Study Abroad Program Director Resources

Program planning

Thank you for your interest in developing study abroad opportunities for our students. Please contact Courtney Kroll, Associate Director of Study Abroad, to discuss your ideas and for support with the process. Proposals for summer 2024 and academic year 2024-2025 programs are due September 15, 2023, but we encourage early submissions.

Information for Faculty 

If you are interested in proposing a study abroad program, please contact Courtney Kroll to learn more about our priorities for study abroad, the proposal process, and how to create a budget for your program. You may also complete this short expression of interest form.

Study Abroad Priorities

As the UW Tacoma Office of Global Affairs, we prioritize global learning programs that: 

• Acknowledge the long-lasting legacy of colonialism and racism as well as current geopolitical contexts. 
• Are relevant to and honor the lived experiences, knowledge traditions, and assets of UW Tacoma students and of marginalized and indigenous communities in the US and abroad. 
• Are accessible to students of all abilities.
• Are academically rigorous. 

By participating in global learning programs we hope that students will:

• Engage meaningfully, ethically, and respectfully with local communities in the host country.
• Deepen their understanding of cultural diversity and develop global self-awareness. 
• Critically reflect on their cultural origins, practices, and habits of thought.
• Be able to reflect on learning both in and out of the classroom.

We are also looking for program proposals in all fields of study that:

• Include study of the host country’s language (where applicable).
• Combine on-campus coursework with a study abroad program (so-called hybrid programs).
• Are located in or visit Tacoma’s sister cities.
• Include coursework at the 200-300 level;
• Include faculty-guided and independent research, scholarly, or creative work;
• Are developed in partnerships with two-year or four-year colleges and universities in the region.

Proposal Materials

Please note that a complete program proposal includes:

1. Completed Faculty-led Program Proposal - please request at krollc@uw.edu
2. Syllabus for each course,
3. Program spending plan (budget) - please request at krollc@uw.edu
4. Signed letter of agreement for each program instructor 
5. Signed letter of approval from the academic department (home unit) of each program instructor

When planning a UW Tacoma faculty-led study abroad program, consider the timing, duration, and staffing of your program. The information below is a summary of the key requirements and policies for the program planning stage.

Program dates

• For your program to be financial aid-eligible for students, the dates of instruction must conform to the dates of the UW academic calendar.    
• Programs must begin and end within +/- 7 days of the quarter in which the program is offered. If you are planning to propose a hybrid study abroad program that includes on-campus coursework, please check with OGA about possible dates.
• Consult the UW Academic Calendar to establish program dates.
• The “start date” is the day students arrive in program housing.
• The “end date” is the day students check out of their program housing (and not the last day/night in program housing).

Additional considerations for short-term programs:

• Summer A and B term programs must have at least 28 days of summer instruction, including time abroad and in UW classrooms. 
• Exploration Seminars are offered during early fall (the period between the end of the summer quarter and the beginning of the autumn quarter). They must include at least 21 days of early fall instruction, including time abroad and in UW classrooms. 

Rome Center programs

Please review the UW Rome Center policies regarding program dates, student housing, program director housing, etc, via their policy website.

Program leadership

• All programs must have two responsible leaders, both of whom must be UW (Tacoma) employees (temporary or permanent).    
• The program director is the primary lead and contact for the program and must be UW (Tacoma), faculty. Faculty must be responsible for creating the syllabus, meeting student learning objectives, and evaluating/grading students.
• The second leader can be UW (Tacoma) faculty or staff with either a permanent or temporary UW appointment.
• Where there are two UW faculty leaders, roles should be clearly defined as either co-directors or primary and secondary leads.
• If the program has more than 30 students participating, the expectation is that three UW (Tacoma) employees accompany the program.
• Programs housed at the UW Rome Center or UW Leon Center may run with one faculty member because there are UW staff present on-site.

Appointments

• All UW program leaders must have an active UW appointment for the duration of the program.    
• Faculty with 9-month appointments who want to lead a summer or Early Fall program should work with their home department to gain an active appointment for the full program dates.

Program costs

We strive to provide affordable study abroad programs to ensure access for as many UW Tacoma students as possible. Please keep in mind resident tuition rates while you develop a budget for your program. We ask that you stay as close to the corresponding tuition rate for the number of credits as possible. Upon request, we can also provide an overview of program costs dating back to 2017.

