Study Abroad

Proposing a program

Specific Information for the 2022-2023 Proposal Cycle

At this unique moment for our community, country and world, our team is more committed than ever to cross-cultural education and understanding. We appreciate your partnership. We are opening the 2022-2023 proposal cycle with some additional information and resources as we continue to navigate this pandemic. 

All travel outside the U.S. by University of Washington students (and employees) is restricted until further notice. However we are hopeful that we can begin to plan for study abroad programming again in the near future. 

Programming capacity 

With no programs running between Spring 2020 and (earliest) Fall 2021, UW Study Abroad is operating with a reduced staff. We will not be able to rebuild our staffing until we see a significant return to study abroad. Therefore, this coming year, we will be forced to run fewer faculty-led programs. Here are some factors we will consider when determining which programs to run in 2022-23:

  • Priority to cancelled programs: UW Study Abroad will give priority to previously approved programs that were cancelled in the 2020-2021 and 2021-2022 academic years. If you proposed a program that was cancelled and would like to propose again, get in touch with your program manager for instructions on how to proceed for next year. 
  • Program location: We must expect continued travel risk related to COVID (public health capacity, travel restrictions etc.) for the 2022-23 program cycle. Risks will vary considerably by country based on vaccination timelines, and many countries in the global south may not reach critical vaccination levels during 2022-23. We may have to give priority to programs running in countries that are likely to reach critical vaccination levels during 2022-23. This is a health & safety consideration, and also an ethical consideration: we do not want our programs to create additional burdens for overstretched health infrastructure, even if all our participants are fully vaccinated. To aid you in assessing your intended destination, we have put together a Risk Matrix in which you evaluate your location against various criteria. 
  • Student capacity: for the 2022-2023 proposal cycle, we will not be able to support programs that are designed for 10 or fewer students. 
  • Mobility: if your program is designed to travel to multiple destinations or cross international borders, we ask that you either:
    • redesign your program, limiting it to a single destination (city or town)
    • consider taking a year off from proposing a program 

Spring community meetings

We will host two community meetings to provide you with updates on study abroad and  international travel, and answer your questions about the upcoming proposal cycle. The content of the two meetings will be the same, you can choose one to attend. 

Friday, May 21, 1:00pm – 2:00pm – register here

Tuesday, May 25, 2:00pm – 3:00pm – register here

UW Faculty-led programs are an opportunity for UW students to work with a UW faculty member in a specific discipline and country. UW Study Abroad is proud to support programs led by our faculty and we ensure that they are academically rigorous, financially accessible, and integrated with courses of study. We are particularly interested in programs that:

  • Engage students with faculty research and areas of expertise
  • Offer cross-college collaborations, blended classrooms, and service or internship opportunities
  • Will be offered on a continuous basis and led by multiple faculty within the department
  • Align with the UW Race and Equity Initiative
  • Thoughtfully serve students and disciplines underrepresented in the study abroad community

Information sessions

For more assistance getting started, come to an information session on proposing a new program. We will cover important policies, how to start a program spending plan and timelines. For the foreseeable future these information sessions will be held via Zoom

If you would like to discuss an idea for a program in the meantime, contact us at to set up a meeting with a member of our staff.

Step 1 – Research

  • Discuss the concept for your program with your department chair. Get their support and permission to teach off campus. Discuss your teaching load and compensation options.
  • Read the Standards, roles and responsibilities page.
  • Consult the Forum on Education Abroad’s Standards of Good Practice to learn about programming best practices.
  • Reach out to the Faculty-led program team or attend an info session to discuss your concept or ask questions.
  • If your program will be based in Italy, consult with the UW Rome Center staff to discuss your idea, brainstorm potential program activities, and get with your spending plan.
  • Consult the Education abroad and pedagogical tools section of our website for information on curriculum development and inclusive program design.

