D. General Program Management
Study abroad programs must be managed by an on-campus CUNY faculty or staff member who is designated as the Program Director. The Program Director is responsible for both the administrative and academic aspects of an international program. Among some of the responsibilities of the Program Director are:
For all types of programs described above, agreements between the overseas institution and the CUNY College must be developed and submitted to the CUNY Office of International Programs within the University’s Office of Academic Affairs. In conjunction with the University’s Office of the General Counsel, all agreements will be reviewed and must be approved as to form prior to sending a proposed agreement to the overseas institution. These agreements should state the period of study abroad covered, the services to be provided, the number of students to be served, the tuition and other program costs and the institution to which all funds are to be paid. Agreements should cover a period not to exceed three years; however, options should exist to include up to two renewals for periods of two years each. Therefore, at a minimum, agreements should be reviewed every seven years (if all options are exercised). Model form agreements are available at www.cuny.edu/studyabroad
Please note that in all CUNY study abroad program agreements, the terms “home” and “host” are used differently than in this Manual. In the international agreements, the term “home” college refers to the CUNY college sponsoring the program and responsible for its administration; the term “host” refers to the overseas institution the student attends while abroad. In a Student Exchange Program, a CUNY college may also be a “host” institution to the foreign exchange students studying there; and the foreign institution would be the student’s “home” school.
Once the University Offices of International Programs/Academic Affairs and the General Counsel have approved an agreement, the college planning to enter into a relationship with an overseas institution must submit a Board resolution for the Chancellor’s Report describing the agreement with the overseas Institution, except for faculty-led programs. Any significant or material changes in the agreement or the program itself will require a new Board resolution. A fee increase of less than 10 percent shall not be regarded as significant for purposes of the required revision. In cases involving CUNY-wide programs (e.g., CUNY China, CUNY Paris Exchange, CUNY Program for Study in Israel), resolutions and agreements must be filed by the CUNY College that sponsors the program.
Some study abroad programs are sponsored through a consortium (e.g., the College Consortium for International Studies – CCIS), which helps to facilitate the operation of these programs. Consequently, a consortium fee is charged to the student by the organization. This fee is not a CUNY or college-imposed fee. The fee is paid either directly to the consortium by the student, or , in some instances, the CUNY host college may collect the fee and transmit it to the consortium on behalf of the student. The CUNY host college is responsible for paying any annual membership fees in order for its students to participate in the overseas programs of the consortium.
Students should inquire about financial assistance at their home college’s financial aid offices. As a general rule, students enrolled in any of the above-described international programs including consortium agreements with non-CUNY led faculty are eligible to apply for Federal aid programs such as Pell, FFEL loans, etc. Students are not eligible for the State’s Tuition Assistance Program (TAP) if any tuition payments are made to the foreign institution either directly by the student or by CUNY. Thus, only students enrolled in International Exchange Programs and CUNY Faculty-Led Study Abroad Programs may be eligible for TAP, provided the total tuition charge does not exceed the CUNY tuition payable to the CUNY institution. Additional fees and expenses that are part of the cost of education overseas cannot be added to the tuition cost in determining the student’s TAP award; nor, are these costs considered “fees,” if they really are tuition. All TAP and Federal aid requirements must be met and documented by the student’s CUNY home college.
Other-than-Tuition Fees Charged for Overseas Programs
Any fee charged to students must be submitted to the Board of Trustees for approval through the Vice Chancellor for Budget and Finance. This request should specifically indicate the nature of the charge, number of students, an estimated amount of fees to be generated and the purpose of the fees.
Application/Administrative Processing Fees
These fees must be included in the agreement between the CUNY College and the foreign institution. If assessed, this Application/Administrative Processing Fee is used to cover CUNY operational costs and is retained by the Host College.
Material fees, which must be approved by the Board of Trustees every two years or whenever the fee changes, may be charged for courses provided that the student will own the end product of his/her work when using such materials (see Material Fee section of this Manual for definition). Material fees for overseas study have been interpreted to include overseas expenses such as travel, room and board, excursions to historical sites, admission fees to museums, food, etc., as long as the student directly benefits.