Salaries

• The following guidelines apply to program leader salaries that are charged to the program budget administered by UW Tacoma Office of Global Affairs.    
• If program leader salaries are paid by an academic unit or department on campus (and do not appear on the program budget), program leaders should work with their home unit to determine salaries.
• All salaries should be approved by the program leader’s home department/college.
• Salary will be paid within the pay periods that correspond to the program term.
• If a program does not run or is cancelled, program leader salaries that are charged to the program budget cannot be paid.

*Where salary is included in the program budget, the appropriate Benefits Load should be included corresponding to the appointment.

Salary notes:

• In many cases, sponsoring departments to support programs by allowing the program director to remain on salary during the term abroad. This can cut down immensely on instructional costs, which are borne by students.    
• UW Tacoma Office of Global Affairs will work with your department administrator to set up payroll.
• All salaries incorporated into the program budget must include a line item for the correct Benefits Load for your UW appointment. This line item is already included in the budget template.

Additional compensation

As long as these expenses can be sustained by the program budget, program leaders are eligible for the following forms of compensation in addition to salary:

Airfare

You must book the lowest economy, round trip airfare from Seattle–Tacoma International Airport to the program site for the approximate program dates.

Housing

• The program can pay for reasonable in-country accommodations, comparable in comfort and quality to student housing.
• It should be relatively close to the student housing, or easily accessible by public transportation.
• Long-term (quarter-long) program leaders can include up to 7 days of additional housing to the program budget for pre/post program work, if the budget allows.
• Short-term (summer A, summer B, early fall, and spring break) program leaders can include up to 3 days of additional housing to the program budget for pre/post program work, if the budget allows.

In-country travel expenses

• In-country travel expenses and program-related activities (e.g. field trips and excursions) may be included in the program budget.

Per diem

• You may budget a daily per diem of up to 40% of the posted State Department ‘Meals & Incidentals’ Per Diem for the program site.
• Long-term (quarter-long) program leaders can include up to 7 days of additional per diem to the program budget for pre/post program work, if the budget allows.
• Short-term (summer A, summer B, early fall, and spring break) program leaders can include up to 3 days of additional per diem to the program budget for pre/post program work, if the budget allows.
• The per diem is paid out of student program fees, so we expect program leaders be as frugal as possible with dining choices.
• In the event of low enrollment, your program manager may first look to reduce per diem expenses before cutting elements of the program that are key to student learning.

Program director pre-departure workshops

• Attendance at pre-departure workshops is required.    

• These workshops explain the UW-wide and UW Tacoma specific resources and support available to you while overseas, and include information about identity and inclusion abroad, pre-departure orientations for students, managing the program budget and finances, program assessment, review and reflection tools, managing group dynamics, and handling emergency situations.

Student participation and housing

General information

Students are expected to participate in every course, activity, and field trip outlined in the program syllabus and articulated by the program directors. They must stay in the student housing arranged by the program. Exceptions related to housing:

• Students with special housing needs due to physical differences or abilities.

Gender inclusivity

We encourage faculty to provide options that support students of all genders when assigning housing on programs. In housing applications, you may want to give students the option to choose between housing that is assigned with students who share the same gender, or if they have a different preference that better supports their identity (e.g. gender-inclusive, mixed-gender, or living with a particular roommate). We acknowledge that there may be limitations on offering certain housing assignments based on host country norms/laws, landlord contracts, and/or housing rules and we encourage you to be up front with students about this. Consult your program manager as needed to accommodate student requests.

Sample Housing Survey

As you make housing arrangements, we suggest you send out a housing survey to students that asks their gender and how they would prefer their housing be assigned (e.g.with others of the same gender, or a different set-up that better supports their identity). You can inform students that you will do your best to provide housing options that support all students on the program, given space availability. You can also provide free-from space in the survey for students to explain things further, if they would like, and also clarify that if they want to room with a particular roommate, both students need to list each other.

