Running a Faculty-Led Study Abroad Program

Before an application is started, it is the responsibility of the program leader to speak with their department chair to ensure that the department approves of the program moving forward with the submission of this application.  Once you have had this discussion with your department chair, please have them send a brief email of approval to [email protected].  The "Initial Chair Approval" offline requirement listed below will be marked as complete once that message is received and then you can begin filling out the application.  

All Programs:

1. Initial Chair Approval
2. Budget Estimate 
3. Program Dates 
4. Resources for Program Design and Improvement
5. Study Abroad Fair Commitment: For program representation at the fair on the first Wednesday of October from 12-2 pm
6. Unit Approvals: From Dean(s), Department Chair(s), and Discipline Chair(s)

New Programs Only:

1. New Program Basic Details
2. New Program Safety Screening

Repeat Programs Only:

1. Course Updates: Describe any needed course modifications/additions
2. M-Navigator and Print Flyer Updates
3. Program Name
4. Substantial Program Changes: Name and describe (like changes in location, leader, length, semester, etc.)

All Programs:

1. CIM Submissions: Verification of all needed CIM entries
2. Clery-Related Program Registration
3. Driving U-M Students Abroad
4. Enrollment Verification: Of students in required courses
5. Group Safety Plan (if needed)
6. Itinerary: Cities/region, dates, housing address(es)
7. Marketing Suggestions
8. Orientation Sessions: Prepare students for country- and program-specific concerns
9. Program Budget Updates & Review: Upload changes and review budget with Global Engagement
10. Program Leader Applications: Verification all leaders submitted applications
11. Unique Program Requirements: For specific programs

New Programs Only:

1. M-Navigator and Print Flyer Creation

While the hope is to keep student charges to a minimum, there are times when student payments made via student accounts for study abroad program costs exceed actual expenses, and thus a surplus is left in the account after all expenses have been reconciled.  This policy is to provide campus-wide direction on how to handle such positive balances when they arise.  

In the event that any student paid to their student account an excess of $250 or higher above actual trip expenses after all program expenses have been reconciled and have been confirmed as being reconciled by the program leader and unit business administrator, a refund of all such overages for each relevant student shall be requested of Student Accounts by the unit business administrator.  It is the responsibility of each unit running a study abroad program to verify if an overage has occurred and how much that overage ended up being.  

Refund requests should be submitted and processed within two weeks of the completion of all expense reconciliations.  Email notifications should also be sent to each relevant student by either the program leader or unit business administrator explaining that fees paid exceeded program expenses by at least $250, thus a refund is being processed.

If any student paid an overage less than $250, the excess funds should be kept in the shortcode to help defray expenses for the next iteration of the study abroad program (either going toward student scholarships or paying for program expenses).  If a program will not be run again or if it is unknown if the program will be run again, a full refund of any overage made to a student account should be refunded.  If a program is unexpectedly retired later on, and for whatever reason, still has a balance in the shortcode account, it will be up to the unit overseeing the shortcode to determine the best use of funds.

Funds in study abroad shortcode accounts that are the result of direct student payments should only be used for student refunds or to fund future iterations of that particular program.  The only exception to this would be if a program were to be unexpectedly retired at a later date.