complete assignments and projects that reinforce the course material.
Guided Experiences: Count hours spent in structured, guided activities that support learning objectives within the host country, such as site visits, cultural immersion programs, and workshops led by experts.
Note: General time, including travel, open touring, and meals without an organized agenda, should not be included in the contact hours calculated for credit.
Any new or modified programs, as well as programs proposing to shorten their duration, are required to provide an explanation of how they will meet the established credit hour requirements. We will document this information for Higher Learning Commission (HLC) compliance purposes.
Itinerary: be sure to add the following:
The length of time in each location.
The various educational activities (lecture titles and topics, readings, site visits, group discussion/reflection time, cultural events, etc.). Clearly demonstrate how these activities are linked to the course objectives and location.
Other culturally orienting activities. Describe provisions made for immersing students into the local culture and ensuring interaction between students and locals.
The length of time spent in these activities. Contact hours, defined as the time when students are engaged in the objectives of the course, must be equivalent to or more than those on the home campus.
The amount of unstructured time each day.
Enrollment: Please use your budget as the main criterion for the size of the group. Although international faculty-led programs with lower than 10 participants are unlikely to be approved, participant number variation (10+) is acceptable as long as the program budget breaks even/doesn't result in a program deficit. Please note that typically, 10 participants are required for a group travel arrangement by travel/flight agencies; program providers may require a minimum of 10 or 15 program participants. The International Programs Office and the Office of Academic Affairs make the final decision on whether a course should go in September. This decision is based on enrollment and current events in the proposed region of study.
Marketing: Consider ways you plan to market your program/recruit students. Please connect with the study abroad office to establish a marketing plan for your FLP. Proposed marketing strategies could be accessed here.
Approximate Cost: Please provide an approximate per student cost using this budget worksheet. It is understood that changes will occur as more planning takes place in the months leading up to the course. Final course budget will be due mid September and must be approved by the Associate Dean of International and Off-Campus Programs (as well as the Business Office).
While reading, signing, and including a link to a signed copy of this FLP Budget Protocols document is part of your proposal, you should not stop at one read of that document. This document provides clear guidance as well as sets standards for fiscal responsibility, timelines, processes, and more. Global Operations Coordinator at the International and Off-Campus Programs Office will be one of your key partners in all things FLP-finance related.
Contracts: contracts from all service providers including housing, facilities, food, transportation, etc. need to be obtained and vetted through the Associate Dean of International and Off-Campus Programs. In most cases, University Provost is the final signee on all contracts.
Statements of Participation: Each course should develop statements of participation-conditions that are necessary to meet when participating in your course. Statements should include an understanding of what types of activities will be involved through the preparatory and travel stages of the course. These should be developed prior to marketing your course, and will be included in the course description. In their post-program evaluations students note not being prepared to walk long distances daily, for instance. If walking long distances every day is part of your itinerary, please list this under your statements of participation. Please consider these participation statements carefully - providing a comprehensive list of these statements not only informs the applicants but also empowers you to continue with your programming as planned. A sample listing of these statements in other Bethel FLPs here.
Tips for creating your budget
COMING SOON
Tips for working on a proposal with a provider
COMING SOON
Academic approvals FAQs
For your academic course, you may need to seek approval from one or all of the following committees, depending on the status of your course:
University Curriculum Committee
Course Approval Committee
General Education Committee
Timing Considerations:
Committees meet once per month during the school year, so getting started on these approvals early is recommended.
Academic approvals must be completed before your course can be advertised to students.
Academic approvals can be pursued simultaneously with your study abroad programming development.
Please reach out to Brittany Boehm (brittany-boehm@bethel.edu), Assistant Project Manager, to get started and learn more on what specific forms and approvals you may need to seek.
Many forms can be found here: https://www.bethel.edu/undergrad/academic-affairs/curriculum/forms
General Education tag information can be found here: https://www.bethel.edu/undergrad/academics/general-education/courses-categories
Faculty-led Program leaders must get supporting signatures from the following parties in the following order:
Department chair(s) (if two different departments are involved, each department chair must sign)
Dean of sending college/school (if two different colleges/schools are involved, each dean must sign)
Associate Provost for Teaching & Learning
Associate Dean of International and Off-Campus Programs
You are ready to request these signatures when:
Your proposal form is fully filled out
Your budget estimate is complete
Your syllabus has been drafted
Your academic course approvals are in process or have been completed
Note: All new FLPs must go through the approval process for new courses by both the University Curriculum Committee (UCC) and the Gen Ed committee (if the course meets one or more Gen Ed requirements) upon endorsement from the Associate Dean of International and Off-Campus Programs, the International Studies Advisory Committee, Deans of sending schools/colleges, and the Associate Provost for Teaching and Learning. Courses cannot be advertised without the approval from these offices.
Proposals are due approximately 15 months ahead of your intended departure date.
Documentation to Prepare and Submit:
Proposal Document (you will complete one of these two):
Required Supporting Documentation:
Syllabus
Itinerary
How to Submit Your Proposal:
Once all required signatures are obtained, you will submit your proposal and all supporting documentation through the FLP Proposal Submission Form.
~15–14 months before departure
Submit your proposal for committee review.
Once your proposal is submitted, it will be reviewed by the International Studies Advisory Committee (INTSAC) using this rubric.
Following committee review, you will receive notice of whether your course was approved and whether the committee has any feedback/suggestions on your proposal.
~14 months out through departure
Turn your approved proposal into a program and prepare your students.
In collaboration with the International and Off-Campus Programs Office, you will work on promoting your program, establishing contracts, solidifying program finances, creating the application process, digital program brochure, and more.
Preview of tasks/responsibilities/things to know once a course is confirmed and approved:
Program term/Departure!
Lead your students abroad.
After the program
Reconcile the budget and debrief.