UT Tyler

Office of International Programs

Create a Travel Study Course

The OIP Study Abroad team looks forward to assisting UT Tyler faculty with the completion of the required compliance-related documents for all international travels and to help facilitate a successful Travel Study event. Before proceeding with travel plans, faculty who wish to conduct a travel study course must submit a travel study course proposal to the Office of the Provost for approval. The pre-trip research and planning steps are described below.

Please contact us at StudyAbroad@uttyler.edu at least 2 semesters before the planned trip. We will work with you to ensure that all of the processes are completed in time for you to start promoting the event.

Part I: Pre-Trip Research Process

Step 1:
Choose the location abroad where instruction will take place.

  • Safety first: Check the U.S. State Department’s website for travel warnings 
    • Submit the Proposal for Travel Study Course Abroad form in DocuSign. If your country is listed as Level 2 or higher, you will note this in the form. You are also required to submit the Travel Exemption form (a PDF is available upon emailed request).

    • Upon submission of these forms, they will be routed to the Office of the Provost for approval. 

  • Trips that visit countries included on the Centers for Disease Control and Prevention (CDC) list of countries considered to be at high risk for tuberculosis (TB) disease will require all travelers to complete a screening process upon return to campus. 

    • Complete the Tuberculosis Symptom Screening Questionnaire upon return to campus.  If all answers are no, then complete a TB screening test in 8 weeks (instructions below). If the answer to any question is yes, then test immediately.

    • To obtain a TB screening test, complete the Tuberculosis Screening Documentation Form and make an appointment at the UT Tyler Health Clinic to complete the screening. For additional information regarding current UT Tyler TB Screening Requirements, see Medical Clearance Requirements.
  • Faculty leaders must complete the UT Tyler Campus Security Authority Training modules. Information regarding this process will be provided to the primary faculty leader during the faculty pre-planning meeting. 

  • Faculty leaders must be certified in CPR and First Aid. The American Red Cross maintains a page to search for online and in-person courses leading to CPR and First Aid certification. Minimally, one leader must be certified; however it is preferable that all leaders become certified.

Step 2:
Establish the faculty to student ratio for the trip. Where feasible, it is ideal to have two Responsible University Officials (RUO) on every trip. This ensures that if something were to happen to the primary faculty leader, the students would never be without supervision. It is also recommended to have both a female and a male faculty representative on each trip.

At a minimum, there will be a Faculty to student ratio of 1:10.  However, circumstances may change this requirement in either direction based on the components of individual trips.  Examples allowing for a higher number in the student ratio include, but are not limited to, travel companies that provide adult guides for the duration of the trip and/or students will be on a university campus attending classes and not traveling while they are in-country.  Examples necessitating a higher Faculty presence include, but are not limited to, a rigorous travel itinerary, site visits that require increased supervision of students, and/or general safety concerns.

Step 3:
Estimate the cost for travel and accommodations and determine if visas are needed for entry into the country. The University of Texas System has mandated that all faculty, staff, students and guests traveling on university business must use the UT System contracted travel agencies: Corporate Travel Planners (CTP) or Anthony Travel (ATI).

  • NOTE: UT System Travel Agency Policy Exception: All faculty, staff, students and guests who travel on university business are required to use the authorized travel agencies. Those currently exempt from this requirement include: student group travel (10 students or more) and athletic (team) travel.

  • Determine how you will plan the logistics of your trip (i.e., tour company, university collaboration, self-planned, etc.). All contracts with tour companies must be vetted by the UT Tyler Office of University Counsel. The OIP will assist with this process.

Step 4:
If offering credit, plan your travel/study course:

  • Consider academic rigor:
    • No credit will be offered for travel abroad that is primarily for site seeing, recreation, or pleasure.
    • 45-48 contact hours must be held in a 3-hour regular or summer session course. Trip orientation must not be included as part of the contact hours.
    • Each course must have learning outcomes equivalent to a traditionally delivered course.
    • Keep in mind that pre- and post-travel sessions and on-site sessions that are not orientation may be counted toward the contact hours.
    • Travel abroad scholarships for students available at UT Tyler (the International Education Fee Scholarship and the Dorothy Bradley Brown International Studies Endowed Scholarship) require students to be enrolled in an approved course.

Step 5:

If offering credit, consult with the chair of your department to determine when the class will be offered:

  • Fall Semester; Spring Semester; Short Summer (in May); Long Summer (generally May-August); Summer I (June - July); Summer II (July - August). Consult with the start and end dates posted by the registrar's office. Classes cannot be held outside of the established dates.

Step 6:
If offering credit, create your syllabus:

  • Try to be as specific as possible.
  • Factor course materials into the cost of the trip.
  • Consider the logistics of assignments and site reports overseas.

Step 7:
Complete and submit the Travel Study Proposal Template (for trips that offer credit), the Recreational Trip Proposal Template (for trips that don't offer credit)or the Proposal Renewal Template (for a renewal of either type of trip), by the established due date (see above). The proposals will be rated according to the International Studies and Intercultural Affairs Committee Review Form.

As you prepare your materials, be sure to follow all international travel requirements as described in UT Tyler's Handbook of Operating Procedures (HOP) and Chapter 13 of the Manual of Policies and Procedures for Student Affairs (MOPP).

Step 8:
After faculty proposals have been approved by the International Studies and Intercultural Affairs Committee, and received final approval from the Provost's Office, faculty should begin announcing the trip to all students; alerting interested students that they must make an appointment with an OIP Study Abroad advisor to initiate their application process as quickly as possible. Be aware of all student steps described in the "Getting Started" section of the OIP Study Abroad website for students. Remind students to apply for UT Tyler Study Abroad scholarships and outside scholarships as well. Please note that faculty cannot submit scholarship letters of reference for one of their own travelers. 

Part II: Pre-Trip Planning Process

Refer to the Faculty-Led Travel Study Programs Procedure for Faculty. OIP staff are available to assist with this process.

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