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Section J – Education Abroad & Global Engagement

The Office of International Education at Palm Beach State College (PBSC) is committed to fostering global perspectives and providing transformative international experiences for students. This mission is carried out through three core areas: International Admissions, Education Abroad, and Global Connections & Engagement.

While each area plays a vital role in PBSC’s global initiatives, Section J of the Academic Management Manual focuses primarily on Education Abroad and Global Engagement. This section outlines the initiatives, programs, and opportunities available to students and faculty, reinforcing PBSC’s commitment to global learning and fostering a diverse, inclusive academic environment.

Introduction

For inquiries regarding international admissions or the status of an application, please contact the Office of International Admissions and Recruitment at international@pbsc.edu or 561-868-3029.

The Office of International Admissions and Recruitment facilitates the admission process for international students, ensuring a smooth transition from application to enrollment. This includes:

  • Evaluating transcripts and academic credentials.
  • Assisting with visa procedures and compliance with admission requirements.
  • Supporting international students throughout their transition to PBSC.

Additionally, this office collaborates with the Office of International Education to enhance global engagement through strategic partnerships. Together, they promote PBSC’s online programs to international students via virtual education fairs, recruitment events, and targeted marketing campaigns. This coordinated effort expands access to PBSC’s educational opportunities and strengthens its global outreach.

The Office of International Education at PBSC is dedicated to expanding students’ global perspectives and fostering cross-cultural understanding. Through strategic partnerships with academic institutions and external organizations worldwide, the office facilitates faculty-led study abroad programs that provide students with immersive, culturally enriching experiences.

PBSC’s study abroad programs integrate academic coursework with hands-on, real-world experiences, allowing students to earn academic credit while gaining a deeper understanding of diverse cultures and global issues. These programs emphasize experiential learning, collaboration with local communities, and skill development to prepare students for success in an increasingly interconnected world. To ensure participants’ well-being, the Office of International Education provides:

  • Comprehensive pre-departure orientations.
  • Health and safety briefings.
  • Ongoing support throughout the program.

Beyond study abroad, the office actively promotes PBSC Online programs to international students. Through targeted outreach efforts and partnerships with educational institutions and recruitment agents, PBSC extends high-quality, flexible learning opportunities to students who may not be able to study on campus.

Additionally, the International Education Advisory Committee plays a key role in overseeing global initiatives, ensuring programs maintain high academic standards and align with institutional policies. This committee provides strategic guidance on program development, assessment, and quality assurance, fostering continuous improvement in PBSC’s international education offerings.

Conclusion

The Office of International Education at PBSC is dedicated to preparing students for success in a globalized world. By offering diverse and immersive global experiences, integrating international perspectives into academic programs, and expanding access to online education, PBSC empowers students to become globally competent professionals and leaders. Through these initiatives, the college strengthens its role as a hub for international education and cross-cultural engagement.

Importance of Global Engagement

Global engagement is a critical component of higher education, equipping students with the skills, knowledge, and experiences necessary to thrive in an interconnected world. At PBSC, global engagement is fostered through a variety of initiatives that enhance cultural awareness, promote international collaboration, and prepare students for success in the global workforce.

In today’s economy, employers increasingly seek professionals with global competencies—individuals who can navigate diverse cultural environments, communicate across linguistic barriers, and adapt to international business and societal trends. Through education abroad programs, international partnerships, and global learning experiences, PBSC students gain valuable skills such as:

  • Intercultural communication and adaptability
  • Cross-border problem-solving and collaboration
  • Understanding of global markets and economies
  • Exposure to international business practices and policies

These experiences give PBSC graduates a competitive edge in career fields such as business, healthcare, education, technology, and public service.

Cultural awareness is a fundamental aspect of global engagement, encouraging students to appreciate and respect diverse perspectives, traditions, and values. PBSC provides opportunities for students to develop cultural competence through:

  • International study programs that immerse students in different societies.
  • On-campus events celebrating global cultures and traditions.
  • Cross-cultural dialogues and workshops that foster inclusivity.

By broadening students’ worldviews, these initiatives help create more empathetic, culturally fluent individuals who can contribute meaningfully to diverse communities and workplaces.

PBSC collaborates with academic institutions worldwide to facilitate student exchanges, faculty collaborations, and research initiatives. These partnerships provide students with opportunities to:

  • Participate in study abroad programs at partner universities.
  • Engage in joint academic projects with international peers.
  • Access diverse perspectives and global learning resources.

Through these institutional relationships, PBSC strengthens its global presence and enhances the educational experiences of its students.

PBSC supports student participation in Model United Nations (Model UN), a premier academic program that simulates the workings of the United Nations. This experience helps students develop:

  • Public speaking, diplomacy, and negotiation skills.
  • A deeper understanding of global political, economic, and social issues.
  • Leadership and teamwork abilities in an international context.

Model UN provides students with a dynamic platform for hands-on learning about international relations, preparing them for careers in diplomacy, international affairs, law, and global business.

PBSC incorporates Collaborative Online International Learning (COIL) as an innovative approach to global education. COIL connects PBSC students with peers and faculty at international institutions through virtual learning projects and cross-border collaborations. This initiative allows students to:

  • Engage in global learning experiences without traveling abroad.
  • Work on joint academic projects with international classmates.
  • Develop digital collaboration skills essential in today’s workforce.

COIL provides an accessible, cost-effective way for students to gain international exposure and build meaningful academic and professional relationships across borders.

Conclusion

Through a commitment to global engagement, PBSC ensures that students develop the skills, cultural competencies, and global perspectives necessary for success in an increasingly interconnected world. Whether through study abroad, university partnerships, Model UN, or virtual international collaborations, these initiatives prepare students to become globally minded leaders and professionals in their respective fields.

Benefits of Study Abroad Programs

Studying abroad offers a transformative learning experience, particularly for students at Palm Beach State College, which serves a diverse population, including traditional and non-traditional students, commuters, and those with financial need. Participating in a study abroad program broadens students' academic perspectives, allowing them to explore their field of study within a global context. By immersing themselves in different cultures and educational systems, students gain a deeper understanding of their discipline, develop intercultural competencies, and enhance their overall learning experience through diverse global perspectives.

Program Development and Approval

The development and approval of study abroad programs at Palm Beach State College (PBSC) follow a structured process to ensure academic alignment, logistical feasibility, and institutional oversight. Faculty interested in leading a study abroad program must adhere to the following criteria and steps:

1. Developing Study Abroad Programs

Faculty members who wish to propose a study abroad program must begin by submitting an Intent to Lead Form, which can be accessed at:
🔗 Faculty Study Abroad Intent to Lead Form (located at the bottom under the drop-down menu).

Once the Intent to Lead Form is submitted:

  • Assessment Meeting: The Program Director will contact the faculty member to schedule an assessment meeting. This meeting is designed to explore how the proposed course can be integrated with a unique and meaningful study abroad experience.
  • Logistical Planning: After the initial assessment, the Office of International Education will assist in coordinating the logistical aspects of the program, including travel arrangements, partnerships, and compliance requirements.
  • Administrative Approval: The Office of International Education will inform the faculty member’s Associate Dean or Direct Manager, ensuring they are aware of the proposed program and its impact on academic responsibilities. The Associate Dean or Direct Manager has the authority to approve or deny participation based on academic and administrative considerations.
  • Application & Payment Setup: Once approved, our office facilitates the creation of participant application portals and third-party payment processing, ensuring a seamless experience for students.
  • Recruitment & Awareness: The Office of International Education supports district-wide recruitment efforts, promotional campaigns, and program awareness initiatives to ensure successful student engagement and enrollment.

2. Centralized Application for Study Abroad

PBSC utilizes JotForms to manage the study abroad application process efficiently. This digital platform provides an interactive and user-friendly experience for students applying to study abroad programs.

