Program Planning Timelines (In Progress)

Short-Term Program Planning Calendar
INTERSESSION

Faculty should adhere to this planning timeline for short-term programs as it impacts the Office of the University Registrar 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 associated term's session dates. Please refer to the Academic Calendar, the Curriculog Calendar and consult with your School/College scheduler. 

Phase 1: Proposal Submission and Campus Approvals

October - December, 2024

(A 2026 Intersession program begins Phase 1 in October 2024)

• RFP Opens
• Faculty/Staff invited to attend Proposal Development Workshop 1
• Ensure Department Chair and Dean approves to offer program

January, 2025

• Faculty/Staff invited to attend Proposal Development Workshop 2
• RFP due
• The Center for Global Education (CGE), in partnership with the office of the Vice Provost, Global Education, Immersions and Strategic Initiatives (GEISI) and the Faculty Advisory Board on Internationalization (FABI) reviews proposals and secures written Department Chair and Dean approval to offer approved programs.

Phase 2: Approved proposals: Draft Program Activities, Budget, and Agreements

February

• RFP selection notifications sent
• Vetting provider and host institution begins
• Budgets developed in consultation with CGE
• Provider Agreements drafted

March

• Review and finalize program activities
• Budget meetings

Phase 3: Soft Marketing and recruitment

April

• Begin general information sessions with TBD information (For example, when budgets and agreements are not finalized students may only receive an estimated cost range for your program, do not tell students a program will cost a specific price until these items are complete.) 
• Short-term Program and Immersions General Interest Application Opens
  • Each program will have an on-line program specific Brochure through CGE's application management software, Terra Dotta (TDS Brochure) where students will apply for their program.
  • The TDS brochure opens when all program information is final (e.g. program itinerary, syllabus, CRN, and program fee). Until then, students will be able to submit a General Interest Application to indicate their program of interest.
  • The Center for Global Education will convert these General Interest Applications into the selected program specific application once full details are final.
• Short-term Programs and Immersions General Information Recruitment Event

Phase 4: Program Activities Finalized, Budgets Approved and Agreements signed

May - July 

(Finalizing program details during the Summer is optional but highly recommended to ensure programs are ready for firm marketing and recruitment before the start of the Fall semester.)

• Finalize any pending agreements, budgets, program activities, and required course information (e.g. CRNs)
• Summer Q&A sessions to maintain student engagement
• Passport or visa applications started
• Final budget and program fee approved by the CGE, Department Chair and Dean and the Vice Provost, GEISI
• Provider Agreements Signed

Phase 5: Firm marketing and recruitment

August

• Work with CGE on itinerary and health, safety, and security assessment
• All TDS Brochures with complete program information are activated
• Promote program during start of school events
• Passport or visa applications continue

September

• Recruitment strategies for Faculty and CGE:
  • Attend Study Abroad Fair (CGE, Faculty Optional)
  •  Schedule zoom information sessions (both)
  •  Hold classroom visits (both)
  •  Schedule student groups visits (CGE)
  • Set up interviews as required for the program (Faculty)
• Liaise with CGE regarding number/recruitment and update on any scheduling requirements
• Request and receive training for Purchasing Card if needed

Phase 6: Course registration, compliance documents complete, health and Safety

October

• Communicate dates of mandatory meetings to students
• Faculty health & safety meeting
• Emergency Response Plan, Emergency Communication Plan, itinerary and schedule due

November

• International Education Week recruitment events (typically second week of November)
• Student course registration. All students must register for the course.
• Final list of participants and student deposits due
• Hold pre-departure meeting, health and safety meeting, and check-in on passports/visas
• All student compliance forms in TDS due to CGE
• Request and receive training for Purchasing Card if still needed
• Send instructions for students to book flights for program who meet enrollment

December

• Final payment to provider due

Phase 7: Congratulations, your program starts!

January, 2026

• Intersession tuition for all students participating in the program due the first day of the Intersession Term

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 CGE and Vice Provost
• All expenditures with receipts must be reported through Concur

Short-term Program Planning Calendar 
SPRING BREAK

Faculty should adhere to this planning timeline for short-term programs as it impacts the Office of the University Registrar 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 associated term's session dates. Please refer to the Academic Calendar, the Curriculog Calendar and consult with your School/College scheduler. 

