The following guidelines will help clarify your Faculty Leader responsibilities and outline specific conditions for your role. These guidelines will enable you to develop and implement a successful BOSP Overseas Seminar or Faculty-Initiated Program.
Faculty Leader responsibilities
Collaboration with the Bing Overseas Studies Program
The Faculty Leader works in collaboration with BOSP to deliver the highest quality and most cost-effective program. The BOSP Special Programs Coordinators will serve as the primary point of contact for all program-related correspondence. The Faculty Leader should be prepared to adhere to the program's timeline, participate in all required meetings and orientations, and maintain regular timely communication with the BOSP Special Programs Coordinators. This includes setting up clear academic focus and objectives, creating a course syllabus and daily itinerary, and developing any activities/assignments that have academic relevance to the program. While in country, the Faculty Leader will participate in and lead all scheduled program activities.
Logistical Arrangements and Coordination with an On-site Provider
To ease the logistical burden on the Faculty Leader, BOSP may contract with a dedicated on-site program provider to coordinate the overall logistical arrangements. BOSP will request bids from providers based on the program proposal submitted. Faculty Leaders may also suggest providers based on their professional contacts abroad. BOSP staff and campus partners will review submitted provider bids and determine which provider can deliver the necessary services at the most affordable cost.
These outside providers generally provide comprehensive in-country support including arranging classroom space and housing, in-country transportation, setting up guest speakers and site visits, and serving as an on-site contact for student emergencies. BOSP will serve as the primary contact with on-site program providers during the bidding process. Once the provider is selected, the BOSP Special Program Coordinator will serve as a liaison between the Faculty Leader and the provider to finalize the details of on the on-site arrangements. While the on-site provider can handle significant portion of on-site logistics, the Faculty Leader will share responsibility in the overall logistical plan for the program and is responsible for program activities not arranged by the provider.
Supervision of Seminar Assistant
The Faculty Leader may nominate one Seminar Assistant for their program. In selecting the Seminar Assistant, the Faculty Leader should consider the individual’s prior experience in the program location and proficiency in the local language. The Seminar Assistant is required to live with students to serve as resident advisor and accompany all activities throughout the program. Undergraduate students are not eligible to serve as Seminar Assistants. The Seminar Assistant is expected to provide administrative support to the Faculty Leader both prior to and during the program, and can also provide academic support as needed by the Faculty Leader. The Seminar Assistant receives a $1500 stipend and is reimbursed for their roundtrip airfare (upgradeable economy class) to the program location. Accommodation and meals during the program are provided to the Seminar Assistant in the same way as to the participating students. Please refer to the Seminar Assistant Job Description for additional information.
Development of Cost-Effective Budget Plan
BOSP will develop a cost-effective budget while considering the academic objectives of the program. BOSP has final authority to determine logistics, excursions, accommodation, etc. in order to ensure the financial feasibility as well as safety and health standards of the program. The Faculty Leader will be asked to keep necessary receipts and keep track of expenses on-site and ensure that all expenditures of funds are covered by the approved budget.
Student Outreach and Selection
While BOSP will post the program description on its website and conduct general outreach, the Faculty Leader will be responsible for conducting an information session on campus at the beginning of Autumn Quarter. The BOSP Special Programs Coordinator can assist in reserving the venue and distributing promotional materials through the BOSP mailing list. The Faculty Leader will also review student applications and select participants in Autumn Quarter. The Faculty Leader may conduct personal interviews with applicants as desired.
The Faculty Leader and Seminar Assistant will be required to attend two orientations prior to leading an Overseas Seminar or Faculty-Initiated Program. The orientations will be organized and run by BOSP staff in collaboration with other relevant campus partners. The first orientation will take place in Autumn Quarter and will focus on all pre-departure information. The second orientation will take place in Winter Quarter and will highlight on-the ground logistics and preparedness.
The Faculty Leader will be responsible for holding comprehensive orientations for students. This includes conducting pre-departure orientation(s) on campus during Winter and Spring Quarter to prepare students academically, culturally, physically, and psychologically. The program must also have an on-site orientation shortly after arrival. The on-site orientation offers an important opportunity for Faculty Leaders and Seminar Assistants to establish group norms, review course objectives and clarify program rules and expectations. The orientation should review practical information, daily itineraries, on-site emergency procedures and health and safety concerns. The on-site orientation can be held in conjunction with an on-site provider. BOSP will provide guidance on health, safety and emergency procedures.