Through JotForms, students can:

  • Complete and submit all required forms digitally.
  • Obtain necessary approvals and signatures electronically.
  • Ensure compliance with institutional and program-specific requirements.

The digital application system streamlines the administrative process, reducing paperwork and improving accessibility for students and faculty alike.

Palm Beach State College (PBSC) offers a variety of study abroad program types designed to provide students with immersive global learning experiences. These programs enhance academic learning, foster cultural awareness, and develop essential skills for success in an interconnected world.

A Faculty-Led Program (FLP) is a short-term study abroad experience in which PBSC faculty members teach credit-bearing courses abroad. These programs integrate classroom instruction with experiential learning through activities, organized excursions, and cultural immersion, offering students a world-class education both on and off campus.

Key Features of Faculty-Led Programs:

  • Timing: Faculty-Led Programs can take place during PBSC’s designated Spring Break or the Summer Term.
  • Duration: Typically lasts 7 to 12 days in a group-based format.
  • Academic Integration: Students enroll in PBSC courses taught by PBSC faculty while participating in site visits, hands-on projects, and intercultural experiences.
  • Global Competency Development: These programs enhance students’ ability to analyze global issues, interact with diverse cultures, and gain real-world perspectives related to their field of study.
  • Accessibility & Inclusion: The Office of International Education collaborates with faculty and PBSC-approved vendors to design programs that are accessible, inclusive, and financially feasible for students.

PBSC is actively working to establish University Partnership Programs that will expand global learning opportunities for students.

These partnership programs will provide students with longer-term global experiences, fostering academic growth, cultural understanding, and professional development.

PBSC is also exploring the development of Internship and Service-Learning Abroad programs to offer students practical, hands-on international experiences. These programs aim to:

  • Internships Abroad: Enable students to gain work experience with international organizations, companies, or nonprofits, enhancing their professional skills in a global context.
  • Service Learning Abroad: Provide students with opportunities to engage in community-driven projects, addressing social, environmental, or economic challenges in international settings while earning academic credit.

These upcoming programs will allow students to apply their knowledge in real-world global environments, strengthening their career readiness and cross-cultural competencies.

Eligibility and Application Process

Eligibility Criteria for Faculty and Students: Faculty Intent to Lead Procedures

Faculty participation in a Palm Beach State College (PBSC) Faculty-Led Program is open to all faculty members but requires formal approval from their Associate Dean, Dean, and the Office of International Education. There are (3) types of Faculty-led programs:

  • Must have 3+ years at PBSC or prior experience leading a Study Abroad program.
  •  Faculty without prior experience must meet with the Office of International Education (OIE) for approval and guidance.
  • Approval is case-by-case, ensuring program safety and success.
  • Completion of the Faculty Study Abroad Preparation Module in Canvas is required within 60 days of program proposal approval.
  • Faculty can co-lead with a partner of any gender.
  • No requirement for co-leads to be from different academic disciplines.
  • Completion of the Faculty Study Abroad Preparation Module in Canvas is required within 60 days of program proposal approval.
  • Must have 2+ years of experience working at PBSC 
  • Adjuncts must meet with the Office of International Education (OIE) for approval and guidance.
  • Approval is case-by-case, ensuring program safety and success.
  • Completion of the Faculty Study Abroad Preparation Module in Canvas is required within 30 days of program proposal approval.
  • Adjunct faculty must co-lead a study abroad program with a full-time PBSC faculty member and are not permitted to lead a program independently.

To initiate the process, faculty must complete the following steps:

  1. Submit the Intent to Lead Form – The Primary Faculty Leader must complete this form, which serves as the initial step in proposing a study abroad program.
  2. Prepare the Program Proposal Application Package – This comprehensive package includes detailed program information, such as student fees, emergency protocols, and itinerary.
  3. Fulfill Pre-Submission Requirements – Before submitting the Intent to Lead Form, faculty must:
    • Identify a co-leader, if applicable.
    • Complete the Faculty Study Abroad Course in Canvas to ensure familiarity with study abroad best practices.
    • Determine the program's term, location, duration, and course offerings.
  4. Meet with the Office of International Education – First-time faculty leaders must schedule a consultation with the Office of International Education to review program feasibility and expectations.
  5. Collaborate with an Approved Vendor – All faculty leaders must meet with the third-party provider they intend to work with for logistical coordination.

To ensure efficient program development, faculty leaders must adhere to the following deadlines:

 

 

 

Term

Intent to Lead Deadline

Program Proposal Application Deadline

Spring

February 15th

March 1st

Summer

May 1st

July 1st

 

Student Application Procedures

All student applications must be submitted electronically via JotForms. The application process is overseen by the Program Director of Education Abroad in coordination with the designated Faculty Leader(s).

  • Applications must be submitted by the final application deadline, unless an alternative deadline is communicated by the Office of International Education.
  • As part of the application, students are required to complete and submit a Participant Travel Contract, outlining expectations and responsibilities for their participation in the program.

Selection Criteria and Approval Process

  • The Office of International Education reserves the right to approve or deny Program Proposals based on academic integrity, feasibility, and alignment with institutional priorities.
  • Student applications will be reviewed holistically, considering academic standing, program requirements, and commitment to global engagement.

Financial Considerations

Program Costs

The cost of a short-term study abroad program typically ranges between $2,500 and $5,000, depending on the destination, duration, and included services.

Scholarships and Financial Aid

The Office of International Education provides a curated list of pre-vetted study abroad scholarships, which can be accessed through the PBSC Study Abroad website. Students are strongly encouraged to seek scholarship advising within the Office of International Education as soon as they decide to apply for a Faculty-Led Program.

Financial Guidelines: Refund Procedure for Faculty-Led Programs

The refund Procedure is designed to balance the financial commitments of the Office of International Education while considering the needs of participating students.

  • Program Cancellation by the Office of International Education:
    • If a program is canceled before it begins, refunds will be subject to the policies and procedures of the Third-Party tour operator.
    • The Office of International Education will make every reasonable effort to recover and refund any program fees already paid by students.
  • Student Cancellation Prior to Program Start:
    • Students who cancel before the program begins will be responsible for any fees already committed on their behalf.
    • These fees are limited to costs that the Office of International Education is unable to recover.
    • While refunds are not guaranteed, the Third-Party tour operator may review exceptional cases on an individual basis to determine if any partial reimbursement is possible.
  • Cancellation, Withdrawal, or Dismissal After Program Commencement:
    • No refunds will be issued if a student cancels, withdraws, or is dismissed after the program has started.
    • If a student is suspended prior to departure and is no longer permitted to participate due to college academic policies, they remain financially responsible for any non-refundable program fees incurred by the Office of International Education and/or the Third-Party tour operator.

Pre-Departure Preparation

To ensure a smooth and successful study abroad experience, the Office of International Education, in collaboration with faculty leaders, will conduct mandatory pre-departure orientations for all students participating in a Palm Beach State College Faculty-Led Program. These sessions will provide students with essential information, expectations, and guidance to help them prepare for their international experience.

