Steps to Follow to Propose a New Study Abroad Program


Please consult the new program deadlines page for term-specific program deadlines. 

  1. Contact the Study Abroad Office  –  Submit a Faculty Interest Form to arrange a meeting with a Study Abroad regional advisor. In the meeting the SAO staff will discuss the director’s preliminary program ideas, review the online proposal process, and answer any questions the prospective director may have about the process. The SAO will discuss the resources and support services provided by the SAO, as well as responsibilities of a study abroad faculty director.
    Timeline: at least 18-24 months prior to the intended start date
    Initial interest meetings may occur no later than March 31 if faculty intend to submit a new program proposal for summer and spring break program.
  2. Meet with Academic Liaisons – As part of the program proposal process and the study abroad curriculum integration initiative, the proposing faculty director along with the Director of the Study Abroad Office will meet with the department head, graduate/undergraduate program director/coordinator of advising, and college liaison. In the meeting we will discuss preliminary ideas for the program, including the course(s) planned to be taught and/or offered on the program, any course related field trips included on the program, as well as program location, when the program will be offered, and anticipated budget/cost. Early discussions about the program will help weigh how the program will integrate into departmental goals and enrollment strategies, determine whether the program’s academic content meets departmental and university standards, identify any potential challenges and how those might be best addressed in the program development, and garner support from the department and college more broadly.
    at least 18 to 24 months prior to the intended start date
  3. Determine preliminary logistics – Gather detailed information on matters such as on-site travel arrangements, housing options, meals, and program events (admission to museums, cultural events, etc.). Determine whether the program will need program assistants. These steps are necessary to determine accurate preliminary costs and budgets. Preliminary logistical arrangements can be made by the Faculty Director independently, with the assistance of on-site vendors or agencies (after consultation with the SAO), or working in conjunction with the SAO.
    Note: Faculty directors who intend to work with a third party program provider for on-site logistics should inform the SAO before contacting a provider.  The SAO staff will then request bids from a select few providers and consult with the director to determine the best choice.
    Timeline: at least 18 months prior to the intended start date
  4. Submit application – Submit the new program proposal components to the SAO via the online process. Please consult the online proposal for the specific date. Note that many details will still be in the preliminary state at this time, but the intended structure should be clear. A program proposal consists of several components, including: statement of program purpose, a letter of support from College Dean and/or Department Head, questionnaires, course information (including syllabus), CVs for non-NC State faculty/staff, and a preliminary itinerary, program budget and location safety assessment.
    Timeline: at least 12 to 18 months prior to the intended start date

Faculty will be notified by the SAO of the decision on the proposal within one month of the completed submission. Some colleges have existing college-level international program committees who must approve your program’s courses. International program committee decisions typically follow, after the start of the fall semester.

Once a program has been approved by both the SAO and the appropriate academic committee, if necessary, faculty directors may begin recruiting for the program! The SAO regional advisor will consult with faculty directors about marketing, application advising, and finalizing the program’s budget.

For more details, please see Program Administration Timeline.  Submit the Faculty Interest Form now if ready to meet with a regional advisor. The Study Abroad Office staff look forward to working with you!

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