Brookhaven College

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Manual of Operational Memoranda for Brookhaven College

District Reference: ED No.V - I
Chapter: EDUCATION AND INSTRUCTION
Subject: International and Domestic Study Field Courses

International study and field courses provide expanded horizons for the students and staff of the Dallas County Community College District.

Learning is enhanced when the content of the course is related to the environment in which study takes place. Such study is rigorous and demanding, both for the student and the instructor.

Special demands are made of instructors conducting field and international courses, as they must take on an unaccustomed administrative burden for those courses offered far from the College and District support.

Guidelines have been developed to assist faculty and administrators in the planning, implementation and evaluation of successful field and international courses. For all involved, the resulting educational experience is worth the effort and commitment required. (The handbook on Guidelines for Field and International Study is available in the Division Offices as are all the required forms).

International Study and Field Courses

Course Prospectus:

  1. The Instructor submits the Field/International Course Prospectus to the Division Dean no later than mid-March* of the year prior to departure.
  2. If the Division Dean approves the prospectus, it is forwarded to the Vice President for Academic Affairs and Student Success by March 30*.
  3. If the Vice President for Academic Affairs and Student Success approves the prospectus, it is forwarded to the President. If the President approves, it is sent to the District Director of Student and International programs (DDSIP) for information purposes only.
  4. The DDSIP signs the prospectus and returns it to the originating faculty member with a copy to the the Vice President for Academic Affairs and Student Success and appropriate Division Dean of the originating College.

Course Proposal:

  1. The instructor submits a full proposal, including the Field/International Course Approval form and Travel Specification form no later than May 10* of the year prior to departure. All forms and formats mentioned in these guidelines must be employed in the proposal.
  2. The developed proposal is reviewed by the Division Dean, Vice President for Academic Affairs and Student Success, Vice President of Business Services, Registrar, and the President. The Field/International Course Approval form is for formal approval purposes. The Vice President of Business Services reviews the proposed budget and Travel Specifications form. These forms should be approved by mid-May* of the year prior to departure.
  3. The President forwards campus-approved proposals to the DDSIP by May 17. The DDSIP then calls a meeting of the Review Committee (composed of two VPIs, two Division Deans, a representative of the District Business Office, and chaired by the DDSIP). The committee considers the proposal. If it finds any problems with the proposal, it will refer the proposal to the originating instructor for alterations. If the Committee supports the proposal, the DDSIP notifies the Vice President for Academic Affairs and Student Success of the committee’s approval.
  4. The DDSIP forwards the necessary paperwork to the Coordinating Board, requesting state reimbursement for the course. The DDSIP will notify the appropriate College President if approval from the Coordinating Board is received. If the Coordinating Board refuses approval, the college President, knowing state funds are not forthcoming, still has the option of offering the course.
  5. Upon approval, the President notifies the Vice President for Academic Affairs and Student Success, Vice President of Business Services, Division Dean, Registrar and instructor. The Vice President of Business Services, networking with the instructor, immediately prepares a requisition for travel services and returns it directly to District purchasing. The DDSIP sends a copy of the approved proposal and a Travel Specifications form to District Purchasing.
  6. District Purchasing receives bids from travel agencies, and after an established bid period, returns such bids to the college. At that point, the instructor and Vice President of Business Services provide adequate justification for the contract to be awarded to a firm other than that having the lowest bid. The College does not award the bid but makes appropriate recommendations to District Purchasing. During bid periods, District Purchasing may schedule a pre-bid meeting of interested travel agents. The instructor and Vice President of Business Services are invited to this meeting.
  7. The Chancellor, following Board approval, signs the contract with the travel agent. Purchasing notifies the instructor through the Vice President of Business Services.
  8. The instructor must submit requested publicity information to the DDSIP who works with District Public Information in designing a district-wide brochure. Coordinating Board rules require that all marketing efforts must emphasize the academic content of the course.
  9. All monies for international studies courses, including tuition, fees, special assessments and/or travel costs, are collected through the College Business Office in accordance with Business Office procedures. Specifically, the instructor requests the set-up of a Fund 24 clearing account with the College Vice President of Business Services. The form must be completed at least two weeks prior to the first collection of money. Whenever payment is needed for the travel agency or other travel costs, a requisition is submitted to the College Business Office at least two (2) weeks prior to the time payment is due. The requisition specifies the amount per student to be remitted and the purpose of the payment, i.e., $50 deposit for twenty (20) students to be remitted to the Jones Travel Agency.

    The procedures for requesting a student travel advance are set out in the Business Office procedures Manual.
  10. Upon return from the trip, the instructor completes the Field/International Course Approval form indicating the actual monies generated and expended. This is forwarded to the Division Dean who forwards it to the Vice President for Academic Affairs and Student Success, who forwards it to the Vice President of Business Services, who forwards it to DDSIP.