Orientation Sessions

Pre-departure orientation will cover a wide range of topics, including but not limited to:

  • Location-Specific Risks and Considerations
    • Travel advisories and safety precautions as outlined by the U.S. Department of State and the Centers for Disease Control and Prevention (CDC).
    • Health and safety concerns specific to the destination country.
    • Emergency response procedures in case of accidents, illness, or other incidents.
  • Insurance and Health Coverage
    • Explanation of international travel health insurance requirements and coverage.
    • Information on accessing medical care while abroad.
    • Necessary vaccinations or health precautions for the destination.
  • Communication Expectations
    • Establishing clear communication protocols between students, faculty leaders, and the Office of International Education.
    • Availability of Wi-Fi, SIM cards, and emergency contact methods.
    • Guidelines for contacting PBSC, local authorities, and support services in case of emergencies.
  • Emergency Contact Information
    • Contact information for:
    • Key program personnel.
    • Emergency contacts.
    • Local emergency services.
  • Cultural Norms and Practices
    • Understanding local customs, traditions, and etiquette.
    • Expectations regarding behavior, dress codes, and interactions in the host country.
    • Ethical considerations and cultural sensitivity when engaging with local communities.
  • Packing Guidelines
    • Essentials to bring for academic, cultural, and personal needs.
    • Items to leave at home to comply with local regulations and travel restrictions.
    • Recommendations for currency, electrical adapters, and personal safety items.
  • Providing Information to Family and Emergency Contacts
    • Suggested documents and details to leave with parents, guardians, or significant others.
    • Emergency procedures in case family members need to reach students abroad.
  • Group Dynamics and Cooperation
    • Understanding the importance of teamwork, flexibility, and adaptability while traveling.
    • Guidelines for handling conflicts, respecting different perspectives, and maintaining group cohesion.
    • Strategies for navigating unfamiliar environments with cultural awareness and open-mindedness.

Faculty and Student Preparation Modules

All students and faculty leaders will be required to complete pre-departure training modules, which will be hosted on Canvas. These modules will provide additional insights and resources on:

  • Academic Expectations & Coursework
  • Health & Safety Protocols
  • Financial & Budgeting Tips
  • Cultural Awareness & Ethical Engagement

Study Abroad Advising

Students can schedule an appointment with the Program Director of Education Abroad to understand the programmatic requirements. However, the Program Director is not an Academic Advisor. Students with specific questions about how a course may impact their credits or fulfill their degree requirements should contact Academic Advising.

Faculty leaders will provide guidance on coursework, learning outcomes, and any pre-trip academic preparation needed.

Visa and Passport Requirements

Students and faculty leaders will receive guidance from the approved third-party tour operators on:

  • Passport application and renewal processes
  • Visa requirements based on destination and program duration
  • Entry and exit regulations, travel restrictions, and necessary travel documents

Executive Summary Health, Safety and Risk Management

Palm Beach State College is committed to ensuring the health, safety, and security of all participants in its faculty-led international programs. Faculty leaders are expected to proactively research their travel destinations and collaborate with the Office of International Education (OIE) to prepare for potential emergencies and manage risks effectively.

Key health and safety protocols include:

  • Insurance: Both faculty and students are covered by comprehensive travel insurance, including emergency evacuation and repatriation.
  • Emergency Action Plan (EAP): Faculty leaders must develop and communicate an EAP detailing crisis management procedure, including contact information for accommodations, embassies, and medical facilities.
  • Pre-departure Registration: All program participants are required to register with the U.S. State Department’s Travel Registry (STEP).

In the event of an emergency, faculty leaders in coordination with their approved third-party provider, are responsible for:

  1. Prioritizing the safety of participants and contacting local authorities or medical professionals as needed.
  2. Immediately notify the OIE for guidance and support.
  3. Assisting students in contacting insurance providers and seeking medical care in the event of medical emergencies.
  4. Following local law enforcement procedures and keeping the OIE informed in non-medical emergencies.
  5. Consulting with the U.S. Embassy or Consulate in the case of ongoing political or health risks.
  6. Collaborating with the OIE to assess whether the program should continue during crises and coordinating evacuations if necessary.

Faculty leaders are also required to maintain student confidentiality during crises and are encouraged to reach out to the OIE with any concerns regarding emergency management. Through these protocols, Palm Beach State College aims to ensure a safe and supportive environment for all faculty-led program participants.

Download instructions for the TravelEye Portal App and Resources

At Palm Beach State College, the health, safety, and security of faculty-led program participants are of the utmost importance. The College ensures that faculty leaders are thoroughly prepared for potential emergencies and equipped to manage risks while abroad. Faculty members leading international programs are expected to proactively assess destination-specific risks, develop an emergency response plan, and adhere to established safety protocols.

Health and Medical Insurance Requirements

All faculty members and students participating in Faculty-Led Programs are provided with travel insurance that includes coverage for medical emergencies, evacuation, and repatriation of remains, in addition to other basic coverage. Faculty and students should ensure they understand the insurance coverage and carry relevant insurance documentation when traveling. The Office of International Education (OIE) will provide details to all participants before departure.

Safety Protocols and Emergency Procedures

Palm Beach State College has put several safety protocols in place to minimize the risks associated with international travel. These protocols ensure that faculty leaders are well-prepared to address emergency situations and protect the well-being of participants.

  1. Monitoring of International Events:
    The approved third-party tour operator is responsible for monitoring global events, including geopolitical developments, health outbreaks, and natural disasters, that may affect the safety of faculty-led program participants. Any significant risks identified by the operator will be communicated to faculty leaders, who will then take appropriate precautions.
  2. Emergency Action Plan (EAP):
    Faculty leaders are required to work with the Program Director of Education Abroad to develop and share an Emergency Action Plan (EAP) with the OIE and program participants. This plan is a comprehensive guide outlining procedures for dealing with various emergency scenarios. The plan should include essential contact information, such as:
    • Local emergency services (police, fire, medical)
    • Nearest hospital(s)
    • Embassy or consulate details
    • Program accommodation contact details
    • Emergency contacts for faculty leaders, OIE, and in-country support staff
      Faculty leaders must ensure this plan is accessible and regularly updated, and it should be provided to all students during pre-departure orientations.
  3. International-Ready Communication Tools:
    Faculty leaders are required to carry an international-capable cell phone with them at all times during the program. This ensures they can quickly communicate with local authorities, the OIE, and other program staff in case of an emergency. Students should also be informed about emergency communication expectations, including the contact details of faculty leaders and emergency services.
  4. Travel Registration:
    The U.S. Department of State’s Travel Registration (STEP) program allows travelers to register their travel plans with the U.S. government. It is required that both faculty and students register with STEP before departure to receive important safety updates and be accounted for in case of emergencies.
  5. Student and Faculty Orientation:
    All students and faculty members must attend a pre-departure orientation session where safety protocols, emergency procedures, and risk management guidelines will be discussed.

Emergencies Abroad
Emergencies abroad can vary in severity, from minor issues to more serious situations. Faculty leaders should be prepared for a range of incidents, with a focus on keeping students safe and informed. While minor emergencies, such as lost passports or illnesses, are more common, it is important to also be aware of more serious situations that may require prompt action.

Types of Emergencies

  1. Minor Emergencies: These are relatively common and may include:
    • Lost or stolen passports or credit cards
    • Minor illness or injury
    • Flight delays or cancellations
    • Roommate or student conflicts
    • Housing issues, such as overbooking or accommodation availability
    • Group disagreements or disruptions
  2. Serious Emergencies: Though less common, these situations require immediate attention and may include:
    • Physical assault or robbery
    • Serious illnesses or injuries requiring medical attention
    • Mental health crises or emotional challenges
    • Legal issues, such as arrests or other legal actions
    • Natural or man-made disasters (e.g., earthquakes, hurricanes, civil unrest)
    • Significant accidents or injuries that need hospitalization
    • More severe cases such as the death of a student or other critical incidents

 

Emergency Procedures and Faculty Leader Responsibilities

In the event of an emergency, faculty leaders have the Duty Awareness of the situation and ensure that the students are safe. The following steps outline the emergency response process:

