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University of South Florida

Faculty Program Director Returning Responsibilities


  • Grades: Transmit grades to Mr. James Pulos, Education Abroad Office, no later than two weeks after program termination.
  • Director Report: Submit a final Program Director Report (see guidelines below) to the Education Abroad Office.
  • Expense Report: If you have received a travel advance, provide an itemized expense report, with all program expenditures logged chronologically and receipts attached, to the USF World Accountant, Frances Bryant, no later than one week following the conclusion of the program. If you stay in country beyond the program termination, the due date remains in place: Mail your expense report including receipts and supporting documentation to:

    Frances Bryant
    USF Education Abroad Office
    4202 E. Fowler Avenue, CGS 101
    Tampa, Florida 33620

Failure to submit this information will result in future cash advances being denied by the USF Travel Department, Office of the Controller. Expenses itemized in your travel advance are final. Expenses that exceed, or are not included in the original budget, will not be reimbursed (with the exception of emergency purchases).

Program Director Report Guidelines

The information that you provide to Education Abroad is important for maintaining and improving program quality as well as informing and assisting colleagues who may be involved in this program or a similar program in the future. Faculty reports for summer programs are due no later than September 1; for programs offered during the academic year, reports are due within 4 weeks of the program’s end date. In writing your report, please address the topics listed below. Please submit one copy of this report to your department chair and one to the Director of Education Abroad.

  • Recruitment and Publicity: Meeting dates, venues; attendance levels; print material used; productivity of method or event; info list serves created; most effective recruitment activities.
  • Program Preparations: Preparations conducted on-site, pre-departure orientation, student arrival and orientation, and other details you wish to include.
  • Academic Program: Courses offered, number of credits awarded, cooperation with a host institution, guest lecturers, and field trips. Please include information about how this study abroad program enhances the curriculum and department at USF. Student performance assessment -how determined and how documented. Attach a copy of the syllabus.
  • Assessment of On-site Logistics and Support: Level of cooperation, general assistance, any perceived difficulties in working with the administrative office of the host institution abroad. Student accommodations, classroom space and equipment, meals, local transportation, field trips, special events, etc.
  • Student Issues: Were satisfactory solutions found to most student problems? How could such problems be avoided or minimized in the future? What aspects of the culture did students react to negatively/positively? How were cultural adjustment issues resolved with students?
  • Health and Safety Issues: Did any health-related incidents occur (accidents, serious illness, and mental health crises)? Were any crimes against students or faculty committed? Were health-care facilities adequate? What, if any, steps need to be taken to make the program site safer next year? Are there political, social, cultural, environmental issues on-site that require special attention for future programs?
  • Program Benefits: How has involvement in this program enhanced your own professional development? How did the program enhance students’ academic, personal, professional, and cross-cultural learning?
  • Finances/Budget: Do any adjustments need to be made to the program budget to improve the program and/or better reflect costs in the host country? Note exchange rate during program dates.