Deadline for new Study Abroad program proposals. Please see the Start a New Program Page for the exact deadline.
Summer programs are departing and returning from abroad.
Study Abroad Online Application
Your students' applications are accessible online as a reference for contact information. Prior to departure, your students will be required to complete pre-departure forms (departure/arrival details, emergency contact information, health history details). You can access these forms and your students' applications online while you are abroad.
Summer programs are departing and returning from abroad Study Abroad Online Application
Your students' applications are accessible online as a reference for contact information. Prior to departure, your students will be required to complete pre-departure forms (departure/arrival details, emergency contact information, health history details). You can access these forms and your students' applications online while you are abroad.
The SAO will begin to create program webpages for new programs.
When you return from your summer program, your Study Abroad Administrator will contact you to schedule a meeting to discuss your summer budget and any other program-related issues that you would like to address.
Renewal Forms Due
At or prior to your return meeting, you will receive a "Program Renewal Form" to officially confirm your role as a Faculty Director for the following year.
Study Abroad Online Application
The SAO will continue to create program webpages for new programs and update program webpages that have renewed for the following summer and spring.
Deadline for submitting spring study abroad credit bearing courses and spring break study abroad courses to Registration and Records (for spring semester programs only).
Marketing Season Begins with the SAO Study Abroad Fair
The fair is an ideal opportunity for you to market your program to students. The SAO will send you an invitation. Please RSVP to the SAO to ensure your program has a table represented at the fair.
The SAO will email you tips for marketing and recruiting your program.
Please note: Due to a 2007 change in the standard operating practice of the University Cashier's Office, all payments for Summer Programs must be made in U.S. funds drawn on a U.S. bank. Please keep this in mind when you market your program to possible international candidates. Please contact the SAO if you would like to see the full policy, or have questions/concerns.
Faculty Director Appreciation Gathering
Every year the SAO acknowledges the great work and dedication that Faculty Directors put into their programs with a Faculty appreciation breakfast or lunch.
Fall Study Abroad Scholarship Deadline
The scholarships awarded this fall may be used for study abroad in the following summer's programs. Please see the Deadline section of the General Scholarship Info Page for more information about our scholarships and when they can be used.
The purpose of this scholarship program is to help provide assistance with the financing of the scholarship recipient's study abroad experience. We encourage all study abroad participants to apply for this scholarship opportunity. Please be aware that typical awards do not cover the entire amount of the student's overall expenses, rather amounts are awarded in $1000 increments.
CHASS Approval Forms
Both new and returning CHASS programs must submit a "CHASS Study Abroad Course Approval Form" to the CHASS Dean's office. CHASS manages the process and approves the courses. Once CHASS has notified our office with the approval of your CHASS courses, the marketing of your program can begin.
Study Abroad Online Application
Students apply for study abroad summer and spring break programs throughout the fall. You can log onto the SAO website to monitor the students who have started their online application for your program.
We welcome and encourage new Faculty Directors to attend a "New Faculty Director Training". The meeting is intended to help new Faculty Directors become knowledgeable on the financial procedures and policies involved in running a study abroad program. We also welcome returning Faculty who would like to learn more or who have questions about the financial responsibilities of a Faculty Director.
Study Abroad Online Application
Students apply for study abroad summer and spring break programs throughout the fall. You can log onto the SAO website to monitor the students who have started their online application for your program.
One week in November has been designated "International Education Week". This week is an ideal time for you to market your program, as various international functions will be held across campus throughout the week.
Study Abroad Online Application
Students apply for study abroad summer and spring break programs throughout the fall. You can log onto the SAO website to monitor the students who have started their online application for your program.
Students apply for study abroad summer and spring break programs throughout the fall. You can log onto the SAO website to monitor the students who have started their online application for your program.
Fall Scholarship Awards Announced
On the last day of classes, the Study Abroad Office will announce the recipients of scholarships for the fall.
For those students who were not awarded a scholarship, our website provides a list of scholarships available outside of the SAO as well as helpful hints for fund-raising. Students who were not awarded a scholarship may also apply again in the spring for scholarships.
The fair is an ideal opportunity for you to market your program to students. The SAO will send you an invitation. Please RSVP to the SAO to ensure your program has a table represented at the fair.
This will be the last big coordinate marketing push to encourage students to apply by the February deadline.
Pre-departure Arrangements
Prior to the beginning of the program and well in advance, you will need to make several arrangements. Examples include:
You will need to contact vendors, make arrangements, and negotiate prices for all of these items. Once you have made arrangements, negotiated prices, and received invoices, the SAO will handle the payment. Please refer to the "Faculty Director Finance Guide" and see details below for more finance information.
