Creating a Faculty-Led Study Abroad Program

Use this process map to run a faculty-led study abroad program.

PROCESS MAP

PLAN (start 18-24 months prior to departure)
  1. Let People in Your Unit Know about Your Idea & Get Feedback
  2. Get Approval from Discipline Chair (Submit Proposal Form A)
  3. Get Approval from Department Chair (Submit Proposal Form A)
  4. Get Approval from Dean's Office (Submit Proposal Form A and Proposal Form B)
  5. Follow Course Development Guidelines for New or Changed Courses
  6. Complete Budget Template (Submit to Dean's Office and sa-umdearborn@umich.edu)
  7. Establish application and payment deadlines (recommended deadlines)
    • $500 non-refundable deposit is advised (payable to college TouchNet site)
    • Remaining amount will be charged to students' accounts once they register
    • Awarded scholarships are disbursed at the start of the program term
Additional Steps to Consider
Connect with Office of International Affairs
Connect with Director of Global Engagement
Connect with International Partners (if applicable)
Read Forum on Education Abroad's Standards of Good Practice
Make your program accessible to diverse student populations

 

RECRUIT (start 12 months prior to departure)
  1. Advertise Program (contact sa-umdearborn@umich.edu to list your program in M-Navigator and on the Study Abroad Website)
  2. Have Students Apply in M-Navigator
  3. Interview Students and then Accept, Deny, or Waitlist Students in M-Navigator
Additional Steps to Consider
Make flyer and post around campus
Present and run table at Study Abroad Fair
Reserve table at new student Orientation
Email students, post on social media, add meetings to calendar
Print Banner
Ask faculty in relevant courses for 2 minutes to introduce trip
Schedule/Run interest meetings (at least 2 recommended)

 

PREPARE (start 8-10 months prior to departure)
  1. Apply to get a PCard
    • CASL: Unit Business Admin submits request; Dean's Office approves
    • PCard should typically open at least two months ahead of trip and close one month after travel
    • Program leaders should make two copies of the front and back of the card, black out all but the last four digits, and keep a copy on their person during trip
    • Review card limits (including ATM withdrawal limit) and know when card balance gets renewed
  2. Request a pre-planning meeting with your department administrator and the business process manager (CASL: Christine Kelly-Williams)
  3. Verify Participants Complete Post-approval Content in M-Navigator (including uploading a copy of their passport)
  4. Get Visa & Passport (with expiration dates well past projected return dates)
  5. Book Travel & Accommodations (notify students if they are to purchase their own airline tickets), and Pay Vendors
    • CASL: Unit Admins process payments; Prepay as many expenses as possible (e.g., hotels, museum tickets, tours, etc.)
    • Individual air travel recommended (vs. group travel)
    • Faculty and students can work directly with Conlin (if using travel agent) or third party vendor for airline tickets
  6. Get Immunizations (if needed)
  7. Schedule/Run Trip-Specific Orientation Meeting (see Travel.State.Gov for country-specific information)
  8. Register Travel with University of Michigan, Register for Health Insurance, and Register with STEP
    • Study abroad groups will be registered for travel and health insurance by the study abroad support team
    • Verify travel and health insurance registration at sa-umdearborn@umich.edu
  9. Prepare for Clery Act Compliance
  10. Complete and Submit Health and Safety Plan (REQUIRED for travel to Travel Warning and Travel Restriction Destinations - must be submitted at least three weeks prior to departure)
  11. Verify College Scholarships are Awarded
  12. Verify All Students are Registered Prior to Departure (students MUST be registered to participate)
  13. Attend UM-Dearborn Study Abroad Orientation Meetings (in April; custom sessions can be run - contact sa-umdearborn@umich.edu)
Additional Steps to Consider
Finalize costs with overseas contacts, if applicable (sample MOU)
Complete U-M Travel Health Preparation Guide
Review Preparing Students to Go Abroad
Review SPG on international travel
Review Travel Tips, Best Practices, & Checklist
Review Safety Abroad Orientation
Review Travel Health Education Program
Review Resilient Traveling website (see Instructor Resources)
Review Global Information Resources
Review How Much Money to Take and How to Carry Money
Review International Communications
Review Guidance on Clery Act and Study Abroad
Request cash advance (if needed - work with unit business manager)
Request hospitality gifts (if needed - work with unit business manager)
Create group Facebook site

 

TRAVEL
  1. Submit Incident Reports in Timely Manner as Needed (also notify the Director of Global Engagement of incidents)
  2. Report Clery Act-qualifying Crimes as Needed (also notify the Director of Global Engagement of incidents)
  3. Respond to Crises (if needed)
  4. Collect and Submit Receipts
    • Download Concur app and upload all receipt images with phone while traveling (CASL: Concur app is preferred but legible photos of receipts can also be emailed to your unit administrator)
    • Submit expense report in Concur monthly for longer programs
  5. Pay for Additional Expenses
    • Primary: Use PCard
    • Secondary: Use cash from ATM
    • Tertiary: Pay out-of-pocket and get reimbursement
  6. Have Students Complete Course Evaluations
Additional Steps to Consider
Email sa-umdearborn@umich.edu upon safe arrival of all participants
Post to group Facebook site

 

RETURN
  1. Submit expense report in Concur (within one week of return
  2. Reconcile Cash Advances, Expenses, & Budget (work with department admin.; within 45 days of return)
    • Submit expense summary (i.e., total cost of trip) to dean's office
    • Departments are responsible for trip deficits
  3. Request a post-travel meeting with your department administrator and the business process manager (CASL: Christine Kelly-Williams)
  4. Submit Grades
  5. Return Student Course Evaluations
Additional Steps to Consider

Report course successes and challenges to sa-umdearborn@umich.edu

 

Global Engagement

2200 -
Social Sciences Building (SSB)

Scott Riggs, Director

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