Read through all activities and use the check boxes to monitor your progress to completion for each step. LAC steps will be monitored by LAC staff. Note: You will need to work on multiple items at a time in a variety of categories to stay on track.
Each timeline listed is the minimum amount of time prior to departure we recommend. It’s always a good idea to complete items earlier, and for some programs or in some cases it may be necessary for you to complete items earlier. If you begin items later than the recommendations, you’ll need to complete more items more quickly. As a rule, winter break programs may have a compressed timeline.
Glossary
- Affiliate: contracted organization supporting the program on site, on-site partner
- APAAC: advising, placement, academic, and administrative costs
- LAC: Learning Abroad Center
- Program Sponsor (PS): sponsoring unit, home unit, department, college
General Responsibilities
LAC = Learning Abroad Center responsibility | PS = Program sponsor responsibility
AC= LAC Academics Team | FIN=LAC Finance
| Responsibility lies with... | Task |
|---|---|
| PS | Act as liaison to affiliated partner |
| LAC | Create and maintain program sponsor/ information forms and instructions for application/confirmation procedures |
| LAC | Implement requirements per UofM policy |
| LAC | Adhere to all UofM policies, especially Education Abroad: Student Health and Safety |
| PS | Adhere to all UofM policies, especially Education Abroad: Student Health and Safety |
Sample Program
Planning the Program
☐ 12 months before departure | PS | Meet with LAC staff to learn about administrative models and options
☐ 12 months before departure | LAC | Provide program contacts with Leader Canvas Portal for leading/managing programs abroad for the UofM
☐ 12 months before departure | PS | Research visa requirements for US and non-US students
☐ 12 months before departure | PS | Explore potential onsite affiliated partners or begin preparing onsite logistics
☐ 12 months before departure | PS | Complete a due diligence review of the onsite affiliate with International Health, Safety and Compliance (IHSC) if necessary
☐ 6 months before departure | LAC | Prepare Letter of Understanding and have all partners sign
☐ 6 months before departure | PS | Obtain ITRAAC approval before promotion of a program to a country designated as US State Department Travel Advisory Level 3 or 4; or Level 1 or 2 country with a region designated as Level 3 or 4 by a
Regional Travel Advisory. See the University Policy Library Travel Approval webpage for more information. Ideally ITRAAC is done prior to program promotion to students.
Creating the Program
☐ 12 months before departure | PS | Send Request for Proposal (RFP) to potential affiliated partners
☐ 12 months before departure | PS | Identify curriculum or courses available to students on the program
☐ 11 months before departure | PS | Choose affiliated partner and draft contracts
☐ 10 months before departure | PS | With affiliate partner(s), sort on-site logistics such as housing and transportation
☐ 10 months before departure | PS | Create a program budget and finalize total program fee, including LAC APAAC and international medical, security, & evacuation insurance, and send it to LAC
☐ 10 months before departure | PS | Set flight itinerary and reserve flight(s). Track on special flight circumstances/arrival expectations with onsite partner, share with students as applicable
☐ 8 months before departure | PS | Coordinate approval of contracts with IHSC (International Health, Safety, and Compliance) and sign with Affiliate
☐ 6 months before departure | PS | Complete intake meeting with LAC Contact to create program and/or track+term in Slate
☐ 6 months before departure | LAC | Complete intake meeting with program sponsor to create program and/or track+term in Slate
☐ 6 months before departure | PS | Inform LAC staff if you will require any supplemental application materials, provide the information needed for the LAC to create any supplemental materials, or provide completed materials to be added at time of set-up.
☐ 6 months before departure | LAC | Set-up program in Slate - sponsor, program, track setup, app fee, app checklist, dates, insurance, location, housing etc.
☐ 6 months before departure | LAC | Provide leader/program contacts with Instructor-led Leader Portal link for managing program applications/confirmations
☐ 3 months before departure | LAC | Enable online application portal
☐ 3 months before departure | PS | Develop a 24-7 contact protocol and emergency plan and share with the LAC
☐ 3 months before departure | PS | Assign an individual from your unit (UofM staff or faculty member) to serve as your program's U.S. based emergency contact
☐ 1 month before departure | PS | Send program flight itineraries to onsite partners as necessary
Promoting the Program
☐ 9 months before departure | PS | Create program flyers
☐ 9 months before departure | PS | Promote via Social Media
☐ 9 months before departure | PS | Promotional email blasts
☐ 6 months before departure | PS | Conduct classroom promotional visits
☐ 6 months before departure | PS | Conduct Information Sessions
Advising Interested Students
☐ 10–3 months before departure | PS | Review Applications
☐ 10–3 months before departure | LAC | Forward any student disciplinary incidents on file to Program contact
☐ 10–3 months before departure | PS | Review and address any student disciplinary incidents on file
☐ 3 months before departure | LAC | Create health/emergency form folder and share with program contacts
☐ 2 months before departure | PS | Ensure the completion of all student requirements (Per UofM policy, Program Sponsor is ultimately responsible for all student requirements being met.) Students cannot participate in the affiliate program unless students complete all student requirements prior to departure.