Sample roommate survey

Bringing family members

• In very limited cases, students may be permitted to bring family members on programs with permission from their program director(s), UW Study Abroad, and the local provider (e.g. the UW Rome Center). 
• The deadline to submit this request to bring family members on a program is within 10 days of acceptance to the program. 
• Family members are not permitted to stay in housing with other program participants. If a student wishes to live with their family members, they will be responsible for any housing costs above and beyond what is included in the program fee. There will be no reduction in program fees if a student decides to live outside of program housing to accommodate accompanying family members. 
• Additionally, the program may not be able to find accommodations on their behalf. 
• Family members are not permitted to participate in any group activities and program funds may not be spent on a student’s family members. 
• Students bringing children are responsible for securing and paying for local childcare. 

Credits

• Depending on the length, timing, and format of the program, there are multiple options for the number of credits a program can offer.
• The sponsoring academic department and college should ultimately determine and approve final allotments for the number of credits.

Duration and credit models currently available for UW study abroad programs:

*Spring break programs are eligible for 1 credit. The program must be attached to a course taught on campus. That course can take place in either winter or spring quarter. Students participating in the program must also be enrolled in the pre or post program course. UW Study Abroad will enroll the students for 1 credit during the term in which the course on campus is offered. 

Program deadlines and cancellations

• All UW study abroad programs offered in the same term have so-called priority deadlines (please see table below). If a program does not meet its enrollment goals by the priority deadline, we can extend the deadline no more than two times. To ensure sufficient time for students to make a decision about study abroad participation and to complete all necessary pre-departure requirements, the last deadline has to be at minimum 1.5 months before pre-departure requirements are due.
• Please note that if you are working with a study abroad provider or in-country vendor that has earlier deadlines, we may need to adjust our timelines accordingly.
• The decision to cancel a program due to low enrollment will be made in consultation with UW Tacoma Office of Global Affairs, the program director, and the academic unit.

Grades

• Following the same schedule used for classes taught on campus, grades are due to UW Tacoma Office of Global Affairs by the first Monday after the end of the quarter in which the program was offered.    
• Please plan your courses and assignments so that you are able to report grades by the deadline.
• Late grade submission may affect student eligibility for financial aid or graduation.
• Grades for all summer programs (sum A, sum B, and summer quarter-long programs) are due at the end of the summer quarter.
• Grades for Exploration Seminars (early fall) are due at the end of the autumn quarter.

Self-sustaining programs

• Faculty-led programs are self-sustaining and must generate enough revenue to cover the projected expenses.    
• If the program does not meet minimum enrollment as defined by the program budget, the program may be canceled due to financial insolvency.
• The decision to cancel a program due to low enrollment will be made in consultation with UW Tacoma Office of Global Affairs, the program director, and the sponsoring department.

Balance and deficit policy

• All programs are required to maintain a Program Reserve equal to 5% of the budgeted program expenses. This reserve is built into the program budget sheet provided by OGA.
• 30% of any program balance will be incorporated into the budget and program fee calculation the next time the same program is offered. Programs that do not run again after five consecutive fiscal years forfeit any associated balance to OGA.
• 70% of any program balance will be re-directed at the discretion of the Executive Director of Global Affairs to promote new program development, provide student scholarships, or to contribute to a Global Emergency Fund. New and returning study abroad program directors will be able to apply for grants to develop new study abroad programs or to improve existing offerings.
• If a student qualifies for an emergency withdrawal and (partial) relief from their financial obligations to the program, the non-recoverable costs will first be charged to the program budget. If those charges result in a program deficit, the Office of Global Affairs will be responsible for covering the portion of the deficit attributable to the emergency withdrawal.
• In all other cases, programs ending with a deficit of $5,000 or less are required to incorporate the deficit into the budget and program fee calculation when that program is next offered. If a program with a deficit is not offered again within two years, the host academic unit will work with UW Tacoma Office of Global Affairs on a plan to repay the program’s deficit, in agreement with the Chair/Dean.
• Programs with a deficit of more than $5,000 may be suspended until there is a clear and effective plan in place to eliminate the deficit. This plan must be agreed upon by the Chair/Dean of the host academic unit and the UW Tacoma Office of Global Affairs. If a program with a deficit is not offered again within two years, the host academic unit will work with UW Tacoma Office of Global Affairs on a plan to repay the program’s deficit, in agreement with the Chair/Dean.
• Deficits may also be paid down by other revenue sources per a dean/director/chair’s request.