Phase 1: proposal submission and campus approvals

October - December, 2024

(A 2026 Spring Break program begins Phase 1 in October 2024)

• RFP Opens
• Faculty/Staff invited to attend Proposal Development Workshop 1
• Ensure Department Chair and Deans approves to offer program

January, 2025

• Faculty/Staff invited to attend Proposal Development Workshop 2
• RFP due
• The Center for Global Education (CGE), in partnership with the office of the Vice Provost, Global education, Immersions and Strategic Initiatives (GEISI) and the Faculty Advisory Board on Internationalization (FABI) reviews proposals and secures written Department Chair and Dean approval to offer approved programs.

Phase 2: Approved proposals: Draft program activities, budget, and agreements

February

• RFP selection notifications sent
• Vetting provider and host institution begins
• Budgets developed in consultation with CGE
• Provider Agreements Drafted

March

• Review and finalize program and activities 
• Budget meetings

Phase 3: Soft marketing and recruitment

April

• Begin general information sessions with TBD information (For example, when budgets and agreements are not finalized students may only receive an estimated cost range for your program, do not tell students a program will cost a specific price until these items are complete.)
• Short-term Program and Immersions General Interest Application Opens
  • Each program will have an on-line program specific Brochure through CGE's application management software, Terra Dotta (TDS Brochure) where students will apply for their program.
  • The TDS brochure opens when all program information is final (e.g. program itinerary, syllabus, CRN, and program fee). Until then, students will be able to submit a General Interest Application to indicate their program of interest.
  • The Center for Global Education will convert these General Interest Applications into the selected program specific application once full details are final.
• Short-term Programs and Immersions General Information Recruitment Event.

Phase 4: Program Activities Finalized, Budgets Approved and Agreements Signed

May - July

(Finalizing program details during the Summer is optional but highly recommended to ensure programs are ready for firm marketing and recruitment before the start of the Fall semester.)

• Finalize any pending agreements, budgets, program activities, and required course information (e.g. CRNs)
• Summer Q&A sessions to maintain student engagement
• Passport or visa applications started
• Final budget and program fee approved by the CGE, Department Chair and Dean and the Vice Provost, GEISI
• Provider Agreements Signed

Phase 5: Firm marketing and recruitment

August

• Work with CGE on itinerary and health, safety, and security assessment 
• All TDS Brochures with complete program information are activated 
• Promote program during start of school events
• Passport or visa applications continue

September

• Recruitment strategies for Faculty and CGE:
  • Attend Study Abroad Fair (CGE, Faculty Optional)
  •  Schedule zoom information sessions (both)
  •  Hold classroom visits (both)
  •  Schedule student groups visits (CGE)
  • Set up interviews as required for the program (Faculty)
• Liaise with CGE regarding number/recruitment and update on any scheduling requirements
• Request and receive training for Purchasing Card if needed

Phase 6: Course registration, compliance documents complete, health and safety

October

• Communicate dates of mandatory meetings to students
• Faculty health & safety meeting
• Emergency Response Plan, Emergency Communication Plan and daily schedule due

November

• International Education Week recruitment events (typically second week of November)
• Spring and Summer Course Registration Opens: First Week Nov (Grad Students) and Second Week Nov (UnderGrad)
• All students must register for course
• Final list of participants and student deposits due
• Communicate dates of mandatory meetings to students
• Send instructions for students to book flights for program who meet enrollment

December

• Provider deposit due
• Request and receive training for Purchasing Card if needed 

January, 2026

• Spring Break tuition for all students participating in the program due on the first day of the Intersession Term
• Final payment to provider due
• Hold pre-departure meeting, health and safety meeting, and check-in on passports/visas
• Emergency Response Plan, Emergency Communication Plan and daily schedule due

February

• Faculty-CGE health and safety meeting
• Request and obtain approval of Travel Advance through Concur if needed

Phase 7: Congratulations, your program starts!

