Off-Campus Short Term Units 

Each year, four to eight faculty teach a Short Term unit that spends up to the full five weeks of Short Term abroad or elsewhere in the United States.  These units provide excellent opportunities for faculty and students who are unable to study off-campus for an entire semester.  Similar to the FSA programs, faculty are responsible all aspects of this program, including itinerary planning, recruiting students, all travel and logistical arrangements, budgeting, and coping with unanticipated events.   Because of their additional costs for students, these units are often referred to as “extra cost units.” 

Faculty submit proposals to the Office of the Dean of the Faculty.  The Committee of Five is responsible for approving proposals.  Information to help plan a unit, a planning “Timeline,” an application form, and other materials (including the required student forms) are available below.

• Time Line for Off-Campus Short Term Units   Each unit is unique, but this general “Time Line” helps identify the sequence of steps involved in applying to, budgeting for, recruiting for, and directing an off-campus, extra cost Short Term unit.
  
  
• Proposing and Planning an Off-Campus Short Term   A summary of issues to consider in creating a proposal..
  
  
• Extra Cost Short Term Proposal Form   This sheet must accompany all proposals for extra cost short term units.

• Risk Management Information   Important precautions to consider when planning and directing your unit.
  
  
• Insurance Coverage Information   Information about personal health insurance, liability insurance, rental care insurance, and emergency assistance.
  

• Sample Application Form   Most faculty have students apply ahead of the registration period for off-campus Short Term units.  The faculty member then issues “permission of the instructor” approval for the accepted students he or she selects so they can register for the unit.  A sample application is provided for your adaptation.
  
  
• Itinerary  This form or a document with similar information needs to be left with the Off-Campus Study Office.
  
  
• Descriptions of Upcoming and Past Off-Campus Units
  

Student Forms:  Students need to complete and return the two Agreement Forms to the faculty director at the time of application. Students need to complete and return the Student Information and Health Form to the faculty director before departure.

• Financial Aid Application Form Financial Aid is available for all students who meet the financial need requirements. Students return this form to the Financial Aid Office in Libbey Forum at the time of application.
  
  
• Agreement of Participation Form   Each student completes this form at the time of application to confirm their understanding of the behavior expectations and financial aspects of the unit, and role of the faculty director.  Students turn in this form when they submit their application for the unit.

• Understanding of Risks and Agreement of Participation Form   A liability waiver form required of all participants at the time of application. 
  

• Student Information and Health Form   This form records personal and health information which is essential for the faculty director and the College to have. Students complete this form, which requires passport and insurance information as well as parent notification, after being accepted to the unit.

• Pre-Unit Travel Form   Students often want to travel on their own to the unit. If faculty are not going to allow this, they need to tell students this at the time of application since pre-unit travel may be part of student decision making.  If faculty are going to allow it, they need to have the students complete the pre-unit travel form.
  

• Post-Unit Travel Form   Students often want to travel on their own the completion of the unit.  If faculty are not going to allow this, they need to tell students this at the time of application since post-unit travel may be part of student decision making.  If faculty are going to allow it, they need to have the students complete the post-unit travel form.  If such plans develop during the unit, faculty should have the students complete the form and return it to them.