TIMELINE

ACTIVITY

TASK

Eighteen Months to Nine Months Before Departure

MEET WITH THE STUDY ABROAD OFFICE

Meet with the Study Abroad Office to discuss plans and procedures. To begin the planning process:

1. What city/cities do you plan to visit?
2. What are the anticipated dates of travel?
3. How many students can participate?

BEFORE YOU MEET WITH THE DEAN

1. Create a syllabus.
2. Create a detailed itinerary.
3. Create a budget.

MEET WITH THE DEAN

1. Submit proposal to the department dean for approval.
2. Forward approval to the Study Abroad Office.

MEET WITH THE COMPTROLLER

1. Discuss financial administration of the program.
2. Set up program finances and accounts and go over all financial procedures.
3. Review budget and determine additional expenses for students.
4. If applicable, establish schedule(s) for students to make payments.
5. If applicable, establish schedule(s) for payment of vendors.

MEET WITH VENDORS

1. Begin negotiations with vendors (airlines, tour companies, hotels, landlords, host country universities and/or language institutes, etc.)
2. Establish a date for possible cancellation of the program if enrollment is not sufficient.

VISAS

1. Determine if students will need a visa.
2. Consult with appropriate consulate on procedures for obtaining visas.
3. If needed, obtain visa application.

(The Study Abroad Office can assist you with obtaining procedures and/or applications)

CREATE A DATABASE

1. Prepare database spreadsheet to track student information.
2.  Include information on necessary travel documents and payments made.

ADDITIONAL FACULTY

Recruit faculty and staff.

Nine to Six Months Before Departure

ADVERTISE

1. Prepare publicity and application materials.
2. Recruit participants.
3. Speak with the Study Abroad Office about setting up a booth at the upcoming Study Abroad Fair (usually held in September)

Six to Four Months Before Departure

PASSPORTS

1. Make sure students have or are applying for passports.
2. Obtain copies of passports or copy of completed passport application.

Four to Two Months Before Departure

PASSPORTS

Make sure that you have a copy of all students’ passports.

VISAS

If a visa is needed, make sure that all students have applied for the visa and submitted all necessary documents.

CONFIRM

1. Reconfirm all reservations abroad.
2. Make sure payments have been received by vendors for services.

INSURANCE

1. All participants are required to purchase both international health insurance and travel insurance.
2. Contact the Comptroller’s Office to obtain information regarding international health insurance and travel insurance.
3. Obtain copies of students’ insurance card and/ or policy.
4. Complete roster and submit to Comptroller’s Office.

WAIVERS AND FORMS

1. Download the following forms from the Study Abroad website:
   • Student Roster
   • Release, Waiver of Liability and Hold Harmless Agreement for faculty and students
   • Statement of Activities
   • Emergency Contact and Release form
   • Student Independent Travel Form (if applicable)
2. Make sure students and participating faculty have signed and submitted all forms to the program director.
3. Make copies of documents and submit originals to the Study Abroad Office.

ONE MONTH BEFORE DEPARTURE

PRE-DEPARTURE ORIENTATION

Conduct a pre-departure orientation. The Study Abroad Office can assist you in providing a pre-departure orientation.

VISIT THE STUDY ABROAD OFFICE

1. Sign and log details of your trip in the Travel Register.
2. Leave your contact information while abroad, including hotel schedule and flight itinerary.

THREE DAYS BEFORE DEPARTURE

CONFIRMATIONS

1. Confirm flights.
2. Confirm transportation and accommodations.
3. Confirm plans (meeting time and place) with students.