For Faculty - Once Approved
Checklist for Summer Session Programs

• To do once your proposal's accepted
• To do in fall semester
• To do over winter session
• To do in spring semester
• To do right before departure
• To do while overseas
• To do right after you get back
• General FAQ for faculty directors
• How to contact us, if you have questions other than those answered above

• develop a budget (due 9/15)
  • budget guidelines
  • sample budget (download Excel file)
  • blank template
    • London version (download Excel file)
    • version for all other locations (download Excel file)
  • excursion worksheet (download Excel file)
  • investigate whether or not your group will need visas to enter your program country
  • decide whether or not you'll take a TA/intern
  • current exchange rates
• advertise your program
  • how to - an overview
  • blank program text template (download Word file)
  • sample brochure text
• schedule two interest meetings (due 9/1)
  • to schedule rooms for your meetings, submit this form to the Scheduling Office - http://www.udel.edu/registrar/sched/specev.html
  • when Scheduling confirms your rooms via email (24-36 hours later), email your coordinator, and we will post the meetings on our website
  • sample interest meeting presentation (download PowerPoint file)
• request a group flight reservation (due 9/15)
  • travel preferences form
• start recruiting students

• monitor applications and materials
• start interviewing students (sample interview questions)
• familiarize yourself with the Once Accepted pages for students
• encourage students with financial need to apply for Global Citizenship Awards
• familiarize yourself with HTH and SOS insurance. These guidelines may be helpful in explaining coverage.

• get a passport, or make sure yours will be valid for the next year
• let your coordinator know if you'll need to fly separately from the group
• schedule two orientation meetings and two more interest meetings (due 2/11)
  • to schedule rooms for your meetings, submit this form to the Scheduling Office - http://www.udel.edu/registrar/sched/specev.html
  • when Scheduling confirms your rooms via email (24-36 hours later), email your coordinator, and we will post the meetings on our website (interest,orientation)
  • finalize costs with overseas contacts - final budget due no later than 2/11

• forward deposit and payment instructions to your contacts overseas
• accept students
• order textbooks
• submit London booking forms (London programs only)
• remind students to register for courses
• attend mandatory liability meeting (3:30pm, March 17 or March 18 in the CFIS Conference Room)
• assign roommates (if needed)
• plan for your orientation meetings
  • read the Health and Safety Guide and review this information with your students (you'll receive a copy from our office this spring... or feel free to print an extra, although note that the file is large and will take some time to download)
  • distribute and collect paperwork
  • other things to cover:
    • detailed info
    • packing tips
    • immunizations (if needed)
    • study abroad sashes
  • sample conduct agreement 1 (download Word file)
  • sample conduct agreement 2 (download Word file
  • presentation template (download PowerPoint file)
  • sample presentation (download .pdf file)
  • calendar template (download Word file)
  • London program orientation handout template (download Word file)
  • London emergency address handout - Bloomsbury and Baywater versions (download Word file)
  • sample letter to parents (download Word file)
  • sample program calendar (download Word file)
  • sample orientation handout (download Word file)
• by May 1, give your coordinator a copy of:
  • final itinerary/calendar
  • complete overseas contact information
  • all orientation handouts, including syllabi
• if you have a TA, they must do the following in order to participate - please relay this information:
  • complete this on-line TA form
  • print, sign and return this contract to you, and deliver a copy to CFIS
    Note: the contract is saved as a Word file; feel free to edit, listing additional responsibilities for your individual TA
  • stop by CFIS and pick-up an Agreement and Release form
  • sign/notarize the form, and return it to you
  • give you two photocopies of the photo/signature page of their passport
• request hospitality gifts
• send your coordinator copies of your orientation materials and course syllabi(to keep on-file for when parents call us with questions)
• register your group at the U.S. Embassy

• read the Know Before You Go guide
• submit your cash advance request
• complete overseas contact form
• submit a proposal for next year

• email/call your coordinator once you've arrived
• email/fax your coordinator a list of drop/add requests
• keep track of your finances - email/call your coordinator if you have questions
• carefully resolve any housing conflicts that arise
• collect students' itinerary for free travel days (sample form downloadable here)
• distribute and collect student evaluations at the end of your program

• submit grades (rosters are in your department)
• return student evaluations to CFIS
• reconcile your cash advance
• write and submit a program report