Leading a Program

Leading Your Program

Once a faculty-led study abroad program has been approved, faculty directors play a key role in guiding students through the academic and experiential components of the program. Faculty leaders are responsible for preparing students before departure, supporting learning and engagement abroad, and completing necessary administrative tasks after the program concludes. The sections below outline the major stages of leading a program, from pre-departure preparation to program travel and post-program wrap-up, to help ensure a successful experience for both students and faculty.

Find this information below and in the Program Director Guide here. 
 

As Program Director, you serve as the academic and experiential leader of a faculty-led study abroad program, guiding the program from planning through post-program completion. You approve the program budget and logistics developed by the study abroad office, help lead student recruitment and advising, and provide academic guidance throughout the program. Directors facilitate pre-departure and on-site orientations, support students in navigating cultural and academic experiences, and ensure engagement with program learning goals. While abroad, you oversee the program’s implementation, respond to student questions or challenges, and help maintain a safe, inclusive, and enriching experience. After return, you assist with program debriefs and support continuous improvement for future iterations.

1. Group Pre-Departure Meetings with Program Directors

Faculty should hold group pre-departure meetings with all students before traveling abroad. These sessions provide an opportunity to review program logistics, go over safety protocols, discuss cultural expectations, and address common questions. Group meetings help ensure students receive consistent information, foster community among participants, and set the stage for a smooth and successful program.

2. General Pre-Departure Orientation for Students

In addition to faculty-led pre-departure meetings, all students are required to attend the Study Abroad Office’s mandatory pre-departure orientation. This session covers essential topics including safety abroad, cell phone use, managing money, health and vaccinations, visas, packing tips, and general advice for a successful study abroad experience. Students also learn about culture shock while abroad and strategies for reintegration shock as they return home, helping them navigate both the transition to their host country and their reentry experience.

3. Program Directors Pre-Departure Guidance

Program Directors should use a structured pre‑departure checklist to ensure all essential tasks are completed before students depart. This checklist guides directors through key responsibilities such as confirming travel arrangements and participant details, ensuring students have required vaccinations, verifying course registrations, planning orientation sessions, and finalizing all itinerary and safety details. Before departure, the Study Abroad Office will provide a faculty pack containing students’ health and safety information, passport copies, emergency action plans, and other essential resources. Following the checklist and reviewing the faculty pack helps mitigate risk, streamline communication, and set the stage for a successful faculty-led study abroad experience.

4. On-Site Orientation with Students and Other Responsibilities

Once students arrive in the host country, faculty are responsible for providing an onsite orientation. If faculty are present, they should greet students at the airport, show them around their new location, and give a general overview of health, safety, and local logistics. If the program is hosted with an affiliate organization, the affiliate will provide a country-specific orientation. Faculty must also submit attendance verification within the first 24 hours of the program to ensure all students are accounted for and officially participating.

1. Re-Entry Meetings with Program Directors

Program Directors should hold re-entry meetings with their students to help them reflect on their experiences and process the transition back home. These meetings can take place in the host countrysuch as a final group dinner—or after students return to campus. Regardless of timing, Program Directors are encouraged to continue offering support, as students may experience re-entry shock for weeks or even months after their program. Providing guidance and a space for reflection helps students integrate their international experience into their personal, academic, and professional lives.

2. Post Program Survey/ Evaluation

After the program concludes, faculty are asked to complete a post-program survey and evaluation for the Study Abroad Office. This feedback provides insight into what worked well, areas for improvement, and any challenges encountered during the program. Completing the evaluation helps the Study Abroad Office enhance future programs, ensures student experiences are continually improved, and supports institutional reporting and assessment.