Planning Faculty-led Study Abroad

Faculty Led Planning
Timeline Activity Task
Twelve to Nine Months Before Departure Meet with your Dean
  1. Review the Faculty-led Study Abroad Process Overview and Best Practices presentations.
  2. Discuss your future faculty led study abroad plans with your dean.
  3. Submit proposal to the department dean for approval.
  4. Forward the completed "Deans Approval Form" to the Study Abroad Office.
After you meet with your Dean
  1. Create a course outline. Be sure that your outline details the "Study Abroad Component" associated with your class.
  2. Start creating a detailed itinerary.
  3. Start creating a budget.
Meet with a representative from 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?
  4. Review the Faculty led Study Abroad Safety Presentation.
Meet with the UIW 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.
Contact or 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.
  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.
Eight to Six Months Before Departure Advertise and Promote
  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.
  1. Reconfirm all reservations abroad.
  2. Make sure payments have been received by vendors for services.
  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.  Forms may also be downloaded from the Study Abroad website, titled "Forms for Faculty-led Study Abroad":
  2. Make sure students and participating faculty have signed and submitted all forms to the Study Abroad Office.
Two months to 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. Review the Faculty led Study Abroad Presentations regarding Best Practices and Safety.
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 Final Confirmations
  1. Confirm flights.
  2. Confirm transportation and accommodations.
  3. Confirm plans (meeting time and place) with students.