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
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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
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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
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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
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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
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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