What is an “Embedded” Program Abroad?
Embedded programs, or embedded courses, are short study abroad experiences that are a required part of a course given on SCU’s campus. Normally, the embedded study abroad portion of the course takes place following the end of the course and is one or two weeks. Embedded courses/programs abroad are managed by the department offering the course.
Embedded Programs Abroad at SCU
Course Enrollment and Management
- On-campus courses with required embedded study abroad are managed by the department offering the course.
- All students registered for the course must participate in the required study abroad component. This may have implications for students. For example, students in different immigration statuses, students who need additional accommodations related to travel abroad, or students who cannot travel abroad for health reasons.
- Requirements should be made clear to all students at the time of registration and on the syllabus. Here is an example:
- Embedded Programs Abroad: Travel abroad is a required component of this course; it is not possible to complete this course without participating in the program abroad. All students participating in this course must have a valid passport by the first day of class. Students are responsible for course fees as published in the Tuition and Fees Schedule, as well as for costs associated with passports, visas, immunizations, and other costs not included in the program. SCU advises international students on F-1 and J-1 visas against traveling outside of the U.S. and international students should consult with International Students and Scholars in Global Engagement prior to registering for an embedded course abroad.
- Best practices for health and safety abroad dictate a maximum enrollment ratio of fifteen students to one faculty member. If there are more than fifteen students enrolled in the course, it is the department’s responsibility to provide additional administrative/health and safety support. Normally, this is accomplished by either sending another Exempt employee to accompany the program abroad or by contracting with an external organization that can provide travel support.
Health/Safety/Financial Approvals
- The embedded study abroad component must be approved through the regular International Travel process/timeline.
- Programs abroad must follow the University International Travel Policy. Department chairs/Deans are encouraged to contact the Vice Provost for International Programs at vpglobal@scu.edu with questions.
- The Department/Dean is responsible for assigning the role of Program Coordinator to manage responsibilities of the course component abroad; normally, this is the faculty member teaching the course.
- Departments are responsible for clearly articulating costs to students that make clear what costs are included and what is not included prior to registration.
- Departments are responsible for providing information regarding immunizations and immigration processes (visas) with sufficient time to enable all students in the course to complete steps for a successful experience abroad.
- Departments must adhere to deadlines for: registration (Registrar), approval of fees (Provost’s Office), creation of special billing codes (UFO), student billing (Bursar), contracts/agreements (Global Engagement/General Counsel/Risk Management). In some cases, timelines require planning/approval twelve months in advance. See Examples of Timelines.
- All students enrolled in the course should have a passport prior to the first day of class.
Comparison of Faculty-Led Embedded Programs and Global Explorations Programs
| Task |
Embedded Programs |
Global Explorations Programs |
|---|---|---|
| Responsibility |
Department |
Global Learning |
| Course Content |
May be a regularly offered course, e.g., 101 |
Newly designed course specific to the program abroad |
| Student Enrollment |
Determined by department; courses with more than 15 students require an additional exempt faculty/staff traveler on-site or health and safety support from a contracted organization. |
Typically, 12-15 students. Additional on-site exempt faculty/staff traveler provided by Global Engagement. |
| Locations |
Determined by the instructor/department in alignment with the University International Travel Policy |
Determined collaboratively between the Faculty Leader and Global Engagement in alignment with the University International Travel Policy and enrollment frameworks |
| Timing |
Most embedded programs take place as part of a Winter Quarter course with travel over spring break. (UGRD/GRD) |
Most programs take place following the last day of classes during the summer. |
| Required Predeparture Orientation and Health/Safety Management (e.g., waivers, insurance, immunizations, immigration/visa support, etc.) |
Responsibility of instructor/department |
Provided by Global Learning |
| Submitting International Travel Proposal to Request Approval for Travel |
Responsibility of instructor/department |
Responsibility of Global Learning |
| Approval of Contracts/Agreements with Global Engagement, Legal Counsel, Risk Management |
Responsibility of instructor/department |
Responsibility of Global Learning |
| Request/Approval of Fees to be Added to Tuition and Fees Schedule by the Provost’s Office |
Responsibility of instructor/department |
Responsibility of Global Learning |
| Request Creation of ITIN Code from UFO to Enable Special Billing of Approved Fees |
Responsibility of instructor/department |
Responsibility of Global Learning |
| Submit Approved Fees with Student IDs to Bursar’s Office by Student Billing Deadlines |
Responsibility of instructor/department |
Responsibility of Global Learning |
| During Registration and No Later than Last Day to Add, Verify that all Students in the Program are Able to Travel Abroad |
Responsibility of instructor/department |
Responsibility of Global Learning |
FAQs
How do embedded courses/programs abroad differ from Global Explorations faculty-led programs offered by Global Engagement?
Global Learning offers Global Explorations faculty-led programs abroad. These differ from embedded courses/programs in that they are stand alone programs that take place for two-weeks in the summer. Global Explorations courses are designed specifically for the program abroad; they are not regularly-taught campus courses moved abroad. Global Learning manages Global Explorations faculty-led programs and departments manage embedded programs. Learn more Global Explorations faculty-led programs.