Faculty leading faculty-led courses are responsible for taking prudent and reasonable steps to ensure that their program is structured and implemented safely. 

Specifically, faculty members are responsible for: 

• Serving as the academic and administrative representative of the program, which includes recruiting students for the program by creating info-sessions, talking to students in current classes, and partner with the Cronin Office of International Education to promote your course in collaboration with other cross-campus initiative and events, including student organizations 

• Developing the program and coordinating on-site delivery of the course, including but not limited to: 

• Meeting with providers, when applicable, to determine daily schedule, including on site cultural orientation, business meetings and immersive excursions 

• Meeting with the Cronin Office of International Education to assess the program budget and review host country information. This may help in identifying if the group needs an entry visa, or immunizations shots 

• Review if Bentley University has other academic collaborations in the region and if they can play a role for your program 

• Learn about Bentley alumni in the region and engage with them by asking for a business visit, host an action learning project or invite for a social gathering 

• Host pre-departure meetings and facilitate sessions for students to get to know each other. They will be living and sharing their time together, every day – it is important they get comfortable with each other prior travel  

• Providing up to date course information to help the Cronin Office of International Education assure online and printed course catalogs reflect correct program information 

• Partner with the Cronin Office of International Education to explore co-leaders, when applicable. Faculty are not permitted to lead a course by themselves. 

• Reviewing the Bentley Travel Policy to ensure your travel is University-sanctioned. The program is also subject to the US Dept of State Travel Advisory which may change, resulting program cancelation 

• Attending the pre-departure faculty working session offered by the Cronin Office of International Education, which is hosted in collaboration with the Office of Equal Opportunity and Institutional Equity, and the Office of Student Development, Conduct & Care, and the Counseling Center 

• Travelling with students to and from the host country 

• Preparing to handle behavioral problems according to established procedures (see Student Conduct Off-Campus Resources) 

• Preparing for and responding to emergencies. Faculty will be provided with resources and steps to take regarding emergency procedures prior travel takes place 

• Reviewing all self-disclosed student health medical reports, and when applicable, meet with the necessary students to discuss pro-active steps to assist them during their time abroad 

• Maintaining clear financial records, including keeping track of expenses and saving receipts as per university policy 

• Maintaining organized records for all participants, including confidential health records in case a participant is incapacitated and needs treatment. The list will be provided to the faculty member and co-leader within 30 days prior to the start of travel 

• Keeping the Cronin Office of International Education team informed about developments concerning the program and participating students, who should be notified of any changes in itinerary or contact information. E-mail messages satisfy two necessities: communication and documentation 

• Documenting events and activities as well as problems 

• Submitting final grades and review program post-evaluation which is shared with the faculty member and co-leader after grades have been submitted 

Note: Faculty members and co-leaders are responsible, in the event of a medical emergency, for getting the student to an emergency care provider. All students are automatically enrolled in the CISI International Health Insurance. Detailed information prior departure, and detailed information on how to use the insurance will be shared with Faculty members and co-leaders during the pre-departure faculty working session. 

If the student is incapable of providing consent, faculty members and co-leaders are responsible for making reasonable efforts to contact the student’s listed emergency contact. After getting the appropriate immediate care and calling CISI, faculty members and co-leader should notify the Cronin Office of International Education of the situation.

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All faculty will be given appropriate access to review the students who have applied for their course. In some cases, faculty may want to admit students on a rolling basis – traditionally, application decisions are shared with students within a week after the application deadline, as per below:

• January and March Programs: October 15th

• May Programs: January 31st

A typical course application includes the following: 

• Personal data provided through the Bentley Studio Abroad portal 

• A copy of the student’s passport, or proof of the passport renewal  

• A letter of intent providing the reasons they are applying, and usually including: 

• International experience, i.e., professionally, academically, or socially 

• What they hope to gain from the faculty-led program 

• Any other personal information related to the faculty-led course 

• Payment of the non-refundable commitment deposit of $500 

• Sign off on their enrollment and waiver of liability contract 

Only current Bentley students in good standing, both academically and disciplinary, may travel on university-sponsored study abroad programs. Should a student be charged by the university for misconduct, they may be expelled from the faculty-led course prior travel takes place. Interviews of program applicants are strongly recommended but not required.  

All eligibility criteria should be stated clearly in program publicity and informational materials, at information meetings, and on the program website. Along with the standard criteria of academic preparedness, academic achievement, and demonstrated interest in the region and program, you may want to consider: 

• Ability to participate in a small group setting: Ask applicants about experience in groups (lab or design groups, committees, trips with friends). 

• Attitude: Is the student willing to try new things, even if they are nervous? Potential red flags include reluctance to accept responsibility in a group role and requests for exceptions. 

• Group diversity: Group discussions and hours spent together traveling will be more productive and enjoyable if the group includes both introverts and extroverts, for example. 

• Context: Faculty must deliver course content within the context of the local culture. Students will be encouraged to develop cross-cultural communication skills and an appreciation for multiple perspectives.

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Course Budget and Program Cancellation 

Bentley University does not charge tuition fees on faculty-led programs. The Cronin Office of International Education in consultation with the faculty member, will create a program budget to allocate all presumably expenses, including the following: 

Fixed expenses for faculty and co-leaders: 

• Faculty salary and co-leader stipend, when applicable 

• Accommodation, meal, entrance fees and on the ground transportation 

• Air fare, international cell phone usage, and tips for guides 

• Academic provider fee, and other expenses 

Variable expenses for students:  

• Accommodation  

• Meals  

• Entrance fees and on the ground transportation 

• Air fare and Academic provider fee, when applicable  

Please use this Budget Template to indicate what expenses you foresee – the budget may be adjusted after the course proposal has been approved, and accurate expenses may be accounted for. The total cost of the program may be divided by a minimum number of enrolled students, either 10, or 12 students. The program is subject to cancelation if no minimum enrollment is not reached. The non-refundable deposit students make is either returned to them, or allocated to another program of their preference, should they choose another course.  

The program fees can vary anywhere from $3,000 to $8,000, depending on the length and country destination cost of living. The total program cost is usually divided between 10 or 12 students enrolling in the program. If the minimum number of students is not enrolled, the program may be cancelled. In such case, applicants may be invited to register to an alternative faculty-led program or be refunded the enrollment deposit if opt to not register in another program. When creating a course budget, please use this template for your convenience.  

A program also may be cancelled by the Cronin Office of International Education in consultation with other departments across the university up to the time students are boarding their flight, if there has been a significant deterioration in the safety and security conditions pertaining to the group’s travel arrangements or in the sector of the country or countries where travel is to occur.  

Examples include acts of war, terrorism, or widespread civil unrest; an outbreak of a severe or infectious disease; major disruption of public utilities or services; or natural disasters such as hurricanes or floods. The decision to cancel the trip will take into consideration information received by Bentley’s Office of Risk Management, Embassy officials, the appropriate U.S. State Department Desk Officer, and other officials from U.S. agencies, NGOs, or officials at local colleges and universities.