* International studies courses conducted during the fall or spring semester are considered on an individual basis. A general rule for submission of the prospectus and proposal, however, should be one year prior to departure.

TIMELINE:

The events shown in the International Studies Courses timeline generally hold true for field courses. The major differences between the two timelines is that international studies courses are generally approved one (1) year prior to departure as stated earlier in the approval process. The proposal for a field course held in Texas should be approved on campus at least ninety (90) days prior to the beginning for the course. Field course proposals for courses held outside Texas or requiring a contract with a travel agent are submitted at least one hundred eighty (180) days prior to the trip in order to get approval from the Coordinating Board, to allow for the travel agency contract to be let, and to receive Board approval of the contract.

Please note that the Coordinating Board must approve all field courses outside Texas if such courses are to be eligible for state reimbursement. Therefore, the timeline for submission of these courses takes on added importance.

COURSE PROSPECTUS:

  1. The instructor submits the Field/International Course Prospectus to the Division Dean.
  2. If the Division Dean approves the prospectus, it is forwarded to the Vice President for Academic Affairs and Student Success within three (3) days.
  3. If the Vice President for Academic Affairs and Student Success approves the prospectus, it is forwarded to the President within three (3) days. If the President approves, it is sent to the District Director of Student and International Programs (DDSIP) for information purposes only.
  4. The DDSIP signs the prospectus and returns it to the originating faculty member with a copy to the Executive Vice President of Instruction and Student Support Services and appropriate Division Dean of the originating college.

COURSE PROPOSAL:

  1. The instructor of a course held in Texas submits a full proposal, including the Field/International Course Approval form to the Division Dean no later than ninety (90) days prior to the beginning of the course.

    If the field course requires the services of a travel agent, the instructor must also submit the Travel Specification form with the proposal. If the course is held outside Texas, OR a travel agent is needed, the proposal must be submitted one hundred eighty (180) days prior to the trip.

  2. The developed proposal is reviewed by the Division Dean, Vice President for Academic Affairs and Student Success , Vice President of Business Services, Registrar and President. The Field/International Course Approval form is used for formal approval purposes. The Vice President of Business Services reviews the proposed budget and, if necessary, the Travel Specifications form. These forms should be approved on campus in time to meet the deadlines as indicated in #5.
  3. The President forwards campus approved proposals to the DDSIP. The DDSIP then calls a meeting of the Review Committee (composed to two VPIs, two Division Deans, a representative of the District Business Office, and chaired by the DDSIP). The Committee considers the proposal.

    If it finds any problems with the proposal, it refers the proposal to the originating instructor for alterations. If the Committee supports the proposal, the DDSIP notifies the College President of approval if the course is held in Texas. For a course outside Texas, the DDSIP notifies the College Executive Vice President of Instruction and Student Support Services of approval by the Committee.

  4. If the course is offered outside Texas, the DDSIP forwards the necessary paperwork to the Coordinating Board requesting state reimbursement for the course. The DDSIP notifies the College President if approval from the Coordinating Board is received. If the Coordinating Board refuses approval, the College President, knowing state funds are not forthcoming, still has the option of offering the course.
  5. The President notifies the Vice President for Academic Affairs and Student Success, Vice President of Business Services, Division Dean, Registrar, and instructor. If the services of a travel agent are required, the Vice President of Business Services, working with the instructor, immediately prepares a requisition for travel services and returns it directly to Purchasing. The steps 9, 10, 11, 12 and 13 as shown under the process for International Studies Course approval are subsequently followed. The remaining steps shown below are for field courses which do not require the services of a travel agent.
  6. If the instructor is handling the travel arrangements, and a travel agent is not needed, the instructor may make such arrangements, with the concurrence of the College Vice President of Business Services. Working together, the instructor and Vice President of Business Services will reach an agreement regarding all fiscal arrangements for the course prior to departure. Arrangements requiring a contract must be handled through normal Business Office operating procedures, and in no case should an instructor sign a contract on behalf of the College or DCCCD.
  7. All monies for field courses, including fees and tuition, special assessments, and/or travel costs, are collected through the College Business Office in accordance with operating procedures. It may be necessary for the instructor to request the set-up of a Fund 24 clearing account with the Vice President of Business Services. It must be completed at least two (2) weeks prior to the first collection of monies.
  8. At the completion of the course, the instructor and Vice President of Business Services should balance the fiscal records pertaining to the course. The instructor also completes the post-review side of the Field/International Course Approval form and forwards it to the Division Dean, who forwards it to the Vice President for Academic Affairs and Student Success, who forwards it to the Vice President of Business Services, who forwards it to the President, who forwards it to the DDSIP.
Approval Process