Study Abroad

Faculty Checklist

Once Approved

1. Develop a budget, due January 15 for Winter and Spring Programs and August 15 for Summer Programs.
Budget Guidelines
Blank Standard Budget Template
Blank Micro Budget Template
Current Exchange Rates

2. Decide if you would like to request and hold group flight space for your program (and encourage students to fly on the reserved itinerary), or if you would rather simply recommend one or more itineraries to students (no space held, no guaranteed fare), and they book their flights independently. If you choose a group reservation, request a quote via the Travel Preferences Form in the database.  Log in, go to Faculty Director - My Programs - My Checklist. Due 3/1 for Winter Programs; 5/1 for Spring Programs; 8/15 for Summer Programs.

    • If your program will have a group reservation, 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 may be able to "deviate" from the group plan (pay a fee to fly on a different date).  If not, IGS can purchase a separate, individual ticket for you.  IMPORTANT: if you fly independently from the group, IGS will only cover up to the cost of the group ticket.

3. Schedule at least two interest meetings (due first Friday of spring semester for Winter Programs; 9/1 for Summer Programs)

4. Investigate whether or not your group will need visas to enter your program country.


5. Decide whether or not to take a TA. If the program's budget can bear it, IGS will fund an assistant for single-director programs that enroll at least 18 students and for co-directed programs that enroll at least 32 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.

6. Advertise your program and recruit students!

    • How? Where? We'll create a website for the program. We'll also design and produce a pdf poster and social media graphics for use across Facebook, Instagram and Twitter channels. 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, rally past participants, and post information across your department, college or personal social media accounts. Full details on your promotional materials and study abroad social media can be found here.
    • 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.
    • You may also consider making a brochure or post-card for distribution.
    • 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, interest 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.



Second Steps

7. Develop appropriate acceptance criteria and start interviewing students. Acceptable criteria appear on this list, and faculty should develop their own rubric for rating applicants on all or some of these criteria that are relevant to their program.  This allows for more objective decision-making and a fairer process for students; it also gives faculty a written record of how decisions were determined, should these ever be called into question. All but last-minute applicants should be interviewed BEFORE the application deadline so that acceptance decisions can be made immediately thereafter.

8. Accept students. Choose an acceptance status of "Accepted", "Not Accepted" or "Wait List" for each applicant within two to three days 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.

    • Once accepted, a portion of the program fee will be charged to the student’s UD account. If students contact you about refunds or withdrawing, refer them to your coordinator.
    • 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.

9. Familiarize yourself with the Once Accepted pages for students.

10. Familiarize yourself with GeoBlue and SOS insurance. These guidelines may be helpful in explaining coverage.


11. Schedule two orientation meetings and, if there is a need, more interest meetings. (Dates due to Coordinator 9/1 for Winter and Spring Programs; first Friday of spring semester 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.

12. Monitor applications and materials via the database. If the number of applicants is less than 80% of minimum enrollment 10 days before a program’s final closing date (September 10 for winter programs; February 10 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

13. Finalize costs with overseas contacts. A final budget for the program is due no later than 9/1 for Winter Programs, 10/15 for Spring Programs, and 2/5 (start of spring semester) for Summer Programs.

14. Forward deposit and payment instructions to your contacts overseas. Al invoices due to IGS November 1 for winter programs, April 15 for summer programs.

15. Attend one mandatory Liability and Conduct Meeting. Summer 2019: Wednesday and Thursday, March 13 and 14, 3:30-4:45, IGS conference room in Clayton Hall; Winter 2020: meetings will be held in mid-October, exact info TBA.

16. Assign roommates. Use the "housing report" in the database to match compatible students.

17. Plan for your orientation meetings:

        • Show the Pre-Departure Orientation Presentations. IGS has created two PowerPoint presentations to help your students prepare for their experience.  Whether you show the PowerPoint files at your meetings, or assign them to students to watch beforehand, it is imperative that students view these presentations. They were 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.
        • Review the online health video with your group - the information is relevant to ALL travel destinations.
        • 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 PDF file)
        • Sample conduct agreement 2 (download PDF file)
        • Sample presentation (download PDF file)
        • Calendar template (download Excel file)
        • Sample letter to parents (download Word file)
        • Sample program calendar (download PDF file)
        • Sample orientation handout 1 (download Word file)
        • Sample orientation handout 2 (download Word file)

18. Order textbooks.

19. Check your course rosters, make sure all participants have been registered.

20. 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 pre-departure and in-country contact information
    • All orientation handouts, including syllabi (use the IGS course development tool as a guide for designing your syllabi)

21. Attend the mandatory "Blue Packet" financial meeting.  Winter 2020 Programs: Friday, December 6, 2019 at 10 a.m., Room TBA; Spring and Summer Programs: schedule individual meetings with coordinator.

22. Once you have submitted all in-country contact information, we will register your group with the U.S. embassy in your destination country.



Prior to Departure

23. Read the Know Before You Go guide.

24. Have a cash advance meeting with your coordinator to determine who is taking what money overseas, and for what purpose.

25. Complete the pre-departure contact form in the database.

26. Submit a proposal for next year.



While Overseas

27. Contact your coordinator once you've arrived.

28. Email/fax drop/add requests if applicable.

29. Keep track of your finances - contact your coordinator if you have questions.

30. Collect students' itineraries for free travel days (sample Student Travel Itinerary form).



After You Return

31. Reconcile your cash advance.

32. Write and submit a program report.

33. Submit grades.



  • Institute for Global Studies  •  Clayton Hall, 100 David Hollowell Drive  •   Newark, DE 19716, USA
    Phone: (302) 831-2852  •   Fax: (302) 831-6042  •   © 2018