Study Abroad

Faculty-led program timelines

Whether you are considering running a study abroad program or you are already approved, below is a general timeline of what you can expect during each month of the planning process.  Our website is a toolkit designed to assist with all aspects of running a program. We have included hyperlinks throughout for useful resources for you to use on our website. Action items are indicated in bold.

Please note: some dates will change year to year. If you are looking at this as a guide for a future term, please check back for updates.

Summer 2019

Month/Year Program Phase & Tasks
August 2018
  • Submit program proposal and preliminary spending plan to UW Study abroad by August 31
October 2018
  • Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
  • Program approved by dean & UW Study Abroad
November 2018
December 2018
January 2019
February 2019
  • Begin reviewing program applications
  • Conduct in-person interviews with students
  • Make admissions decisions by February 12
  • Selected students commit to program within one week of acceptance
  • Committed students return signed contracts to UW Study Abroad within two weeks of committing to program
  • Program confirmation occurs once UWSA receives the minimum number of contracts to support the program budget
  • Contact UWSA Finance & Administration (UWSAFA) to begin making program payments once program is confirmed
  • Attend Workshop #2 on February 21
March 2019
April 2019
  • Schedule your second pre-departure orientation
  • Order field advance cards through UWSAFA
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA
May 2019
June 2019
  • Send UWSA your emergency contact information
  • Schedule field advance meeting with UWSAFA
July 2019
  • Run your program!
  • Remind students to complete the online program evaluation 
August 2019
September 2019

Early Fall 2019

Month/Year Program Phase & Tasks
October 2018
  • Submit program proposal and preliminary spending plan to UW Study abroad by October 31
December 2018
  • Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
  • Program approved by dean & UW Study Abroad
January 2019
February 2019
March 2019
  • Selected students commit to program within one week of acceptance
  • Committed students return signed contracts to UW Study Abroad within two weeks of committing to program
  • Program confirmation occurs once UWSA receives the minimum number of contracts to support the program budget
  • Contact UWSA Finance & Administration (UWSAFA) to begin making program payments once program is confirmed
April 2019
May 2019
  • Schedule your second pre-departure orientation
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA
  • Attend Workshop #3 on May 6 or May 23
  • Submit a travel warning waiver to OGA for travel to a high risk destination
  • Meet with the Global Travel Security Manager to discuss health, safety, and emergency planning abroad
June 2019
July 2019
  • Send UWSA your emergency contact information
  • Schedule field advance meeting with UWSAFA
August 2019
  • Run your program!
  • Remind students to complete the online program evaluation 
September 2019
October 2019

Autumn 2019

Month/Year Program Phase & Tasks
August 2018
  • Submit program proposal and preliminary spending plan to UW Study abroad by August 31
November 2018
  • Program approved by dean & UW Study Abroad
  • Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
January 2019
February 2019
March 2019
  • Selected students commit to program within one week of acceptance
  • Committed students return signed contracts to UW Study Abroad within two weeks of committing to program
  • Program confirmation occurs once UWSA receives the minimum number of contracts to support the program budget
  • Contact UWSA Finance & Administration (UWSAFA) to begin making program payments once program is confirmed
April 2019
May 2019
  • Schedule your second pre-departure orientation
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA
  • Attend Workshop #3 on May 6 or May 23
  • Order field advance cards through UWSAFA
  • Submit a travel warning waiver to OGA for travel to a high risk destination
  • Meet with the Global Travel Security Manager to discuss health, safety, and emergency planning abroad
June 2019
September 2019
  • Send UWSA your emergency contact information 
  • Run your program!
December 2019
  • Remind students to complete the online program evaluation 
  • Complete and submit your program grade report
 January 2020

Winter 2020

Month/Year Program Phase & Tasks
August 2018
  • Submit program proposal and preliminary spending plan to UW Study abroad by August 31
October 2018
November 2018
  • Program approved by dean & UW Study Abroad
  • Promote program at Study Abroad Fair on November 8
March 2019
April 2019
May 2019
June 2019
  • Selected students commit to program within one week of acceptance
  • Committed students return signed contracts to UW Study Abroad within two weeks of committing to program
  • Contact UWSA Finance & Administration (UWSAFA) to begin making program payments once program is confirmed
  • Program confirmation occurs once UWSA receives the minimum number of contracts to support the program budget
  • Schedule your first pre-departure orientation
 October 2019
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA
  • Schedule your second pre-departure orientation
  • Submit a travel warning waiver to OGA for travel to a high risk destination
  • Meet with the Global Travel Security Manager to discuss health, safety, and emergency planning abroad
November 2019
December 2019
  • Attend Workshop #2 (December 2019, date TBD)
  • Attend Workshop #3 (December 2019, date TBD)
  • Send UWSA your emergency contact information 
January 2020
  • Run your program! 
March 2020
  • Remind students to complete the online program evaluation 
  • Complete and submit your program grade report
April 2020

Spring 2020

Month/Year Program Phase & Tasks
August 2018
  • Submit program proposal and preliminary spending plan to UW Study abroad by August 31
November 2018
  • Program approved by dean & UW Study Abroad
  • Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
June 2019
November 2019
December 2019
  • Committed students return signed contracts to UW Study Abroad within two weeks of committing to program
  • Attend Workshop #2 (December 2019, date TBD)
  • Contact UWSA Finance & Administration (UWSAFA) to begin making program payments once program is confirmed
  • Program confirmation occurs once UWSA receives the minimum number of contracts to support the program budget
January 2020
February 2020
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA
  • Order field advance cards through UWSAFA
  • Finalize your program budget
  • Schedule your second pre-departure orientation
March 2020
June  2020
  • Remind students to complete the online program evaluation 
  • Complete and submit your program grade report
July 2020

