RIT Faculty-Led Study Abroad General Policies

RIT Faculty-Led Study Abroad Programs are unique and customized to provide invaluable international experiences for RIT students and the RIT community. The unique nature of study abroad requires some customized policies to better equip faculty and staff with tools to create safe and impactful programs.

Faculty-Led Program Model

There are several faculty-led program structures from which a faculty member can choose when designing a program. Some of these structures include Travel Enhancement (when an overseas trip takes place in a term other than the term credits are earned), full semester, spring/spring break, summer only, etc. Each structure has unique implications for financial aid, student eligibility and application deadline, etc. The Education Abroad office will work closely with faculty

developing programs to provide in-depth information about various structures. It is up to the faculty member and college to choose one of these approved structures outlined by Education Abroad for the course and it cannot be changed once selected.

  • All students participating in a travel enhancement program MUST complete both the academic component AND the overseas trip. They cannot choose to do one or the other. If a student does not complete both the course and travel components, they will receive an Incomplete or Withdrawal in accordance with RIT policy. 
  • Travel enhancement programs must meet for a minimum of 15 contact hours during the semester.
  • All students must take the course for credit and earn the amount of credit offered.
  • All students will be billed the same amount as outlined on the budget worksheet.
  • Grad students are welcome to participate in faculty-led programs if OK by faculty. They must be registered for a grad version of course and earn the same number of credits and pay grad tuition.

Faculty Eligibility and Training

For insurance reasons, all faculty/staff program leaders must be regular full or part-time RIT employees or faculty members on contract. Program leaders cannot receive payment, favors or perks from third party organizations contracted to provide support to the program

All faculty and staff leading students abroad on a new program are required to attend a faculty training workshop prior to departure. This workshop is held once a semester by RIT Global and Global Risk Management. Faculty leading renewed programs must attend once every other year

RIT Global Faculty Expense Subsidy

RIT Global will subsidize a program by covering the travel expenses (housing, flights, meals, visa, etc. but not salary) for one faculty member per a minimum of 24 total credits enrolled by students. This usually equates to a minimum of 8 students participating in a 3-credit study abroad program. RIT Global will pay the expenses for two faculty members for a minimum number of 48 credits enrolled. This could mean 16 students participating in a 3 credit program or 8 students participating in a 6 credit program or any other combination totaling 48 credits. By eliminating these costs from the student program fee, we reduce the financial burden and stabilize the cost, making it more attractive and feasible for students.

For new (first or second time running) faculty-led programs where registration and travel takes place in the summer only, RIT Global will consider subsidizing a program by covering the travel expenses (housing, flights, meals, visa, etc. but not salary) for one faculty member per a minimum of 18 total credits enrolled by students. This usually equates to a minimum of 6 students participating in a 3-credit study abroad program. RIT Global will pay the expenses for two faculty members for a minimum number of 36 credits enrolled. This could mean 12 students participating in a 3 credit program or 6 students participating in a 6 credit program or any other combination totaling 36 credits.

RIT Global will provide funding toward faculty travel costs associated with international research or short-term projects abroad that engage less than 8 students. $500 per participating (traveling) student will be dedicated toward faculty travel costs. The total amount cannot exceed $2,000. If this amount does not meet the total faculty travel costs, the remainder can be built into the cost for students or covered through other means such as department funds or internal/external grants.

  • Funds will not cover salary, stipend or benefits;
  • Funds will not cover the travel or other costs of spouses or children traveling with the faculty;
  • Funding may be dependent on the number of programs/requests received in a given year. Preference will be given to programs/activities associated with the RIT Global Locations and approved RIT international partners.
  • Funds will not be used for RIT business or personal business that is unrelated to the delivery of the Faculty-led study abroad program currently running. Any faculty interested in developing partnerships or other business while abroad, must consult with their department for funding or follow RIT Global’s RFP process.
  • All travel must comply with the RIT travel policies and procedures which can be found under the RIT Administrative Policies and RIT Faculty-Led Policies and procedures on this page.

Refunding Student Fees

If, at the completion of a faculty-led program, there is a surplus of program fee funds, this surplus will first be used to refund fees to students who had to drop out of the program unexpectedly due to an emergency. Remaining surplus program fee funds will be used to reimburse RIT Global for any funds contributed to the program, such as faculty travel costs.
If additional surplus funds remain after these priorities, the funds will be evenly divided among the student participants and refunded to their eServices accounts.

