How to Propose an Embedded/Graduate Program

An embedded program is a short-term education abroad experience that is offered as a component or supplement to an academic course taught in residence on a Penn State campus.

In order to minimize institutional risk and to ensure compliance with University Policy FN20 and Penn State International Travel Requirements, the Education Abroad Office asks faculty and departments (graduate and undergraduate) organizing and/or sponsoring embedded programs to submit information and necessary documentation to Education Abroad.

When embedded programs can take place?

University Faculty Senate Policy 34-81 requires each student to "be registered for the course during the semester in which [its] requirements are completed and the grade or symbol must be assigned at the end of that semester." Among a variety of considerations, this Senate policy recognizes and is intended to comply with United States Department of Education Title IV regulations.

Penn State courses occasionally involve travel or other activities that cannot take place during the semester boundaries in which the course is offered. In line with University Faculty Senate policy and the Office of the Executive Vice President and Provost:

Penn State courses are term-based and therefore must fall wholly within the semester dates established by the university for the fall, spring and summer terms. This will apply to all courses that have previously bridged semesters and will not be limited to those that carry a post-semester travel component.

When coursework, including but not limited to travel, will occur after the close of a semester, an additional course must be offered during the term in which the extended activity occurs. Course credit for the initial course and for the subsequent course must reflect the content of each course. The approval of new courses that cover extended travel or activities, and amendments to existing courses that prepare students for the extended activities, are subject to University Faculty Senate course approval policies and procedures.

Semester begin and end dates

Proposal Pre-Decision Deadlines (Phase 1):

Ideally proposals should be submitted at least 3-6 months prior to departure. Embedded courses should follow the program timelines listed below in order to ensure that planning remains on track, students have sufficient time to prepare, and Penn State Global can review itineraries and rosters in detail.  Please note that the following deadlines are earlier than previous years, in order to allow for more extensive review and preparation. 

Phase 1 Proposal items include general and academic information, onsite partner details, contingency plans, financial considerations, and two approvals - one from your academic leadership and one from your financial office.

• August 15: For embedded programs with travel during fall semester 
• September 1: For embedded programs with travel during winter break 
• October 10: For embedded programs with travel during spring semester (spring break)
• January 15: For embedded programs with a travel component in the Maymester or summer semester

If proposals are being filled out by an administrative coordinator and not the program leader that is traveling with the group, all program leaders will need to complete a short risk management application (program leader requirements).  Program leaders will receive an email from the Education Abroad office regarding this process once the program is approved by Education Abroad.

Post-Decision Deadlines (Phase 2):

Phase 2 proposal items includes the final roster of students, a detailed itinerary, program leader requirements, and emergency contact information for the program, to be submitted by the following dates:

• September 15 - fall semester embedded programs with a travel component in the fall
• October 15 - winter break embedded programs with a travel component in late December or early January
• December 10 - spring semester embedded programs programs with a travel component from mid January to end of April
• March 1 - all embedded programs with a travel component in the Maymester or summer semester

These deadlines must be followed to ensure that scholarship money is disbursed to any students who were awarded the Embedded Programs Scholarship for their program. All students must be 18 at time of travel.

Customized Programs Partner Policy

All program leaders and administrators must review and adhere to the Customized Programs Partner Policy. All new customized faculty-led and embedded programs will be required to work with a contracted onsite partner (i.e., private educational entity, a full-service program provider, institutional/university partner, non-profit organization, travel logistics company) to arrange for critical program components and existing programs must meet the policy expectation by summer 2025.

If you are the main point of contact with the host partner or vendor abroad, please be sure to inquire about the date by which arrangements are subject to financial commitment or penalty upon cancellation.

All contracts are required to be managed by the academic unit offering the program and the Office of Procurement.? Review general information about the contract approval process and general liability insurance requirements on the Embedded Programs website.? For questions about the contract's approval process, please email the Office of Procurement at psucontracts@psu.edu.

Proposers, program leaders, and sponsoring academic units/campuses are encouraged to visit the Embedded Programs website which outlines helpful information program development resources and information, including the following:

• Program Development Checklist 
• Proposal Deadlines 
• Program Partner Requirements 
• Embedded Leader Guidelines & Responsibilities 
• Course Approval & Academics 
• Budgets and Financial Considerations 
• Collecting Student Fees 
• Tethered Summer Courses 
• Travel Logistics & Requirements 
• Sustainability 

For questions, contact the Embedded Programs team at embeddedprograms@psu.edu.