Embedded Files
introduction
introduction
Ideally, the planning for your embedded program will begin at least a year in advance. In order to finalize your syllabus, plan an accurate and efficient budget, coordinate site visits, invite guest lecturers, secure housing arrangements, and recruit students, program leaders will need to invest significant time and energy into the planning process. Please review the suggested program development timeline and the deadlines to register your embedded program with Education Abroad.
Some of our processes and timelines have changed to help better manage embedded programs and support student recruitment. Please note our deadlines are earlier this academic year to better match the Penn State student registration calendar and provide travelers more time in their pre-departure requirements. The information will be updated regularly based on current conditions and you will be responsible for reviewing the details and understanding the implications for your program and making the necessary changes.
To register your embedded program with Education Abroad, please visit our LionsABROAD website and select ‘Start Proposal’. You will need to login to your Penn State access account and select the appropriate term for your program travel.
The Customized Programs team remains available to address questions, hold individual meetings, and will facilitate information sessions/roundtable discussions throughout the program planning process. Please reach out for more information whenever necessary. Penn State Global Customized Programs team: embeddedprograms@psu.edu.
Resources and Visual Aids for Embedded Programs
Resources and Visual Aids for Embedded Programs
embedded program development roadmap
embedded program development roadmap
The following roadmap graphics outlines the steps involved in the embedded program development process, including ideation, internal program approval, selection of a contracted onsite partner, program registration with Education Abroad, student recruitment and billing, and pre-departure preparation for leaders and students, alike.
Click on the graphic below to view a PDF version of the roadmap and access the hyperlinks for each section of the roadmap. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.
Roles and REsponsibilities: academic unit/campus vs. education abroad
Roles and REsponsibilities: academic unit/campus vs. education abroad
The following graphic outlines the distinct roles and responsibilities between what the sponsoring academic unit or campus manages when developing an embedded program and what the Education Abroad office manages from a risk management, health and safety, and pre-departure preparation perspective.
Click on the graphic below to download a PDF version of the Roles and Responsibilities chart. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.
program leader resource guide
program leader resource guide
The following resource links can assist with your embedded program development efforts and pre-departure and onsite preparation. For questions, contact the Customized Programs team at embeddedprograms@psu.edu.
Click on the graphic to download a PDF version of the Program Leader Resource Guide and access the corresponding resource hyperlinks. This media is available in an alternative format upon request. Please email embeddedprograms@psu.edu for more information.
Faculty Senate Guidelines for Academic Units
Faculty Senate Guidelines for Academic Units
The Faculty Senate, the Committee on Global Engagement (CGE), has helped to prepare guidelines for academic units sponsoring faculty-led programs, and we encourage you to share these with your academic leadership. Individual academic units may wish to consider these steps to acknowledge, support, and attempt to offset the workload associated with leading an embedded or faculty-led free-standing program, including:
Encouraging embedded program leaders to follow suggested practice in budget and financial considerations on the Embedded Programs Resource website. In addition, the Customized Programs team is available for consultation and can provide a budget template as an example for program leaders to use.
Counting the EA program course in the faculty member’s teaching load;
Offering a stipend to faculty who develop and lead embedded programs to compensate them for the additional work; and/or
Redirecting a fraction of an administrative coordinator’s time to assist with program logistics.
Reminding faculty of the expectations and responsibility associated with leading a program and encouraging them to think intentionally about having family members visit while leading the program; and/or
Establishing a modest fund to aid faculty in covering some universal fixed costs, such as a mobile phone international plan or a portion of international airfare; and/or
Prioritizing fundraising that can produce a scholarship fund to support study abroad for students within the department or college.
Considering additional steps to recognize and value education abroad work among their faculty including:
Encourage program leaders to attend workshops and training sessions facilitated by EA, Penn State, and/or other relevant organizations that address mental health support, student conduct, self-care practices, supporting diverse student populations (First Generation Students, LGBTQ+ Community, Veterans, Students with Disabilities)
Prioritize global learning in curricular learning outcomes and incentivizing course mapping of education abroad courses within curricula;
Signal the importance of education abroad for students by encouraging information sessions and general recruitment in first-year seminar courses;
Establish a modest annual budget for a Campus or College study abroad fair; and/or
Incentivize academic and co-curricular units to host events that highlight international content and cross-cultural learning;
Include a letter of appreciation in the faculty leader’s personnel file; and
Include program leadership as a factor in the individual's promotion or annual merit-based salary increase.
Driving public relations recognition for the faculty/staff program leaders and students who completed the program.
18-10 months before departure:
18-10 months before departure:
Meet with Associate Dean and/or Penn State Global liaison within academic unit
Meet with Assistant Director of Customized Programs in Penn State Global
Work with contacts abroad and confirm program partner information (organization, contacts, dates, etc.)
Promote the program to students
Schedule info session with Education Abroad and/or academic department
Work with academic department to create informational program site
Plan and set budget
Apply for grants to help cover cost of program or leader travel
10-6 months before departure:
10-6 months before departure:
Continue to promote program
Officially register the embedded program with Education Abroad through the LionsABROAD website (refer to the registration deadlines)
Attend a Predeparture Orientation for Leaders (POL) session once every two years
Work with financial staff within academic unit to determine method of collecting fees from students (may include posting to Bursar account, students paying directly to partner/provider, or collecting checks within academic department)
Request contracts from onsite partner(s)
Apply for grants to help cover cost of program or faculty leader travel
6-3 months before departure:
6-3 months before departure:
Communicate with contacts abroad regarding group details and logistics (i.e., housing confirmation, # students by gender, invoices and payments)
Finalize contracts with Office of Procurement and partner(s) abroad
Request invoices
Work with financial staff within academic unit to provide payment
Apply for grants to help cover cost of program or leader travel
3-2 months before departure:
3-2 months before departure:
Confirm course and travel roster; submit program roster and final itinerary to Customized Programs by the deadline
Complete any remaining pre-departure embedded program materials to Customized Programs
Ensure leaders complete Penn State Global program leader pre-departure requirements
In most cases, residential portion of class begins; notify Customized Programs if any students drop the class or withdraw from the program
2-1 month(s) before departure:
2-1 month(s) before departure:
Encourage students to complete their online profile and submit required pre-departure materials via the LionsABROAD Portal; Students will receive emailed instructions for completion.
1-4 weeks before departure:
1-4 weeks before departure:
Provide students with all final program and travel information
Ensure that Customized Programs and all students have your contact info that will work in your destination country
Communicate any changes in program itinerary to Penn State Global and students
Return cash advance forms to department, if utilizing cash advance
after program:
after program:
Students finish projects or other work related to international experience
Inform Penn State Global of any feedback or suggestions for next year
If faculty leader was awarded a grant from Penn State Global, submit travel report as required
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