Field advances

• In order to manage on-site expenses, program directors must be eligible to receive a field advance and should be in good financial standing with the UW.    
• As a custodian of UW funds, program directors will be responsible for accounting for those funds according to UW policies and procedures.
• Program directors may be held responsible for unapproved or inappropriate expenses or use of funds.
• Field advance custodians who do not account for funds in a timely manner may not be eligible for future field advances.

Family members

If program directors are accompanied by spouses and/or children, they cannot participate in the official program activities, and none of the program budgets can be used to pay for family members’ expenses.

Student evaluations and re-entry programming

The UW Tacoma Office of Global Affairs will administer standardized student evaluations upon completion of your study abroad program. We also strongly encourage faculty program directors to work with OGA on re-entry programming for students; this will help students integrate their study abroad experience with learning on campus.

Accessing and Reviewing Applications: 

Program directors will use their UW NetID to log into the Director Portal in the UW Tacoma study abroad application system. In the portal, program directors will be able to see all applications for their program, both those that have been created or those that are finished and need review.

To read the applications and recommendations, please click on the eye icon under “Tools” on the right-hand side of your screen. 

Interviewing Students: 

The Office of Global Affairs strongly recommends that study abroad program directors interview students to make sure they are the right fit for their program. An interview rubric can be used to help program directors conduct interviews and make application decisions (please check out our interview resources website for more info and an interview evaluation rubric). It is recommended that program directors schedule interviews a few days after the priority application deadline. 

Accepting Students: 

After reviewing student applications and recommendations, program directors must make acceptance decisions within 14 calendar days of the application deadline. This is important both for confirming the program will run and for aligning the application process with our scholarship process. 

Once the acceptance decisions are made, log back into the Director Portal, click on the green check mark under “Tools” (application review) and choose “accepted” or “not accepted.” This will not send a decision to the student. The Office of Global Affairs will review students' academic standing and conduct records before officially accepting students via email (program directors will be copied). Program directors  should not email the student about their acceptance decision before the Office of Global Affairs has done so.

Please remember: students are not accepted on a rolling basis and will not be notified of their acceptance until after the application deadline.

In addition to reviewing application materials online, UW Tacoma's Office of Global Affairs strongly encourages program directors to conduct interviews with all eligible applicants in order to more fully assess readiness for study abroad and fit with their program.

Suggested Process

• Set up a Doodle calendar for applicants to sign up for interview times (allowing for group or individual interviews).
• Send the below email to applicants as they apply, i.e. before the priority application deadline. Please schedule interview time slots for the week after the application closes. Please feel free to edit the email as you see fit.
• Interviews need to be completed and admissions decisions need to be made within twelve days of the priority deadline.

Suggested Email to Students

Hello,

As the faculty program directors, we are so very pleased that you have completed your online application materials for the [program title] study abroad program to [location] for [quarter/year]. As a final step in the application process, you are required to attend a meeting with the program directors at which you will be asked to provide us with typed and printed responses and discuss the following questions:

1. Why did you choose this particular study abroad program and what do you expect to gain from the experience?
2. What experiences, if any, do you have to engage with cultures other than your own?
3. What assets do you feel you have that will contribute to your own and others’ learning on this program?
4. What worries you about traveling abroad and how might you deal with those concerns?
5. Describe a time when you experienced a conflict with another person. How did you deal with the situation?

Please take a moment to go to this Doodle Poll (ENTER LINK HERE) and sign up for an interview slot. Please note that these will be group interviews, so multiple students can sign up for the same day/time.

If you are a student on the UW Seattle or UW Bothell campus, please email us so that we can set up a time to conduct a phone or Skype interview.

Suggested Study Abroad Interview Evaluation Rubric

Study abroad pre-departure orientations help to build a sense of community, create reasonable expectations, and prepare students for a meaningful experience.  

• Plan at least three required student orientations in the quarter prior to travel to discuss program details, course requirements and preparations, travel planning, health and safety, etc. Review the “Pre-departure Topics to Cover” list below to prepare.  

• An OGA staff member will attend one of your three pre-departure meetings. Topics covered will include goal and expectation setting, social identity, cultural humility and pre-departure requirements.  

