Program Planning Timelines (In Progress)
For more detailed planning, please select the relevant timeline below.
Short-Term Program Planning Calendar (In Progress)
Academic Year 2023-2024
INTERSESSION
*Please follow the key Intersession dates below in scheduling short term program dates, as it impacts Registrar’s processes for add/drop, refund and census dates. The program does not need to run for the whole term, but it must start within the session dates.
Intersession 2024
January 2– 19, 2024
March 2023
- RFP sent out
- Submit course proposal in Curriculog (CAS)
April 13, 2023
- RFP due by 5pm
May 5, 2023
- Last date to submit course proposal in Curriculog for inclusion in course catalogue (CAS)
May 2023
- RFP selection notifications sent
- Vetting provider, host institution begins
- Work with CGE on itinerary and health, safety, and security assessment
- Continue vetting provider, host institution and working with CGE on itinerary and assessment
- CGE begins promotional materials and creating TDS program brochure/application
- Preliminary promotion begins
- Start any passport or visa applications
Late August 2023
- Continue vetting provider, host institution and working with CGE on itinerary and assessment
- Review and finalize program and activities
- Begin sending promotional materials and schedule information sessions
- Finalize budget and program fee
- Begin information sessions
- Activate TDS applications
September 2023
- Recruiting period: attend Study Abroad Fair, information sessions, set up interviews as needed
- All interested students with open TDS applications are accepted
- Liaise with CGE regarding numbers/recruitment and update on any scheduling requirements
- Request and receive training for Purchasing Card if needed
October 2023
- Provider deposit due
- Program fee posted
- All student compliance forms on TDS due to CGE
- Preliminary list of students due to CGE
- Communicate dates of mandatory meetings to students
- Faculty health & safety meeting
- ERP, ECP, itinerary and schedule due
- Look into group flights
- Communicate with Academic Planning to add course to the Immersions schedule of classes
November 13, 2023
- Student course registration
November 2023
- Final payment to provider due
- Final list of participants and student deposits due
- Hold pre-departure meeting, health and safety meeting, and check-in on passports/visas
- Request and receive training for Purchasing Card if needed
- Request and obtain approval of Travel Advance through Concur
January 2, 2024
- Intersession tuition due for all students participating in program
Upon Arrival
- Faculty or staff must communicate the safe arrival of all participants by email
- Hold on-site Orientation
Upon Return
- Post-Trip Evaluation submitted to the Vice Provost
- All expenditures with receipts must be reported through Concur
Short-Term Program Planning Calendar
Academic Year 2023-2024
SPRING BREAK
*Please follow the key Spring Break dates below in scheduling short term program dates, as it impacts Registrar’s processes for add/drop, refund and census dates.
Spring Break 2024
March 11-15 2024
March 2023
- RFP sent out
- Submit course proposal in Curriculog (CAS)
April 13, 2023
- RFP due by 5 pm
May 5, 2023
- Last date to submit course proposal in Curriculog for inclusion in course catalogue (CAS)
May 2023
- RFP selection notifications sent
- Vetting provider, host institution begins
- Continue vetting provider, host institution and working with CGE on itinerary and assessment
- Create TDS program brochure/application
Late August 2023
- Continue vetting process
- Review and finalize program and activities
- Begin creating promotional materials
- Finalize budget and program fee
- Schedule Information Sessions
- TDS application activated
- Encourage students to apply for or renew passport/visa
September 2023
- Recruiting: information sessions, interview students as needed, attend Study Abroad Fair
- Liaise with CGE regarding numbers/recruitment and update on any scheduling requirements
- All interested students with open TDS applications are accepted
October 2023
- Program fee posted
- All student compliance forms on TDS due to CGE
- Preliminary list of students due to CGE
- Look into group flights
- Check-in on student passports/visas
- Communicate with Academic Planning to add course to the Spring Break schedule of classes
November 2023
- Spring and Summer Course Registration Opens: 11/07 (Grad Students) and 11/14 (UG)
- All students must register for course
- Final list of participants and student deposits due
- Communicate dates of mandatory meetings to students
- Request and receive training for Purchasing Card if needed
December 2023
- Provider deposit due
January 2, 2024
- Spring Break tuition due for all students participating in program
January 2024
- Final payment to provider due
- Hold pre-departure meeting, health and safety meeting, and check-in on passports/visas
- Faculty- CGE health and safety meeting
- Request and obtain approval of Travel Advance through Concur
February 2024
- Final itinerary, schedule, ERP, ECP due
Upon Arrival
- Faculty or staff must communicate the safe arrival of all participants by email
- Hold on-site Orientation
Upon Return
- Post-Trip Evaluation submitted to the Vice Provost
- All expenditures with receipts must be reported through Concur
Short-Term Program Planning Calendar
Academic Year 2023-2024: SUMMER
*Please follow the key Summer dates below in scheduling short term program dates as it impacts the Office of the University Registrar processes for add/drop, refund and census dates. Please consult with your School/College scheduler. Your program must start near or on one of the following start dates below:
Summer Sessions 2024
May 20 | June 10 | July 1 | July 22
March 2023
- RFP sent out
April 13, 2023
- RFP due by 5pm
- Submit course proposal in Curriculog (CAS)
May 5, 2023
- Last date to submit course proposal in Curriculog for inclusion in course catalogue (CAS)
May 2023
- RFP selection notifications sent
- Vetting provider, host institution begins
- Work with CGE on itinerary and health, safety, and security assessment
- Continue vetting provider, host institution and working with CGE on itinerary and assessment
- Create TDS program brochure/application
Late August 2023
- Continue vetting process
- Review and finalize program and activities
- Begin creating promotional materials
- Finalize budget and program fee
- Schedule Information Sessions
- TDS application activated
September 2023
- Recruiting: information sessions, interview students as needed, attend Study Abroad Fair
- Encourage all interested students to apply for passport or visa as needed
October 2023
- Continue to promote, recruit, and interview students
- Communicate with Academic Planning to add course to the Summer schedule of classes
November 2023
- Spring and Summer Course Registration Opens: 11/07 (Grad Students) and 11/14 (UG)
- Continue to promote, recruit, and interview students
December 2023
- Liaise with CGE regarding numbers/recruitment and update on any scheduling requirements
- All interested students with open TDS applications are accepted
January 2023
- Look into group flights
- Request and receive training for Purchasing Card if needed
February 1, 2024
- Post program fee
February 12, 2024
- All student compliance forms on TDS due to CGE
- Students begin to register for course
- Communicate dates of mandatory meetings to students
February 16, 2024
- Preliminary student list due
February 24, 2024
- Faculty health and safety meeting
March 1, 2024
- Final list of participants and student deposits due
March 2024
- Request and obtain approval of Travel Advance through Concur
- Hold pre-departure and health & safety meetings with students
- Check in on passports or visas as needed
- Provider deposit due
Early April 2024
- Final itinerary, schedule, ERP, ECP due
- Final payment to provider due
May 1, 2024
- Summer tuition due for all students participating in program
Upon Arrival
- Faculty or staff must communicate the safe arrival of all participants by email and hold on-site orientation
Upon Return
- Post-Trip Evaluation submitted to the Vice Provost
- All expenditures with receipts must be reported through Concur