Faculty-Directed Program Timeline

Education Abroad

For Programs in Summer 2023 and Academic Year 2023-2024


  1. April 19th & 20th 2022; 

    mid-August

    Faculty-Directed Program Informational Sessions

    On April 19th & 20th, 2022 and mid-August 2022 there will be online events for faculty to learn about options for leading a group of students abroad. Feel free to drop in for a few minutes of one event, or attend them all!

    Click here for more details.

  2. April 15 through September 1st 2022

    Pre-Program Registration  


     

    • Pre-Program Registration: this is only to start conversation with the Center for Global Engagement and your department; no program logistics are needed yet!

    • Please submit a pre-program registration for all faculty-directed programs abroad that you are considering

  3. September 1 - September 30

    Program Registration is Open  


    • Click here to register your program (please register here, even if you filled out the pre-registration)
    • At the Program Registration phase, faculty have have confirmed the following:
      • Courses that will be taught or experiences that will be offered
      • On-site director and/or co-faculty
    • At this phase, faculty have an estimate of the following:
      • Program dates
      • Budget
      • Cost for students
      • Syllabus and/or Itinerary
    • Registering a program does not guarantee that the program will be approved. Recruitment should not begin, and deposits not paid, until CGE approves.

  4. September 2022

    Student Recruitment

    • Register for the Education Abroad fair
    • Begin recruiting students (do not begin recruiting until CGE has approved)
    • Consider fundraising efforts for students

  5. October - April

    (ongoing)

    Cohort Meetings

    The Center for Global Engagement will offer cohort meetings for faculty-led program leaders & staff to attend. We will discuss a variety of topics, such as detailed information about the items on this timeline, the Education Abroad Fair, applications and scholarships for students, and pre-departure orientation.

  6. October 13 & 14

    Education Abroad Fair

    • Thursday, October 13th: virtual fair
    • Friday, October 14th: in-person fair
    • Student applications open for programs abroad


  7. Fall 2022


    (in general)

    Accounts Payable & Student Meetings

    • If you think you will need to collect student payment for any reason (deposits, airfare, travel insurance), please consult ETSU Accounts Payable. You will need to fill out forms for each vendor/3rd party you are paying, as well as create an account that the students' payment can go into. This account will be how you pay 3rd parties from hence forth.
    • Hold several meetings for the students you plan to travel abroad with. 

     

  8. January 15, 2023



    Student Deadline for the Following: Bucs Abroad Applications, Study Abroad Scholarship and Early Deposit Request

    • This is the student application deadline on Bucs Abroad. Please review applications, GPA, disciplinary records, and email your final list of approved and declined students to studyabroad@etsu.edu

    • Students must be approved in order to apply for the Study Abroad Scholarship
    • This is the Priority Study Abroad Scholarship and Early Deposit Request deadline

  9. January 23, 2023

    Faculty Deadline for accepting student applications

    Please accept or decline (as appropriate) student applications by this date, so the scholarships committee may begin reviewing student scholarship applications.

  10. Mid February 2023

    Student Scholarship Amounts Announced

    Students have until February 19th to accept or decline scholarship. The process for receiving the Early Deposit may take 1-3 weeks, and may not be dispursed for all students at the same time. If students have not received their Early Deposit by mid-March, they make contact the Bursar's Office or Financial Aid for more information.

  11. February 20, 2023

    Faculty Threshold Date

    This deadline is for faculty programs that are within the gray area of meeting their minimum requirement of students for the program to make. Students have accepted or declined their scholarships prior to this date, which should help guide this decision.

  12. Late March 2023

    Deadline for Program Details

    Work on the following:

    • Update your official travel dates in Via TRM 

    • Email your College Budget Officer your finalized budget. Add finalized budget to your Bucs Abroad Program Registration.
    • Faculty should host a mandatory orientation for students.
    • Ensure all students have registered for the appropriate course in Goldlink and filled out all necessary Health & Safety information in the appropriate portal.

  13. April 1, 2023

    Health & Safety Registration

    • Faculty, staff, and students must register their travel abroad in International SOS (ISOS). Education Abroad will send updates on how to do so. All travelers (faculty, staff, students) must each register for themselves (i.e. one person is not able to register the whole group).
    • Faculty should host mandatory orientation for students around this time, or prior to this time
    • Register all travelers (students, faculty, and staff) for the ETSU Chubb insurance plan
       

  14. Early April 2023

    Travel Authorization

    Faculty & staff will need to contact ETSU Accounts Payable to register the trip and fill out the travel authorization forms. These are the forms that faculty/staff fill out any time they travel (even domestically) for ETSU-sponsored events.

  15. Mid April 2023

    Pre-Departure Orientation

    Attend mandatory pre-departure orientation for faculty leaders or view the recording. You will receive an email if you are required to attend this orientation.

  16. Summer 2023 & AY 2023-2024

    Bon Voyage!

    Have an amazing program abroad experience!