Maymester Course Proposals
Overview | Eligibility | Process & Timeline | Proposals | Personnel Support | Resources
OVERVIEW
Maymester courses offer students innovative and experimental approaches to a wide range of academic topics. Courses satisfying major and/or AXLE requirements are especially appealing, as are those which might help satisfy the Immersion requirement. In addition, Maymester courses afford opportunities to explore out-of-the-classroom, supplemental activities, such as field trips and excursions, as enhancements to the student experience. Because of the time-intensive delivery of the course content, students can take only one Maymester course each year. In the past, A&S has offered courses in the U.K., Spain, Italy, France, Greece, Israel, Peru, and many other countries.
ELIGIBILITY
In general, junior tenure-track faculty are not permitted to offer Maymesters or summer courses. In addition, faculty who have been on leave the semester before or after Summer Sessions are usually not permitted to offer Maymester and summer courses, as a condition for receiving research support during their leave.
Instructors are encouraged to partner with a trusted study abroad provider (i.e. CET, CIEE, etc.). Regardless of provider support, at least one additional support person is required. We strongly encourage instructors to engage a colleague (preferably a fellow faculty member) to accompany the trip to offer teaching or non-teaching support, including assisting with logistics and other matters.
See additional information and options for support.
PROCESS & TIMELINE
The deadline to submit instructor and course information for a 2025 Maymester Abroad is September 15, 2024. Instructor and course information will be reviewed by department and program chairs and by Bonnie Dow, Vice Dean and Senior Associate Dean of Faculty Affairs. If instructor and course information is approved, instructors will be invited to submit proposal materials. Proposal materials are due on October 13, 2024, and will be reviewed by the College of Arts and Science Office of Undergraduate Education.
The process for proposing Maymester and Summer Sessions courses aligns with the process to propose fall and spring courses:
- September 15: Submit instructor and course information online by 11:59 p.m.
- October 13: If approved, submit course proposal materials online by 11:59 p.m. (form will be provided to faculty with approved courses).
- October 31: If proposing a new course, submit course information to the Curriculum Committee through the PARC form. The course will then go through the normal approval process. This only applies to new courses; those proposing existing courses do not need to submit through PARC. You can search the Undergraduate Catalog to confirm if your course already exists.
- Early November: The College of Arts and Science Dean’s Office will notify you if your proposal is approved. NOTE: New courses cannot be announced or promoted until after they are officially approved.
- November 12: Maymester Abroad Information Fair in Sarratt Promenade. Faculty with approved courses are required to participate in the information fair. More information will be shared with approved instructors closer to the date.
- January 15: GSF application deadline
- January 31: Maymester application deadline
- February 3-7: Academic and disciplinary clearances
- February 5: GSF first round of award
- February 11: GSF second round of award
- February 17: Maymester commitment deadline
- One month before departure date: GeoBlue registration
- March TBD: Global Safety and Health pre-departure orientation for faculty
- March 9: Maymester withdrawal deadline #1, 25% program fee
- April 6: Maymester withdrawal deadline #2, 50% program fee
- Week of April 21: Maymester registration
- May 4: Maymester withdrawal deadline #3, 75% program fee
- After May 5: Maymester withdrawal deadline #4, 100% program fee
Please contact Danny Coradazzi in the A&S Office of Undergraduate Education with questions.
PROPOSALS
Maymester course proposals must include:
Maymester Program Proposal Cover Sheet
Cover sheets provide an overview of the course and the trip. Required information includes course details (title, course number, credit hours, AXLE category, etc.), travel information (program destinations and travel conditions and/or challenges), estimated costs (expenses covered/not covered in the program fee), and visa information. Please use the cover sheet template when preparing your cover sheet, and do not alter it in any way.
For the “Estimated Cost” portion of the cover sheet, list all expenses covered and not covered in the program fee. Examples of expenses not covered in the program fee include student airfare to/from the destination, certain meals, cell phone/SIM card, medical expenses, and visas. Students need as much clarity as possible from the beginning about which expenses are and are not covered so that they can make informed decisions about whether to participate. Please include estimated totals for what is not covered, especially meals that will be the student’s responsibility.
Cover sheets will be posted in the “Courses” section of the Summer Sessions website for students to explore.
