Process and Timeline

1. Getting Started

9-12 months prior to program departure

  • Start generating ideas for what type of study abroad program you would like to lead
  • Read through the "Guidelines for Success" sheet
  • Begin completing the Faculty-led Proposal for the Office of Study Abroad

           Winter 2024/25 programs – July 1, 2024 – Winter Proposal

Spring Break 2025 programs – July 31, 2024 – Spring Break Proposal 

Summer 2025 programs – September 3, 2024 – Summer Proposal 

  • Start working on the budget, course syllabus, and itinerary for your program.
  • Submit all contracts to the Office of Procurement and Contracts.
  • If applicable, begin UCCC approval process for courses not currently listed in the course catalog (Special Topics courses take less time to be approved)

2. Proposal is Approved

8-10 months prior to program departure

  • Begin recruiting students to participate in your program through directed emails, interest meetings, class visits, social media, and tabling.
  • Participate in OSA’s Fall Study Abroad Fair in the Union.
  • Keep in contact with OSA to be sure we have all the necessary information.

3.Application is Live

6-8 months prior to program departure

  • Continue recruitment efforts.
  • This is a great time to hold an interest meeting and/or send out a recruiting email. Students often talk with their parents about summer plans over winter break.
  • Participate in OSA’s Spring Study Abroad Fair.
  • Begin reviewing student applications.
  • Review International Travel Procedures and complete the international travel approval process.

4. Application Deadline Hits

3-4 months prior to program departure

  • Accept students into your program.
  • Encourage students to complete their application requirements
  • OSA will transfer student program fees to your department. Once you receive the funds, begin to make payments for your program.

5. Pre-Departure

1-2 months prior to program departure

  • Continue encouraging students to complete their applications, so OSA can give them permission to register in your course.
  • Remind students to attend one of the mandatory in-person Outbound Orientation sessions.
  • Hold a Pre-Departure Meeting for your students before they go home for the summer.
  • Touch base with OSA to make sure we have all information we need from you regarding your program.
  • Complete STEP Information Request Form and International Insurance Information Request Form.

6. Depart!