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.
| Month/Year |
Program Phase & Tasks |
| August |
- Submit program proposal and preliminary spending plan to UW Study abroad by August 31
- For recurring programs: contact your program manager in UWSA to copy over proposal materials from a previous year and/or clone your spending plan. You will still need to make updates to your proposal.
|
| September |
- UW Study Abroad and Global Travel Security review proposals
- Your program manager will follow up with questions or comments
|
| October |
|
| November |
|
| December |
|
| January |
- Take the online Program Director Workshop course and assessment – available in your program proposal
- Recruit program applicants
- Application deadline January 31
|
| February |
- Review program applications
- Conduct interviews with students
- Make admissions decisions before February 15
- Selected students commit and return signed contracts to UW Study Abroad within three weeks of acceptance to the program
- Program confirmation occurs once UWSA receives the minimum number of contracts to support the program budget
- Attend a live Program Director Workshop session. Be sure to have taken the online course first.
|
| March |
- Contact UWSA Finance & Administration (UWSAFA) to begin making program payments once program is confirmed.
- Schedule your first pre-departure orientation
- Submit a travel warning waiver to OGA for travel to a high risk destination
- Meet with the Global Travel Security team to discuss health, safety, and emergency planning abroad if needed
|
| April |
- 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 |
|
| June |
- Send UWSA your emergency contact information
- Schedule field advance meeting with UWSAFA
|
| July |
- Run your program!
- Remind students to complete the online program evaluation
|
| August |
|
| September |
|
| Month/Year |
Program Phase & Tasks |
| October |
- Submit program proposal and preliminary spending plan to UW Study abroad by October 31
- For recurring programs: contact your program manager in UWSA to copy over proposal materials from a previous year and/or clone your spending plan. You will still need to make updates to your proposal.
|
| December |
- UW Study Abroad and Global Travel Security review proposals
- Your program manager will follow up with questions or comments
- Programs to high risk destinations undergo a preliminary review by Office of Global Affairs. Some destinations require a travel waiver.
- Program approved by dean & UW Study Abroad
|
| January |
|
| February |
|
| March |
- Selected students commit and return signed contracts to UW Study Abroad within three weeks of acceptance to the 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 a live Program Director Workshop session. Be sure to have taken the online course first.
|
| April |
|
| May |
- 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 team to discuss health, safety, and emergency planning abroad as needed
|
| June |
|
| July |
- Send UWSA your emergency contact information
- Schedule field advance meeting with UWSAFA
|
| August |
- Run your program!
- Remind students to complete the online program evaluation
|
| September |
|
| December |
|
| Month/Year |
Program Phase & Tasks |
| August |
- Submit program proposal and preliminary spending plan to UW Study abroad by August 31
- For recurring programs: contact your program manager in UWSA to copy over proposal materials from a previous year and/or clone your spending plan. You will still need to make updates to your proposal.
|
| November |
- UW Study Abroad and Global Travel Security review proposals
- Your program manager will follow up with questions or comments
- Programs to high risk destinations undergo a preliminary review by Office of Global Affairs. Some destinations require a travel waiver.
- Program approved by dean & UW Study Abroad
|
| January |
|
| February |
|
| March |
- Selected students commit and return signed contracts to UW Study Abroad within three weeks of acceptance to the 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 a live Program Director Workshop session. Be sure to have taken the online course first.
|
| April |
|
| May |
- 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 team to discuss health, safety, and emergency planning abroad
|
| June |
|
| August |
|
| September |
- Send UWSA your emergency contact information
- Run your program!
|
| December |
- Remind students to complete the online program evaluation
- Complete and submit your program grade report
|
| January |
|
| Month/Year |
Program Phase & Tasks |
| August |
- Submit program proposal and preliminary spending plan to UW Study abroad by August 31
- For recurring programs: contact your program manager in UWSA to copy over proposal materials from a previous year and/or clone your spending plan. You will still need to make updates to your proposal.
|
| October |
|
| November |
- UW Study Abroad and Global Travel Security review proposals
- Your program manager will follow up with questions or comments
- Promote program during UW Global Month
|
| January |
- Program approved by dean & UW Study Abroad
|
| March |
- Online program brochure and application created on UW Study Abroad website
- Program brochure and application activated and opened for applications
- Take the online Program Director Workshop course and assessment – available in your program proposal
- Recruit program applicants
- Hold program info sessions
|
| May |
|
| June |
- Selected students commit and return signed contracts to UW Study Abroad within three weeks of acceptance to the 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.
- Schedule your first pre-departure orientation
|
| September |
|
| October |
- 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 team to discuss health, safety, and emergency planning abroad
|
| November |
|
| December |
- Send UWSA your emergency contact information
|
| January |
|
| March |
- Remind students to complete the online program evaluation
- Complete and submit your program grade report
|
| April |
|
| Month/Year |
Program Phase & Tasks |
| March |
- Submit program proposal and preliminary spending plan to UW Study abroad by March 31
- For recurring programs: contact your program manager in UWSA to copy over proposal materials from a previous year and/or clone your spending plan. You will still need to make updates to your proposal.
|
| April |
- UW Study Abroad and Global Travel Security review proposals
- Your program manager will follow up with questions or comments
- Programs to high risk destinations undergo a preliminary review by Office of Global Affairs. Some destinations require a travel waiver.
|
| June |
- Program approved by dean & UW Study Abroad
- Online program brochure and application created on UW Study Abroad website
- Program brochure and application activated and opened for applications
- Take the online Program Director Workshop course and assessment – available in your program proposal
|
| June |
- Online program brochure and application created on UW Study Abroad website
- Program brochure and application activated and opened for applications
|
| October |
|
| November |
|
| December |
- Selected students commit and return signed contracts to UW Study Abroad within three weeks of acceptance to the 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.
|
| January |
- Schedule your first pre-departure orientation
- Submit a travel warning waiver to OGA for travel to a high risk destination
- Meet with the Global Travel Security team to discuss health, safety, and emergency planning abroad if needed
|
| February |
- 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 |
|
| June |
- Remind students to complete the online program evaluation
- Complete and submit your program grade report
|
| July |
|