Student Eligibility

In order to be eligible to study abroad on any type of program, all RIT students must:

  • Be matriculated at RIT. A student cannot audit a study abroad course;
  • Be cleared by RIT’s Conduct and Conflict Resolution office;
  • Not have a financial hold on their eServices account;
  • Be in good academic standing and have a minimum 2.5 cumulative GPA at the time of application (students with lower GPAs may appeal and will be considered on a case-by-case basis);
  • Meet any program specific eligibility requirements such as prerequisites, class level, etc.
  • Attend a mandatory Pre-Departure program

Summer College Reimbursement

In order to minimize the financial burden to colleges for costs related to faculty leading study abroad programs where credit is earned in the summer, the following reimbursement models have been implemented:

Colleges running a new summer program (first or second year of travel) are eligible for the following reimbursement based on a minimum of 6 students enrolled:

A base amount per course = $3,000
Amount per student per course= $300
Amount per student credit hour = $100

Therefore, if a faculty member were to recruit 6 students for a 3 credit hour course, the college would be reimbursed: $3,000 + ($300 x 6) + (6x3x$100) = $6,600

If two faculty members were to recruit 6 students for 2 3-credit courses, the college would be reimbursed: 2($3,000) + ($300 x 6) + ($300 x 6) + (6 x 6 x $100) = $13,200

Colleges running an established (at least third time running) summer faculty-led program are eligible for the following reimbursement based on a minimum of 8 students enrolled:

A base amount per course = $4,000
Amount per student per course= $300
Amount per student credit hour = $100

Therefore, if a faculty member were to recruit 8 students for a 3 credit hour course, the college/department would be paid: $4,000 + ($300 x 8) + (8x3x$100) = $8,800

If two faculty members were to recruit 8 students for 2 3-credit courses, the college department would be paid: 2($4,000) + ($300 x 8) + ($300 x 8) +(8 x 6 x $100) = $17,600

Please Note: This is for faculty-led programs where credit is earned in the summer ONLY and the college can CHOOSE how to use these funds. For example, the college could:

  • Determine this is the faculty member’s total summer salary. (Though this is not meant to be a direct calculation for faculty salary.)
  • Pay the faculty’s prorated 9 1⁄2 month salary and keep any difference in a discretionary account.
  • Put toward faculty travel costs to reduce the program fee to students.
  • Put toward other college expenses.

Faculty travel related expenses such as hotel, airfare, meals, excursions, etc. should be built into the program fee paid by student participants.

Meal Reimbursement

When developing a program budget, the faculty member(s) must choose to include the standard RIT international per diem rate OR make more accurate daily estimates based on activities and save receipts for reimbursement.

RIT’s Travel Policies & Procedures states that the international per diem rate is $78 per day: $13 for breakfast, $21 for lunch and $44 for dinner. If RIT Global is subsidizing faculty costs for the program, RIT Global will fund meals costs up to a maximum of $1,638 whether or not the faculty member is opting for the per diem or collecting receipts. (This is equivalent to $78/day for 21 days.) If a faculty member is using an apartment where they can make their own meals or hotel where breakfast is included the maximum is $1,365. Any meal costs above this amount must be billed to students in the program fee or subsidized by other means.

For faculty leading semester long faculty-led programs, RIT Global will pay faculty meal per diem expenses only for the days of travel, not to exceed the maximums outlined above.

Student workers hired to travel with the faculty-led program are eligible to receive the international per diem rate for meals and incidentals while working abroad.

Tips should be included in the meal total. Alcohol taken with meals is not a reimbursable expense.

All faculty and staff will be required to submit a travel expense report (TER) upon return from the program.

Conflict of Interest

RIT’s Individual Conflict of Interest and Commitment Policy also applies to faculty/staff involved in the development of faculty-led study abroad programs. 

A Conflict of Interest exists whenever an employee’s personal, professional, commercial, or financial interests or activities outside of the university have the possibility—whether potential, real, or perceived—of a) compromising the employee’s judgment, b) biasing the nature or direction of scholarship, c) influencing the employee’s decision or behavior with respect to teaching, student affairs, promotions and appointments, use of university resources, interaction with human subjects, or other matters of interest to the university, or d) resulting in personal or a family member’s gain or advancement at the expense of the university. Family members are defined as spouses, parents, siblings, in-laws, children, domestic partners, and dependents.

A Conflict of Commitment exists whenever an employee’s external commitments, relationships, or activities have the possibility—whether potential, real, or perceived—of interfering or competing with the university’s mission or with the employee’s ability or willingness to perform the full range of responsibilities associated with his or her position.

When designing and implementing faculty-led programs, faculty and staff should be particularly sensitive to situations which might pose a real or perceived conflict of interest. Examples might include:

  • A faculty member receiving perks or payments from a travel partner or overseas partner for leading a program or bringing a certain number of students.
  • Using a travel vendor such as hotel, tour company, etc. owned or managed by a close friend or relative.

Guests

In order to ensure that the program objectives and student health and safety remains the top priority for faculty-leaders and to mitigate potential risks, we have outlined the following policy relating to guests. Failure to comply may result in the inability to lead future programs.

Spouses, partners, and children of faculty are permitted to join the faculty member for part or all of the program provided that their involvement does not distract the faculty member from fully executing the program or compromise student health, safety or experience. These family members may stay in faculty accommodations. Family members should limit participation in program activities. If they participate in cultural activities or if their involvement changes cost of accommodation, etc. these expenses will be paid for by the faculty member. We do not recommend that faculty bring young children without an accompanying guardian. Students will be made aware in advance if any family guests will be accompanying the faculty member.