  1. First Priority: Safeguard Students' Safety
    Faculty leaders should immediately assess the situation and take action to ensure the safety of all students involved. In many cases, this will involve contacting local emergency services such as medical professionals, police, or fire departments. If the situation requires immediate medical attention, the faculty leader must ensure that the student receives appropriate care.
  2. Notification of OIE
    The faculty leader must contact the OIE as soon as possible. The OIE will provide support, including liaising with local authorities, facilitating communication with parents or guardians, and offering guidance on next steps. Faculty leaders should provide timely updates on the situation to the OIE, who will help manage the crisis and coordinate any necessary responses.
  3. Medical Emergencies
    In the event of a medical emergency, faculty leaders should assist students in contacting their medical insurance providers and ensure that the students are transported to the nearest medical facility if necessary. Faculty leaders should never leave students alone at a hospital or clinic without the express consent of the student. If hospitalization extends beyond the program’s end date, the decision for continued stay will be made by the approved third-party tour operator, in consultation with both the student and the faculty group lead, ensuring mutual agreement on the course of action.
  4. Non-Medical Emergencies
    If the emergency is non-medical (e.g., robbery, assault, or civil unrest), faculty leaders should notify local authorities immediately and follow the required procedures. The faculty leader should continue to stay in close contact with the OIE and keep the students informed on the steps being taken.
  5. Political or Health Crises
    In the event of a political or health crisis, such as civil unrest or an outbreak of disease, the U.S. State Department may issue travel warnings or public announcements. In such cases, the approved third-party tour operator, in coordination with the PBSC Office of International Education, will assess whether the program should continue or if changes to the itinerary are necessary. The third-party operator will also coordinate with the U.S. Embassy or Consulate for guidance and keep the faculty leader and students informed.
  6. Evacuation and Return
    While evacuating students from a Faculty-Led program is a rare occurrence, if the situation escalates to a point where evacuation is necessary (such as an imminent threat or a natural disaster), the approved third-party tour operator, in coordination with Gallagher Global Insurance, will assist in facilitating the safe return of all students and faculty members. Faculty leaders will be responsible for ensuring the group’s safety during the evacuation process and must follow the guidance from Gallagher Global Insurance and the third-party tour operator regarding logistics and communications.
  1. Faculty Leader Communication with Emergency Contacts
    Faculty leaders are authorized to share pertinent information with the emergency contact listed on the Study Abroad Application in the event of an emergency. This includes, but is not limited to, information regarding the student’s health condition, any injuries, medical treatments being administered, and the nature of the emergency or crisis. Sharing such details is crucial to ensure that the emergency contact is fully informed and able to provide necessary support, make informed decisions, or assist in facilitating any necessary actions. Faculty leaders must ensure that any disclosure is appropriate and made only to those with a legitimate need to know, following the guidance and protocols set by the OIE.

 

Conclusion

The health, safety, and well-being of students and faculty are the primary concerns during a Faculty-Led program abroad. Faculty leaders must be proactive in preparing for potential emergencies by creating an Emergency Action Plan, staying informed about their destination, and ensuring that all participants understand the health and safety protocols. In the event of an emergency, faculty leaders are expected to take swift action, maintain calm, and collaborate with the OIE to manage the situation effectively. Through careful planning and adherence to these guidelines, Palm Beach State College aims to provide a safe and enriching experience for all participants.

 

Approved Third-Party Vendors - Tour Operators

Purpose: To outline the Office of International Education’s authority to select, approve, and, if necessary, discontinue third-party vendors or tour operators for Study Abroad Programs, as well as the process for requesting the use of unapproved vendors.

Vendor and Tour Operator Approval:

  1. Office of International Education’s Governance:
    • The Office of International Education retains and reserves the right to select or remove any third-party vendor or tour operator for any Study Abroad Program, regardless of whether they have been used in the past. This decision is made at the discretion of the Office of International Education based on the institution’s policies, standards, and requirements.
  2. Pre-selection of Vendors:
    • To the best of its ability, the Office of International Education pre-selects third-party vendors and tour operators it feels are best suited for the Study Abroad Program. This list of "pre-approved" vendors will be reflected in the Intent to Lead form and updated regularly to ensure it includes the most reliable and suitable options for the programs offered.
  3. Requesting a Non-Pre-Approved Vendor:
    • If a Group Lead(s) desire to use a vendor that is not currently on the pre-approved list, they can submit a request by emailing StudyAbroad@pbsc.edu. The Program Director for Education Abroad will initially consider the request, reviewing the vendor’s suitability for the program, its compliance with PBSC policies, and its ability to meet the required standards for a safe and effective study abroad experience.
  4. Impact of Vendor Removal on Approved Programs:
    • If a Study Abroad Program has already received approval from the Office of International Education and the decision is made to remove a third-party vendor or tour operator, the program will continue as planned, provided there are no legal or adverse consequences associated with the vendor’s removal.
    • Any future programs, however, will not be able to use the removed vendor or tour operator. Students enrolled in the currently approved program will not be impacted and can proceed with the program as scheduled.
  5. Right to Make Changes:
    • The Office of International Education reserves the right to make changes to approved vendors or tour operators at any time and without notice. This includes replacing vendors or tour operators for future programs or discontinuing the use of a vendor for any reason deemed necessary by the Office of International Education.

Procedures for Third-Party Study Abroad Service Agreements

Purpose

This procedure outlines the roles and responsibilities associated with obtaining and managing Third-Party Study Abroad Service Agreements. It ensures that the Program Director of Education Abroad collaborates with PBSC Group Leads and the Office of International Education to secure agreements that support the success and integrity of study abroad programs.

Responsibilities of the Program Director of Education Abroad

  • Acquisition and Negotiation:
    The Program Director of Education Abroad is responsible for identifying, obtaining, and negotiating Third-Party Study Abroad Service Agreements. This includes engaging with potential vendors and service providers to secure contracts that align with the academic objectives and logistical requirements of PBSC study abroad programs.
  • Contract Management:
    Once agreements are obtained, the Program Director ensures that all contractual terms meet institutional policies and program standards. The Director is empowered to review, amend, or decline agreements as necessary, in consultation with relevant stakeholders.
  • Compliance and Oversight:
    The Program Director maintains oversight of all third-party agreements, ensuring they comply with PBSC’s policies, support the study abroad framework, and effectively mitigate risks. The Director also liaises with the Office of International Education to integrate administrative support functions, including centralized student applications, Financial Aid processes, and pre/post-study abroad training.

Benefits and Responsibilities for PBSC Group Leads

  1. Streamlined Review:
    As a Group Lead, your expertise and insights are critical in providing program-specific feedback on Third-Party Study Abroad Service Agreements. Your involvement ensures that the terms of the agreements are well-aligned with the unique goals and requirements of your program.

 

  1. Support and Resources:
    While Group Leads focus on the specific aspects of their programs, the Program Director of Education Abroad manages all administrative and contractual aspects. Additionally, the Office of International Education offers robust support, including centralized student application processes, Financial Aid coordination, and comprehensive pre/post-study abroad training, allowing Group Leads to concentrate on program delivery and quality.

Certificate of Liability Insurance for Study Abroad Programs

Purpose

This procedures outlines the requirement for obtaining a "Certificate of Liability Insurance" from the third-party study abroad provider to ensure that Palm Beach State College is properly documented and protected under the provider’s insurance policy.

Certificate of Liability Insurance Requirements

  1. Obligation of the Program Director of Education Abroad:
    • The Program Director of Education Abroad is responsible for ensuring that the third-party provider of the Study Abroad Program supplies a valid "Certificate of Liability Insurance" concurrently with the submission of the Service Agreement.
    • The Program Director must request and secure the certificate in a timely manner, ensuring that all necessary documentation is in place for the program’s approval.
  2. Certificate Holder Information:
    • The third-party tour operator must explicitly list the following as the "Certificate Holder" on the Certificate of Liability Insurance:
      • Palm Beach State College
        Attn: Palm Beach State College District Board of Trustees
        4200 Congress Ave
        Lake Worth, FL 33461
  3. Submission of Documentation:
    • The Program Director of Education Abroad is responsible for submitting the Certificate of Liability Insurance, with Palm Beach State College listed as the Certificate Holder, to the Office of International Education.
  4. Ensuring Compliance:
    • The Office of International Education will review the submitted Certificate of Liability Insurance to confirm that it meets all necessary requirements and includes the correct Certificate Holder information.
    • If any corrections are required, the Program Director will be notified and must work with the third-party provider to resolve any issues promptly.

