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Existing Program Planning

Existing Program Planning

All international study, work, and travel arranged by UGA faculty or staff that involves students must undergo regular review to receive approval from the Office of International Education. OIE will consult with program directors, unit heads, Curriculum Systems and Academic Fiscal Affairs as necessary during this review.  The final authority for program planning will reside with the Associate Provost for International Education. To start your Existing Program Planning application, click the button below:
Start Program Planning Log In

If you have already started working on program planning documentation by clicking the button above, you can find instructions to continue your existing application by clicking the button below:
Continue Existing Planning Instructions

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Rationale for Planning Process

Study Abroad Program Annual Planning Policy:
Summary and Rationale

1. Background

Effective immediately, all previously approved faculty-led study abroad programs running Spring 2016 onward will go through an annual planning process.  The planning process will cover academic, financial, and risk management aspects of the program.  
This policy is being implemented in conjunction with a number of improvements to UGA’s study abroad processes that include:
  • The development of a new StudyAway.uga.edu portal for study abroad that provides a one-stop-shop for program information, recruitment, student applications to programs and scholarships, and resources for faculty directors and administrators.
  • Improved data collection and reporting on study abroad participation at the institutional, college, and departmental level, that will be available directly to academic unit heads and their designees.
  • Streamlined financial processes that will allow programs to pre-budget expenditures and focus on the actual costs of running programs. 
  • Enhanced risk management through improved insurance coverage for all program participants, with OIE handling the enrollment of program participants into the insurance program and the State Department’s STEP program.

2. Rationale

This planning process brings UGA in alignment with guidelines articulated by national organizations such as the Forum on Education Abroad and NAFSA and with best practices at peer and aspirational institutions. The overarching goal is to expand student access to and participation in UGA study abroad programs while ensuring that:
  • Programs are academically rigorous, meet unit, college, and university learning goals and objectives and comply with SACS principles for reaccreditation;
  • Program budgets are appropriate to support the academic program, follow all UGA budgetary rules, and are mindful of both student affordability and allocation of state resources; and
  • Programs consider student and faculty risk management considerations in their design.

3. The Planning Process

The annual planning process begins soon after the conclusion of a study abroad program. Program directors will initiate the planning process through the one-stop StudyAway.uga.edu portal by submitting the following materials for academic, financial, and risk management review:
  1. Academic
Program directors will submit academic program information, including courses to be offered, instructors, course syllabi, and program itineraries, to ensure it is consistent with approved course information in CAPA and complies with academic policy.  These materials will be initially reviewed by Curriculum Systems and forwarded to unit heads of relevant departments/colleges in which these courses are housed for review and approval of academic content. 
  1. Financial
Program directors, with help from OIE staff, will develop and submit a budget that reflects both instructional and program costs and incorporates risk management considerations.  OIE will provide support for allowable instructional costs for the program.  Once OIE has confirmed the amount of support to be provided and the program cost to student has been established, no changes can be made to these amounts without express approval of OIE.
  1. Risk Management
Program directors will submit destination details and a daily itinerary as part of this process.  Having this information on hand allows OIE to anticipate any risk factors that need to be considered in advance of approving the program and allowing students to enroll, and be able to provide effective support to program directors in event of an emergency while abroad. Programs involving travel to countries under the State department travel warning will be additionally reviewed by OIE’s Risk Management Board.
 
Program information submissions will be reviewed and approved as they are received and programs will be informed about approval or for additional information within 4 weeks.

4. Responsibilities

  1. Faculty director
The responsibility for initiating the planning of a study abroad program resides with the faculty director of the program. It is his/her responsibility to gather relevant academic materials, secure sign offs of respective academic unit heads, and develop the budget and destination details for submission.
  1. Department heads and deans
It is the responsibility of academic unit heads to review the syllabi and course content of their courses being offered as part of study abroad programs.  Their signature denotes that the courses meet the department’s requirements in terms of content and credit hours and that the faculty indicated as the instructors of record are qualified to teach the respective courses.  In addition, the department head and dean of the academic unit in which the program is housed need to sign off on the proposal as a whole indicating that the study abroad program is consistent with the academic mission and goals of the unit.  Unit heads will also be given the opportunity to view and comment on the overall program budget.
  1. Office of International Education
OIE will be responsible for receiving and reviewing all study abroad program planning materials, and keeping program directors and academic unit heads informed about the status of the review. OIE will consult with program directors, unit heads, and the Office of the Vice President for Instruction as necessary during this review.  The final authority for program planning will reside with the Associate Provost for International Education.
 

5. Benefits to the UGA community

  1. Study Abroad Students
As a result of this process, potential study abroad students will have standardized and transparent information about all study abroad programs well in advance of the program being offered.  This will increase the likelihood of students choosing UGA programs versus programs of other universities or third party providers.  The StudyAway.uga.edu portal will facilitate the receipt of applications, provide comparable financial information, and provide a one-stop-shop for scholarship applications.
  1. Study abroad directors and faculty
The annual program planning process will provide assurance to program directors that their programs and courses have the formal support of relevant academic units.  There will be an early determination of OIE financial support for the program, allowing program directors to make decision regarding program viability/recruitment goals.   OIE will have the most up to date and vetted information on the program to display on the StudyAway.uga.edu portal and allow academic and study abroad advisors to inform potential students about their program.  Program directors will benefit from the functionalities of the StudyAway.uga.edu portal which will help in recruitment, application management, communication with students, and allow them to generate targeted reports.
As OIE study abroad advisors gain access to the most up-to-date knowledge of their programs, the OIE Education Abroad unit will be better able to align its services to the needs of faculty directors. Faculty directors can count on ongoing training and assistance from Education Abroad staff on using the StudyAway portal and on program budgeting and risk management. It should be noted that the program planning process will eliminate the need to apply separately for OIE’s approval of “major changes” in the program. 
  1. Department heads and deans
Academic unit heads, as a result of this annual process, will gain full knowledge about their unit’s courses that are being taught abroad.  This will allow a better integration of study abroad programming with on-campus academic offerings. They will be able to review course content and syllabi to ensure the academic quality of their courses and program.  Unit heads will benefit from powerful reporting capabilities that will allow them to view enrollment and credit hour trends over time and view student evaluations to demonstrate successes in their international programs to donors and other stakeholders.
Planning Process Timeline
Click on the image to view the full-size version.
Planning Timeline
Planning Process Workflow
Planning Process Templates
In addition to some forms that are completed entirely online in the program planning system, the following templates are used for the program planning process:
 