March, 2026

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 CGE and Vice Provost
• All expenditures with receipts must be reported through Concur

Short-Term Program Planning Calendar
SUMMER

Faculty should adhere to the following defined summer session terms to schedule their short-term program dates, as it impacts the Office of the University Registrar processes for add/drop, refund and census dates. Your program must start near or on one of the six Summer Session start dates set by the University of San Francisco Registrar. Please refer to the Academic Calendar, the Curriculog Calendar and consult with your School/College scheduler. 

Phase 1: proposal submission and campus approvals

October - December, 2024

(A 2026 Summer program begins Phase 1 in October 2024)

• RFP Opens
• Faculty/Staff invited to attend Proposal Development Workshop 1
• Ensure Department Chair and Deans approves to offer program

January, 2025

• Faculty/Staff invited to attend Proposal Development Workshop 2
• RFP due
• The Center for Global Education (CGE), in partnership with the office of the Vice Provost, Global education, Immersions and Strategic Initiatives (GEISI) and the Faculty Advisory Board on Internationalization (FABI) reviews proposals and secures written Department Chair and Dean approval to offer approved programs.

Phase 2: Approved proposals: Draft program activities, budget, and agreements

February

• RFP selection notifications sent
• Vetting provider and host institution begins
• Budgets developed in consultation with CGE
• Provider Agreements Drafted

March

• Review and finalize program and activities 
• Budget meetings

Phase 3: Soft marketing and recruitment

April

• Begin general information sessions with TBD information (For example, when budgets and agreements are not finalized students may only receive an estimated cost range for your program, do not tell students a program will cost a specific price until these items are complete.)
• Short-term Program and Immersions General Interest Application Opens
  • Each program will have an on-line program specific Brochure through CGE's application management software, Terra Dotta (TDS Brochure) where students will apply for their program.
  • The TDS brochure opens when all program information is final (e.g. program itinerary, syllabus, CRN, and program fee). Until then, students will be able to submit a General Interest Application to indicate their program of interest.
  • The Center for Global Education will convert these General Interest Applications into the selected program specific application once full details are final.
• Short-term Programs and Immersions General Information Recruitment Event.

Phase 4: Program Activities Finalized, Budgets Approved and Agreements Signed

May - July

(Finalizing program details during the Summer is optional but highly recommended to ensure programs are ready for firm marketing and recruitment before the start of the Fall semester.)

• Finalize any pending agreements, budgets, program activities, and required course information (e.g. CRNs)
• Summer Q&A sessions to maintain student engagement
• Passport or visa applications started
• Final budget and program fee approved by the CGE, Department Chair and Dean and the Vice Provost, GEISI
• Provider Agreements Signed

Phase 5: Firm marketing and recruitment

August

• Work with CGE on itinerary and health, safety, and security assessment 
• All TDS Brochures with complete program information are activated 
• Promote program during start of school events
• Passport or visa applications continue

September

• Recruitment strategies for Faculty and CGE:
  • Attend Study Abroad Fair (CGE, Faculty Optional)
  •  Schedule zoom information sessions (both)
  •  Hold classroom visits (both)
  •  Schedule student groups visits (CGE)
  • Set up interviews as required for the program (Faculty)
• Liaise with CGE regarding number/recruitment and update on any scheduling requirements

Phase 6: Course registration, compliance documents complete, health and safety

October

• Communicate dates of mandatory meetings to students
• Faculty health & safety meeting

November

• International Education Week recruitment events (typically second week of November)
• Spring and Summer Course Registration Opens: First Week Nov (Grad Students) and Second Week Nov (UnderGrad)
• Continue to promote, recruit, and interview students
• Request and receive training for Purchasing Card if needed

December

• Liase with CGE regarding number/recruitment and update on any scheduling requirements

January, 2026

• Request and receive training for Purchasing Card if needed

February

• Preliminary list of participants due
• All students must register for the course
• Communicate dates of mandatory meetings to students
• Send instructions for students to book flights for program who meet enrollment

March

• Final list of participants
• All student compliance forms on TDS due to CGE
• Emergency Response Plan, Emergency Communication Plan and daily schedule due
• Hold pre-departure and health & safety meeting
• Request and obtain approval of Travel Advance through Concur if needed

May

• Summer tuition for all students participating in a summer program due May 1.

Phase 7: Congratulations, your program starts!

May - July, 2026

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 CGE and Vice Provost
• All expenditures with receipts must be reported through Concur