Syllabus
The syllabus should include detailed course policies and expectations, as well as a course calendar with daily readings, assignments, and clear information about field trips.
See sample Maymester syllabi (example 1, example 2).
Itinerary
The itinerary should include travel dates, destinations (start and end dates for each), transportation, lodging, meals, and excursions/activities. For each itinerary item, indicate whether the cost is included or not included in the program fee.
Be sure to vet lodging, restaurants, modes of transportation, and excursions for quality, location, and safety—whether through personal knowledge (preferred) or online.
Note that Maymester courses adhere to the A&S and Vanderbilt Travel Policies.
Safety Plan
The safety plan should include emergency information and procedures, such as contact information for faculty and TAs, local emergency services, embassies/consulates, lodging, and local hospitals. For questions about the safety plan, contact the Office of Global Safety.
Budget
Each Maymester must be able to meet its own budget; that is, all costs associated with the course must be anticipated by the estimated budget. Any course that is unable to meet its own expenses or attract the required minimum number of students will be canceled. Please use the budget template and do not alter it in any way. Budgets not on the template will not be accepted.
A proposal budget must include:
- Transportation expenses
- Instructor airfare to/from destination
- Support faculty/staff airfare to/from destination
- Bus/rail/taxi/ride share (to/from destinations, activities, and excursions)
- Lodging expenses (hotels, hostels, etc.)
- Instructor lodging
- Support faculty/staff lodging
- Student lodging
- Food expenses
- Instructor meals/snacks
- Support faculty/staff meals/snacks
- Group breakfasts, lunches, and dinners
- Program expenses (activities and excursions)
- Entrance fees
- Excursion fees
- Tour company expenses
- Miscellaneous (instructor and support faculty/staff expenses only)
- Instructional supplies
- Postage
- Laundry
- Medical
- Cell phone
- Gratuity
- Other expenses
- Licenses
- Certifications
- Gear
Try to be comprehensive and realistic in your cost projections. Once a course proposal is approved and course promotion has begun, it is difficult to make any substantive changes.
Please note:
- IDS taxes and other university or college budget elements, tuition fees, instructor and TA salary, total variable and fixed expenses, and program fees will be calculated to determine the projected Maymester program cost per student.
- Minimum student group size is 12 and maximum group size is 20, but all courses should budget for a minimum of 14 students. This should provide a buffer to account for attrition. Faculty should recruit more than the required minimum to account for attrition.
- Any course not meeting its break-even enrollment number, even after it has been approved, can be canceled. Courses may also be canceled at any time for one of the following reasons: (1) not approved by the department chair or the A&S Dean’s Office; (2) budget and itinerary not approved; (3) changes to budget or itinerary not approved; or (4) insufficient enrollment.
PERSONNEL COURSE SUPPORT
It is highly recommended that course instructors engage a colleague to accompany the trip (a faculty member is preferred).
There are two faculty support options:
- Teaching support: If instructors are splitting teaching responsibilities, then each instructor will be paid half the Maymester walk-on rate plus $1,750 (half the TA stipend).
- Non-teaching support: If a faculty member has no teaching responsibilities and is only accompanying the trip to help supervise, then the supporting faculty member will receive a stipend of $3,500.
If you are unable to identify a faculty member to accompany the trip and offer support, you must choose from the following options:
- College of Arts and Science staff member (preferred): It is highly recommended that instructors recruit A&S staff. The staff member’s department must give approval for the staff member to participate. If approved to accompany the trip and offer support, the A&S staff member will receive a stipend of $3,500.
- Non-College of Arts and Science staff member: As with A&S staff, the staff member’s department must give approval for the staff member to participate. If the staff member is not in Arts and Science, then the Arts and Science Dean’s Office must also approve. If approved to accompany the trip and offer support, the staff member will receive a stipend of $3,500.
RESOURCES
- Global Education Office
- Payment Services (for questions about contracts with study abroad providers, reimbursements)
- Office of Global Safety (for questions and concerns related to student traveler health, safety, security, including physical health, mental health, identity-based concerns, and group dynamics, and guidance on creating a safety plan for your proposed course)
- World Travel (for assistance with travel arrangements for faculty and students and questions about a range of travel-related issues)