• Start to build a collaborative and reflective learning community for students. Using discussion rules and mindfulness activities can help students feel empowered to share thoughts/feelings throughout the program.  

  Discussion rules and mindfulness actvities

• Develop and communicate the arrival plan to your students. Where and when should they meet the group, how do they get to the meeting place, and who they should contact in case they are not able to arrive on time (e.g. missed flight connection). 

• Maintain regular contact with students to answer individual questions or communicate any changes to the program or arrival plan. Ensure students know how to contact all program directors and staff. 

** Remember, all study abroad students are required to take an online orientation module through their study abroad application. Students are tested on the content of the orientation and must earn at least 85% in order to pass and fulfill the requirement. The online orientation covers important health, safety, and cultural adjustment issues, as well as practical information such as enrollment and credits. It takes about 30 minutes to complete all of the modules. As a program director, you are welcome and encouraged to view the orientation.•• 

Pre-departure topics to cover 

Part of your job as program director is to orient students to the culture of the host country and counsel them on a range of social, academic and other practical issues. Your role in this process is crucial and helps ensure that your students are organized prior to your program and have a positive experience once your program begins. It is also an opportunity to establish reasonable student expectations and manage those expectations. Plan on covering all of the information below for your own program in your pre-departure and on-site orientations with students.  

Health screening, vaccinations & insurance 

• Basic health and safety issues are covered in the mandatory student orientation. Make students aware of any country and/or site-specific health concerns and possible risks/exposure. Provide resources, like the Center for Disease Control and Prevention website, for more information, but do not dispense medical advice! 

• Students must complete an on-line self-disclosure health survey that will be available to them on their study abroad website account. This must be completed by the enrollment deadline. 

•  Vaccinations may be necessary for travel to certain locations, and a health professional is the best person to give these recommendations. 

• Additional international health information can be obtained at the CDC website. 

• The University of Washington requires study abroad participants to purchase the UW Student Abroad insurance. Information regarding this policy can be found on the Office of Global Affairs website. 

Passports & visas 

• Students are responsible for having all necessary travel documents or visas for the program. The Office of Global Affairs does not provide assistance with travel documents or visas. 

• Make sure all your students allow adequate time to apply for and receive their passports. We encourage you to reach out to participants about passports as soon as they have committed to the program. Visit the U.S. State Department website for more information. 

• Be sure to check all entry requirements for your destination, some countries require visas. Many countries require passports to be valid for up to 6 months after departure from the country. Visit the U.S. State Department website for more information. 

• Non-US citizens participating in your program may have different entry requirements, so these students need to check with the destination consulate/embassy to verify what additional documents (if any) they need for entry/travel in the host country. 

• In the identity and study abroad section of our website, we have information for undocumented students to help them navigate the study abroad process and obtain the necessary travel documents. 

• Please also consult the State Department “Traveler’s Checklist.” 

Flights & contact info 

• Organize a meeting place for all students at the start of the program. This may be en route to the final destination, the group hotel, classroom site, etc. Make sure students have very clear directions (in English and the local language) and a good idea of how to get there.  

• The Program Director should be available and easy to contact on site prior to students’ designated arrival dates (unless traveling with students). Make sure students have your contact information and a back-up plan. 

• Set out clear guidelines ahead of time for what students should do if they do not arrive at the initial meeting place as planned. 

• Address how to access money and any other logistical issues related to traveling to the meeting point.  

Basic needs: housing & food 

• Provide info about housing arrangements, regulations, etc. Establish clear expectations for students regarding housing, policies, property damage, etc. 

• If students are staying in homestays, discuss specific cultural norms and practical issues. Address concerns and encourage dialogue if problems arise on site. 

• If students will be sharing rooms, we encourage you to share the roommate questionnaire with them.  

• Discuss dining and food options, costs, local customs, any food risks. 

• Discuss local alcohol laws and culture, and risks associated with excessive drinking. 

Getting around  

• Availability and use of local transportation. Point out which modes of transportation are preferred, those recognized as unsafe, general costs associated, and how to purchase tickets. 

• Students are often unprepared for the amount of walking they’ll do while studying abroad. If your program includes a lot of walking or physical activity, please set those expectations with students.  