Student Supervision and Mentoring
The Faculty Leader will serve as a primary responder for students in need of guidance on academic, cultural, personal, health, safety and other matters prior to and during the program following the University’s established policies and procedures.
Health, Safety and Emergencies
The Faculty Leader, in conjunction with the on-site provider, should be prepared to respond to health and safety issues overseas and be available to address emergencies throughout the program. At orientation meetings, the Faculty Leader will use knowledge of the program location to alert students to particular customs or dangers to which they may not be accustomed on the Stanford home campus. These might include issues that impact personal and group safety and security, including locational awareness, health risks, cultural norms, and local practices.
The Faculty Leader submits an evaluation after the end of the program and presents the proper documentation including necessary receipts to clear all program expenses with BOSP. The Faculty Leader also evaluates student academic performance and submits grades for their work. The Faculty Leader will also meet with their Special Programs Coordinator after their program to discuss the logistical aspects of the program, including evaluation of the on-site provider, and describe successes and challenges as well as make recommendations for future programming. This debrief is critical to the evaluation process and planning of subsequent program. Students will also evaluate academic and logistical components of the program.
Summer Programs Symposium
BOSP will hold a Summer Programs Symposium in October of the following academic year. The symposium is an opportunity for program participants to reunite and to share their summer experience with the larger BOSP and Stanford communities. The coordination of what will be presented and how will be done by student leaders within each group. However, the Faculty Leader should discuss symposium ideas during the program.
conditions of faculty compensation and travel arrangements
The Faculty Leader will receive an $8,500 payment for leading an Overseas Seminar or Faculty-Initiated Program. If a program is co-led by more than one faculty member, this amount is split as determined by the participating faculty. Round-trip airfare (upgradeable economy-class) to the program location, accommodation for the duration of the program, and meal expenses are reimbursed to faculty following the BOSP's guidelines and standard Stanford business travel procedures.
Housing and Meals
Program and travel expenses including faculty lodging and meal stipends are determined by the program budget. The Faculty Leader will receive a breakdown of allowable program expenses. The program budget provides for what is necessary and reasonable depending on the program location. The housing will be comfortable but modest. The Faculty Leader will be provided with a furnished single bedroom accommodation. The Faculty Leader may live in the same housing as students, a separate housing arranged by the on-site program provider and approved by BOSP, or another lodging of the faculty’s choice. If the Faculty Leader chooses to find their own ldoging, the BOSP Finance Team will work with the faculty to determine an accommodation stipend based on the cost of reasonable accommodation in the program location. If additional or larger lodging becomes necessary to accommodation family members, the faculty member will be required to pay the difference. The Faculty Leader will be reimbursed for meal expenses with receipts and will be asked to be reasonable and judicious.
In case the Faculty Leader needs to arrive before the students to finalize program arrangements or stay after the program concludes to wrap up program-related business, BOSP will cover lodging and meal expenses for up to one additional night at the start of the program and one additional night at the end of the program. These arrangements must be made before the finalization of the program budget. Lodging, meals and other incidental expenses beyond those two days will not be reimbursed.
Accompanying Family Members
Faculty Leaders are discouraged from bringing family members because the Leader’s primary responsibility is to be available for all program activities, including emergency situations or serious incidents for the duration of the program. However, assuming that those responsibilities can be met and the Faculty Leader plans to bring a family member or guest, there will be no reimbursement for any travel expenses incurred on behalf of any persons not enrolled in the program. Minor children accompanying Faculty Leader must be adequately supervised at all times by someone other than the Faculty Leader.
Accompanying family members or other persons not enrolled in the program should not participate in any program activities including orientations, class and guest lectures, etc. They are permitted to join cultural events and group meals if such participation is allowed by the on-site provider. Some providers have policies forbidding the participation of guests on excursions for liability concerns.
Each program has a capacity of 15 students and is subject to a minimum enrollment of 12 students. If student enrollment does not reach this minimum capacity, or if safety, security or health concerns arise in relation to the program or its destination, BOSP reserves the right to reevaluate the program in consultation with the Faculty Leader and responsible university authorities, which may result in the cancellation of the program. BOSP must adhere to the Stanford University’s undergraduate international travel policy which states Stanford-sponsored or Stanford-organized trips are prohibited to countries where a State Department Travel Warning has been issued or where there is other reliable information of significant health or safety risks. BOSP will communicate any programmatic changes to the Faculty Leader and students in a timely manner. Monetary compensation for the Faculty Leader may be adjusted depending on circumstances.