Don't forget the Refund and Cancellation Policy
As you work with program vendors, please remember that you are responsible for obtaining refund and cancellation policies from all of your vendors. Although the policies will vary based on what the vendor is providing (i.e. housing, transportation, etc), generally, the policy should state how much your program will be reimbursed if a student withdraws and how much your program will be reimbursed if it is cancelled (i.e. due to a natural disaster, not enough students apply to the program, etc). Please note that deposits and payments cannot be made until our office has received your refund/cancellation policies.
If you're at all unsure about whether a refund policy (or deposit requirement, which is listed in the following section) might mean too high of a financial risk, please be sure to get in touch with us so that we can discuss this with you.
Paying Vendor Deposits
Please keep in mind that if your program or the vendors you are working with require deposits (for program fees, housing contracts, etc), we need an invoice and refund/cancellation policy in order to pay them. Invoices usually need to be paid between January and April. Once we receive the invoice, it takes between 4 to 6 weeks to completely process the payment request and for the vendor to receive funds. We ask that you read the vendor policies carefully, as experience has taught us that some vendors do not allow flexibility in changing deposit amounts, regardless of a possible fluctuation in the number of students. As a result, the overall cost of the program could increase or decrease based on the stipulations outlined in the vendor policy.
Wire Transfers
For vendors who prefer to receive payment by wire transfer, a copy of their wiring instructions needs to accompany EVERY invoice they send to us. Wires are fairly expensive to send, so having this information every time will insure that we are sending wires to the correct bank/account, and helps ensure that wires are received in a timely manner.
Do you need a contract?
For liability reasons and to protect both NC State and the Study Abroad Office from the potential loss of large payments, any bills over $10,000 require a formal contract before payment can be made. This process can take several weeks and no payments can be made to the vendor until the contract is in place. We will look over your program budgets to identify those of you who will need a contract. We have a standard contract that you can use to begin this process with your program's vendor. For those of you who need one, we will send a contract to you via email.
Do you need program flyers?
The application deadline for summer programs is in February. Therefore, the month of January is the final opportunity for you to market your program. Please contact the SAO if you need additional program brochures. We will be happy to print them out and mail them to you.
Study Abroad Online Application
Students apply for study abroad summer and spring break programs throughout the fall. You can log onto the SAO website to monitor the students who have started their online application for your program.
January is the final month to market and recruit for your program!
Application deadline for students applying for summer programs, fall semester programs, and for the academic year (early/mid-February)
Study Abroad Online Application
The Study Abroad Office will send out a reminder e-mail to all students one week before the deadline for summer programs.
After the deadline day, please accept, reject, or waitlist your students in the Study Abroad Online Application. Decision dates are listed on individual program webpages, so we ask that you complete your decisions on or before the noted decision date (decision date is traditionally two weeks after the deadline date).
Spring Study Abroad Scholarship Deadline
The scholarships awarded this spring may be used for study abroad in the following summer's programs. Please see Deadline section of the General Scholarship Info Page for more information about our scholarships and when they can be used.
The purpose of this scholarship program is to help provide assistance with the financing of the scholarship recipient's study abroad experience. We encourage all study abroad participants to apply for this scholarship opportunity. Please be aware that typical awards do not cover the entire amount of the student's overall expenses, rather amounts are awarded in $1000 increments.
Summer pre-departure orientation (traditionally late March/early April)
Study Abroad Office staff will review general information for the first hour. The second hour is dedicated to program specific group meetings. Please feel free to use this hour to meet with your students to discuss specific program-related information.
Summer payment deadline (late March/early April)
Spring Scholarship Awards Announced
One week before the summer payment deadline, the Study Abroad Office will announce the recipients of scholarships for the spring.
For those students who were not awarded a scholarship, our website provides a list of scholarships available outside of the SAO as well as helpful hints for fund-raising.
Spring budget meetings (March thru April)
The Study Abroad Administrator who manages your program will contact you to arrange a budget meeting. These one-on-one meetings are an opportunity for you to ask any questions you have concerning your program. In preparation for your upcoming departure, your Study Abroad Administrator and a Budget Manager will review your budget, travel advance, and other accounting-related matters. Additionally, the meeting will give you the opportunity to address any unique budget needs your program may have. We will, in turn, provide as much flexibility as we can to fulfill your special budget requests.
Study Abroad Online Application
Your students' applications are accessible online as a reference for contact information and communication.
A list of the summer's NC State Faculty Directors will be emailed to you so that you can become familiar with your fellow colleagues abroad.
Travel advance packet pick-up
Approximately one week prior to your departure, a Study Abroad Budget Manager will contact you to pick-up your travel advance and additional program forms from the Study Abroad Office. If you have not already done so by this time, please submit your emergency contract form and trip itinerary to our office. The SAO will not be able to release your travel advance until you have submitted both documents.
Study Abroad Online Application
Your students' applications are accessible online as a reference for contact information and communication.
Prior to departure, your students will be required to complete pre-departure forms (departure/arrival details, emergency contact information, health history details). You can access these forms and your students' applications online while you are abroad.