• Discuss hitchhiking, motorcycles, and other tempting yet unsafe ways to get around. 

Community 

• General introduction to the community and its physical surroundings. Be sure to include diverse and underrepresented voices/perspectives from the local community with students.  

• Give details about living and traveling conditions with as much detail as possible to avoid “surprises” and student concerns. 

• Discuss what it will be like to live and travel as a large group for a month. Address apprehensions about privacy, personal time, etc. Students will need to share, cooperate, and sacrifice individual needs and look after the group. 

• Address in-country weather conditions and suggest items to pack (i.e. comfortable walking shoes). Discuss appropriate attire, both with regards to climate and cultural expectations. 

Cultural behavior & considerations 

• Remind students of their important role as ambassadors of the UW and US while abroad. 

• Discuss what it means to be an U.S.-based student/traveler in an international context.  

• Address cultural norms and traditions, communication styles, etc. of host country. Remind students that cultural adjustment is a normal part of many students’ experiences abroad. Discuss this with them and help to normalize the feelings that your students may encounter. 

• Mention normal aspects of cultural adjustment and let students know they can and should come to you if they are having trouble at any time throughout the trip. 

Communications, banking & money 

• Highlight facilities for and access to mail, internet and telephones. 

• Set expectations for frequency of access to phone and internet. Encourage students to set communication frequency expectations with family and loved ones before the leave. 

• Laptops and cell phones: To bring or not to bring? Discuss in relation to required coursework. The UW Rome Center programs require cell phones. 

• Explain options and any barriers to managing money on-site (ATMs, banks, exchange rates, cash, travelers' checks, credit cards). 

• Help students plan how much money of their own they will need during the program. 

• Consider procedures for financial emergencies. Remind students of what they are responsible for (personal spending, health, food, shopping, communications, etc.). 

• Discuss non-program-related travel: When is it okay and when is it not okay? 

• Inform program director of travel plans, and if possible, leave contact addresses and/or phone numbers for use in emergency situations. 

• Students are responsible for all costs and safety issues of non-official program travel. 

Disability accommodations  

• As with on-campus classes, study abroad participants may require disability accommodations. The Office of Global Affairs works closely with Disability Resources for Students to support and prepare students needing accommodation for their study abroad program.  

• We recommend visiting Mobility International USA to learn how you can best support study abroad participants.  

Social Identity  

• Students’ social identity plays a large role in how they will interact with their host country. In order to best prepare and support students before they study abroad, please provide information and/or connect students with resources on navigating their identities abroad (i.e. gender, sexual orientation, race, ethnicity, nationality, disability, socioeconomic status, etc.). 

• The Office of Global Affairs will discuss the intersection of social identity and study abroad with Program Directors at their pre-departure orientation.  

• Please use our Identity and Study Abroad website to find information and links to resources that can assist students in preparing to study abroad.  

Academic expectations 

• Go over syllabus and program itinerary with students, answer questions, and discuss “what to expect” related to workload, travel, group work, learning outcomes, etc. 

• Discuss in detail your expectations of students as they relate to grading and evaluation. 

• Grading for study abroad is often based on non-traditional academic work. Make sure students are well-aware of expectations and what their grades are based on. To avoid confusion and conflict, put it in writing! 

Behavioral expectations 

• Discuss expectations (yours and theirs) for living, studying, traveling, and functioning as individuals and as a group. Consider creating a group code of conduct for the program. This can facilitate discussion and be a tool you can refer to if/when behavior issues arise. 

• Explain what the roles of the program director, all staff and local coordinator are and aren’t. 

• Remind students that they are bound by the UW Study Abroad Standards of Conduct and all local laws (that may be very different from U.S. laws) at all times during the program. Discuss with students how you will handle behavioral and disciplinary issues during the program. 

• Discuss local laws concerning drug use, political activism, and other risky behavior, etc. 

• Students may need to discuss and process the things they are experiencing on the program. Plan time for (and encourage) reflection and feedback between you and the students from the start of the program. 

• Encourage your students to consult the Psychological & Wellness Services (PAWS) team to discuss any issues, fears or concerns that may come up during their study abroad pre-departure experience.  