Associate Dean / Manager Approval

All faculty members interested in serving as a Group Leader for a Study Abroad Program at Palm Beach State College (PBSC) must inform and obtain the approval of their Associate Dean (AD) and/or Manager.

Process:

  • Intent to Lead Form: Faculty members must complete and submit the "Intent to Lead" form, providing the necessary information regarding their proposed Study Abroad Program.
  • Notification: The Study Abroad Office will notify your Associate Dean / Manager of your intent to lead a Study Abroad Program.
  • Approval: Your Associate Dean/ Manager must provide approval of your role as a Group Leader. Without this approval, you will not be able to lead the corresponding Study Abroad Program.

Concerns: Your Associate Dean may express concerns that could prevent you from serving as a Group Leader. Examples of such concerns include:

  • Conflicting departmental responsibilities
  • Past performance or leadership issues
  • Concerns about workload or time commitment

Appeal Process: If the Associate Dean / Manager does not approve the request, an option to escalate the decision can be forwarded to your Pathway Dean / Manager’s Manager. If the option to escalate is utilized, the final decision will reside with the Pathway Dean / Manager’s Manager. 

Group Lead Participation in Study Abroad Programs

Purpose

To establish clear guidelines on the frequency with which a Group Lead can participate in study abroad programs within a given academic year, ensuring equitable opportunities for all eligible faculty members.

Eligibility and Application

  • Application Window: Group Leads may apply to lead a study abroad program once per academic year, corresponding to one of the following semesters: Spring or Summer.
  • Application Cycle: If a Group Lead is approved to lead a program in one semester, they will be eligible to apply again only in the subsequent calendar year, following the semester-based application cycle.

Participation Limits

  • Frequency of Participation: A Group Lead can participate in a study abroad program a maximum of once per calendar year (Spring or Summer).
  • Reapplication: After leading a program, a Group Lead must wait until the next calendar year to apply for another opportunity. For instance, if a Group Lead leads a program in the Spring semester, they are eligible to apply for a new program in the following year’s Spring semester.
  • Exception for Repeat Programs: While the Office of International Education will consider approving repeat programs, the frequency limit of one program per year remains in effect. Approval for repeat programs will be evaluated based on program demand, Group Lead experience, and program effectiveness.

Review and Approval

  • Approval Process: Applications will be reviewed based on the established protocol, including the Group Lead's previous experience, program outcomes, and alignment with departmental goals.
  • Consideration for Special Circumstances: In cases where exceptional circumstances arise, such as unique programmatic needs or a significant gap between programs, the Office of International Education may consider additional participation requests on a case-by-case basis.

Non-Instructional PBSC Staff Member Participation

Purpose

The primary objective of Palm Beach State College Study Abroad Programs is to provide students with a robust academic experience led by instructional faculty. This section outlines the procedures and options available for non-instructional PBSC staff members who wish to participate in study abroad programs.

Procedure Statement

Participation in study abroad programs is primarily designed for academic engagement and is led by instructional faculty to maintain a strong academic component. However, non-instructional PBSC staff members who are interested in study abroad experiences may attend under the conditions outlined below:

Participation Options for Non-instructional Staff

  1. Official PBSC Chaperone (No Program Fee)
    • Eligibility: Non-instructional staff members may be considered to serve as official PBSC chaperones if there is an available third free spot in the enrollment ratio for the program.
    • Approval Process:
      • The decision to grant chaperone status is at the sole discretion of the Office of International Education.
      • The Office of International Education will evaluate enrollment capacity and program needs before approving a non-instructional staff member as a chaperone.

Role and Responsibilities:

  • As a chaperone, the staff member is responsible for assisting in ensuring the overall safety and well-being of program participants. This includes providing immediate support in various situations.
  • The chaperone must follow all established program guidelines and support the overall objectives of the study abroad experience, without taking on additional academic responsibilities, which remain under the purview of the instructional faculty.
  • In the event of an emergency—such as a medical incident where a student requires hospitalization—the chaperone is expected to accompany the student to the hospital, remain with them until appropriate care is provided, and ensure the student’s well-being throughout the process. After the emergency has been managed, the chaperone will facilitate the student's safe return to the group.
  • The chaperone will assist with overall group coordination during the program, ensuring that all participants remain accounted for and that any disruptions to the program schedule are minimized.
  1. Cultural Participant (Out-of-Pocket Payment)
    • Eligibility: Non-instructional staff members who wish to attend the program solely for the cultural experience, without serving as an official chaperone, may do so.
    • Financial Responsibility:
      • Participants in this category are required to pay the full program cost out of pocket.
      • Enrollment as a cultural participant is subject to available space and is not guaranteed if the program is at capacity.
    • Role and Participation:
      • Cultural participants will attend the program as observers and learners, engaging with the cultural aspects of the destination.
      • They will not have chaperone responsibilities and will not be considered part of the official program staff.
      • Their participation is intended to enrich their personal cultural understanding and provide insight into international educational practices.

General Guidelines

  • Enrollment Priority:
    Enrollment in study abroad programs will prioritize instructional faculty and students. Non-instructional staff participation is secondary and must not interfere with the primary academic mission of the programs.
  • Approval and Enrollment Process:
    • All requests from non-instructional PBSC staff for participation in study abroad programs must be submitted to the Office of International Education.
    • The Office of International Education will review each request in the context of available enrollment capacity and program requirements.
    • Final approval for chaperone status or cultural participant status will be communicated to the applicant in writing.

Compliance with Program Procedures:
All non-instructional staff participants, regardless of their mode of participation, must adhere to the same conduct, safety, and program policies as all other program participants.

Instructor Permission and Student Eligibility for Enrollment in GEA 2952-Globalization- Study Abroad Experience

Course Description: This course, in collaboration with PBSC Study Abroad programs, provides a robust academic framework for international study. Through pre-departure activities, immersive experiences, and reflective sessions, students will gain essential strategies for intercultural engagement. They will explore how geographical factors influence cultural and environmental interactions, enhancing their adaptability, cross-cultural communication and problem-solving skills. Engagement with local communities will refine their analytical and leadership abilities. The course also examines the impact of scientific advancements on global societies and the intersections between geographic and cultural understanding in students’ fields of study. Ultimately, students will develop global leadership skills, preparing them to innovate in diverse, international contexts. 

Total Credit: 1

Repeatable: 3 times

Delivery Method: In person, Online, Hybrid, Live Online

Course Learning Outcomes

  • Geographical Literacy and Impact: Students will develop an understanding of geographical factors and their impact on cultural, economic, and environmental interactions, enhancing their geographical literacy and navigation abilities.
  • Adaptability and Resilience: Students will enhance their adaptability and resilience by navigating and overcoming challenges in unfamiliar environments and develop the ability to analyze complex issues from multiple perspectives.
  • Cultural Understanding and Interaction: Students will gain a deeper understanding of various cultures and their unique environments, developing confidence in interacting with individuals from diverse backgrounds and creating meaningful connections with local communities.
  • Analytical and Leadership Skills: Students will refine their analytical and leadership skills through critical thinking and exposure to diverse viewpoints, recognizing the intersections between cultural understanding and their chosen fields of study.
  • Scientific and Technological Impact: Students will explore the impact of scientific advancements on global societies, understanding how innovations in science and technology influence cultural, economic, and/or environmental development.

Purpose: To establish guidelines for student enrollment in the 1-credit GEA 2952: Globalization – Study Abroad Experience course associated with a standard academic course, and to ensure that participating faculty members have a prior relationship with the students they will lead on a study abroad program. Additionally, to define the eligibility criteria for students who wish to participate in a Study Abroad Program, with preference given to those enrolled in associated academic courses.

