Creating a Faculty-Led Study Abroad Program
Use this process map to run a faculty-led study abroad program.
PROCESS MAP
- Let People in Your Unit Know about Your Idea & Get Feedback
- Get Approval from Discipline Chair (Submit Proposal Form A)
- Get Approval from Department Chair (Submit Proposal Form A)
- Get Approval from Dean's Office (Submit Proposal Form A and Proposal Form B)
- Follow Course Development Guidelines for New or Changed Courses
- Complete Budget Template (Submit to Dean's Office and sa-umdearborn@umich.edu)
- Establish application and payment deadlines (recommended deadlines)
- $500 non-refundable deposit is advised
- Remaining amount will be charged to students' accounts once they register
- Awarded scholarships are disbursed at the start of the program term
| 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 |
- Advertise Program (contact sa-umdearborn@umich.edu to list your program in M-Navigator and on the Study Abroad Website)
- Have Students Apply in M-Navigator
- Interview Students and then Accept, Deny, or Waitlist Students in M-Navigator
| 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) |
- 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
- Request a pre-planning meeting with your department administrator and the business process manager (CASL: Christine Kelly-Williams)
- Verify Participants Complete Post-approval Content in M-Navigator (including uploading a copy of their passport)
- Get Visa & Passport (with expiration dates well past projected return dates)
- 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
- Get Immunizations (if needed)
- Schedule/Run Trip-Specific Orientation Meeting (see Travel.State.Gov for country-specific information)
- Director of Global Engagement can be invited for support
- 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
- Prepare for Clery Act Compliance
- Register your program as possibly Clery-related
- Understand that all program leaders are Campus Security Authorities under the Cleary Act (Read what responsibilities this includes)
- Submit any signed agreements related to facilities (e.g., housing, classrooms, labs, etc.) to sa-umdearborn@umich.edu
- 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)
- Verify College Scholarships are Awarded
- Department admins email umd-resources@umich.edu a completed Scholarship & Award Request Form (CASL: cc Christine Kelly-Williams).
- Verify All Students are Registered Prior to Departure (students MUST be registered to participate)
- Attend UM-Dearborn Study Abroad Orientation Meetings (in April; custom sessions can be run - contact sa-umdearborn@umich.edu)
| 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 |
- Submit Incident Reports in Timely Manner as Needed (also notify the Director of Global Engagement of incidents)
- Report Clery Act-qualifying Crimes as Needed (also notify the Director of Global Engagement of incidents)
- Respond to Crises (if needed)
- 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
- Pay for Additional Expenses
- Primary: Use PCard
- Secondary: Use cash from ATM
- Tertiary: Pay out-of-pocket and get reimbursement
- Have Students Complete Course Evaluations
| Email sa-umdearborn@umich.edu upon safe arrival of all participants |
| Post to group Facebook site |
- Submit expense report in Concur (within one week of return)
- 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
- Request a post-travel meeting with your department administrator and the business process manager (CASL: Christine Kelly-Williams)
- Submit Grades
- Return Student Course Evaluations
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Report course successes and challenges to sa-umdearborn@umich.edu |