Short-Term Programs
Short-term programs are a popular avenue for gaining education abroad experience. These programs are usually of a limited duration (frequently less than four weeks) and focused on some aspect of international exposure.
Various travel and trips may fall under the rubric of a short-term program abroad, including:
- Faculty-led program;
- Field research or study;
- Conference and symposium attendance, or
- Service, intern, or volunteer opportunities.
For study abroad, short-term (faculty-led) programs approval resides at the college level. Faculty or staff interested in designing and leading a program must work with their college study abroad office. For those colleges or schools without a study abroad office, interested faculty or staff should work with Illinois Abroad and Global Exchange (IAGE), who will coordinate with relevant academic unit administrators for sign-off/approvals.
Should you lead a short-term program?
Leading a short-term program abroad can be very rewarding as students are exposed to new ideas, cultures, languages, geographic environments, and memories that will have a lasting impact. However, experienced faculty comment that leading a short-term program often requires more work than teaching a semester course on campus. We have outlined some of the increased responsibilities that first-time leaders should be aware of below.
Time Commitment Before Travel
In addition to normal class requirements and planning for academic content, program leaders are expected to devote considerable time coordinating all aspects of the program. This includes planning all aspects of logistics (travel, lodging, meals, activities), effectively marketing the trip, providing pre-departure orientations, making personal travel preparations, monitoring student preparations, and constantly communicating with various stakeholders.
Program Leaders are required to attend a two-hour Program Leader Safety & Best Practices Orientation once a year. Learn more about Program Leader Orientation.
International Travel Safety Policy (Illinois CAM HR-39)
The International Travel Safety Policy for the University of Illinois Urbana-Champaign (CAM HR-39) supports the University of Illinois System policy, establishing campus criteria for international travel. Key requirements include insurance enrollment, orientations, training for faculty and staff traveling with students, and review of high-risk destinations and activities. This policy also identifies other policies of interest for international travel.
Policy on Education Abroad
The Policy on Education Abroad establishes requirements for education abroad, including health and safety.
Considerations
If you are ready to lead a short-term program, consider the health, safety, and security factors that may impact your program. Risk management requires understanding how different program aspects combine to affect safety and security.
International travel will always entail a degree of risk. However, incorporating risk management strategies can reduce the likelihood of negative occurrences and/or mitigate the resulting impact. We often incorporate risk management in our daily activities without conscious thought; when traveling abroad, it is critical to bring “risk management thinking” to the front of our thought process. We encourage leaders to consider the aspects below to develop the safest program possible.
Education Outcomes & Student Demographics
Consider the purpose for the trip and the intended location(s). In considering the academic outcome, what makes the intended location special or unique? Can other locations abroad be used to obtain similar results? What is the program’s intended audience? How important are particular student skills or knowledge? What levels of maturity or responsibility are important considering the location or academic content? Consider program accessibility (see the DRES website for additional resources).
Country & City Specific Information
Consider general information regarding the program location using the various references found on the Resource Library page. Two critical resources are the U.S. Department of State Country Advisory Level and the Centers for Disease Control and Prevention Traveler Information. Aspects for consideration include political and socio-economic conditions, the physical environment, entry requirements, and other identified risks.
Travel
International air travel is safer today than ever before while ground transportation remains as dangerous in many parts of the world. Carefully consider transportation requirements and arrangements. The U.S. Department of State Driving and Road Safety Abroad website provides information and additional resources to research transportation abroad. Do not assume public or third-party vendor transportation is safe or reliable; always research transportation modes and plan for alternate means as a backup. When traveling over road, always plan for travel during daylight hours.
Third-Party Support
Consider whether the program will require support from third-party providers, including academic institutions, vendors, or other organizations. How are those providers selected and vetted? Consider the support they can and will provide and the type of agreement required to secure the support. It is recommended to have contingency ideas or plans in case arrangements do not materialize. Consult your national chapters or organizations for support and guidance for contracting or purchasing mechanisms to ensure you support in case of discrepancies.
Accommodations
Consider the accommodations that will be used for the program. Multiple aspects of lodging should be considered: location; physical layout; building and room security features; amenities; and availability of safe and reliable transportation.
Other Facilities
Considerations for academic facilities are similar to those for accommodations. Aspects for evaluation include: location; physical layout; safety and security measures and attributes; logistic support (meals, restrooms, transportation); and any special requirements, such as laboratories.
Emergency Services
Consider the emergency services that will be available during travel abroad. Services in many parts of the world are not equivalent to those in the United States. Considerations should include: the level of available medical care; the nearest location of immediate and advanced medical care; public health concerns and mitigation techniques; and the general reputation of police and security services.
Note: By university policy, all students must register for the university-approved international insurance for short-term programs abroad. Visit the International Insurance page for more information.