ONGOING | PS | Maintain application waitlists if necessary
ONGOING | PS | Communicate cancellation policy and refund process to students
ONGOING | PS | Advise students about program details; itinerary, cost, travel etc.
ONGOING | PS | Individually contact Non-US Students to communicate visa requirements
ONGOING | PS | Answer questions regarding necessary immunizations and CDC recommendations
ONGOING | LAC and PS | Respond to individual student application process inquiries via phone and email
ONGOING | LAC or PS | Respond to program contact application & enrollment process inquiries via phone, email, and zoom
ONGOING | LAC and PS | Advise students on applicability of financial aid and scholarships
ONGOING | LAC | Answer questions regarding UofM's international medical, security, & evacuation insurance coverage and status
ONGOING | PS | Assist non-US citizens with Visa questions
Managing Pre-Departure Student Logistics
☐ 3 months before departure | PS | Research how letters of enrollment need to be written for a particular consulate and write individual letters of enrollment for students when necessary providing them to the student (by mail, in person, or electronically
☐ 10 weeks before departure | PS | Collect all students' visa applications (if needed)
☐ 10 weeks before departure | PS | Meet with students to review their visa application prior to submission (if necessary)
☐ 10 weeks before departure | PS | Send visa applications on behalf of the student(s) (if needed)
☐ 2 months before departure | PS | Collect all necessary student forms
☐ 2 months before departure | LAC | Distribute and collect student health information forms
☐ 2 months before departure | LAC | Synthesize and make recommendations to program contacts on the contents of student health information forms
☐ 2 months before departure | PS | Retain copies of student forms
☐ 2 months before departure | PS | Follow up on health information form contents as necessary with students
☐ 2 months before departure | PS | Share student health form information with on-site partner(s) and create plan for accommodations
☐ 2 months before departure | LAC | Collect and forward relevant disciplinary clearance information to department contacts
☐ 2 months before departure | PS | Follow up on student disciplinary clearance information as necessary with students
☐ 2 months before departure | LAC | Collect and forward academic dishonesty information to department contacts
☐ 2 months before departure | PS | Follow up on student academic dishonesty information as necessary with students
☐ 2 months before departure | LAC | Create and maintain Accommodation Request Forms (from Disability Resource Center)
☐ 2 months before departure | LAC | Distribute and collect Accommodation Request Form as necessary from students
☐2 months before departure | PS | Follow up with student(s) and liaise with Disability Resource Center and LAC as necessary
☐2 months before departure | LAC | Collect student emergency contact information and make accessible to department contacts
☐6 weeks before departure | PS | Download passport information from Instructor-led Portal or from LAC contact
☐6 weeks before departure | PS | Communicate with Village Travel/other preferred travel agent on group flights, booking, and itinerary change, as applicable
☐ 1 month before departure | PS | Send program flight itineraries to onsite partners as necessary
☐ 1 month before departure | PS | Send applicable confirmation forms to affiliate partner(s)
☐ 1 month before departure | LAC | Students will receive an email from the International insurance provider confirming their enrollment
☐ 1 month before departure | PS | Distribute emergency information to students
☐ 1 month before departure | PS | Return passports/visas to students manage visa issues or concerns - if visas batched as a group
☐ 1 month before departure | LAC | Register program participants with USDOS Smart Traveler Enrollment Program (STEP)
☐ 1 month before departure | PS | Send pre-departure information email to students
☐ 1 month before departure | PS | Schedule and lead pre-departure orientation
☐ 1 month before departure | PS | Follow-up with students who miss pre-departure orientation and send slides and notes on important items
☐ 1 month before departure | LAC | Work with departments and program contacts to assist on any late course/program/plan changes
☐ 1 month before departure | PS | Notify LAC of any student registration or programmatic changes
☐ 2 weeks before departure | LAC | Ensure all participants complete the provided mandatory online Health & Safety orientation
ONGOING | PS | Communicate cancellation policy and refund process to students and LAC contacts
ONGOING | PS | Answer questions from students, staff, faculty and parents by phone or email regarding visas and update staff on student visa statuses
ONGOING | LAC | Monitor application progress for each applicant and update application status in Slate as appropriate
ONGOING | PS | Monitor application and confirmation progress for each applicant in the Instructor-led Leader Portal (all student confirmation items need to be complete 2 weeks prior to departure)
ONGOING | LAC | Create UofM student account for non-UofM participants (ID number, x.500 etc.)
