Study Abroad

Program Report

As you know, directors and co-directors of programs abroad carry the responsibility of submitting a complete director's report to IGS within one month of their return to the States. It is beneficial to IGS and to future directors to have a high degree of uniformity and detail in these reports, specifically in the financial section. The more detail and organization you can provide, the more helpful your report will be for future programs. Following is an outline of the various components of the director's report.

Please do not view the writing of the director's report as an overwhelming and daunting task. Keeping a journal while you are away will certainly help you recall details, both positive and negative, which are often quickly forgotten after one returns home. Most importantly, provide detail - names, dates, telephone and fax numbers, and e-mail addresses. Every piece of information you have will be useful to next year's director, or other directors considering the same location.

Include your own observations, suggestions, and recommendations for next year. What would you have done differently? What should IGS have done differently?

Feel free to modify this outline somewhat and to add any other information you deem pertinent.

Introduction. In this section you should provide an overall assessment of the program, including a profile of the participants (for example, number of students, male vs. female, in-state vs. out-of-state, non-UD students [if any], non-traditional students, majors/minors, etc.) Would you describe the experience as a success? What kind of recruitment strategies did you employ to attract the students? Describe pre-departure orientation meetings as well.

Departure / Arrival. What were your flight arrangements (departure and arrival times, airline, stopovers, etc.)? Were you and the students pleased with them? Were there delays? Would you recommend this same flight plan next year? (Suggestions on this topic are particularly useful to IGS.)

How were you met at the airport? How did you proceed to your hotel or host institution? Did these arrangements go smoothly? How did you get back to the airport on the day of departure?

How were you received by the host institution? What kind of orientation did the students receive upon arrival? Who arranged this?

Academics. Comment in detail on courses offered abroad: course title and number, instructors (by name), meeting times and locations, total number of class hours, number of students in each course, required texts or other materials, honors sections, course requirements, etc. Were any courses new to your program or dropped from your program this year?

For culture courses, discuss lecture topics, speakers (by name), and the study trips which compile part of this course. (The study trips need only to be enumerated briefly here if you decide instead to mention them in the EXCURSIONS section of your report.)

Excursions. Comment on each program excursion and field trip, including departure/arrival dates and times, pertinent lodging information (names, addresses, fax and telephone numbers), sites visited, guides (names, if appropriate), importance of this trip to the program or course (especially for lesser-known sites).

How were arrangements made for each trip? Who should be contacted? Did the host institution make any excursion arrangements? (Again, provide details.) How were meals handled on day or overnight trips? Most importantly, which trips did you and the students find the most interesting, fun, and beneficial to the overall experience abroad? Please include suggestions/recommendations for next year.

Lodging and Meals. Describe your own housing situation (provide name, address, phone and fax numbers), as well as that of the students. Were the students pleased with their accommodations? Were you? How were housing arrangements for you and the students made?

Were meals included with lodging? If not, where did the students take their meals? What provisions were made to aid students in purchasing meals (for ex. admittance card to university cafeteria, money for meals disbursed directly on a weekly basis, tour of a local supermarket, etc.)?

Where did students live in relation to the host institution? For those who lived at a distance, was transportation provided?

Did any problems arise with host families during the course of the program? What was the cause of these problems? How were the problems addressed and solved? What were the host families expected to provide the students? Was there a fair degree of uniformity among hosts (ex. meals, laundry, attention given to students, etc.)? Please list any host families whom you would not recommend for UD students in the future and provide reasons for your recommendation.

Finances. Precision and detail are most important in this section of the director's report. Comment on the budgeting process. Where did you get your financial information (be specific), and when did you start collecting it? How was payment made - via cash or UD cash advance card? Were down payments required before departure? How and when were these funds transferred?

In the final analysis, was your program over- or under-budgeted? What particular expenses made your program under-budgeted (if applicable)? What cost-cutting measures did you take while abroad, if any? What measures did you take to assure that you would not go over budget (if applicable)?

How did you handle cash while abroad? What was the current exchange rate? Was it favorable compared to last year? Where did you find it most convenient and/or economical to change money and withdraw cash? How were most payments made? What financial aspects of the program did the host institution handle, if any?

Student Health Services Feedback. List all medical problems that occurred on your trip. What was the resolution to each problem?

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