Type Type of Program Template Help Instructions
Academic Short-Term Programs (less than 8 weeks) Short-Term Study Abroad Program Information and Itinerary Template Short Term Instructions
Academic Semester Programs (8 weeks or longer) Semester Study Abroad Program Information Template Semester Instructions
Academic Internship, Practicum or Student Teaching Programs Internship, Practicum, or Student Teaching Program Information Template Internship/Practicum Instructions
Financial All Programs  Budget Template Budget Instructions
Important Dates and Deadlines

Existing Program Planning Deadlines (AY 17-18)

  Fall 2017 Spring 2018 Maymester 2018 Summer 2018
Program Directors review the program budget with academic unit/college Before Feb 6, 2017 Before Jun 5, 2017 Before Aug 14, 2017 Before Sep 18, 2017
Program Directors, with preapproval from academic units/college, submit planning documents in Portal Before Feb. 6, 2017 Before Jun 5, 2017 Before Aug 14, 2017 Before Sep 18, 2017
 SABD course is updated in Athena April 24, 2017 Sep 25, 2017 Nov 13, 2017 Dec 4, 2017
Program cancellation for low enrollment reasons Jun 1, 2017 Nov 13, 2017 Mar 1, 2018 Mar 1, 2018
No academic course additions after this date Jun 1, 2017 Nov 13, 2017 Mar 1, 2018 Mar 1, 2018
No changes to approved budgets after this date Jun 1, 2017 Nov 13, 2017 Mar 1, 2018 Mar 1, 2018
Final program itinerary is to be uploaded in Portal At least 30 days prior to program start At least 30 days prior to program start At least 30 days prior to program start At least 30 days prior to program start

Future Deadlines (AY 18-19)

  Fall 2018 Spring 2019 Maymester 2019 Summer 2019
Program Directors review the program budget with academic unit/college Before Feb 5, 2018 Before Jun 4, 2018 Before Aug 13, 2018 Before Sep 17, 2018
Program Directors, with preapproval from academic units/college, submit planning documents in Portal Before Feb. 5, 2018 Before Jun 4, 2018 Before Aug 13, 2018 Before Sep 17, 2018
 SABD course is updated in Athena April 23, 2018 Sep 24, 2018 Nov 12, 2018 Dec 3, 2018
Program cancellation for low enrollment reasons Jun 1, 2018 Nov 12, 2018 Mar 1, 2019 Mar 1, 2019
No academic course additions after this date Jun 1, 2018 Nov 12, 2018 Mar 1, 2019 Mar 1, 2019
No changes to approved budgets after this date Jun 1, 2018 Nov 12, 2018 Mar 1, 2019 Mar 1, 2019
Final program itinerary is to be uploaded in Portal At least 30 days prior to program start At least 30 days prior to program start At least 30 days prior to program start At least 30 days prior to program start

Past Deadlines (AY 16-17)

For reference purposes, these are deadlines for past terms.

  Fall 2016 Spring 2017 Maymester 2017 Summer 2017
Review/approve budget template within academic unit/college Before Apr 11 2016 Before June 17 2016 Before Sep 12 2016 Before Sep 26 2016
Program Directors, with preapproval from academic units/college, submit reapproval documents in Portal Apr 11 2016 Jun 17 2016 Sep 12 2016 Sep 26 2016
OVPI approval of academics/OIE preliminary financial allocation Apr 22 2016 Jul 1 2016 Oct 14 2016 Oct 24 2016
Unit head/s & Dean/s academic approval/OIE final budget approval Apr 29 2016 Jul 15 2016 Oct 21 2016 Nov 7 2016
Overall Dean/s approval May 6 2016 Jul 29 2016 Oct 31 2016 Nov 14 2016
OIE final approval May 13 2016 Aug 8 2016 Nov 4 2016 Nov 21 2016
SABD course update in Athena May 20 2016 Sep 30 2016 Nov 11 2016 Dec 2 2016
Program cancellation for low enrollment reasons Jun 10 2016 Nov 15 2016 Mar 1 2017 Mar 1 2017
No academic course additions after this date Jun 10 2016 Nov 15 2016 Mar 1 2017 Mar 1 2017
No changes to approved budgets after this date Jun 10 2016 Nov 15 2016 Mar 1 2017 Mar 1 2017
Final program itinerary is to be uploaded in Portal At least 30 days prior to program start At least 30 days prior to program start At least 30 days prior to program start At least 30 days prior to program start
Program Planning Step-by-Step Instructions
Contact Information
General Questions studyaway@uga.edu
Academic Questions csabroad@uga.edu
Budget Questions oiefinance@uga.edu
Technical Questions cgmck@uga.edu

IMPORTANT: To receive periodic announcements (once-twice per month) for those involved in education abroad matters, please join the FACSA-L listserv managed by the Office of International Education.  To join the list, please contact Ms. Colleen Larson, Education Abroad Advisor, via email (clarson@uga.edu) or by phone: 706-542-2900.