Study Abroad Procedures Checklist and Timeline

By July 15

O Plan Study Abroad Fair for mid-September

O Invite faculty to submit proposals for short-term study abroad programs

By August 15

O Receive Short-Term Study Abroad Program Proposal from Faculty Members

By September 1

O Send the Faculty-Led Program Checklist and Timeline to faculty group leaders

O Send the Study Abroad Checklist and Procedures for Studying Abroad to interested study abroad students

By October 1 for spring /February 15 for fall and summer

O Collect from the students all documents required for initial application:

                1.  Application/Parent Statement signed by parent and student

                2.  Conditions of Participation signed by parent and student

                3.  Study Abroad Approval Form signed and dated by advisor (Only for non-Longwood students)

                4.  Faculty Recommendation Form signed and dated by professor

                5.  Health Report and Release signed by student

                6.  GPA confirmed

By September 15 for spring/February 15 for fall and summer

O Set up study abroad course sections with the Registrar's Office

• E-mail Amy Spencer (spenceraj@longwood.edu) or Gini Black (blackvp@longwood.edu)
• Give them
  • Discipline name - SPAN, GERM, FREN for language majors, AWAY for non-language majors
  • Section number - 311 or 312
  • Course title - AB1 for 3rd party providers, EX1 for exchange programs
  • Credit hours should be set at 1-18
  • Max # of students is usually 10
  • Instructor - Dr. Frank
• Once courses are set up, fill out bottom chart on student's Course Registration Form and forward to registrar's office (Gini or Amy).
  • NOTE: If students are not sure how many credits they will be taking while abroad, advise them to sign up for more than they think they will need. It is easier to withdraw them from classes than to add new ones.

By October 15 for spring/March 15 for fall and summer

O Begin creating Study Abroad Student Spreadsheet use Study Abroad Programs & Processing Overview for reference

• Example Study Abroad Student Spreadsheet - Please note the following:
  • All students will have the $250 Study Abroad Admin Fee
  • For students attending exchange programs, simply put "Exchange" in the "Study Abroad Program Costs Students Will Pay" column
  • For ISS students (a school with which we have a direct billing agreement) put the program cost in the "Study Abroad Program Cost (LU Will Pay To Foreign School)" column
  • For students attending 3rd party or independent programs, put the program cost in the "Study Abroad Program Costs Students Will Pay" column
  • For VPEP students, multiply LU's per-credit-hour tuition rate by their number of credit hours. That number goes in the "Study Abroad Program Cost (LU Will Pay to Foreign School)" column. The remaining balance goes in the "Study Abroad Program Costs Students Will Pay" column. For an example, see the entry for Jim Smith on the example spreadsheet.

O Send out acceptance letters to students on letterhead (attach Procedures for Studying Abroad and Study Abroad Checklist)

O Schedule 3 Orientation Sessions with Conferences and Scheduling; email students time/place info

                Session 1- Study Abroad Orientation

•  
  • Study Abroad Orientation Presentation (.ppt)

                Session 2- Culture Shock

•  
  • Culture Shock Presentation (.ppt)

                O Provide Course registration form

                Session 3- Risk Management

•  
  • Risk Management Presentation (.ppt)

                O Risk Management Form

O Notify and send student applications to exchange partners

O Make sure scholarship recommendations have been received from the scholarship committee and process the scholarships. Lakeeia will send the scholarship list to Bettie Bass in financial aid.

By November 1 for spring/April 1 for fall and summer

O Process Financial Aid Budget form for students using financial aid, remind students that they need to make payment arrangement with the study abroad providers if not participating in a Longwood exchange program

By December 1 for spring/ May 1 for fall and summer

O Invite students to complete program evaluations on Abroad 101.

• Go to studyabroad101.com. Login using username: longwood password: Y2ZBrhrs
• Click on "Student Management."
• Click on "Invite Students" tab.
• Fill out required information and add a custom message if you like. Click "Add Students" to send the invitation.

  O To approve or deny evaluations:

  • Go to studyabroad101.com. Login using username: longwood password: Y2ZBrhrs
  • Click on Evaluations Management to approve or deny student evaluations.

  O Also invite to participate in a re-entry workshop and become Study Abroad Ambassadors

  O Have received all pre-departure documents from faculty group programs as outlined in the , receive receipts ledger no more than 10 days after return of faculty group program.

• Checklist for Study Abroad