Faculty-Led Checklist

Getting Started

Review UCIP’s Power Point Presentation on how to develop a new program

Attend our “How to” workshop

Determine goals of course and develop a preliminary syllabus to discuss with department chair

Meet with your department for course approval, course leave, minimum/maximum enrollment numbers

Develop an itinerary of the course abroad

Meet with UCIP to discuss your course plans and develop a budget (budget template)

UCIP Faculty-led Study Abroad Program Development Grant – site visit (apply in fall for visit following spring/summer)

Reach out to contacts abroad to gather interest and develop course details

Reach out to UC faculty who are currently running programs in your city of interest

Reach out to UC Exchange partners to develop contacts for your course

Add the International “I” attribute to your study abroad course

Reach out to Educational Providers for quotations of program logistics

6-12 months before travel

Block Grant Funding

  • Apply for block grant funding for your students. See UCIP page for due dates

Submit the Group Travel Authorization with signatures to UCIP

Upload your course in UCosmic

Market your program

  • Develop a Flyer o Develop an Application
  • Attend the Study Abroad Fair (Normally in October)
  • Class visits and info sessions
  • Submit details via department listserv, UCIP listserv,
  • Use Social media (Facebook, Twitter), UC Global site – send us information to post to UCIP Facebook and Twitter

Accept your students and keep a wait list

  • Interview your students
  • Send a formal acceptance email
  • Provide the Cancellation Policy to accepted students and collect signed forms
  • Inform UCIP or department administrator (whomever is handling finances) of list of accepted students – email name and M number immediately
  • Add the program fee to the students’ Onestop accounts and set a date for deposit payment
  • Work with UCIP to submit Group Travel Budget form to financial aid with accepted student’s names
  • Maintain a wait list in case enrollment changes
  • Once students are accepted, keep your students “hooked” through emails and communication

4-6 months before travel

Confirm visa requirements (US and non US Citizens)

Secure flights – clearly explain travel plans with students (group flight or required dates/times of arrival)

Secure logistics – hotels, site visits and cultural excursions

Finalize itinerary (include itinerary into course syllabus)

Confirm that all students are registered for the proper course

Attend a UCIP Faculty Leadership Workshop

2 to 4 months before travel

Send Pre-departure orientation dates to students for registration.

All students need to register and attend a predeparture orientation and complete all required forms

Send UCIP final names for CISI Insurance registration

Submit copies (scanned or hard copies) of student passports to UCIP

1 month before travel

Register all students for the US Department of State

Send UCIP your contact phone number abroad

Send UCIP a final itinerary with accommodation information

Complete the Emergency Contact card to give to students at the airport

Have copies of important student information and documents ready for travel – passports, emergency contact information, and health/emergency treatment form

Develop a contingency and emergency plan in case of emergencies abroad

Contact CISI to locate nearby in-country hospitals

Locate the nearest US Embassy

Review ISOS country specific details to be up to date on country issues