In collaboration with the Office of International Affairs, Ohio State's 15 colleges are actively involved in setting program fees for faculty-led and Ohio State managed programs. A calendar of activities and deadlines for creating the program fee is followed in order to publish the final program fee in a timely manner. This allows students to plan accordingly. Enrollments for education abroad flow to the sponsoring college instead of to the Office of International Affairs. In the shared responsibility model, the colleges and OIA will work together to promote education abroad access and affordability.
The Office of International Affairs selects host institutions and educational travel providers based on their ability to provide responsive, high-quality and safe program arrangements at a fair price. When the unexpected occurs, these entities can provide the Office of International Affairs with support, information and solutions.
It is important to be aware that the Office of International Affairs does not work directly with hotels, airlines, bus companies, guides, museums, theatres, etc. Travel services are secured only through Ohio State’s designated travel providers.
During the program planning process, resident directors work with a wide variety of Office of International Affairs staff members.
Setting program fees
- Program fee setting process
- The Office of International Affairs will work with vendors, host institutions and other providers to make program arrangements and establish the cost of program services. Travel arrangements (hotels, airlines, bus companies, etc.) are secured through Ohio State’s designated travel providers.
- The Office of International Affairs will send an itemized program fee worksheet for each college’s faculty-led or Ohio State-sponsored programs to the college senior fiscal officer in advance of publishing the study abroad program fee.
- The senior fiscal officer will be responsible for reviewing the program fee worksheet, recording the college’s level of financial support if applicable and returning the Program Fee Worksheet to the Office of International Affairs.
- The Office of International Affairs will publish the program fee after receipt of the Program Fee Worksheet from the senior fiscal officer.
- Education abroad participants pay the OIA Education Abroad Program Fee through the Office of the University Bursar. It is posted during the term in which they will study abroad.
- The deadlines for faculty led programs include important milestone dates for setting program fees. These dates are set based on our experience working with airlines, vendors, host institutions and other providers and cannot be changed.
- The Office of International Affairs cannot make payments directly to vendors in excess of $50,000.
- Providers must meet Office of International Affairs and university service, quality and safety expectations. The Office of International Affairs reserves the right to deny use of any provider(s) that do not meet expectations.
- Please note that resident directors are not permitted to drive with students as passengers while abroad unless a petition has been approved by the university's International Travel Policy Committee.
Itinerary and travel arrangements
- Academic departments and resident directors are expected to propose a list of required services/activities or a detailed day-to-day itinerary to the Office of International Affairs, which will then be submitted to the host institution or university-designated travel provider for a quote.
- Education abroad specialists will make group international and in-country arrangements only through the use of Ohio State's designated travel provider– with the exception of programs managed by a host institution or in cases when airfare is arranged by the individual participant.
Budgetary information and viability of program
- The Office of International Affairs will determine the per person amount for emergency funds to be included in the program fee.
- In consultation with resident director(s) and/or relevant academic unit, the Office of International Affairs will determine the minimum number of students required to run the program.
- Resident directors will have one opportunity to ask the Office of International Affairs to revise the program budget prior to review by the college senior fiscal officer and advertising the program fee.
If sufficient budget information has not been provided by the host institution, vendor or resident director by the program budget deadline, program viability will be assessed by the Office of International Affairs after consultation with the college education abroad liaison and academic unit and may result in cancellation.
If the number of viable applicants falls below the predetermined minimum after the program application deadline, in consultation with the college senior fiscal officer:
- The application deadline may be extended (when possible).
- The academic unit sponsoring the program agrees to provide financial support, so the program does not run at a loss.
- The program is cancelled.
Revenues and expenses reconciliation
The Office of International Affairs bears responsibility for reconciling the program revenues and expenses after its completion. Surpluses and/or deficits will be transferred to the academic unit in consultation with the college education abroad liaison and senior fiscal officer.
If you have any questions, please contact Tim Hornsby.