The Program Director of Education Abroad is responsible for creating the GEA 2952 course in Workday and for assigning the designated Group Lead(s) to manage it. PBSC Online's Instructional Design Team will then copy and populate the certified GEA 2952 course template, which focuses exclusively on study abroad logistical matters. It is the responsibility of the Group Lead(s) to supplement this content with additional materials that align with their academic discipline and enhance the overall study abroad experience.

Please note that GEA 2952 is a 1-credit course, and its content should be carefully crafted and optimized for a 1-2 week experience. Instructors should thoughtfully design assignments, reflections, video posts, and other submissions to ensure they are appropriate for this condensed timeline. While the GEA 2952 course will be provided as a template, instructors are welcome to utilize it as-is or customize it to best meet the needs of their program.

Procedures Guidelines:

Instructor Approval Required:

  • Enrollment in the 1-credit GEA 2952 course requires permission from the instructor of the associated Study Abroad Program course. Instructors have the discretion to approve or deny a student's request to enroll based on their familiarity with the student.

Eligibility for Enrollment:

  1. Instructors may approve students currently enrolled in their associated Study Abroad Program course.
  2. Instructors also have the flexibility to approve students who have previously taken the same course with them within the past 4 semesters. For example, if a student took LIT 1000 with the instructor four semesters ago and wishes to participate in the GEA 2952 course, the instructor may grant permission at their discretion.

 

 

 

Eligibility for Students Not Enrolled in the Corresponding 3-Credit Academic Course:

  • Priority Enrollment:
    Students enrolled in the designated academic course(s) associated with the Study Abroad Program will receive priority for participation.
  • Program Capacity:
    Admission into the program requires “Instructor Approval.” Group Leads are not obligated to admit or approve applicants who are not enrolled in the corresponding academic course(s) associated with the program.

Additional Student Eligibility Provisions

If program capacity allows, Group Leads may extend the opportunity to any current and active PBSC student who meets the following criteria:

  1. References:
    • Students must provide three references:
      • One reference must be from a PBSC professor or staff member.
      • The other two references may be from PBSC faculty/staff, an employer, or a community leader.
  2. Meet & Greet:
    • Students are required to participate in a brief “Meet & Greet” session with at least one Group Lead.
    • Students’ contact information will be shared with a Group Lead, who will reach out to schedule this meeting.
  3. Course Enrollment:
    • Students must enroll in the elective 1-credit Study Abroad Experience course.
    • Enrollment will be facilitated by the Office of International Education.
  4. Academic Performance:
    • Students must have a minimum GPA of 2.5.
    • A copy of the student’s unofficial transcript must be uploaded as part of the application process.

Violation Consequences:
If a Group Lead is found to have breached this procedure by enrolling students in the GEA 2952: Globalization – Study Abroad Experience course without proper approval or by including ineligible students, they will be removed from their Group Lead role for the current trip and will be ineligible to serve as a Group Lead for any Study Abroad programs for the next two academic years.

Canvas Course Structure and Administration of GEA 2952

Purpose: This procedure establishes the administration and structure of the GEA 2952 Canvas course for study abroad programs at Palm Beach State College. It is designed to ensure a consistent, multidisciplinary learning experience while streamlining course management and assignment tracking.

Course Section Assignment:

  • Each study abroad program will be assigned one section of the GEA 2952 course, regardless of whether the program is led by a single faculty member or by two Group Leads.
  • In programs with two Group Leads representing different academic disciplines (e.g., one teaching LIT 1000 and the other teaching ARH 1000), only one section of GEA 2952 will be used for both instructors. This approach supports a truly multidisciplinary academic experience.

Course Content and Structure:

  • The GEA 2952 course is pre-templated with foundational preparatory content for study abroad students, which is already loaded into the Canvas course shell. *Pictured below

 

  • For multidisciplinary programs, the course also includes two skeleton modules titled “Academic Course Content”. Each Group Lead is responsible for developing and designing content and assignments that directly align with their academic discipline and enrich the study abroad experience. *Pictured below is where their content would be placed
  • Please note that this is a 1-credit course spanning a 1–2-week travel experience; kindly ensure that your assignments and course content are appropriately scaled to reflect the intended student workload

Student Participation and Assignment Requirements:

  • All study abroad participants are required to complete and submit both “Academic Course Content” modules, regardless of their enrollment in the corresponding 3-credit academic courses.
  • For example: If a study abroad program, “London and Paris,” enrolls a total of 25 students—
    • 10 students from LIT 1000
    • 10 students from ARH 1000
    • and 5 students from neither, they are just enrolled in the GEA 2952 (1-credit course) alone

… then, all 25 students must complete and submit both the LIT 1000 and ARH 1000 modules that are located in the same Canvas Course Shell. This ensures a comprehensive, multidisciplinary learning experience that enhances both critical thinking and academic enrichment.

Course Management and Tracking:

  • Using a single Canvas course section per program provides a seamless approach to course management for all Group Leads.
  • All student assignments—such as video reflections, journaling, applied essays, and other submissions—will be tracked within the designated GEA 2952 course, ensuring consistent monitoring and evaluation of student progress.

Note: All students enrolled in a study abroad program are required to take the GEA 2952: Globalization – Study Abroad Experience, 1-credit course. However, while this course is mandatory for every participant (student), enrollment in the associated 3-credit course(s), For Example: LIT 1000 and ARH 1000, may vary. Some students might have already completed these courses or find that they are not necessary for their degree track. Regardless, participation in GEA 2952 is required and essential for all study abroad students to ensure a comprehensive and unified preparatory experience.

This procedure is intended to maintain the integrity and excellence of PBSC’s study abroad programs while supporting a multidisciplinary academic approach. Group Leads will use the pre-templated course as a foundation, tailoring additional content to meet the unique needs of their study abroad experience.

 

 

 

International Education Committee

Purpose

To establish guidelines for Group Leads to create and present a concise and informative overview of their approved short-term study abroad programs, highlighting key details while allowing for creativity and personalization.

Presentation Requirements

  • Format: Group Leads are to prepare a presentation of 2-5 slides.
  • Audience: The presentation should be designed for members of the International Education Committee
  • Creativity: While the core content requirements are specified below, Group Leads are encouraged to use engaging visuals, storytelling, and other creative elements to capture interest and effectively convey the program’s unique value.

Core Content to Include

  1. Program Overview:
    • Clearly state the destination(s) of the program (e.g., cities, countries).
    • Provide the duration of the program (e.g., number of days/weeks).
  2. Third-Party Provider:
    • Identify the third-party provider selected to support and facilitate the program. Briefly explain the provider's role and why they were chosen.
  3. Courses Offered:
    • List the course(s) that will be offered as part of the study abroad program.
    • Explain how the Course Learning Outcomes (CLOs) will be applied to the course:
      • Each Study Abroad Program must incorporate all CLOs from GEA2952 (can be found under sections: Instructor Permission and Student Eligibility for Enrollment in GEA 2952: Globalization – Study Abroad Experience), but due to time constraints, present on at least two of them.
      • The CLOs you select should highlight what students are expected to learn or achieve by the end of the program (e.g., critical thinking, cross-cultural communication, specific disciplinary knowledge).
  4. Rationale for Program and Location Selection:
    • Provide a brief explanation of why this specific program and location(s) were chosen.
    • Highlight unique opportunities offered by the destination(s) that align with the course content, cultural experiences, and overall program objectives.

Submission Timeline:

  • Presentations must be submitted to the Office of International Education for review at least one week prior to the scheduled presentation date. Submissions will be reviewed during the International Education Committee Meeting. Please send your presentation to StudyAbroad@pbsc.edu.

