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.
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 |
|
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 |
|
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 |
|
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 |
|
March 2022 |
- Remind students to complete the online program evaluation
- Complete and submit your program grade report
|
April 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 |
|