Short-term Budget Development
As part of the proposal all faculty will prepare a tentative budget based on 10 students with 2 directors. Please use this resource to help develop a budget for the proposal process. All programs must have on-site support that meets CSB/SJU COVID protocols.
If your proposal is approved, all faculty directors will be assigned a member of CGE staff that will be your liaison for the remainder of the program. Faculty directors has a major role in determining course cost for a short-term program: Prior to departure, the faculty director, in conversation with the CGE liaison, should possess a fairly clear sense of what portions of the travel budget that the faculty director is responsible for developing, and which portions your travel provider (if applicable) and CGE is responsible for calculating.
Depending on your on-site support contact or travel provider, it may be the faculty director’s job to develop estimates for the following:
- How much a typical lunch or dinner will cost in the restaurants or eateries you intend to visit and how many group meals will be organized for the entire course
- Fees for entrances to study sites, such as museums, libraries, historic sites, theaters,
- Honorarium for speakers
- Classroom rental
- Lodging choices (hotels, hostels, dormitories, home stays)
- In-country transport (airport pickup/drop-off, subway or metro passes, tour buses, train tickets)
The benefit of working with an overall travel provider is that they will work with a host-country tour operator to develop best costs for lodging and transport services. They can often procure a far better rate because they purchase for the group at a reduced fee, and work with airlines, hotels, etc. CGE will determine the final cost of the course for students.
In conjunction with CGE, the director must provide a budget to the Center for Global Education review. This budget will also be given to the CSB Business Office and the budget analyst in Academic Affairs to help determine the final program fee which students will be charged. CGE will provide you with an updated template that must be used upon approval of the course.
It is important to keep the following items in mind when developing a budget:
- Use the Short-term Financing Program brochure (Links to an external site.) as a guide - programs fees range from just over $2,000 to $4,000. Any program fee estimate over $5,000 will need to demonstrate rationale for the costs to the CGE Faculty Advisory Committee; the budget should reflect is a good estimation of everything included in the itinerary.
- Program itineraries and budgets are based on shared accommodations for students
- This means each student will be guaranteed their own bed, in a shared bedroom with other students of the same gender. Single rooms can be available, upon request, and subject to additional fees.
- Directors should arrange comparable lodging when making their own arrangements (i.e. the students cannot stay in an inexpensive hostel while the director is in a 5-star hotel).
- Under no circumstances should faculty or faculty family members share accommodations with students
- the program fee will support either single occupancy hotel rooms or 2-bedroom apartments for the director and asst. director
- The program can pay housing for the faculty directors up to one additional day before and after the program dates.
- CGE, in consultation with the faculty director, will determine what to include in the overall cost of the course, and what costs students will need to pay out of pocket once abroad.
- You must determine how many meals will be “group meals” and thus incorporated into the cost of the program, and how many meals students will buy “on their own” and thus pay out of pocket.
- If part of your itinerary includes “optional items”—a recommended but not required visit to a museum or theater or a guided hike in the mountains—those costs should not be included in the program fee. Nevertheless, students (and CGE) will need to be alerted about the optional activity in advance so they can budget accordingly. Students will ask you how much extra money they need to bring along to cover costs above the program fee that they will be billed. The faculty director and CGE will determine this amount, so both of you can give students consistent information.
- Fixed vs. variable costs in the budget: Since the course budget is created far in advance, be aware that costs change, currency exchange rates change, airfares might go up, hotel rates alter. Therefore, it is important to work with CGE and your study abroad provider (if applicable) to determine in advance who is responsible for unanticipated fluctuations in travel costs. These natural fluctuations might influence how much you include in your “administrative expenses” amount. Administrative expenses typically cover any costs you will have for the group that are not included in other areas of course costs, e.g., a group meal you will organize spontaneously, honorarium you will pay directly to a guest speaker, gifts for hosts, tips. Too much in Administrative expenses, however, can make the course too expensive for students. Too little, and there will be insufficient funds. It is safe to say that developing a budget is a matter of balancing as well as of devoting attention to the details of all you plan to do with students and the associated costs.
- All programs do not include airfare in the program fee; students need to purchase airfare independently.
- Please add a $500 salary for the Asst. Director in the program budget.
- Please note: When planning both required and optional activities, it is important to consider whether any activities are considered “high risk.” As such, these activities may not be covered under the university International travel insurance plan and should be avoided. Be sure to discuss activities, even those that are optional, with CGE beforehand.