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.

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	Programs to high risk destinations undergo a preliminary review by Office of Global Affairs Program approved by dean & UW Study Abroad
November	Program brochure and application activated and opened for applications Promote program during UW Global Month Recruit program applicants
December	Recruit program applicants Hold program info sessions
January	Take the online Program Director Workshop course and assessment – available in your program proposal Recruit program applicants Application deadline January 31
February	Begin reviewing program applications Conduct interviews with students Make admissions decisions by 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 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	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 – 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	Schedule your third pre-departure orientation Finalize your program budget Order field advance cards through UWSAFA
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	Complete and submit your program grade report Submit your field advance reconciliation to UWSAFA
September	Complete the UWSA Program Director Survey

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	Programs to high risk destinations undergo a preliminary review by Office of Global Affairs Program approved by dean & UW Study Abroad
January	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
February	Recruit program applicants Hold program info sessions Application deadline February 15 Begin reviewing program applications Conduct in-person interviews with students Make admissions decisions by February 27
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 – 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	Schedule your first pre-departure orientation
May	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	Schedule your third pre-departure orientation Finalize your program budget Order field advance cards through UWSAFA
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	Complete and submit your program grade report Submit your field advance reconciliation to UWSAFA
October	Complete the UWSA Program Director Survey

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	Program approved by dean & UW Study Abroad Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
January	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
February	Recruit program applicants Hold program info sessions Application deadline February 15 Begin reviewing program applications Conduct in-person interviews with students Make admissions decisions by February 27
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 – 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	Schedule your first pre-departure orientation
May	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	Schedule your third pre-departure orientation Finalize your program budget
August	Schedule field advance meeting with UWSAFA
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	Complete the UWSA Program Director Survey Submit your field advance reconciliation to UWSAFA

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	Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
November	Program approved by dean & UW Study Abroad Promote program during UW Global Month
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	Application deadline May 15 Begin reviewing program applications Conduct in-person interviews with students Make admissions decisions by May 27
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 Schedule your first pre-departure orientation
August
September
October	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	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
December	Send UWSA your emergency contact information
January	Run your program!
March	Remind students to complete the online program evaluation Complete and submit your program grade report
April	Complete the UWSA Program Director Survey Submit your field advance reconciliation to UWSAFA

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	Program approved by dean & UW Study Abroad Programs to high risk destinations undergo a preliminary review by Office of Global Affairs
May	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
June	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	Recruit program applicants
November	Recruit program applicants Hold program info sessions Application deadline November 15 Begin reviewing program applications Conduct in-person interviews with students Make admissions decisions by November 27
December	Selected students commit and return signed contracts to UW Study Abroad within three weeks of acceptance to the 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	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 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	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 Run your program!
June	Remind students to complete the online program evaluation Complete and submit your program grade report
July	Complete the UWSA Program Director Survey Submit your field advance reconciliation to UWSAFA

Program planning timelines

Summer

Early Fall

Autumn

Winter

Spring

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