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.

Summer

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
December
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 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
  • 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
  • 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
September

Early Fall

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
February
March
  • 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
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
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
October

Autumn

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
February
March
  • 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
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
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

Winter

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
  • 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
June
  • 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  
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
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

Spring

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
November
December
  • 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
  • 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
June
  • Remind students to complete the online program evaluation 
  • Complete and submit your program grade report
July