Study Abroad

Program Planning Requirements

Program Planning Requirements consist of sign offs and questionnaires that either you need to complete or UW Study Abroad will complete to inform you of important information related to your program.

To access these requirements, log into your original program proposal through our online system.

Log in instructions Screen Shot 2018-05-03 at 11.20.00 AM

  1. Click Log in in the upper right-hand corner.
  2. Log in with your UW Net ID and password.
  3. Click the little house in the upper left-hand corner and select Applicant.
  4. Click on UW Faculty-led Study Abroad Program Proposal for the correct year and location in which you are running your program.
  5. You will see a list of questionnaires on the right-hand side. You have completed most of these questionnaires during the proposal process.

Before you depart

There are two requirements you must complete before you depart.

Program emergency contact information

Complete this questionnaire as soon as possible. You will need to complete this questionnaire within the first week of your program, but preferably prior to departure.

Program director workshops material sign off

You can either attend workshops in person or review the material online. Whichever way you engage with the material, UW Study Abroad will hold you accountable for understanding and properly utilizing this content. We will ask you to electronically sign off that you have either attended the workshops or reviewed the material online prior to your departure. You can access the program director workshop schedule and materials on our website.

Screen Shot 2018-05-03 at 4.31.51 PM

When you return

Once your program is over, there are several requirements that either you must complete or UW Study Abroad will complete. We will send you emails to remind you to complete these items, but you should feel free to start working on them anytime after your program ends.

Field advance reconciliation paperwork

  • When your program is complete, we will ask you to upload your field advance reconciliation spreadsheet to your online application
  • We will send you a reminder once the program is over
  • For more instructions on how to complete your field advance, visit the Program wrap up page

Field advance receipts submission – completed by UW Study Abroad 

  • You will also need to submit the physical receipts you collected and logged during your program. These should be physically submitted to UW Study Abroad either through the mail or in person (preferred). Once UW Study Abroad Finance & Administration (UWSAFA) has received your packet of receipts, they will check off this requirement.
  • Once your field advance has been reconciled and all program expenses have been posted to your budget, UWSAFA will audit all costs charged to your budget. Via this questionnaire, they will share the program balance. This balance will be applied to the next iteration of your program, whether it is a surplus or a deficit.
  • Be advised that any funds over a $10,000 surplus will be transferred to the Office of Global Affairs Bridge Fund and cannot be applied to your next program. Any significant deficits will be reported to your Program Manager so they can work with you to formulate a plan to make up the deficit.
  • Please note that Rome Center administrative and facility fees are not processed until 3-6 months after the end of a quarter, and thus delay the finalizing of your program balance.

Program evaluations – completed by UW Study Abroad 

  • Once grades have posted, UW Study Abroad will compile your program evaluations and share them with you via this questionnaire. We will also send a link to the evaluations to the chair the department that sponsored the program.
  • Once you have had a chance to read through your evaluations, we will ask you to complete a short program director survey. This survey is designed to evaluate your experience running the program and working with our office.

Screen Shot 2018-05-04 at 10.51.30 AM