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Study AbroadProgram Development Timeline

The faculty leader and the Office of Study Abroad program coordinator collaborate throughout the year on the following: program planning and proposal, program development, student recruitment, predeparture preparation, program implementation, and program evaluation.

Spring Semester New program planning‐ discuss program/course plans with academic department and college, meet with Steve Bell and/or Erin Miller to discuss program ideas as needed. Planning should include program design and location, timeline, course description and syllabus, course cross‐listings, student enrollment considerations, and recruitment strategies
June 1

New program proposal deadline for following academic year (Spring Break and Summer Break). Signatures of approval are required from the faculty leader's academic chair. Proposals should be sent electronically and in hard copy to the Director of Study Abroad, Steve Bell, sdbell@odu.edu, 212 Spong Hall.


Existing program leaders must inform the Office of Study Abroad about their intention to repeat a program by this date.

Late June Program selection committee will meet to evaluate program proposals for the following year.
July

Following committee decisions, faculty will be informed of program acceptance. Faculty must apply for or renew passports as needed.

Approved programs will be posted to the Study Abroad website, and will be announced to the campus community. Marketing and recruitment for all programs to commence. Program coordinator to develop and distribute marketing materials.

Faculty leader and program coordinator begin to actively plan and collaborate on program development.

Mid-August to Mid-September Faculty leader and program coordinator meet roughly bi‐weekly to finalize program details, including the program price.
Mid-September to Early-November

Faculty leader and program coordinator participate in coordinated promotional activities, including but not limited to program- or major- spcific information sessions, classroom presentations, and attending the Fall Study Abroad Fair which occurs the first Tuesday of October.

Program coordinator holds advising sessions for programs.

Mid-November

Spring Break program student application deadline ‐ Students submit applications and program payments to the Office of Study Abroad by the deadline. Following application, students should apply for or renew passports if necessary.

The Office of Study Abroad determines Spring Break program viability based upon enrollment and program deadlines, and communicates as needed with the appropriate College regarding the course enrollments.

Marketing and recruitment for Summer Break programs continue.

December

As needed, faculty leader and student participants apply for visas. Faculty leaders must also apply for University Personal‐Liability Travel Credit Card.

Marketing and recruitment for Summer Break programs continue.

January

Spring Break student participants make final program payments to the Office of Study Abroad. Faculty leader and program coordinator host pre‐departure orientation courses for the Spring Break programs.

Program coordinator finalizes flight payments, vendor payments, etc., as needed. Spring Break faculty leader and program coordinator collaborate to finalize itinerary, site visits and other on‐site details.

Marketing and recruitment for Summer Break programs continue.

February

Faculty leaders and program coordinator participate in the Spring Study Abroad Fair, which is held on the first Tuesday of February.

Summer Break program student application deadline ‐ Students submit applications and program payments to the Office of Study Abroad by the deadline in mid‐February. Following application, students should apply for or renew passports if necessary.

The Office of Study Abroad determines Summer Break program viability based upon enrollment and program deadlines, and communicates as needed with the appropriate College regarding the course enrollments. Summer program faculty leaders must also apply for University Personal‐Liability Travel Credit Card.

Faculty leaders attend Office of Study Abroad sponsored workshops as offered.

March

Spring Break program faculty pick up cash advances as necessary. Spring Break study abroad programs take place. Within 3‐5 business days of return, faculty leader submits all receipts for reimbursements, along with other required documentation, to the Office of Study Abroad for processing. Faculty leaders submit program report within two weeks of return.

Program coordinator collects Spring Break student evaluation data.

Summer Break student participants make final program payments to the Office of Study Abroad. Program coordinator finalizes flight payments, vendor payments, etc., as needed. Faculty leader and program coordinator collaborate to finalize itinerary, site visits and other on‐site details. As needed, faculty leader and student participants apply for passports and visas.

April Faculty leader and program coordinator host pre‐departure orientation courses for the Summer Break programs.
May - August

Summer Break program faculty pick up cash advances as necessary. Summer Break study abroad programs take place. Within 3‐5 business days of return, faculty leader submits all receipts for reimbursements, along with other required documentation, to the Office of Study Abroad for processing. Faculty leaders submit program report within two weeks of return.

Program coordinator collects Summer Break student evaluation data. Program evaluations are shared with the appropriate faculty. Plans for program development are discussed for follow year's programs.