Global Campus Partner (GCP) & College/Department Affiliate Intake Information

We need the information below to create a new Program and/or application Track+Term. Applications can go live once we have all of the information below. If you have an intake meeting, having this information ready to share at that time helps expedite the process. You can complete the Program Details form in advance. More information about each of the bulleted items is discussed within this page.

• Completed LOU
• Program name
• Program dates
• Program locations
• Program term
• Credit type (resident, transfer, or non-credit)
• Open to non-UofM students or not
• Department emergency contacts
• Program leader(s) contacts
• Web page content (if applicable)
• Cancellation and refund policy language

• A signed and submitted Letter of Understanding between the LAC and home unit is necessary in order for the LAC to open program applications and begin any other work on your programs
• On-site Partner Contract: Share signed on-site partner contract(s) when you have them completed. For College/Department Affiliate programs, applications can not be opened until affiliation agreement is signed with the institutional partner.
• If you would like to initiate a new international exchange or study abroad agreement or a contract for international program providers, you must complete this form. You must also complete the form if you need to make a change (e.g., add a schedule or scope of work) to an existing agreement of this type. Review the simple one-page (SOP) reference that walks you through the GPS agreement process.

Program Dates

LAC will only add exact program dates once they are finalized, as program dates inform insurance dates—so they must be exact. Until dates are final, we will include a program duration.

• Term (clarify if embedded or stand alone)
• Application deadline
• Program duration
• Start date
• End date

Program Locations

At least one city and one country is required to open an application track+term. All the overnight stops that will be made on the program, including city arrival and departure dates, are needed one month prior to departure.

• Country/Countries
• City/Cities
• Region (state, province, etc.) - optional

Emergency Contact Information

Each program requires a designated U.S.-based departmental emergency contact. This is someone that will be U.S. based during the program and will have 24/7 phone answering capabilities. Discuss and gain the consent of your U.S.-based emergency contact(s) prior to assigning them for your program. Discuss the responsibilities with your emergency contact(s).

Contact information needed:

• First name
• Last name
• Internet ID
• Email address
• Position/title
• Mobile phone
• Work phone

Standard Application & Confirmation Items

Review the Standard Application & Confirmation Checklist Items (at the bottom of the linked page), and notify your contact/provide information if an additional item is necessary. This should happen before the application track + term is made live to students.

Complete the Program Details form at your earliest convenience.

If this is a new program that requires a website, or if you have web updates for an existing program, complete the Website Information Form. Your program web page will go live once the LAC has the requested web content, aforementioned program information, and a signed LOU. If you do not require a web page, tell your LAC contact this in your intake meeting or initial conversation about program details.

When you have the required information, complete the Course Information form.

Share this course information and UofM Instructor-Led Study Abroad Class Scheduling Process information with your department scheduler.

The LAC will register confirmed students on all stand alone programs.

Program fee (What to charge students)

Complete and submit the Budget Information Form. Complete one for each fee, if there are multiple fees (eg. different housing options or UofM vs non-UofM student fees). Use this Budget Information Form for remaining May/Summer 2026 programs.

Note: The LOU asks for EFS information: fund, dept ID, program, CF2 (optional)

Reminder

• Be sure to set up the combo code.
• Billing for application fee, program fee, and deposit cannot occur until the combo code has been set up. See Creating Combo Codes for HRMS and Campus Solutions (Student) Transactions.

Cancellation Policy

• What is your established cancellation policy and refund process?
• Where will the cancellation policy and refund process language be posted for students? Note: we will list it on web page and additional info tab in application.
• Complete the Cancellation Policy & Refund Process form and upload your written policies via the form.

Each program requires an on-site emergency contact(s). Discuss and gain the consent of your on-site emergency contact(s) prior to assigning them for your program. 

On-site contact information needed:

• First and last name
• Position/Title
• Email
• Phone number(s)
• Emergency contact number
• Emergency services number(s)

This information will be listed in the Program Contacts section of the student portal, so students have this information available at any time while abroad.

Prior to Departure–Leader Responsibilities

• Sign the Program Leader Acknowledgement (online form) and obtain the University of Minnesota's medical, security, & evacuation insurance through the University of Minnesota Travel Registry. Be sure to follow the path of traveling as a program leader.
• Attend a Health and Safety Workshop. The GPS Alliance’s International Health, Safety, & Compliance team conducts at least three to five each semester. As a program leader, you are required to attend one within 12 months of leading a program.
• Check if your program requires International Travel Risk Assessment and Advisory Committee (ITRAAC), and complete the ITRAAC Petition if necessary.
• Upload your signed On-site Partner Contract so the LAC/GPS can ensure compliance with UofM Education Abroad Policies.

Emergency Plan

You should complete an emergency plan for your program and each location/with each on-site partner included in your program. Below are suggested ideas to consider/include in your emergency plan. Upload your completed Emergency Plan.

U.S. Embassy or Consulate

The U.S. Embassy or Consulate in your host country(ies) can assist you and your students in an emergency such as lost or stolen passport or natural disaster. Look up contact information for the U.S. Embassy or Consulate near each stop on your itinerary and have contact information available for leaders and students.