Study Abroad

Program planning 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 2021

Month/Year Program Phase & Tasks
August 2020
  • 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 2020
  • UW Study Abroad and Global Travel Security review proposals 
  • Your program manager will follow up with questions or comments
October 2020
  • Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
  • Program approved by dean & UW Study Abroad
November 2020
December 2020
January 2021
  • Take the online Program Director Workshop course and assessment – available in your program dashboard (aka your proposal)
  • Recruit program applicants
  • Application deadline January 31
February 2021 FIRST COVID-19 CHECKPOINT: 

  • Contingency planning questionnaire deployed 
  • Cancellation criteria: 
    • If unrecoverable payments are already due at this point – cancel program
  • If proceeding, continue to monitor:
    • CDC level 3 
    • DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
    • Social and classroom/work place distancing restrictions 
  • Begin reviewing program applications
  • Conduct 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 – determine latest possible dates possible to make payments.
  • Attend the in-person Program Director Workshop session (COVID permitting) 
March 2021 SECOND COVID-19 CHECKPOINT: 

  • Contingency planning questionnaire due for UWSA and GTS review
  • Check in with program directors. How are they feeling about needing to plan for these scenarios? Are there any concerns regarding the contingency plan and the current destination situation? 
  • Evaluation criteria: 
    • If unrecoverable payments are already due at this point, evaluate likelihood that program will be able to run based on the following: 
      • CDC level 3 in place
      • DoS Level 4 in place
      • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
      • Social and classroom/work place distancing restrictions 
  • If these factors are no longer an issue, proceed to the next timeline
  • 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 2021 THIRD COVID-19 CHECKPOINT:

  • Cancellation criteria: if the following conditions are still in place, cancel program: 
    • CDC level 3 
    • DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing become unavailable (if applicable)
    • Social and classroom/work place distancing restrictions increase (if this is not included in contingency planning)
  • If these factors are no longer an issue:
    • Complete group travel waiver for ITRASC review
    • Proceed to the next timeline
  • 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 – assess payment needs and timelines against feasibility.
  • General all student meetings with directors and UWSA to review and to commit to the required individual and collaborative health and safety guidelines while abroad. 
May 2021 FINAL COVID-19 CHECKPOINT:

  • For programs still viable and do not meet no-go criteria
  • Contingency on ITRASC review and approval of travel waiver 
  • Cancellation criteria:  
    • Return to CDC level 3 
    • Return to DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing become unavailable (if applicable)
    • Social and classroom/work place distancing restrictions increase
June 2021
  • Send UWSA your emergency contact information
  • Schedule field advance meeting with UWSAFA
  • FINAL CHECKPOINT: potentially withdraw the program depending on U.S./program location circumstances.
July 20201
  • Run your program!
  • Remind students to complete the online program evaluation 
August 2021
September 2021

Early Fall 2021

Month/Year Program Phase & Tasks
October 2020
  • 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 2020
  • Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
  • Program approved by dean & UW Study Abroad
January 2021
February 2021 FIRST COVID-19 CHECKPOINT: 

  • Contingency planning questionnaire deployed 
  • Cancellation criteria: 
    • If unrecoverable payments are already due at this point – cancel program
  • If proceeding, continue to monitor:
    • CDC level 3 
    • DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
    • Social and classroom/work place distancing restrictions 
March 2021 SECOND COVID-19 CHECKPOINT: 

  • Contingency planning questionnaire due for UWSA and GTS review
  • Check in with program directors. How are they feeling about needing to plan for these scenarios? Are there any concerns regarding the contingency plan and the current destination situation? 
  • Evaluation criteria: 
    • If unrecoverable payments are already due at this point, evaluate likelihood that program will be able to run based on the following: 
      • CDC level 3 in place
      • DoS Level 4 in place
      • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
      • Social and classroom/work place distancing restrictions 
  • If these factors are no longer an issue, proceed to the next timeline
  • 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 – determine latest possible dates possible to make payments. 
  • Attend the in-person Program Director Workshop session (COVID permitting). Be sure to have taken the online course first. 
April 2021
May 2021 THIRD COVID-19 CHECKPOINT:

  • Cancellation criteria: if the following conditions are still in place, cancel program: 
    • CDC level 3 
    • DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing become unavailable (if applicable)
    • Social and classroom/work place distancing restrictions increase (if this is not included in contingency planning)
  • If these factors are no longer an issue:
    • Complete group travel waiver for ITRASC review
    • Proceed to the next timeline
  • Schedule your second pre-departure orientation
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA – assess payment needs and timelines against feasibility. 
  • 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 
  • General all student meetings with directors and UWSA to review and to commit to the required individual and collaborative health and safety guidelines while abroad. 
June 2021
July 2021 FINAL COVID-19 CHECKPOINT:

  • For programs still viable and do not meet no-go criteria
  • Contingency on ITRASC review and approval of travel waiver 
  • Cancellation criteria:  
    • Return to CDC level 3 
    • Return to DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing become unavailable (if applicable)
    • Social and classroom/work place distancing restrictions increase
  • Send UWSA your emergency contact information
  • Schedule field advance meeting with UWSAFA
August 2021
  • Run your program!
  • Remind students to complete the online program evaluation 
September 2021
October 2021

Autumn 2021

Month/Year Program Phase & Tasks
August 2020
  • 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 2020
  • Program approved by dean & UW Study Abroad
  • Programs to high risk destinations undergo a preliminary review by Office of Global Affairs 
January 2021
February 2021 FIRST COVID-19 CHECKPOINT: 

  • Contingency planning questionnaire deployed 
  • Cancellation criteria: 
    • If unrecoverable payments are already due at this point – cancel program
  • If proceeding, continue to monitor:
    • CDC level 3 
    • DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
    • Social and classroom/work place distancing restrictions 
March 2021
  • 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 – determine latest possible dates possible to make payments.
  • Attend the in-person Program Director Workshop session (COVID permitting). Be sure to have taken the online course first.
April 2021 SECOND COVID-19 CHECKPOINT: 

  • Contingency planning questionnaire due for UWSA and GTS review
  • Check in with program directors. How are they feeling about needing to plan for these scenarios? Are there any concerns regarding the contingency plan and the current destination situation? 
  • Evaluation criteria: 
    • If unrecoverable payments are already due at this point, evaluate likelihood that program will be able to run based on the following: 
      • CDC level 3 in place
      • DoS Level 4 in place
      • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
      • Social and classroom/work place distancing restrictions 
  • If these factors are no longer an issue, proceed to the next timeline
May 2021
  • Schedule your second pre-departure orientation
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA – assess payment needs and timelines against feasibility.
  • 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
  • General all student meetings with directors and UWSA to review and to commit to the required individual and collaborative health and safety guidelines while abroad. 
June 2021 THIRD COVID-19 CHECKPOINT:

  • Cancellation criteria: if the following conditions are still in place, cancel program: 
    • CDC level 3 
    • DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing become unavailable (if applicable)
    • Social and classroom/work place distancing restrictions increase (if this is not included in contingency planning)
  • If these factors are no longer an issue:
    • Complete group travel waiver for ITRASC review
    • Proceed to the next timeline
August 2021 FINAL COVID-19 CHECKPOINT:

  • For programs still viable and do not meet no-go criteria
  • Contingency on ITRASC review and approval of travel waiver 
  • Cancellation criteria:  
    • Return to CDC level 3 
    • Return to DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing become unavailable (if applicable)
    • Social and classroom/work place distancing restrictions increase
September 2021
  • Send UWSA your emergency contact information 
  • Run your program!
December 2021
  • Remind students to complete the online program evaluation 
  • Complete and submit your program grade report
 January 2022

Winter 2022

Month/Year Program Phase & Tasks
August 2020
  • 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 2020
November 2020
  • Program approved by dean & UW Study Abroad
  • Promote program during UW Global Month 
March 2021
  • 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 dashboard (aka your proposal)
  • Recruit program applicants
  • Hold program info sessions
May 2021 FIRST COVID-19 CHECKPOINT: 

  • Contingency planning questionnaire deployed 
  • Cancellation criteria: 
    • If unrecoverable payments are already due at this point – cancel program
  • If proceeding, continue to monitor:
    • CDC level 3 
    • DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
    • Social and classroom/work place distancing restrictions 
June 2021
  • 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
  • Schedule your first pre-departure orientation
August 2021 SECOND COVID-19 CHECKPOINT: 

  • Contingency planning questionnaire due for UWSA and GTS review
  • Check in with program directors. How are they feeling about needing to plan for these scenarios? Are there any concerns regarding the contingency plan and the current destination situation? 
  • Evaluation criteria: 
    • If unrecoverable payments are already due at this point, evaluate likelihood that program will be able to run based on the following: 
      • CDC level 3 in place
      • DoS Level 4 in place
      • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
      • Social and classroom/work place distancing restrictions 
  • If these factors are no longer an issue, proceed to the next timeline
September 2021 THIRD COVID-19 CHECKPOINT:

