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Faculty-Led Programs

Program Planning Timeline

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.


Due Dates: Program Request Forms AY 15-16

Winter J Term: April 1, 2015

Spring Break: June 1, 2015

Summer Term: September 1, 2015


Helpful Links

HTH Policy

URI Travel Website