Timeline for Developing an Exchange or Agreement

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 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 and Dean
  • 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.
  • Identify on-site contacts

20-18 months prior to beginning of program

  • 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 Virginia Hosono  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.