Summer 2020

Month/Year Program Phase & Tasks
August 2019
  • Submit program proposal and preliminary spending plan to UW Study abroad by August 31
October 2019
  • Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
  • Program approved by dean & UW Study Abroad
November 2019
December 2019
January 2020
February 2020
  • Begin reviewing program applications
  • Conduct in-person interviews with students
  • Make admissions decisions by February 12
  • Selected students commit to program within one week of acceptance
  • Committed students return signed contracts to UW Study Abroad within two weeks of committing to program
  • Program confirmation occurs once UWSA receives the minimum number of contracts to support the program budget
  • Contact UWSA Finance & Administration (UWSAFA) to begin making program payments once program is confirmed
March 2020
April 2020
  • Schedule your second pre-departure orientation
  • Order field advance cards through UWSAFA
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA
May 2020
June 2020
  • Send UWSA your emergency contact information
  • Schedule field advance meeting with UWSAFA
July 2020
  • Run your program!
  • Remind students to complete the online program evaluation 
August 2020
September 2020

Early Fall 2020

Month/Year Program Phase & Tasks
October 2019
  • Submit program proposal and preliminary spending plan to UW Study abroad by October 31
December 2019
  • Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
  • Program approved by dean & UW Study Abroad
January 2020
February 2020
March 2020
  • Selected students commit to program within one week of acceptance
  • Committed students return signed contracts to UW Study Abroad within two weeks of committing to program
  • Program confirmation occurs once UWSA receives the minimum number of contracts to support the program budget
  • Contact UWSA Finance & Administration (UWSAFA) to begin making program payments once program is confirmed
April 2020
May 2020
  • Schedule your second pre-departure orientation
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA
  • Submit a travel warning waiver to OGA for travel to a high risk destination
  • Meet with the Global Travel Security Manager to discuss health, safety, and emergency planning abroad
June 2020
July 2020
  • Send UWSA your emergency contact information
  • Schedule field advance meeting with UWSAFA
August 2020
  • Run your program!
  • Remind students to complete the online program evaluation 
September 2020
October 2020

Autumn 2020

Month/Year Program Phase & Tasks
August 2019
  • Submit program proposal and preliminary spending plan to UW Study abroad by August 31
November 2019
  • Program approved by dean & UW Study Abroad
  • Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
January 2020
February 2020
March 2020
  • Selected students commit to program within one week of acceptance
  • Committed students return signed contracts to UW Study Abroad within two weeks of committing to program
  • Program confirmation occurs once UWSA receives the minimum number of contracts to support the program budget
  • Contact UWSA Finance & Administration (UWSAFA) to begin making program payments once program is confirmed
April 2020
May 2020
  • Schedule your second pre-departure orientation
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA
  • Order field advance cards through UWSAFA
  • Submit a travel warning waiver to OGA for travel to a high risk destination
  • Meet with the Global Travel Security Manager to discuss health, safety, and emergency planning abroad
June 2020
September 2020
  • Send UWSA your emergency contact information 
  • Run your program!
December 2020
  • Remind students to complete the online program evaluation 
  • Complete and submit your program grade report
 January 2021

Winter 2021

Month/Year Program Phase & Tasks
August 2019
  • Submit program proposal and preliminary spending plan to UW Study abroad by August 31
October 2019
November 2019
  • Program approved by dean & UW Study Abroad
  • Promote program at Study Abroad Fair on November 14
March 2020
April 2020
May 2020
June 2020
  • Selected students commit to program within one week of acceptance
  • Committed students return signed contracts to UW Study Abroad within two weeks of committing to program
  • Contact UWSA Finance & Administration (UWSAFA) to begin making program payments once program is confirmed
  • Program confirmation occurs once UWSA receives the minimum number of contracts to support the program budget
  • Schedule your first pre-departure orientation
 October 2020
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA
  • Schedule your second pre-departure orientation
  • Submit a travel warning waiver to OGA for travel to a high risk destination
  • Meet with the Global Travel Security Manager to discuss health, safety, and emergency planning abroad
November 2020
December 2020
  • Send UWSA your emergency contact information 
January 2021
  • Run your program! 
March 2021
  • Remind students to complete the online program evaluation 
  • Complete and submit your program grade report
April 2021

Spring 2021

Month/Year Program Phase & Tasks
August 2019
  • Submit program proposal and preliminary spending plan to UW Study abroad by August 31
November 2019
  • Program approved by dean & UW Study Abroad
  • Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
May 2020
June 2020
November 2020
December 2020
  • Committed students return signed contracts to UW Study Abroad within two weeks of committing to program
  • Contact UWSA Finance & Administration (UWSAFA) to begin making program payments once program is confirmed
  • Program confirmation occurs once UWSA receives the minimum number of contracts to support the program budget
January 2021
February 2021
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA
  • Order field advance cards through UWSAFA
  • Finalize your program budget
  • Schedule your second pre-departure orientation
March 2021
June  2021
  • Remind students to complete the online program evaluation 
  • Complete and submit your program grade report
July 2021