ONGOING | LAC | Complete the 'Quick-Admit' process for non-UofM student as CCE non degree ed-abroad participant
ONGOING | LAC | Term Activate non-UofM student records for term abroad
ONGOING | LAC | Answer questions from enrolled students on financial aid and scholarship applicability
Academic Matters
☐ 10 months before departure | PS | Determine if the credit will be transfer credit or resident credit, or not for credit, as well as the grade base option(s) and notify LAC contact (Most common is transfer or non-credit)
☐ 10 months before departure | PS | Identify any additional academic parameters: who is teaching class abroad, posting grades, how/where grades are sent within UofM, whether open to non-UofM students (if resident credit), and notify the LAC
☐ 10 months before departure | PS | For resident credit programs, obtain departmental approval for appropriate course(s), course designator and number(s), credit amount, grade base, etc.
☐ 10 months before departure | PS | For transfer credit programs, check with UofM Admissions on the viability of transfer credit for courses offered by affiliate abroad
☐ 6 months before departure | LAC | For resident credit programs, schedule all classes in PeopleSoft CCS, ensuring accuracy for the following: tuition, location, instructor of record, program dates, class status, enrollment capacity etc.
☐ 6 weeks before departure | LAC-AC | Follow up with students who have registration holds.
☐ 2 months-6 weeks before departure • LAC-AC | Follow up with students who have registration holds and inform students from other system campuses their record must reflect 'Multi-I' status
☐ 2 months before departure • PS| For both resident & transfer credit programs, send LAC student registration list (which students should be registered into what courses if there are multiple options, and credit amounts).
☐ 2 months before departure | LAC-AC | If program is for transfer credit, register students for FOST placeholder block of credits.
☐ 2 months before departure | LAC-AC | If program is for resident credit, register students for departmental or collegiate course(s)
☐ 6 weeks before departure | LAC-AC | Maintain a list of students with issues that are preventing their registration (holds, on-campus registration, etc.) and contact those students with all of the necessary follow-up
ONGOING | PS and/or LAC-AC | Serve as the main point of reference for students and staff on academic records related to department/college affiliate courses on UofM transcripts, APAS reports, and impact on other UofM courses (e.g. repeating, etc.)
ABROAD | LAC-AC | Post a transcript memo to each participant's UofM transcript indicating the course number(s) (if resident credit, program title and location for easy recognition that the course(s) was taken abroad
☐ 2 weeks post-program return | PS | For resident credit programs, ensure grades are posted to UofM student records in a timely manner. Inform LAC when posted (especially if there are non-UofM students)
☐ 1 month post-program return | PS | For transfer credit programs, ensure program transcripts are sent to UMN Admissions in a timely manner
☐ 1 month post-program return| LAC | For transfer credit programs, finalize students’ placeholder courses after transfer credits are posted
☐ 2 months post-program return | LAC-AC | For resident credit programs, once notified that grades are posted, email instructions to non-UMN student participants on how to order their official UMN transcript via Parchment
Financial Matters
☐ 12 months before departure | PS | Discuss salary expectations and reimbursement procedures with supervisor and/or financial officer for your unit
☐ 11 months before departure | LAC-FIN | Turn on deposit billing on schedule
☐ 10 months before departure | PS | Create a student cancellation policy and refund process (approved by college/department), and be sure it is published for students to access. Share policy and process with the LAC.
☐ 6 months before departure | PS | Create program budget and finalize total program fee, including LAC APAAC and international medical, security, and evacuation insurance, utilizing the GCP Budget web form
☐ 4 months before departure | LAC | Enter program fees and estimated additional costs, provided by program sponsor, in Slate
☐ 4 months before departure | LAC | Create an official Cost of Participation document and post online (if applicable), based on fees provided by program sponsor via the web form provided.
☐ 3 months before departure| LAC-FIN | Set up account strings and item types for program billing purposes
☐ 2 months before departure| LAC | Create official Study Abroad Cost Estimate (SACE) document for student participants
☐ 1 week before departure| LAC-FIN | Bill all students for the program
ONGOING | LAC-FIN | Address student billing questions
☐ 1 month post-program return| PS | Solicit invoice from affiliated partner, verify accuracy and send onto appropriate finance office for payment, if there is remaining outstanding payment
☐ 1 month post-program return| PS | Submit personal program expenses for reimbursement to finance officer for your unit
☐ 3 months post-program return| LAC-FIN | Create and send program fee information to students/parents for 1098-T requirements
While Program is Abroad
ABROAD | PS | Assure affiliate partner maintains expected academic rigor
ABROAD | PS | Ensure logistics necessary for program success are being met
ABROAD | PS | Contact and report to GPS Alliance International, Health, Safety, & Compliance team any on-site incidents that affect the health or safety of the student participants (when in doubt, report!)
ABROAD | LAC | Serve as an additional resource during onsite emergencies
Administration After Program Return
☐ 3 months post-program return | PS | Review all program and class evaluations and address any issues
☐ 3 months post-program return | PS | Send post program evaluation to affiliated partner
ONGOING | PS | Respond to questions from students, advisers, parents regarding grades
ONGOING | LAC | Maintain program records and reports/submit data to state and federal compliance agencies