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Out-of-State Course Delivery (A-36)

Original Implementation: September, 1981
Last Revision: April 20, 2010

Out-of-state course delivery relies upon the use of natural or cultural resources outside of Texas, and the majority of instruction takes place beyond the state’s borders. It does not include a course in which incidental travel to another state occurs for enrichment activities. Prior approval is required for any out-of-state course offering, with different routing processes for domestic and international travel.

  1. The approval process consists of two stages.
    1. The first stage involves tentative approval prior to formal arrangements and an agreement with a licensed carrier or travel agency, if required. Criteria for approval shall be those set by the Texas Higher Education Coordinating Board (THECB) and stated as follows:
      1. The purpose for offering an out-of-state course must be educational, not entrepreneurial, and may not result solely in a financial gain for faculty and/or staff. Courses shall not be permitted which offer credit primarily for travel, recreation, or pleasure.
      2. Out-of-state courses shall not be offered if intended exclusively to serve non-Texas residents unless they are degree candidates at Stephen F. Austin State University (SFA).
      3. All out-of-state courses must be in the approved course inventory and be applicable to a program approved by the THECB.
      4. Any academic unit proposing an out-of-state course shall submit a course request, including itinerary and syllabus, to the THECB through the standard course proposal procedure. A statement must be included describing in detail how the course or group of courses shall utilize academic, cultural, and/or physical resources not reasonably available in Texas.
      5. The instruction in all out-of-state courses must conform to SFA’s academic policies
      6. Any financial benefits provided by travel agents, carriers, or hotels must be remitted to SFA and not be made as gifts to faculty members or their families. Except for funds specifically appropriated for international activities (e.g., state incentive programs, scholarships, etc.), state funds shall not be used for faculty and student travel, meals and lodging, or other incidental expenses.
      7. Financial aid must be available to students registering for out-of-state courses on the same basis as for students seeking financial aid for on-campus instruction. Additional student financial aid may be furnished by the university as appropriate.
      8. Minimum course enrollments shall conform to the same standards as applicable to on-campus courses.
    2. The second stage involves final approval for the out-of-state course. This approval shall be based upon the final submission of a comprehensive itinerary, plan of study, and any promotional materials.
  2. Deadlines for approval are as follows:
    1. Tentative approval
      1. Fall semester: Prior to February 1
      2. Spring semester: Prior to June 1
      3. Summer semester: Prior to November 1
    2. Final approval and submission to the THECB
      1. Fall semester: May 1
      2. Spring semester: September 1
      3. Summer semester: February 1
  3. Any agreement with the travel agency, carrier or vendor shall be reviewed by the Office of the General Counsel prior to execution. The Office of the General Counsel shall review the agreement for legal issues relevant to the nature and location of the proposed course of study. This may include, but is not limited to, transportation, safety, lodging, sightseeing, food services, and any other services in connection with the itinerary.
  4. Students must be informed in writing that any contract for transportation, lodging, or food is made with the travel agency or carrier and that SFA is responsible only for instruction and academic credit.
  5. Student deposits for contract travel shall be made with the appropriate university office which shall issue a check payable to the agency or carrier once the deadline for reservations has passed. If a course does not enroll a sufficient number of students, refunds shall be made to the students who have paid deposits. For courses not using contract travel, deposits shall be made immediately on receipt to the appropriate university account.
  6. All purchases are subject to the state bid procedures. Trip directors must submit requests for bids or justifications for contracts with specific vendors or agents.
  7. The salary paid to the instructor shall be provided in one of the following ways:
    1. The instructor's regular salary will be paid from the department's budget, or
    2. B. The instructor's salary shall be paid through the appropriate college (out-of-state domestic travel) or through the Office of International Programs (international travel) prorated on the basis of enrollment, not to exceed the instructor’s regular salary.
  8. There shall be no travel allowance for the instructor unless a specific exception is made by the provost and vice president for academic affairs.

Cross Reference: 19 Tex. Admin. Code §§ 4.270-.279

Responsible for Implementation: Provost and Vice President for Academic Affairs

Contact for Revision: Provost and Vice President for Academic Affairs

Forms: Out-of-State Travel/Study Course Request Form (available in the Associate Provost’s office); International Travel/Study Course Request Form (available in Office of International Studies and Programs)