    Presentation Length:

  • The presentation should be concise, lasting no more than 5 to 7 minutes, ensuring it is both informative and engaging.

 

Group Lead Continuity for Study Abroad Programs

Purpose: To ensure the continuity and success of Study Abroad Programs in the event that a Group Lead is no longer able to serve due to personal reasons, termination, promotion, or voluntary departure. The goal is to maintain the integrity of the program and minimize disruptions for students.

Continuity of the Program:

  1. Replacement of Group Lead:

    a. If this is a single faculty lead trip:

    • The outgoing faculty member should make every effort to secure a suitable replacement. If this is not possible, the Office of International Education (OIE) will take responsibility for finding an appropriate alternate, prioritizing PBSC faculty or, in an extenuating circumstance, a PBSC staff member.

    b. If it is a Duo Faculty Lead trip:

    • The remaining faculty lead will continue with the trip as planned, assuming primary responsibility for the program's execution. The outgoing faculty group lead and/or the OIE will work collaboratively to identify a suitable replacement, with priority given to faculty within the same academic discipline.
  2. Impact on Students:
  • Students will still take their standard associated academic course and remain registered for the GEA 2950: Globalization – Study Abroad Experience course.
  • If a new Group Lead is appointed, the original Group Lead’s responsibilities, such as grading and oversight of course material, will be transferred to the new lead. The replacement Group Lead will be responsible for grading the corresponding materials that were originally assigned to the departing Group Lead.
  • In the event of a Group Lead change, students will be informed promptly of any updates to the program and what, if any, adjustments may be necessary.
  1. Group Lead's Role in Transition:
    • The departing Group Lead, if possible, should work with the replacement Group Lead to ensure a smooth transition. This may include sharing program-related information, student details, and other necessary materials to maintain the quality and consistency of the experience.

Program Continuity: This procedure prioritizes the continuation of the Study Abroad Program without disruption, ensuring that all approvals and necessary logistics are upheld. Any changes will be communicated to students, faculty, and staff as soon as possible to maintain transparency and clarity.

PBSC Study Abroad Roomming Arrangements and Accommodations

Purpose:
The purpose of these guidelines is to establish clear and respectful standards for rooming arrangements during PBSC study abroad programs. These guidelines prioritize the safety, comfort, and inclusivity of all participants while ensuring that accommodations align with program objectives.

Rooming Options

  • Shared Room Option:
    Study abroad rooming arrangements are designed to offer shared rooms based on biological gender. The housing provider—whether PBSC or a designated third party—will make every effort to assign roommates within similar age ranges whenever possible to foster a comfortable experience. Due to logistical considerations, there may be occasions where students are roomed with non-traditional students.
    Roommates are encouraged to cultivate a respectful and inclusive environment. The cost associated with shared rooming is included in the program fee.
  • Single Room Option:
    For participants whose needs cannot be accommodated within shared rooming arrangements, single-room options are available. The additional cost for a single-room supplement, as determined by the third-party housing provider, will be the responsibility of the participant.
  • Additional Accommodations:
    Participants requiring further accommodations, such as those related to accessibility or specific rooming preferences beyond the standard options, should contact the hotel or third-party housing provider directly. PBSC is not responsible for arranging these additional accommodations.

Rooming Preferences and Compatibility Considerations

  • Participants who wish to share a room may submit their rooming preferences before departure, including requests for specific roommates. While PBSC will make every effort to honor these preferences, final room assignments will depend on overall availability and program logistics.

 

 

Housing Conduct and Rules

  1. Behavioral Standards:
    Participants are expected to conduct themselves in a manner that ensures the safety, well-being, and positive reputation of PBSC, its participants, and staff. Any behavior that undermines these standards may result in disciplinary action, including removal from the program at the participant’s own expense, following a thorough review process.
  2. Compliance with Laws and PBSC Code of Conduct:
    All participants are required to comply with the laws of the host country and the United States, as well as adhere to the Palm Beach State College Student Code of Conduct.
  3. Quiet Hours:
    In the absence of designated quiet hours provided by the host location, participants are expected to observe quiet hours between 10:00 PM and 8:00 AM. Any noise-related concerns should be reported to the program staff for resolution.
  4. Visitors and Guests:
    To maintain privacy and security for all participants, external guests are not permitted under any circumstances. This procedure applies to individuals who are not enrolled in the study abroad program.
  5. Prohibited Substances:
    The use of alcohol, drugs, and smoking (including vaping) is strictly prohibited within all study abroad accommodations, regardless of local laws or legal drinking age. This procedure is in place to ensure a safe and distraction-free environment for all.
  6. Property and Cleanliness:
    Participants are responsible for maintaining a clean and orderly environment in their accommodations. Any damage to property may result in financial charges for repairs or replacements.
  7. Enforcement of Rules:
    Violations of these housing guidelines may result in disciplinary action, up to and including removal from the program, following a formal review process. Participants will be notified of any violations and given an opportunity to respond before a final decision is made.

Updates and Communication
The Office of International Education will periodically review and update these guidelines to reflect best practices and the evolving needs of study abroad participants. Any changes to these guidelines will be promptly communicated to all participants.

These guidelines are intended to create a supportive and secure environment for all students while upholding the high standards of Palm Beach State College’s study abroad programs.

Template for Student Request - Visa Letter

[Date]

To Whom It May Concern:

This letter is to confirm that [Student's Full Name] has been accepted to participate in the [Name of Study Abroad Program] through Palm Beach State College (PBSC). This program is an official academic activity designed to enhance the student's educational experience through immersive learning outside the United States.

Purpose of Travel:
The purpose of this trip is to engage in an academic study experience that supports the student’s academic and career goals. As part of the [Your Academic Department] at PBSC, this program will provide valuable exposure to [specific learning outcomes, e.g., cultural exchange, language acquisition, field studies], which aligns with the student’s course requirements and broader educational objectives.

Program and Travel Duration:
The [Name of Program] is scheduled to begin on [Program Start Date] and conclude on [Program End Date]. The associated travel period for this program will be from [Travel Start Date] to [Travel End Date].

Financial Support:
If [Student's Full Name] has an active financial aid award, it is solely the student’s responsibility to confirm any financial aid eligibility or coverage for this program. The student must contact PBSC’s Financial Aid Department directly for information or confirmation of funding. Financial Aid staff are available at https://www.palmbeachstate.edu/financialaid/ to provide details on coverage, eligibility, and any program-related funding questions. Please note, the Office of International Education does not verify, handle, or provide confirmation on matters relating to Financial Aid.

Verification of Purpose:
This letter is intended to verify that the purpose of this trip is academic and essential for [Student's Full Name]’s educational progress. Please consider this documentation as verification of the need for international travel to fulfill the academic requirements associated with this Study Abroad Program.

Thank you for your attention to this matter.

Sincerely,
[Group Lead's Name]
Group Lead, [Study Abroad Program Name]
Palm Beach State College

 

Instructions for Group Leads:

  • Customization: Replace placeholders (e.g., [Student's Full Name], [Program Start Date]) with specific details relevant to the student's program.
  • Direct Financial Aid Inquiries: Direct the student to the Financial Aid Department for all financial aid inquiries and funding confirmations.
  • Consultation with the Office of International Education: The Office of International Education is available to provide guidance on this letter template as needed.

This template ensures that Group Leads can efficiently provide students with the necessary documentation to support their visa applications, emphasizing the academic purpose of their study abroad experience.

*Please DELETE THIS AREA IN PURPLE AND ENSURE THAT YOU SAVE THIS DOCUMENT AS A PDF BEFORE SENDING IT TO STUDENT

Adjunct Faculty-Led Study Abroad Programs - Conditional

Purpose:


This procedure establishes the conditions under which adjunct faculty may participate in leading a study abroad program at Palm Beach State College (PBSC), ensuring program quality, safety, and alignment with institutional guidelines.

