Applying to Offer a Travel Learning Course

Process Overview

Travel Learning Courses consist of a 1 or 1.25 credit Parent Course combined with a .25 credit Travel Component. Travel Learning Courses are applied for on an annual basis, for the following academic year. If the Parent Course is not already in the catalog, the instructor, with approval from the academic department/program, will need to submit a proposal to the Academic Policy Committee to add the course as a temporary addition to the catalog.

The deadline for proposing a course for the 2018-2019 academic year is 4 p.m. on Monday, January 8, 2018.

A complete Travel Learning Course (TLC) proposal consists of three parts:

  1. A completed Summary Information Page and Narrative (Word), which describes the parent course and the travel goals
  2. A budget worksheet (see below)
  3. Information from the Department Chair (Word)

Budgeting Guidance

  • The OWU Connection / IOCP Office will assist you with the development of your budget. E-mail Darrell at or call ext 3075.
  • The Travel Budget Note Sheets (Word) may be helpful in planning your day-to-day student costs. They were designed to be printed and used in the initial stages of planning/budgeting.
  • Budgeting is simpler and more predictable if you use a “Travel Services Provider” (TSP). Using a TSP also minimizes institutional financial risk. Contact the OWU Connection / IOCP Office for a TSP referral.
  • The files TLC Budget Worksheets – Courses Using TSP (Excel) and TLC Budget Worksheets – Courses Not Using TSP (Excel) have two sheets. The first is for figuring the per-traveler cost and the second for figuring the over-all course travel costs. The total per-traveler cost is carried over to the total course budget sheet. These may be adapted to individual needs. You need a budget with estimated per person costs as part of your proposal. Then, when classes are accepted and once final numbers of students are known, you will need to submit a revised budget.
  • For converting foreign currency into US dollars, you use an on-line currency converter such as . When converting to US Dollars make sure you use the interbank rate +2 % or 3%—this can be done by using the drop-down menu immediately under "the currency I want" box.
  • Information about students staying in OWU residence halls prior to and after a TLC:    Students will not be charged for staying in their rooms before or after a TLC during the Fall, Thanksgiving and Spring Breaks.  Students may be charged for staying in their rooms during the Winter Break, depending on the dates of stay, and may be assigned to a room that is not their own.  (Contact the OWU Connection Office / IOCP if students in your course will need to stay in the residence halls during the Winter Break.)   Students will not be charged for stays of a reasonable length in the residence halls after graduation in May, but they may be required to relocate to another room and will have to make arrangements for their property to be moved out or stored prior to departure.  Students must follow the instructions Residential Life gives them about break registration. It is best to have May travel commence within a few days after graduation.  (Contact the OWU Connection Office / IOCP if students in your course will need to stay in the residence halls after graduation.) 
  • Student billing, financial aid and refund information can be found here (PDF).

Developing the Travel Experience for your Course

  • For those developing a TLC, the OWU Connection / IOCP Office has many resources to help you. Please see: Menu of Services (PDF)
  • The Forum on Education Abroad has published standards for short-term programs: ForumEA -- Standards for Short-Term Programs . The Forum also offers resources for those developing courses: ForumEA -- Resources . (A log-in and password are needed for some parts of these sites. Call ext 3072 or email Darrell to get access.) Copies of The Guide to Successful Short-Term Programs Abroad by Spencer and Tuma are available in the OWU Connection / IOCP Office (the introduction to this text is here: Spencer & Tuma Guide (PDF)).   Additionally, the 2012 OWU Travel Learning Resource Guide is available here: OWU TLC Guide (PDF).
  • Using a “Travel Services Provider” (TSP) to organize travel, lodging and other arrangements for a Travel Learning Course allows the faculty member to focus on instruction. OWU faculty have used TSP's for many courses. Please contact the OWU Connection office for a list of TSP's that other faculty have recommended.
  • Examples of syllabi and/or itineraries from previous OWU Travel Learning Courses and faculty-led international and domestic travel courses at other institutions may be available. Contact the OWU Connection Office with your request.
  • In depth country safety, health and security reports are available upon request. Updated ones will be provided prior to departure.
  • Pre-departure support for students is available. This includes peer advising for first-time travellers, travel medicine consultations, passport and visa support and a pre-departure safety and risk management presentation. Contact the OWU Connection / IOCP Office for more information.
  • Support while travelling is provided by the OWU Connection / IOCP Office. All people travelling on OWU-sponsored programs are covered by accident, sickness, and evacuation insurance and have access to emergency support world-wide. There is a crisis plan and desk-top scenario exercises for faculty and staff leads.
  • TLC Rubrics have been developed by faculty. Please see:
  • Certain activities are prohibited by our institutional insurance policy. These include: skydiving, parachuting, hang gliding, bungee jumping, mountain climbing, pot-holing, zip-lining, motorcycle riding, scuba diving (unless scuba diving is an assigned part of the curriculum of study for course credit) and certain athletic activities (contact Darrell for details).
  • Faculty can choose one member of the faculty/staff to support their TLC.  Please note that individuals classified as non-exempt must be paid for all hours of activity related to the course and are eligible for and must be paid over-time.  Permission of the supervisor is needed for members of the staff to participate.  Please see the Staff Handbook for more information.
  • Travel to countries/regions with a U.S. Dept. of State Level 4 Travel Advisory is prohibited.  Travel to countries with a U.S. Dept. of State Level 3 Travel Advisory will be reviewed by the University administration.  

