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Timeline for developing an exchange/ program

Timeline for Developing an International Exchange or International Program Agreement


Developing a new international exchange program or international program agreement requires considerable thought about the many aspects of administering a program. A significant amount of faculty and staff time is required to develop and maintain a successful program, and the college/school and department must ensure there is sufficient support from all levels for such a proposal. Because of this, we recommend that Deans take sufficient time to develop their program proposals.  Below is a suggested timeline.

>24 months prior to beginning of program

Initial site visit by program initiator (Uof L faculty, administrator, or staff)

24-20 months prior to beginning of program

Discuss, develop program ideas with Department Chair or Dean

Refer to “Timeline for Developing an International Exchange or International Program Agreement”  and the “Establishing, Managing or Renewing Student Exchange” or “Establishing, Managing or Renewing International Program Agreements”  documents  to assess program viability 

Create a pre-proposal responding to the viability questions.  In addition, this pre-proposal should include a brief description of the planned program,  including tentative identification of host institution and a letter of support from the Dean of the college or school. 

Submit pre-proposal via email Virginia Hosono for review by the Provost’s Office.  

Identify on-site contacts

20-18 months prior to beginning of program

Once the pre-proposal has been approved, develop the International Exchange Agreement  or International Program Agreement document for submission via email Virginia Hosonoat the International Center on behalf of the Provost’s Office. 

Proposed program documents include a revised pre-proposal narrative, draft program announcement, tentative budget, letter of support from Dean, sampling of courses offered at UofL and of courses taken abroad, a sampling of the UofL equivalents for those courses, and a completed international agreement document.  

Request start-up funds and/or site visit funds.

18-15 months prior to beginning of program

Program approval by Vice Provost for Diversity and International Affairs

Confirm on-site contacts and their specific responsibilities

Announce program

15-12 months prior to beginning of program

UofL faculty site visit to firm up program arrangements/budget, trip to include appropriate academic Dean or Dean’s representative

Produce final brochure/flyer

Create application materials

Negotiate travel arrangements and costs

Provide International Center with copies of application materials, including budget and fliers

Indicate where there is some cost-sharing, either through U of L tuition remission, underwriting of partial costs of the airfare, or scholarship support to the students

12-6 months prior to beginning of program

Advertise program

Conduct class visits/informational sessions

Distribute/accept applications

6-3 months prior to beginning of program

Application deadline

For one-to-one student exchanges, provide the International Center with a copy of accepted candidates’ exchange program file (both the outgoing student and the incoming student from the institution abroad), including all required UofL study abroad paperwork

For faculty-led student group, provide via email to Janet Batik at the International Center, a list of outgoing students, faculty and staff escorts (including student ID, emergency contact info, local contacts info for country/countries abroad, and flight itineraries)

Send acceptance materials to student (letter of acceptance, visa information, exchange program billing & withdrawal schedule, etc.), and request formal confirmation from student 

Collect program fee deposits (if applicable)

Finalize program arrangements

Confirm budget details

Final site visit, if needed, to confirm arrangements/familiarize resident director

3-1 months prior to beginning of program

Confirm program logistics

Send accepted candidates information and other final paperwork to host institution

Make program payments/request advances,  when necessary

Conduct orientation session

 Any questions or concerns about this process should be directed via email to Virginia Hosono












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