Step 2 – Learn the basics

  • Review the Faculty-led program policies. This page will guide you in completing the program proposal. Please consult these policies throughout the proposal process. Submitting a proposal that does not adhere to these policies will delay the review of this program. 
  • Determine your program term and the number of credits:
Academic year Summer quarter Summer A & B Exploration Seminar Spring Break
Term Autumn, winter, or spring Summer Summer A / Summer B Early fall Spring Break (W), Spring Break (Sp)
Length 10 weeks 9 weeks Minimum 28 days Minimum 21 days 10 – 12 days off campus – must be attached to course in winter or spring quarters
Credits 12+ 12+ 6 – 12 5 1

Step 3 – Gather information

  • Set up meetings with your departmental administrator and academic adviser to gather information you will need to fill out the proposal and the spending plan.
  • We strongly suggest you use the Proposal Worksheet to gather this information – this worksheet is an optional tool and does not need to be submitted to UW Study Abroad.
  • Submitting a proposal with inaccurate information will delay the review of this program. 

Step  4 – Open a proposal

The proposal provides UW Study Abroad with information about the program structure, academic content and courses, on-site logistics, and finances. Submitting a proposal is required for new and recurring programs.

Proposal application

  • The individual leading the study abroad program must author the proposal. If you work with a department that provides assistance with the proposal process, please check with your department contact about how to proceed before opening an application.
  • UW Study Abroad will facilitate both Departmental Chair and Dean proposal sign off. The chair of your department does not need to have signed off on the proposal by the deadline below, unless otherwise communicated to you by your department. We do encourage you to have conversations with your chair about the program prior to proposing. Proposals that have not been discussed with the department chair prior to submission take longer to review. 

Start a proposal
Tip: once you start a proposal, you can work at your own pace and save your progress by clicking the save button at the bottom of each screen. To return to your proposal application, visit the Program Director page of our website and click on the Log In icon under the banner.

Spending Plan request

  • Fill out the form below to request a spending plan template for your program.
  • If this is a recurring program, we will create a copy of the last spending plan used for this program.
  • You will receive an email from the UW Study Abroad Finance & Administration (SAFA) team when your template has been created with further instructions for using the Spending Plan Tool.
  • UW Study Abroad will no longer accept the excel version of the program budget.
  • Fill out the survey as soon as you open a proposal!
  • For more information see Creating a spending plan.

Request Form

Special review for countries with travel warnings

  • Program proposals including travel to a country with a travel advisory from the U.S. Department of State or a Centers for Disease Control health warning require an additional review from the International Travel Risk Assessment and Safety Committee prior to approval.
  • Visit the site below to determine if this applies to your program and submit a travel waiver request.

This is a very fluid situation

  • All travel outside the U.S. by University of Washington students (and employees) is restricted until further notice, effective immediately. However we are hopeful that we can begin to plan for study abroad programming again in the near future.
  • If the country is at State Department Level 3 or 4 or CDC Level 3 at time of proposal, please submit a group travel waiver
  • If the travel advisory/warning level is reduced after group travel waiver submission, Global Travel Security will notify you if it is no longer necessary.

Visit the Site

Apply for funding

Consider applying for the Global Innovation Fund. The Office of Global Affairs established this grant to seed new and innovative programming in study abroad at UW. More information below.

Apply for Funding

Step 5 – Submit the proposal

  • Submit your program proposal and preliminary spending plan to UW Study Abroad via the online application system.
  • UW Study Abroad will facilitate both Departmental Chair and Dean sign off. The chair of your department does not need to have signed off on the proposal by the deadline below, unless otherwise communicated to you by your department. Proposals that have not been discussed with the department chair take longer to review. 

Your proposal must be submitted by the following deadlines:

Proposed Program Term Program Proposal Due to UWSA
Summer, Autumn, Winter, Spring August 31
Early Fall  October 31
Spring Break August 31

Step 6 – Proposal review

  • UW Study Abroad will review your program proposal and contact you if we have any questions.
  • We then send the proposal to the chair, administrator, and dean of the sponsoring department, college or school for approval.
  • If your proposal is approved, we will notify you and the program will move into the Recruitment phase of the planning process.
  • Consult the Program planning timelines for a schedule of what to expect in the coming months.
  • Once again, proposals that have not been thoroughly completed and include inaccurate information take longer to review. The longer it takes to review a proposal, the less time a program has to recruit students, if approved. 

Notification timelines

Program departure term  Notification of review
Summer November 1
Early fall January 1
Autumn November 15
Winter November 15
Spring Break November 15
Spring November 15

Note: proposals submitted after the term deadlines posted above will not be notified of review on this timeline. UW Study Abroad will review late submissions after all other proposals have been processed.