Below is a general timeline for planning a faculty-led program. A full year provides program directors with adequate time to prepare a comprehensive and well-structured program. To ensure that all requirements are met in a timely manner, program directors should consider using this timeline.
12 to 9 Months Before Departure
Meet with the Office of International Education to discuss your interests and ideas for a faculty-led program.
Complete and submit a faculty-led program request form with signatures from the appropriate Department Chair and Dean.
If deemed necessary, conduct a site visit to familiarize yourself with the program location, including: housing, dining, transportation, emergency services, etc.
Review visa requirements and immunization requirements
Begin to promote your program through information sessions, brochures, and reaching out to students.
9 to 3 Months Before Departure
The OIE will create a page for your program on the OIE website. The OIE staff will also assist with recruitment through information sessions, creating and distributing flyers, and the Study Abroad Fair.
Promote your program at the Study Abroad Fair, through information sessions, posters, and brochures.
OIE will receive, process, and send complete applications to Program directors for review. Student interviews may be conducted if appropriate.
OIE will send out admission/regret letters to all students with information on next steps in the process and payment deadlines.
Submit invoices for payment to the OIE for processing.
Consult with Short’s Travel or other airlines to request quotes on group flights.
Plan pre-departure orientation.
3 to 1 Month Before Departure
Review and sign Travel Authorization Request (TAR). The OIE will sumbit the TAR to accounting on your behalf.
Apply for individual and/or student visas if needed.
Finalize student admission. OIE will register students for intended courses.
Process program advance if applicable.
Facilitate a Mandatory Pre-Departure Orientation with OIE staff.
1 Month Before Departure
Reconfirm all reservations with vendors/providers.
Confirm travel arrangements with students if you are not traveling as a group.
Ensure students have taken care of all travel documents, immunizations, and program payments.
Submit emergency contact information to OIE.
Addresses, emails, and telephone numbers
OIE will enroll and print out HTH Insurance cards for all faculty, staff, and students.
OIE staff will register all faculty, staff, and students with the US State Department before departure.