Once Your Course Is Selected

If the class you are proposing is not currently in the catalog, at that point you will also need to fill out the Temporary Course Proposal (Word) form.

All Travel Learning Courses will include a .25 unit Travel Component section* (for example, the Travel Component section associated with ASTR 110 is ASTR 110 TL). Students will register for this additional course in addition to registering for the Parent Course. All accepted classes will need to fill out the Travel Component Proposal Form (Word).

Because of the extraordinary issues involved in traveling with students, there are many practical reasons for requiring the separation of the .25-unit Travel Component’s credits from the Parent Course’s. These include:

  • Seniors traveling in May cannot graduate if a full-unit Parent Course's grade is outstanding
  • Separating the Travel Component from the class allows a student who is unable to travel due to unforeseen circumstances (health, finances, etc.) to still receive fair credit for work completed during the semester—they can drop or withdraw from the .25
  • Separating the Travel Component allows faculty to fail students for the .25-unit course in case of misbehavior, failure to participate while traveling, or other breaches of rules/conduct
  • Separating the .25-unit Travel Component allows faculty the opportunity to grade travel on an S/U basis, which can alleviate parts of student anxiety about situations where we are asking them to take larger academic or social risks.

If there is a compelling reason that your course should not include a separate .25-unit Travel Component, or why the grade for the full course should include the travel, you may make a case for that in your initial proposal.

All students travelling must be enrolled in the .25-unit Travel Component credit. If course is approved not to include the .25 Travel Component, students must be enrolled for the full unit of credit for the course. Travel Learning Courses cannot be audited.

Typical Travel Learning Course Timeline for Faculty

Fall Semester

November -- APC issues request for TLC proposals for 18/19

December -- Open information sessions for those considering proposing; meetings with OWU Connection staff and service providers for those considering

Spring Semester

January -- APC deadline for submitting proposals (early January)

February -- APC deliberations, then announcements out for 17/18 courses

March -- Travel planning and general information meetings with OWU Connection staff

April -- Travel Learning Course Fair; student recruitment; planning meetings with OWU Connection staff continue

May -- OWU Connection P-Cards and course development funds available

June, July -- Course development and planning; exploratory travel

August -- Revised budget to OWU Connection Office

September -- Travel Learning Course Fair; student recruitment; TLC student application system goes live

October -- Temporary Course Proposal and Travel Component Proposal Form (if applicable) submitted to Karen in Academic Affairs UNIV 107; selection of TLC students for course

November -- Student notification of accept/deny/waitlist status for TLC Courses; student registration for Spring courses; Travel Learning Course travel forms sent to students

December -- Revised budget to OWU Connection Office (if revision needed)--the budget on which student charge is based; student registration for Spring courses continues

January -- Students billed for Travel Learning Course(s)

February -- OWU Connection student Pre-Departure Sessions (safety, health, travel) for those travelling over Spring Break; faculty one-one-one pre-departure meetings with OWU Connection staff.

March -- Spring Break Travel Learning Courses travel

April -- OWU Connection student Pre-Departure Sessions (safety, health, travel) for those travelling in May; faculty one-one-one pre-departure meetings with OWU Connection staff.

May -- Post-graduation Travel Learning Course travel

June/July -- Students sent TLC course evaluations