 

Eligibility Requirements:

 

  1. Minimum Experience: Adjunct faculty must have at least two years of teaching experience at PBSC to be considered for a leadership role in a study abroad program.
  2. Approval Process: Adjunct faculty must meet with the Office of International Education (OIE) to receive approval and guidance before proposing or participating in a study abroad program. Approval is granted on a case-by-case basis to ensure program safety and success.
  3. Co-Leadership Requirement: Adjunct faculty are required to co-lead a study abroad program alongside a full-time PBSC faculty member and may not lead a program independently.
  4. Faculty Study Abroad Preparation Module: Adjunct faculty must complete the Faculty Study Abroad Preparation Module in Canvas within 30 days of receiving program proposal approval to ensure they are adequately prepared for their role.

Enrollment and Scheduling for GEA 2952 - Globalization-Study Abroad Experience

Course Overview: GEA 2952 – Globalization: Study Abroad Experience is a 1-credit course (3 load points, 16 contact hours) designed specifically for students participating in study abroad programs.

 

Section Allocation:

  • There will be one unique section of GEA 2952 assigned per study abroad program.
  • For instance, if there are four different study abroad programs running in the summer, the sections will be designated as GEA2952-1, GEA2952-2, GEA2952-3, and GEA2952-4.

Scheduling Responsibilities:

  • The Office of International Education (OIE) is responsible for the scheduling and administration of the GEA 2952 course sections.
  • Associate Deans remain responsible for scheduling the corresponding course load for the professors teaching these sections, in accordance with normal procedures.

Student Enrollment:

  • Participation in the GEA 2952 course is mandatory for all students enrolled in a study abroad program.
  • There is an option to open enrollment in GEA 2952 to any interested student. In such cases, student applications are processed and tracked by the OIE using a dedicated application form.
  • Students who are officially part of a study abroad program will be registered in the GEA 2952 section by the OIE.

Course Notes:

  • Each section of GEA 2952 will include specific course notes that outline important details and expectations for that particular study abroad experience.
  • It is the responsibility of the Program Director of Education Abroad or the Department's Administrative Assistant to ensure that these course notes are accurate and up-to-date when a new section is created.

GEA 2952 Logistics

Workday and Canvas LMS

Purpose:


This procedure outlines the process for integrating the GEA 2952 course into short-term study abroad programs led by PBSC faculty. It establishes a clear framework for connecting a standard 3-credit academic course with a mandatory 1-credit experiential component delivered via Canvas, ensuring consistency and academic rigor across all modalities.

 

Procedure:

  1. Intent to Lead Process:
    • Faculty interested in leading a short-term study abroad program must complete the Intent to Lead Form.
    • Following submission, the professor will consult with the Program Director of Education Abroad for approval and guidance.
  2. Academic Course Selection:
    • The professor will select the academic course they wish to connect with their study abroad program.
    • Typically, the program lasts 7–12 days (1–2 weeks of experiential active engagement), equivalent to a 1-credit lab component taught alongside the standard 3-credit course.
    • For example, if Dr. Smith teaches HUS 1001 – Intro to Human Services, her study abroad program can directly integrate with all of her HUS 1001 section(s).
  3. Modalities and Enrollment:
    • All delivery modalities are supported, including Online, Live Online, On Campus, and Hybrid.
    • All students enrolled in the 3-credit academic course are automatically eligible for the study abroad program.
    • Additionally, students not enrolled in the 3-credit course but wishing to participate in the study abroad program must enroll in the assigned GEA 2952 course for that corresponding study abroad program.
  4. Course Components:
    • Workday Component:
      • The Office of International Education utilized the Workday system to manage the administrative aspects of the study abroad program. GEA 2952 Sections are scheduled by the Program Director of Education Abroad or the Departments Administrative Assistant
    • Canvas Component (GEA 2952):
      • A pre-templated GEA 2952 Canvas course is provided for the study abroad experience.
      • Using Dr. Smith’s HUS 1001 as an example, each of her HUS 1001 Canvas sections remains unchanged and continues as normally scheduled.
      • Regardless of enrollment in HUS 1001, all study abroad participants must enroll in the corresponding 1-credit GEA 2952 course for that semester.
  1. Consistency and Standardization:
    • There will be one section of GEA 2952 assigned per study abroad program. For instance, if there are four programs running during the summer, they will be designated as GEA2952-1, GEA2952-2, GEA2952-3, and GEA2952-4.
    • This standardized approach ensures a seamless integration between the academic course and the experiential study abroad component, fostering a comprehensive, multidisciplinary learning experience.

Conclusion:


This procedure ensures that short-term study abroad programs are uniformly integrated with PBSC’s academic offerings. Faculty have the flexibility to tailor supplementary content to their discipline while maintaining a consistent and streamlined framework through the GEA 2952 course. This integrated approach supports academic continuity and enhances the overall study abroad experience for all participants.

 

Allocating GEA 2952 as a Supplemental Course

Strategic Benefits

The structure of GEA 2952—Globalization: Study Abroad Experience as a 1-credit, 16-contact-hour supplemental course to a corresponding 3-credit academic course is designed to maximize enrollment opportunities, prevent course cancellations, and create a more inclusive and interdisciplinary study abroad experience.

If study abroad courses were assigned as independent sections—such as HUS 1001-SA (where “SA” denotes Study Abroad)—there would be significant risks and limitations. For example, if Dr. Smith were assigned HUS 1001-SA as part of her standard course load, it would count as one of her assigned courses for the term. If that section failed to meet the required enrollment threshold (e.g., only five students registered), the course could be canceled, jeopardizing Dr. Smith’s full teaching load and leaving students without a viable option to fulfill their degree requirements. Additionally, students who had specifically registered for the HUS 1001-SA section would be forced to wait until the next semester to re-enroll in HUS 1001, potentially delaying their graduation timeline.

To prevent such issues, the Office of International Education (OIE) designed GEA 2952 as the centralized and structured nucleus of study abroad programming. Instead of requiring students to enroll in a separate, stand-alone study abroad section of a course, this model allows professors to recruit from all their existing course sections. For example, Dr. Smith’s study abroad eligibility extends across all her HUS 1001 sections—whether Online, Live Online, On-Campus, or Hybrid—so long as she is the instructor.

This approach significantly enhances flexibility and enrollment stability. Suppose that in a given semester, Dr. Smith has students distributed across five HUS 1001 sections as follows:

  • HUS 1001-1: 5 students enrolled in Study Abroad Program
  • HUS 1001-2: 3 students enrolled in Study Abroad Program
  • HUS 1001-3: 1 student enrolled in Study Abroad Program
  • HUS 1001-4: 7 students enrolled in Study Abroad Program
  • HUS 1001-5: 4 students enrolled in Study Abroad Program

 

Total Study Abroad Participants: 20 students

 Rather than isolating study abroad enrollment into one designated section (HUS 1001-SA), students from all five of her courses can seamlessly participate in the study abroad program by enrolling in the centralized GEA 2952 course for that term. This ensures that no single course section is at risk of low enrollment, reducing the likelihood of cancellation while still allowing students to earn their required academic credit.

Inclusivity for Non-Enrolled Students

One of the most innovative aspects of this structure is its inclusivity. Not all students interested in study abroad will necessarily need to take HUS 1001—some may have already completed it, while others may not require it for their degree track. In such cases, with instructor permission, students can enroll directly in the GEA 2952 course, allowing them to fully participate in the study abroad experience. These students will complete the same qualitative and reflective assignments as their peers in HUS 1001, ensuring an equitable and engaging academic experience while earning the 1-credit hour tied to experiential learning abroad.

This model preserves course load integrity for faculty, provides students with uninterrupted academic progress, and fosters a multidisciplinary and well-rounded study abroad experience.