Study tours at NDSU require students to have at least a 2.0 GPA. You, as Program Director, are free to set your own requirements in this regard as long as it is not below 2.0. You may also determine whether to limit admission to a certain group: Honors students, students in a particular major, etc. You may wish to require letters of reference and/or an interview to ensure participants will interact well with you and the rest of the group; most NDSU group programs require a short essay, two letters of reference, and no interview. For individuals currently not enrolled at NDSU, he/she must enroll as a non-degree seeking or special student. Due to potential liability issues, all tour participants must enroll in the course.

You are the best judge of what the physical rigors of your program will be, so it will be up to you to determine whether or not students with disabilities or medical limitations will be able to participate successfully. On a safari, refrigeration for a supply of insulin may not be available. A tour including the Great Wall of China may not be a possibility for a student with limited mobility. On the other hand, special arrangements may not be necessary at all for many with disabilities. Ask the student what accommodations or modifications he or she may need, then determine whether or not these are within the scope of your program. Bear in mind that the university is bound by the Americans with Disability Act; program directors are expected to make reasonable accommodations for all applicants. Additional information can be obtained from Mobility International USA, PO Box 10767, Eugene OR 97440 (541-343-1284), or by contacting the NDSU Disability Services office (231-7671).

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There should be no advertising of a study tour until the Department Chair, College Dean, Office of Distance and Continuing Education, and the International Advisory Council has approved the tour. This includes, but is not limited to, advertising flyers, articles in the school paper, or articles in the local newspaper. It is the responsibility of the Tour Director to submit information for the summer bulletin to the appropriate office or if the course is offered through DCE, then to DCE.

Program Directors will want to address the following: basic features of your course (countries, dates, purpose, etc.); program fee and what it includes (lodging, transportation, meals, events, etc.); and availability of financial aid (only for programs awarding three credits or more). Refrain from referring to your program as a "tour" or "study tour"; your program is an academic course offered by NDSU, and you need to reinforce to students that they are enrolling to study and learn, not sightsee. Consistent use of a particular graphic or design is helpful, so that students can easily recognize materials from your program.

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Brochures, flyers, and posters are simple ways by which to reach potential program participants. These can then be distributed in locations throughout campus or targeted toward specific groups. Brochures can be as elaborate as you choose to make them but regardless of graphics should contain course description, program features, Program Director's name and contact information, availability of aid, program dates, and the university-required Affirmative Action/Equal Opportunity statement. Posters or flyers providing key information and program director contact information can be posted throughout campus on "general" bulletin boards and can be mailed to offices with restricted boards.

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Information meetings about your program can be an excellent means for telling groups of students about your program, showing slides or video of the area to be visited, answering questions, gauging student interest in your program, and obtaining names of interested students for later follow-up. Email the student listserv, post flyers around campus or post notices in the Spectrum to announce where and when the meetings will be held.

Contact colleagues whose students are potential applicants and request a few minutes of class time to briefly promote your program. Tell students in your own classes, as well. Keep a list of names and e-mail addresses of potential applicants and send periodic reminders about application deadlines, information meetings, etc.

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Many program directors have created Web sites for their programs, and these range from simple to quite elaborate. In addition to the information contained in your brochure, you might consider adding photos and perhaps an e-mail link so that interested students can contact you. Your site can also be linked to the Office of International Programs' site.

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The Office of International Programs provides a group program application on its Web site at www.ndsu.edu/International under study abroad; a sample is in Appendix 3. Program directors may add appendices to the application if the program warrants. Some programs, for instance, might wish to include a form attesting to a specific required competence necessary for the program, such as SCUBA certification; programs with an internship or work component may have applicants submit a résumé and cover letter.

In general, applications for Summer programs are due in mid-February, those for Fall in early April, and those for Spring in late October. You are free to set your own deadlines, determined by how much lead-time you need to make arrangements, secure group flights, etc. You can also decide to accept applications on a "rolling" or first-come/first-served basis.

You may have students submit their applications to the Office of International Programs rather than directly to you. The OIP will then make sure that all portions of the application packet have been completed and that all supporting documents (transcript, letters of recommendation, etc.) have been attached. The OIP will retain the copy and send the original (minus the original Financial Agreement) to you in campus mail. If you choose to collect applications yourself, you will need to forward applications (original or copy, but the original Financial Agreement must be sent to the IAC) for the selected participants after you've made your decision.

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As you planned your program, you looked at screening criteria such as GPA, letters of reference, etc. Now is the time to solidify your selection criteria, based in part on the volume of response you've received to your promotion efforts, and to make some decisions. First, decide whether you will simply accept participants on a first-come/first-served basis or whether you will have a method of screening applications. It is advisable to have your screening criteria in writing and perhaps keep a graph or other sheet for comparing applications, in case a student later questions why he or she wasn't accepted.

Criteria for selection can include but need not be limited to major, GPA, quality of written essay, and recommendations received. You may choose to interview all applicants before making your selection, having a set of questions that each is asked and determining in advance what types of responses you're looking for (a list of sample questions is provided in Appendix 1).

You may also send a list of applicants' names to the Associate Director of Student Rights and Responsibilities (Memorial Union 368) and request that the disciplinary records of the students be reviewed. If a student's conduct record is such that you are not willing to accept the student on your program, please document your concerns and share them with the Director of the Office of International Programs so that the OIP can provide you with support if the decision is appealed.

Keep in mind the physical and/or emotional rigors of your program, but also remember that NDSU and its programs are bound by law not to discriminate against those with disabilities. If you feel a candidate is not suitable for your program, by all means discuss with that student why you feel participation in your program may not be in his or her best interest. You may be able to suggest other programs for the student; consider recommending a visit to the Office of International Programs to seek other options.

International students participating in study abroad programs often have additional concerns regarding passport and visa issues for travel to a third country. Refer them to an International Student Advisor in the Office of International Programs. They need to take care of necessary paperwork as soon as possible after deciding to participate in the program.

After you have completed your selection process, inform all students of their status in writing.

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