Step-by-Step Guidelines for Preparing “New” Study-Abroad Programs


Step #1


Attend one of the bi-annual briefings for faculty and staff interested in developing new ‘study-abroad’ programs. (Typically, planning for a “new” study abroad program should begin one-to-two years in advance.)


 1 ½ - 2 years in advance of intended trip

Step #2


Meet with representatives in the Office of International Education to be briefed on the specific steps to follow in preparing a “study abroad’ proposal.

a.        Get briefed on budget issues and requirements.

b.        Review earlier ‘study-abroad’ proposals

c.        Review University “Guidelines for International Study Tour” Programs.

d.        Review UW-System Code of Conduct for faculty, staff and students studying abroad.


1 ½ -2 years in advance . . .

Step #3

Develop Study Abroad Proposal in consultation with the Office of International Education, as appropriate, and inform home department of intended plans.


1 – 1 ½ years in advance. . .

Step #4

Consider conducting pre-trip planning visit to arrange site visits, accommodations, transportation, and the like. (This will be done in advance of the actual ‘study-abroad’ tour and will also be contingent on available funding. Requests for such funding from the International Development Fund must be made in advance of such a trip.)


9 mos. – 1 year in advance. . .

Step #5


Develop finalized trip proposal (with best trip and budgetary information that then exists) in consultation with the Office of International Education.


9 mos. – 1 year in advance. . .

Step #6

Present the ‘Study-Abroad’ Proposal to the International Education Committee for approval. (If the proposal involves a new course offering , that course offering must first be reviewed by the appropriate university curriculum committees.)


9 mos. – 1 year in advance. . .

Step #7

Begin to recruit students for the trip (if this has not already begun) and contact your Department Chair and the Registrar’s office to get the course listed in the appropriate class timetable.


6-9 mos. in advance. (In time for course registration)


Step #8

Update the International Education Committee, as appropriate, on the evolving particulars of the trip itinerary and course curricula.

4-6 mos. in advance


Step #9

In conjunction with the Office of International Education, conduct student orientation for the trip: How to obtain passports, how traveler’s insurance works, etc., etc.. (Trips lasting more than 4 weeks require a 1 cr. orientation program.)


3-5 mos. in advance

Step #10

In conjunction with the Office of International Education, finalize all travel arrangements: transportation, accommodation, education materials, etc., etc.


2 weeks to 2 mos. in advance

Step #11

Conduct cross-cultural training and final student preparation, not otherwise completed in Step #8.


During final month before departure


Step #12


Conduct ‘Study-Abroad’ Program


Time Zero

Step #13

Meet with the Office of International Education upon return and submit both student grades and trip expense reports.


1-3 weeks after return

Step #14

Submit written trip report and trip assessment.


1-6 weeks after return

Step #15

Meet with International Education Committee to make an oral, after-trip report on the study-abroad trip.


Sometime during the semester after completing the trip.



Things needing further follow-up action:


1.                    Are sample study-abroad proposals available in the International Education Office for review?


2.                    Does a master list of all “existing” study-abroad programs exist, indicating when the tour was last conducted, and when a program will be ready for review?


3.                    Does the Current set of “Guidelines for International Study Tour Programs” reflect current thinking? (Hint: No. See for example, the definition of ongoing and new study-abroad programs. See also the after-trip assessment report requirements.)


4.                    Have arrangements been made for the bi-annual briefings for people interested in creating new ‘study-abroad’ programs.