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 dashboard (aka your proposal)
  • Recruit program applicants
  • Application deadline January 31
February 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:
    • 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 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: 
      • 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 THIRD COVID-19 CHECKPOINT:

  • 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 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:  
    • Entry restrictions for U.S. citizens/students & visa processing become unavailable (if applicable)
    • Social and classroom/work place distancing restrictions increase
June
  • 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
  • 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 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:
    • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
    • Social and classroom/work place distancing restrictions 
March 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: 
      • 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
May THIRD COVID-19 CHECKPOINT:

  • Cancellation criteria: if the following conditions are still in place, cancel program: 
    • 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
July 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:  
    • 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
  • 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 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:
    • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
    • Social and classroom/work place distancing restrictions 
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 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: 
      • 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
  • 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 THIRD COVID-19 CHECKPOINT:

  • Cancellation criteria: if the following conditions are still in place, cancel program: 
    • 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 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:  
    • Entry restrictions for U.S. citizens/students & visa processing become unavailable (if applicable)
    • Social and classroom/work place distancing restrictions increase
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 dashboard (aka your proposal)
  • Recruit program applicants
  • Hold program info sessions
May 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:
    • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
    • Social and classroom/work place distancing restrictions 
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 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: 
      • 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 THIRD COVID-19 CHECKPOINT:

  • Cancellation criteria: if the following conditions are still in place, cancel program: 
    • 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
  • 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 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:  
    • 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
  • 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 dashboard (aka your 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 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:
    • Entry restrictions for U.S. citizens/students & visa processing unavailable (if applicable)
    • Social and classroom/work place distancing restrictions 
November
December 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: 
      • 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 THIRD COVID-19 CHECKPOINT:

  • Cancellation criteria: if the following conditions are still in place, cancel program: 
    • 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 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:  
    • 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
  • 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
  • Remind students to complete the online program evaluation 
  • Complete and submit your program grade report
July