Investigate whether or not your group will need visas to enter your program country
Decide whether or not to take a TA. IGS will fund an assistant for single-director programs that enroll at least 18 students and for co-directed programs that enroll at least 30 students. We'll cover the assistant's expenses (airfare, housing,-whatever your program fee includes) up to the amount of the program fee and including single room accommodations if appropriate and financially feasible. The assistant can be an undergraduate student, graduate student, or other status, but the person may not be a student enrolled in the program. The spouse or child of a faculty director is not permitted to serve as the assistant to that faculty member's program.
How? Where? We'll create a website for the program. We'll also design and produce a poster, if needed. Then, it's up to you to get the word out. Promote the program in your current classes and those of your colleagues (if permissible), talk about it with other students from your department, and rally past participants. You may also consider making a brochure or post-card for distribution.
How else? Email targeted groups of students (e.g., declared majors in your department or students electing a concentration for which courses in your program have relevance). Note: contacting majors as groups requires permission from your Chair.
However you choose to advertise, include these parts: a program description (what exciting sights will you be seeing?), a section on the academic component (course descriptions), information about included costs, participation eligibility, and your contact information.
Effective recruiting can take considerable time and effort. The S-contract for Administrative Service is intended to help compensate you for this time.
Schedule two interest meetings (due 2/10 for Winter Programs; 9/1 for Summer Programs)
Request a group flight reservation via the travel preferences form in the database (due 3/1 for Winter Programs; 5/1 for Spring Programs; 9/15 for Summer Programs)
Monitor applications and materials via the database
Submit a copy of your passport to IGS. Make sure your passport will be valid for the next year.
Let your coordinator know if you'll need to fly separately from the group. You are encouraged to accompany the students to and from the program site. If for some reason you need to fly separately, let your program coordinator know a.s.a.p. Depending on the details of your group flight, you may be able to "deviate" (pay a small fee to fly on a different date). If not, you have the option of buying your own plane ticket. IMPORTANT: If you buy your own ticket, IGS will reimburse you up to the cost of the group airfare. Your reimbursement cannot be processed until you return from the program.
Schedule two orientation meetings and, if there is a need, two more interest meetings (due 9/1 for Winter and Spring Programs; 2/11 for Summer Programs)
to schedule rooms for your meetings, submit this form to the Scheduling Office
when Scheduling confirms your rooms via email (24-36 hours later), email your coordinator, and we will post the meetings on the website
Finalize costs with overseas contacts. The final budget due is no later than 9/12 for Winter Programs, 10/15 for Spring Programs, and 2/11 for Summer Programs
Accept students. When you're ready, contact your coordinator. IGS will send an official acceptance email to the students with links to their pre-departure tasks and responsibilities. If you cannot accept all applicants because demand exceeds the available space, talk to your coordinator before sending rejection messages. There may be another program that could accommodate these applicants. Students who are not accepted will be refunded. Once accepted, their deposits are considered final and non-refundable. If students contact you directly about withdrawing from their program or requesting a refund, please refer them to your coordinator.
Order textbooks
Remind students to register for courses
Attend mandatory liability meeting (Winter Programs: mid-October, time/date/place TBA; Summer Programs: Tuesday and Wednesday, March 12 and 13, at 3:30 in the IGS conference room, Elliott Hall)
Assign roommates. Use the "housing report" in the database to match compatible students (if needed)
Plan for your orientation meetings
Show the Program Orientation Video Series. Whether you show the 6-7 videos at the meetings, or assign them to students
to watch beforehand, it is imperative that students view this video series and that you discuss it with your group. It was designed to be watched together, allowing you
to pause to add site-specific comments and answer questions.
familiarize yourself with health and safety precautions via the Know before you go guide
immunizations (if needed): Student Health Services (SHS) will schedule meetings to disseminate health-related information for all study abroad programs. If you are traveling to a country that requires immunizations, malaria prophylaxis, special precautions (food, water, sun and insect), or present certain health challenges such as high altitude, SHS may schedule specific meetings for your country. These mandatory meetings will be posted on our web site along with your other program orientation meetings, and students will also be informed via their acceptance e-mails. Faculty are encouraged to attend as well.
By Thanksgiving for Winter Programs, March 1st for Spring Programs, or May 1 for Summer Programs, give your coordinator a copy of:
final itinerary/calendar
complete overseas contact information
all orientation handouts, including syllabi
If you have a TA, they must complete their instructions in order to participate - please relay this information.
Their instructions include completing a TA contract with you. They are asked to print, sign and return the contract to you, and deliver a copy to IGS The contract is saved as a Word file; feel free to edit, listing additional responsibilities as needed
Request hospitality gifts through the database
Send your coordinator copies of your orientation materials and course syllabi (to keep on-file for when parents call us with questions)
Attend the mandatory "Blue Packet" financial meeting (Winter Programs: Reading Day, 12/05/13, 10am, 127 Memorial; Spring and Summer Programs - individual meetings with coordinator)
Study Abroad 
TO DO CHECKLIST