Millersville Abroad Programs

 

Steps to Lead a MAPS Program:

1. Complete a MAPS Program Proposal *Deadlines apply. IPS will provide feedback and gain the necessary campus approvals.
   1. If new to leading MAPS programs or new to MU, meet with IPS staff to learn about how to get started.
2. Recruit participants and review applications.
3. Complete Program Leader pre-departure paperwork and lead at least one study abroad pre-departure session.
4. Depart for a successful program!

MAPS Program Leader Proposal: 
Proposals are completed in the Study Abroad Portal. There are 4 key proposal items to complete. You can begin working on the below templated forms prior to accessing the Study Abroad Portal: 

1. Program Overview
2. Program Itinerary (Should include at minimum: trip dates, tentative activities, tentative accommodations, and any free time). 
3. Budget Worksheet and Payment Plan
4. Program Risk Assessment

Ready to Begin?

• A MAPS proposal can be created for you after you meet with an IPS staff member, or by email request. 
• You can then log into the Study Abroad Portal using your Millersville credentials. 
• MAPS proposal items are submitted electronically on the MAPS Program Leader Proposal. 

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Proposal Review & Approval:

• IPS approves the initial review of the Proposal. Once your proposal is submitted, IPS will review the proposal and provide feedback to PLs and/or request additional information or revisions. PLs have one week to make any required changes.
• After IPS' initial review, the proposal is sent to the Primary PL's Department Chair and Dean/Director for their review and final approval, as needed. 
• Upon final approval, IPS will create the program brochure and application on the Study Abroad Portal.
• PLs will then be notified of approval and be prompted to review the brochure for final edits.
• The full review and approval can take between 1-3 weeks after submission. 

International Programs and Services:

• Approves the program budget (when no additional funding/grants are being used) and risk assessment. 
• Confirms that logistic details align with university regulations and that all University policies are adhered to.
• Ensures risk has been appropriately considered. 

Department Chair:

• Approves the academic component of a program when offered for academic credit. The department’s requirements, offerings, and other details are considered.  

Dean/Director:

• Approves program budgets when additional funding sources are included on the Budget Worksheet.
• Approves Program Leaders' participation related to Human Resources and overall program considerations. 

Approval for Recurring Status:

Program Leaders will complete the full proposal for each trip. If a PL wish to lead the same trip a second time, or host it on a recurring cycle, the program can be approved for recurring status. PLs would then complete an expedited proposal for programs with a recurring status. Programs cannot receive this status the first year they run. 

To gain this status, the following items will be considered:

1. Positive post-trip participant evaluations with no major concerns.  
2. No large deficit or large surplus in the post-trip budget. 
3. Earn at least Satisfactory in all categories on the MAPS Evaluation Rubric, which IPS or designee will evaluate. 

MAPS: Millersville Abroad Programs are study abroad experiences led by MU faculty and staff. As a Program Leader (PL), it is important to know who is responsible for every aspect of your program. Depending on your experience, interest, and availability, PLs may be interested in one or more of the following MAPS options:

MAPS with Full Responsibility: PLs are responsible for all aspects of the program, from initial planning, budget, develop learning components, and assessment. In this option, PLs choose to do all the preparation work individually or utilize the services of a provider/vendor to take on the logistics and risk management responsibilities. IPS does not support the PLs in planning. 

MAPS with Shared Responsibility: IPS develops and coordinates program logistics through providers/vendors, including budget and itinerary planning and other related logistics. PLs are responsible for developing the learning components, assessments, and leading the trip. This collaboration allows PLs to engage in study abroad with administrative support. IPS requires those interested in this category to begin collaboration early to ensure staff workload can be managed appropriately. IPS could serve as Primary or Secondary Program Leader to support the overall program outcomes. 

Program Leader(s):

• Program marketing and participant recruitment.
• Assist IPS to ensure all participants’ applications and paperwork are complete by the posted deadlines.
• Review participants’ applications to determine participant eligibility.
• Pre-departure and onsite arrangements as well as program implementation.
• Facilitate at least one location-specific study abroad pre-departure session for participants which should include:
  • Participant expectations
  • Travel logistics
  • Health and safety issues specific to the host location
  • Information about the host location and society
  • Appropriate topics related to the host culture: Safe behavior, emergency protocols, suitable clothing, local laws and customs, local mobility (which neighborhoods in the area are safe), gender dynamics, youth/elder relationships, food and meal etiquette and availability of various dietary needs.  
• Manages MAPS program-related payments to providers/vendors. 
• Work with IPS on any issues related to participants’ physical and mental health.
• Between you and any Secondary Program Leaders, if applicable, be accessible 24/7 to participants during both planned program activities and free time.
• For-Credit Programs: Academic departments and colleges have the responsibility for the academic content and instructional delivery methods.