  • Cancellation criteria: if the following conditions are still in place, cancel program: 
    • CDC level 3 
    • DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing become unavailable (if applicable)
    • Social and classroom/work place distancing restrictions increase (if this is not included in contingency planning)
  • If these factors are no longer an issue:
    • Complete group travel waiver for ITRASC review
    • Proceed to the next timeline
October 2021
  • Finalize program activities, housing, transportation, and itinerary and send payment invoices to UWSAFA – assess payment needs and timelines against feasibility.
  • 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
  • All COVID guidelines and new policies in place. 
  • General all student meetings with directors and UWSA to review and to commit to the required individual and collaborative health and safety guidelines while abroad. 
November 2021 FINAL COVID-19 CHECKPOINT:

  • For programs still viable and do not meet no-go criteria
  • Contingency on ITRASC review and approval of travel waiver 
  • Cancellation criteria:  
    • Return to CDC level 3 
    • Return to DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing become unavailable (if applicable)
    • Social and classroom/work place distancing restrictions increase
  • Attend the in-person Program Director Workshop session COVID permitting 
  • Schedule your third pre-departure orientation
  • Finalize your program budget
  • Order field advance cards through UWSAFA
  • Schedule field advance meeting with UWSAFA
  • FINAL CHECKPOINT: potentially withdraw the program depending on U.S./program location circumstances.
December 2021
  • Send UWSA your emergency contact information 
January 2022
  • Run your program! 
March 2022
  • Remind students to complete the online program evaluation 
  • Complete and submit your program grade report
April 2022

Spring 2022

Month/Year Program Phase & Tasks
August 2020
  • 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 2020
  • Program approved by dean & UW Study Abroad
  • Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
May 2021
  • 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 dashboard (aka your proposal)
  • Recruit program applicants
  • Hold program info sessions
June 2021
  • Online program brochure and application created on UW Study Abroad website
  • Program brochure and application activated and opened for applications
  • Recruit program applicants
  • Hold program info sessions
  • Deadline to complete COVID questionnaire and make budget adjustments
October 2021 FIRST COVID-19 CHECKPOINT: 

  • Contingency planning questionnaire deployed 
  • Cancellation criteria: 
    • If unrecoverable payments are already due at this point – cancel program
  • If proceeding, continue to monitor:
    • CDC level 3 
    • DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
    • Social and classroom/work place distancing restrictions 
November 2021
December 2021 SECOND COVID-19 CHECKPOINT: 

  • Contingency planning questionnaire due for UWSA and GTS review
  • Check in with program directors. How are they feeling about needing to plan for these scenarios? Are there any concerns regarding the contingency plan and the current destination situation? 
  • Evaluation criteria: 
    • If unrecoverable payments are already due at this point, evaluate likelihood that program will be able to run based on the following: 
      • CDC level 3 in place
      • DoS Level 4 in place
      • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
      • Social and classroom/work place distancing restrictions 
  • If these factors are no longer an issue, proceed to the next timeline
  • 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 – determine latest possible dates possible to make payments.
  • Program confirmation occurs once UWSA receives the minimum number of contracts to support the program budget
January 2022 THIRD COVID-19 CHECKPOINT:

  • Cancellation criteria: if the following conditions are still in place, cancel program: 
    • CDC level 3 
    • DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing become unavailable (if applicable)
    • Social and classroom/work place distancing restrictions increase (if this is not included in contingency planning)
  • If these factors are no longer an issue:
    • Complete group travel waiver for ITRASC review
    • Proceed to the next timeline
  • 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 2022 FINAL COVID-19 CHECKPOINT:

  • For programs still viable and do not meet no-go criteria
  • Contingency on ITRASC review and approval of travel waiver 
  • Cancellation criteria:  
    • Return to CDC level 3 
    • Return to DoS Level 4 
    • Entry restrictions for U.S. citizens/students & visa processing become unavailable (if applicable)
    • Social and classroom/work place distancing restrictions increase
  • 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
  • General all student meetings with directors and UWSA to review and to commit to the required individual and collaborative health and safety guidelines while abroad. 
March 2022
  • Attend the in-person Program Director Workshop session COVID permitting 
  • Schedule your third pre-departure orientation
  • Schedule field advance meeting with UWSAFA
  • Send UWSA your emergency contact information 
  • FINAL CHECKPOINT: potentially withdraw the program depending on U.S./program location circumstances.
  • Run your program!
June  2022
  • Remind students to complete the online program evaluation 
  • Complete and submit your program grade report
July 2022