Spouses, partners, and children of student participants cannot participate in the program including activities related to the course requirements. Students who are involving family before/after/during the program dates must notify the Faculty Director prior to the departure date. RIT students cannot have family members, friends, or guests stay in their housing during participation in a study abroad program.

Guest lecturers, content experts or professional alumni whose participation is necessary to deliver important course related material may join the program for relevant parts of the program including any excursions or cultural events related to their professional role. Professional guests are preferably identified prior to departure and the costs for their participation will be built into program budget or covered by themselves. Students will be made aware in advance if any professional guests will be accompanying the group on related activities.

Personal care attendants, sighted guides, interpreters, or other guests who are on the program to support the unique needs of participants are welcome and permitted to attend all program-related activities. Please communicate needs with RIT Global well in advance of departure so that the appropriate travel logistics can be arranged to accommodate these guests.

No other friends/guests are permitted to participate in RIT faculty-led programs. Any engagement with other friends/guests in-country should take place independent of program duties/activities.

All guest requests must be communicated to the RIT Global team on the Phase 1 Proposal Form and to any global campus partners in-country when confirmed.

Student Program Confirmation and Non-Refundable Deposit

Once a student is selected for a faculty-led program, they must confirm their participation by logging into their Compass application and completing Step 3: Participation Confirmation. By electronically signing, they are committing to participating in the program and paying the deposit, which will appear on their eServices account a few days later. The deposit amount is listed on the student budget worksheet and is non-refundable once they have completed Step 3.

The students will typically have one week from acceptance to make their confirmation decision.

The deadline for confirmation will be clearly communicated in their acceptance email. It is the student’s responsibility to have considered all factors (such as financial aid, interpreting services, academics, logistics, etc.) that may affect their participation prior to signing their confirmation agreement.

Student Withdrawal and Refund Policy

RIT study abroad programs may not follow the typical RIT calendar and therefore do not adhere to the Rochester campus’ standard Add/Drop dates and refund policies.

Once a student confirms their participation in a faculty-led program, they are billed a non-refundable deposit.

For travel enhancement faculty-led programs (travel usually takes place in term different than course for example Spring/Summer or Fall/Winter Break, includes Spring/Spring Break programs): If a student withdraws 60 days or more before the published arrival date the student shall be entitled to a refund of any program fees paid, except for the non-refundable deposit. If the student withdraws fewer than 60 days before the published arrival date, in addition to the non-refundable deposit, the student is responsible for paying the remainder of the program fee. For these programs, tuition is part of semester load so, no tuition refund will be granted because no tuition was charged. No refunds will be granted on or after the published arrival date.

For summer faculty-led (course and travel take place in summer term): If a student withdraws 30 days or more before the published arrival date, the student shall be entitled to a refund of any program fees paid, except for the non-refundable deposit. If a student decides to withdraw from the program fewer than 30 days before the published arrival date, in addition to the non-refundable deposit, the student will also be responsible for paying the remainder of the program fee but will not be responsible for paying RIT tuition for the program. No refunds for program fee, deposit or tuition will be granted on or after the published arrival date. All arrival dates will be published in the Compass.

If a student fails to comply with the requirements of the program within the timelines stated above and therefore cannot participate in the overseas trip, they are responsible for paying the total program fee. These requirements could include but are not limited to:

  • Failing to secure a passport or renew a passport if necessary.
  • Failing to secure a visa if necessary.
  • Failing to attend/participate in all required meetings, classes and events such as Pre-Departure.
  • Failing to adhere to curricular requirements as outlined by the faculty director in the syllabus or otherwise.
  • Failing to remain in good academic standing or going on academic probation.
  • Failing to resolve any RIT holds (such as Student Financial Services hold, etc.) which prevent RIT Global from billing or registering.
  • Incurring a severe conduct violation which results in RIT administrators disqualifying student for participation.

Failure to successfully complete the entire program (including any Rochester/online course work and the international travel portion) could result in student failing course(s) or receiving a W for withdraw. RIT has the right to deny student participation at any time. Students are also responsible for understanding how their financial aid may be affected by these decisions.

If a student has to withdraw at any time due to an emergency or extenuating circumstance (such as a death in immediate family, severe illness leading to hospitalization, etc.) RIT Education Abroad will evaluate refund requests on a case-by-case basis. If a refund is recommended, it may not be granted until after the program ends.

RIT reserves the right to modify this policy at any time.

Travel Interruption/Cancelation

RIT Education Abroad reserves the right to cancel or modify the program at any time, for any reason, before or after departure. For example, reasons may include insufficient program enrollment, travel advisories, etc.

In the event that the travel portion of the course is canceled or interrupted, RIT Global will work with faculty to ensure that RIT’s guidelines on Continuity of Instruction is followed. Course continuity may include changing the location, delivering the course online, etc.

While RIT cannot guarantee refunds, if RIT cancels the program due to unforeseen  circumstances, we will make every effort to recoup funds and refund students as much as possible.