International Programs and Services:

• Facilitate in the development of programs and ensures compliance with university policies, best practices in study abroad, and health and safety requirements.
• Create online brochures on the Study Abroad Portal and assist the PL with marketing and recruitment, if requested in a timely manner. 
• Review participants’ applications with Program Leader(s) to determine participant eligibility. IPS reserves the right to make the final decision regarding an applicant yet will do so in consultation with the Program Leader.
• Manage MAPS fund centers and all participant payments and refunds.  
• Assist Program Leaders in making MAPS program-related payments to providers/vendors. 
• Provide general Study Abroad Orientation program and materials for participants and their families, which covers general health and safety and cultural readiness. 
• Review the participants' pre-departure paperwork and re-entry activities.
• Provide Program Leaders with health and safety protocol and emergency information and/or training.
• Provide 24/7 emergency support to Program Leaders and participants while abroad.

Questions to Ask Yourself:

• What requirements do students need to meet to participate?
• What are the learning goals of your program?
• How will I prompt students to reflect on their learning in and outside of the structured experience?
• How familiar am I with the cultural values, norms, and language of the host community?
• How will my program leverage the unique learning opportunities of the destination?
• How will my program respect the values and norms of the host community and avoid imposing an undue burden on its resources?
• How will I support the continuity of student learning pre-departure, while abroad, and during re-entry?
• What are the risks associated with this destination?
• Will local infrastructure support a safe and effective program (transportation, housing, healthcare)?

Millersville adheres to Forum's Standards of Good Practice and Code of Ethics.

Program Leaders need to submit a Budget Worksheet and Payment Plan as part of the program proposal and are ultimately fiscally responsible. The Budget Worksheet and Payment Plan is reviewed by IPS and your Department Chair and/or Dean if additional funding sources are used.

Review the Program Leader Guide in detail. This is updated regularly. 

Questions to Ask Yourself:

• How will the program be funded?
• Can the program run if the minimum recruitment number is not met? 
• How will I pay for services before students have paid deposits?
• How will I pay for goods and services while abroad?
• Is my program sufficiently staffed to achieve learning goals and respond to emergencies?
• Will I need to hire local experts or service providers? How will they be vetted, compensated, and arranged?

Note: Secondary Program Leaders are encouraged for programs with more than 12 participants. Paid/discounted Student Program Leaders can be utilized when a second adult is not available.

Program Leaders (PLs) are primarily responsible for promoting their program, International Programs and Services (IPS) can assist by:

• Creating a virtual brochure specific to your program
• Discuss the program it with students who inquire with us directly about their study abroad options
• Advertise using IPS social media platforms and at IPS events

Successful Tips from Past Program Leaders:

• Make the program title short yet interesting so it sparks interest. It will be used on a flyer, in emails, and on social media.
• Host promotional sessions leading up to the deadline or share your program in classroom presentations for 5-10 minutes.
• Have your 2-minute elevator pitch ready for when you run into interested students or colleagues who can help you recruit.
• Contact the presidents of student clubs and organizations which align well with your program to promote during their group meetings or have them send the promotional flyer to their members.

Questions to Ask Yourself:

• Are recruitment and selection inclusive, fair, ethical, transparent, and accessible to students?
• Are there additional eligibility requirements or location-specific considerations that applicants will need to know? (Ex. There will be a significant amount of walking on the itinerary. Some dietary needs may not be accommodated). 
• What are the requirements for academic eligibility or pre-requisites? 

Questions to Ask Yourself:

• Are program goals clearly articulated? How will I prepare students to achieve these and their personal goals?
• How are students asked to familiarize themselves with the location, cultural nuances, and local news?
• How will I communicate expectations related to academics, housing, independent travel, and culturally appropriate behavior?

Questions to Ask Yourself:

• What is my role on-site? What is the expected time commitment to fulfill this role? This may change depending on the level of program design as well as if you are a Primary or Secondary Program Leader. 
• How will I communicate with participants while abroad in case of an emergency?
• When do I review the emergency communication plan with students?
• How often do I check in with my students to ensure that I am aware of issues?
• How will I support student adjustment and moderate group dynamics? 
• Whom do I contact on-site/in-country in the event of an emergency?
• What opportunities are available that encourages responsible use of non-scheduled time?
• What is the contingency planning process for scheduled activities and transportation that are disrupted?

Common Risks for Program Leaders to Respond To:

• Food and water safety
• Illness or injury of participants
• Delayed or canceled transportation or activities
• Unexpected costs, charges, or tips

Upon completion of the program, Program Leaders should provide participants opportunities to engage in other global or cultural activities at MU or within the local community.

Questions to Ask Yourself:

• What opportunities are there for participants to reflect on and share their experiences?
• Are there additional required academic components or meetings needed following the travel portion of the trip.