Alcohol & drug awareness 

• Talk to your students about cultural norms around drug and alcohol use in the country you will be visiting. Consider what behaviors will be tolerated and which will not be permitted on the program. Talk to your students very explicitly about these rules. 

• Do not assume every student on your program drinks. 

• Discuss the Study Abroad Standards of Conduct and how it applies to alcohol consumption on program activities. 

• Share research on the effects of drinking in a new environment. Our colleagues in Health & Wellness have put together an engaging presentation that you are welcome to share with your students:  

• Tolerance/Environment Part 1 

• Tolerance/Environment Part 2 

Emergency planning 

• What to do, where to go, and who to contact in case. 

• How to get a hold of program directors and other key local contacts. 

• Assure students that an emergency action plan has been developed and that you are prepared. The Office of Global Affairs will share more information about this at our Program Director Workshops.  

• Share UW’s International Emergency Assistance contact information with students. To download the UW emergency assistant contact card, students should test UWGLOBAL to 505-544-4999. 

• Distribute your emergency contact information to all students and UW Study Abroad. Consider making this information available on your course website as well—any way that will make it readily available.  

• Ask students to make you aware of their personal medical/health considerations, so that you can help facilitate appropriate care as needed. 

• For Rome Center programs, inform students that they are required to have a cell phone and review options to obtain a cell phone in Italy. 

Review of medical and health facilities 

• Outline local medical facilities and norms for patient care in country. 

• Discuss importance of having funds available for payment of medical and drug bills. 

• Remind students that they are responsible for ALL medical expenses in country and that they are required to purchase CISI insurance in order to participate in the program. 

• Guide students to take charge of their own health while abroad. For routine medical issues, students should be able to find a clinic and a doctor through CISI and should plan for this possibility before traveling by calling CISI. Directors should obviously help very ill students but need not be fully responsible for basic health maintenance. Non-emergency visits need to be scheduled in advance in order to be free at the time of service. Students can pay and get reimbursed for last minute non-emergency clinic visits. 

Safety 

• Discuss: 

• Country-specific safety concerns 

• Areas, neighborhoods, types of transportation to avoid 

• Common crimes of concern 

• Common gender roles and customs, and any specific safety concerns for women 

• Alcohol and drug use (local norms & laws, program expectations) 

• Political and social issues, including local attitudes towards foreigners. 

• Traveling alone 

• Water/food safety 

• Sex-related risks (harassment, assault, STIs, HIV/AIDS, etc.) 

• Establish a common code for group safety, watching out for each other, etc. 

**content adapted from the UW Study Abroad Orienting Students website**  

As a study abroad program director, you fill many roles besides the obvious one of teaching. We have found that leading a study abroad program is rewarding, intense, and at times challenging but also provides unique opportunities for personal and professional growth. We are sharing below what we hope is a comprehensive list of responsibilities, but you’re always welcome to reach out to us with questions: uwtintl@uw.edu

Proposing a Program

• Discuss your program idea with your dean and/or division chair.
• Consult with the Office of Global Affairs to discuss your ideas and work on your proposal/renewal, budget and timeline.
• Develop a program budget using our study abroad budget template (please request via uwtintl@uw.edu). The template will help you anticipate costs associated with program activities. It will ultimately help determine the program fee and the number of students needed for the program to be financially feasible.
• Work with an in-country partner or contact in-country vendors to get accurate price quotes for the services you will require.
• Develop the course curricula.
• Submit your proposal to the UW Tacoma Office of Global Affairs by the following deadlines:
   

  Proposed Program Term	Program Proposal Due to UWT OGA
  Summer, Autumn, Winter, Spring	October 1
  Early Fall	October 1
  Spring Break	April 1

• Please contact us (uwtintl@uw.edu) for access to the proposal forms.

Program Outreach and Applications

Program Outreach

• The UW Tacoma Office of Global Affairs will develop program marketing materials, including a brochure, poster and/or website to advertise your program. Students will apply for your program via the program website.
• You will actively recruit applicants for your program using posters, flyers, info sessions, classroom visits, etc.
• We will support your outreach efforts with info sessions, classroom visits, former participants, student organizations, social media, events, walk-in advising, etc.

