Faculty Checklist

Once Approved

  • Develop a budget. Due 3/1 for Winter Programs; 6/15 for Spring Programs; 9/15 for Summer Programs.
  • Request a group flight reservation via the Travel Preferences Form in the database. FAculty Director - My Programs - My Checklist. Due 3/1 for Winter Programs; 5/1 for Spring Programs; 9/15 for Summer Programs.
    • Let your coordinator know if you'll need to fly separately from the group. You are required to accompany your students to and from the program site. If for some reason you need to fly separately, let your program coordinator know ASAP. You many be able to "deviate" from the group plan (pay a fee to fly on a differernt date).  If not, you have the option of buying your own ticket.  IMPORTANT: if you buy your own ticket, IGS will reimburse you only up to the cost of the group ticket.  The reimbursement for this cannot be processed until you return home.
  • Schedule at tleast two interest meetings (due 2/10 for Winter Programs; 9/1 for Summer Programs)
  • 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 should be an undergraduate or graduate student at UD.  Individuals with some other status at UD may be considered to serve as an assistant on a case-by-case basis, but the assistant 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.
  • Advertise your program and recruit students!
    • 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 sites will you be seeing?), a section on the academic component (course descriptions), information about included costs, participation eligibility, intertest meetings,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.
  • Encourage students with financial need to apply for a need-based scholarship.



Second Steps

  • 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.
  • Start interviewing students.
  • Accept students. Choose an acceptance status of "Accepted", "Not Accepted" or "Wait List" for each applicant within one week of the program's close date.  Send your coordinator a list of all applicants with their acceptance statuses. Please indicate your rank order for the waitlist students. Your coordinator will enter each student into the database and notify each of their acceptance status. There is no need for you to email the students.  IGS will send an official acceptance letter to each student and provide them with links to all of their pre-departure tasks.
    • Students who are not accepted will be refunded thir deposits.
    • Once accepted, deposits are non-refundable. If students contact you about refunds or withdrawing, refer them to your cooridinator.
    • Will you be using a TA? TAs must register with us in order to be accepted. Please send your TA this information, or the link.
      • Their instructions include completing the TA Contract (Agreement of Responsibility). They are asked to print & sign, give the original 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.
  • Familiarize yourself with the Once Accepted pages for students.
  • Familiarize yourself with HTH and SOS insurance. These guidelines may be helpful in explaining coverage.
  • Schedule two orientation meetings and, if there is a need, more interest meetings. (Dates due to Coordinator 9/1 for Winter and Spring Programs; 2/11 for Summer Programs.)
    • To schedule rooms for your meetings, submit a Classroom Reservation Request.
    • When Scheduling confirms your rooms via email (24-36 hours later), email your coordinator, who will post the meetings on your program website.
  • Monitor applications and materials via the database. If the number of applicants having paid the deposit is less than 80% of minimum enrollment 10 days before a program’s final closing date (September 15 for winter programs; February 15 for summer programs), the IGS coordinator will initiate discussion with the faculty director(s) regarding the possibility of program cancellation, or measures that must be taken to ensure the program’s feasibility. IGS reserves the right to cancel any under-enrolled program one week before the stated application deadline in order to allow students time to choose another study abroad option.



Semester Prior to Departure

  • Finalize costs with overseas contacts. A final budget for the program is due no later than 9/12 for Winter Programs, 10/15 for Spring Programs, and 2/11 for Summer Programs.
  • Forward deposit and payment instructions to your contacts overseas. Al invoices due to IGS November 1 for winter programs, April 30 for summer programs.
  • Attend one mandatory Liability and Conduct Meeting. Winter Programs: Wednesday, Oct. 16th & Thursday, Oct.17th, 3:30, Purnell 326.  Summer Programs: TBA.
  • Assign roommates. Use the "housing report" in the database to match compatible students.
  • 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.
    • See Suggestions for Orientation Meetings
    • 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.
    • Sample conduct agreement 1 (download Word file)
    • Sample conduct agreement 2 (download Word file
    • Presentation template (download PowerPoint file)
    • Sample presentation (download .pdf file)
    • Calendar template (download Word file)
    • Sample letter to parents (download Word file)
    • Sample program calendar (download Word file)
    • Sample orientation handout (download Word file)
  • Order textbooks.
  • Check your course rosters, make sure all participants have been registered.
  • Upload the following to the database. Deadlines: Before Thanksgiving for Winter Programs, March 1st for Spring Programs, May 1 for Summer Programs
    • Final itinerary/calendar
    • Complete overseas and pre-departure contact information
    • All orientation handouts, including syllabi
  • Attend the mandatory "Blue Packet" financial meeting.  Winter Programs: Reading Day, Tue. Dec. 3rd, 10am, 127 Memorial; Spring and Summer Programs: schedule individual meetings with coordinator.
  • Register your group with the U.S. State Department.



Prior to Departure

  • Read the Know Before You Go guide.
  • Have a cash advance meeting with your coordinator to determine who is taking what money overseas, and for what purpose.
  • Complete the overseas contact form via the database.
  • Submit a proposal for next year.



While Overseas

  • Contact your coordinator once you've arrived.
  • Email/fax drop/add requests if applicable.
  • Keep track of your finances - contact your coordinator if you have questions.
  • Collect students' itineraries for free travel days (sample Travel Itinerary form).



After You Return