Language & Culture
Consider the impact of language and culture on the program. A key aspect of education abroad is exposure to new languages and culture; students grow and develop when exposed to new ideas and worldviews. However, cultural considerations also play a role in traveler well-being and safety. Consider differences in culture and how students will interact with local populations; determine if the program will require unique rules or expectations for students that need to be communicated before departure.
Activities
Consider the activities that are planned for the program or may be available in the vicinity of the program location. Leaders should review the Exclusions and Limitations from international insurance. We strongly encourage programs not to participate in excluded activities; if such activities will be undertaken, participation must be voluntary, require a special waiver, and purchase additional insurance. Learn more about Other Insurance Products.
Planning Your Program
Detailed program planning will contribute significantly to your short-term program’s success.
- Policy and protocol review. Program leaders should be familiar with university policy for education abroad programs. Visit the Travel Policies page of our website for a complete list. If program leaders have questions, they should contact us.
- Itinerary preparation. Beyond the obvious of avoiding or mitigating risky locations, activities, or general situations, a good itinerary can benefit programs by channeling the students’ focus.
- Develop a preemptive itinerary. Just as in the classroom, students should be engaged constructively. Providing too much leisure time allows the students’ focus to wander, creating conditions for potential problems. The goal should be an itinerary that allows students time to explore, but generally keeps them focused throughout the program.
- Guide leisure time pursuits. Take the time to research area attractions and activities as part of building the itinerary. Incorporate leisure time in areas with appropriate or constructive activities, then provide students with suggestions. Be sure you understand what activities are excluded from international insurance and plan appropriately.
- Program leader orientation. The University Policy on Health and Safety in Study Abroad requires program leaders to attend a health, safety, and security orientation before taking students abroad. Learn more about Program Leader Orientation.
- Student preparation. Program leaders should prioritize their efforts to prepare students prior to departure. Preparation must include an orientation; other steps include clarifying expectations for the program and building rapport between participants.
- Student orientation. The University Policy on Health and Safety in Study Abroad requires program leaders to provide a health, safety, and security orientation to students before program departure. Learn more about Pre-Departure Orientation for Students.
- Student expectations. The idea of traveling abroad, potentially for the first time, creates many expectations. Program leaders should manage those expectations as part of the orientation and preparation process. Even for short programs, students should be prepared for culture shock, large and small inconveniences, and differences between “postcard” images and reality.
- Expectation of students. Just as it is important to manage a student’s expectations, students should understand what is expected of them. In the program syllabus, clearly spell out what is expected of students and dedicate time during the orientation to explain the importance of those expectations. Explain the cultural differences that may require conservative dress, refraining from taking pictures, or other actions considered normal in the United States.
- High-risk travel destination requirements. The university International Travel Safety Policy requires a review and consultation for programs traveling to high-risk destinations designated by the U.S. Department of State as Travel Advisory Level 3 (Reconsider Travel) or Level 4 (Do Not Travel). Visit our Identifying High-Risk Destinations page for a complete list. Work with your college study abroad office to complete a program concept for International Safety and Security to review
Program Approval
For study abroad, short-term (faculty-led) programs approval resides at the college level. Faculty or staff interested in designing and leading a program must work with their college study abroad office. For those colleges or schools without a study abroad office, interested faculty or staff should work with Illinois Abroad and Global Exchange (IAGE), who will coordinate with relevant academic unit administrators for sign-off/approvals.
Submitting a Proposal
Faculty and/or staff are encouraged to begin the planning process up to a year in advance of the program start date. Review the table below to find resources and next steps for submitting a proposal to your college’s study abroad office.
| College | Timeline | Next Steps |
|---|---|---|
| College of ACES | Planning should begin 12 months in advance of program dates. | Submit a Proposal |
| College of Education | Contact Education International Programs for next steps. | Contact Education |
| College of FAA | Contact FAA International Programs for next steps. | Contact FAA |
| College of LAS | Proposals must be submitted 9-12 months in advance. | Submit a Proposal |
| College of Media | Contact Media Study Abroad for next steps. | Contact Media Study Abroad |
| Gies College of Business | Proposals should be submitted by May 1 for the next academic year. | Contact Gies Global Programs |
| Grainger College of Engineering | Proposals must be submitted 8-12 months in advance. | Submit a Proposal |
| All Other Colleges | Contact Illinois Abroad and Global Exchange for next steps. | Contact IAGE |
Mandatory Review for High Risk Travel
The University Policy on International Travel requires a review and consultation for all student travel to high-risk destinations, identified as U.S. Department of State Travel Advisory Level 3 (Reconsider Travel) or Level 4 (Do Not Travel). International Safety and Security will work with college study abroad offices and IAGE to conduct reviews of short-term programs.
Review & Consultation for Non-Study Abroad Travel
For non-study abroad travel outside of high-risk destinations, the university highly encourages leaders (faculty, staff, and/or students) or other administrators to submit program plans for review and consultation. Contact ISS (safetyabroad@illinois.edu) for consultation and review.