Review Applications

• Review your applications in the Director Portal of the online application system using your selection criteria
• Interview your applicants to more fully assess readiness for study abroad and fit with your program. Please see our program directors resources page for a suggested email to students and an interview rubric.
• Indicate your admission decision in the Director Portal.
• UW Tacoma OGA will inform students of their admission decision and will generate and distribute student contracts.

Preparing to Depart

• Once a program has been confirmed, students and program directors need to be entered into the UW (Seattle) Study Abroad Portal. We will share detailed instructions when the time comes.
• Finalize course and program syllabi to inform students of course activities and requirements and to communicate your academic and behavioral expectations.
• Develop a program calendar of your in-country course-related and extracurricular activities.
• Attend program director workshops:
  • Budget meeting. In addition to touching base about payments, we will discuss course evaluations, Canvas, and student orientations.
  • One workshop will be focused on health & safety, students in distress, conduct violations, and how to respond to them.
  • One workshop will focus on social identities and study abroad and will address how to create an inclusive and reflective study abroad environment.
  • In the final pre-departure meeting, we cover important topics such as Title IX, FERPA, and assessment.
• Ensure you have a valid passport and visa (if necessary) to travel outside of the U.S. Your passport must be valid for at least six months beyond the end of the program.

Program Logistics, Budget and Advance Payments

• We will discuss your program budget and payments during a budget meeting.
• To help prepare for this meeting, please note that you must be in good standing with Financial Services and eligible to take out a field advance. If you have an outstanding field advance, you will not be able to take out a new one.
• Finalize program logistics: verify reservations, negotiate final prices and secure resources (instructors, guests, classroom, housing, food, tickets, transportation, activities, etc.).
• Arrange for any advance payments or deposits. Collect invoices from vendors and forward to UW Tacoma OGA to process payments.
• Complete the pre-travel authorization form and then arrange travel for yourself and other program staff. Submit your receipts to OGA for reimbursement.
• Consult with OGA and Disability Resources for Students for any students who will need accommodations.
• Maintain regular contact with UW Tacoma OGA staff, remain available via email, phone or Skype.

Orient Students

• Plan at least three required student orientations in the quarter prior to travel to discuss program details, course requirements and preparations, travel planning, health and safety, etc.
• Start to build a collaborative group dynamic and learning community among students.
• An OGA staff member will attend one of your three pre-departure meetings. Topics covered will include goal and expectation setting, social identity, cultural humility and pre-departure requirements.
• Consult the Orientating Students site for Program Directors and cover all the topics as they relate to your program site. Please note that the linked page was developed by UW Seattle Study Abroad; we are still working on a UW Tacoma specific resource.
• Develop and communicate the arrival plan to your student. Where and when should they meet the group, how do they get to the meeting place, and who they should contact in case they are not able to arrive on time (e.g. missed flight connection).
• Maintain regular contact with students to answer individual questions or communicate any changes to the program or arrival plan. Ensure students know how to contact all program directors and staff.

Final preparations

• Provide emergency contact information to UW Tacoma OGA and UW Study Abroad for the duration of your program. Submit this information before your departure using the UW (Seattle) Study Abroad Portal.
• Register your travels with the U.S. State Department.

In the field

• Confirm safe arrival of all program participants with UW Tacoma OGA.
• Oversee all academic aspects of the program.
• Oversee all program logistics.
• Act as the custodian and manager of UW field advance funds and resources. Track all program expenditures on-site and collect required documentation (receipts, etc.).
• Act as primary resource for student inquiries and problems.
• Act as the initial responder to logistical, medical, behavioral, and other crises.
• Serve as the program’s primary liaison with UW Tacoma OGA and the University of Washington.

Program Wrap-up

• Submit grades to UW Tacoma OGA by UW’s deadlines – the first Monday after finals week. UW Tacoma OGA will supply the necessary form for you to submit students’ course numbers and grades and report them to the Registrar’s Office.
• Gather receipts and documentation for your field advance reconciliation. Submit your completed paperwork and field advance ledger to the UW Tacoma OGA.
• Meet with UW Tacoma OGA staff to debrief your program, including information on what went well, what did not go well, what you would keep or change for future programs. This also the opportunity to officially report any incidents that occurred on your program.
• Review student evaluations collected and sent by UW Tacoma OGA.