Out-of-State Travel/Study (A-36)
Original Implementation: September, 1981
Last Revision: January 30, 2007
Out-of-state travel courses are those courses whose fundamental content is based on the use of natural or cultural resources found outside the state and in which a majority of instruction is delivered out-of-state. They do not include courses delivered on campus in which incidental travel to another state for enrichment activities occur.
Requests for courses involving out-of-state travel within the United States must be routed, using an "Out-of-State Travel/Study Course Request Form", for approval via the instructor's department Chair, college Dean, the Associate Provost, and the Provost and Vice President for Academic Affairs.
Requests for courses involving international travel must be routed, using an "International Travel/Study Course Request Form", for approval via the instructor's department Chair, college Dean, the Director of International Studies and Programs, the Associate Provost, and the Provost and Vice President for Academic Affairs.
The approval process consists of two stages.
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 and stated as follows:
No courses which offer credit primarily for travel, recreation, or pleasure may be authorized.
No out-of-state classes may be offered to serve non-Texas residents unless they are degree candidates at Stephen F. Austin State University, and they must be charged the non- resident or foreign student tuition as established by law.
No student may be eligible to enroll in an out-of-state class unless the student has satisfied all University and degree program admission requirements and has paid all appropriate fees.
All courses must be in the approved course inventory and be applicable to a program approved by the Coordinating Board.
In accordance with Coordinating Board Rules: (Chapter 4, Subchapter E, Section 4.107 (c) (6), and Memorandum of Reporting Out-of-State and Out-of-Country Courses dated April 10, 2001) each public institution wishing such approval shall submit the course request, including itinerary and syllabus, to the Coordinating Board.
The instruction in all authorized out-of-state classes must conform to all relevant academic policies at SFASU. All courses must conform to the University's workload and enrollment requirements, its contact hour/credit ratio, and similar matters.
If a course is to be taught by adjunct faculty (anyone other than regular University faculty), a statement must be attached describing the unique qualifications of personnel to be employed at the out-of-state site.
Motivation for the offering of courses must be educational, not entrepreneurial, and may not result in improper advantage or financial gain for participating faculty and staff. Out-of- state classes must emphasize their instructional nature. Any course advertised or marketed to create the impression that it is primarily a credit-for-travel experience will be disallowed.
Any free tickets for travel, accommodations, or other expenses provided by travel agents, carriers, or hotels must take the form of payments to SFASU 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 will not be used for faculty and student travel, meals and lodging, or other incidental expenses.
Financial aid must be available to students registering for out-of-state classes on the same basis as it would be for such students seeking financial aid for on-campus instruction. Additional student financial aid may be furnished by the University as appropriate.
Minimum class enrollments will conform to the same standards applicable were the class to be offered on-campus.
Deadlines for approval are as follows:
Tentative approval
Fall semester: Prior to February 1
Spring semester: Prior to June 1
Summer semester: Prior to November 1
Final approval and submission to the Coordinating Board
Fall semester: May 1
Spring semester: September 1
Summer semester: February 1
The agreement with the travel agency carrier or vendor shall contain the following clause specifying that transportation, lodging, and food services are the responsibility of the carrier and not the University:
The brochure that is distributed to prospective students must contain a clause which specifies that where there is a contract for transportation, lodging and food, the student's contract is with the travel agency or carrier. The University is responsible for instruction and credit only.
All student deposits for reservations for a course involving contract travel will be deposited with the university or the Office of International Studies and programs, as appropriate. After the deadline for reservations has passed, a check will be drawn payable to the agency or carrier, or if the course does not make, refunds will be made to students. For those courses not using contract travel, deposits must be made immediately on receipt to the appropriate University account.
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.
The salary of the instructor will be paid in one of the following ways:
The instructor's regular salary will be paid from the department's budget, or
The instructor's salary will be paid through the appropriate college (out-of-state domestic travel) or the Office of International Studies and Programs (international travel) prorated on the basis of enrollment, not to exceed his/her regular salary.
There will be no travel allowance for the instructor unless specific exception is made by the Provost and Vice President for Academic Affairs.
For each course or group of related courses, the institution must attach a statement describing in detail how the course or group of courses will utilize academic, cultural, or physical resources not reasonably available in Texas.
Final approval based upon the submission of a total itinerary, plan of study and copies of promotional brochures to be used. The rationale used for final approval will consist of a written explanation of how the course will involve cultural, intellectual, academic, or natural resources not accessible in Texas or produced via standard laboratory exercises.
Stephen F. Austin State University and its representatives shall assist the tour members in making arrangements for hotels, transportation, sightseeing, restaurants, or any other services in connection with the itinerary, and the University and its representatives shall exercise reasonable care in making such arrangements. The University and its representatives shall not, however, assume any liability whatsoever, for any injury, damages, loss, delay or accident to person or property due to any act or default of any hotel, carrier, restaurant, company, or person rendering any of the services included in the tour. The tickets, coupons, rules, tariffs, or contracts currently in use by any carrier, hotel, restaurant, or other contractor, rendering service, shall constitute the sole contract between such contractor and the tour member. Further, (Tour Agent) and Stephen F. Austin State University accept no responsibility for any damage or delay due to sickness, pilferage, labor dispute, machinery breakdown, quarantine, government restrictions, weather, or any cause beyond their personal control. The right is reserved to cancel or change itineraries, or substitute services without notice and to decline to accept or retain any tour member at any time. Additional expenses, if any, shall be borne by the participants. The airlines concerned and their agents or affiliates are not to be held responsible for any act, omission, or event during the time passengers are not on board the aircraft. The passenger ticket in use by said airline shall constitute, when issued, the sole contract between the airline and the purchaser of these tickets and/or for the passenger. Air fares are subject to change without notice. The services of any IATA carrier may be used for these tours, and transportation within the USA may be provided by any member carrier of the Air Traffic Conference of America. In view of the statutory or contractual limitations which may apply to personal injury or losses or damages to property, the purchase of accident and baggage insurance is strongly recommended.
Cross Reference: None
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)