To-Do:

• GO Term Interest Form (needed each year for each program; due 5 months prior to course registration opening, or earlier, for the term of program courses)

• Submissions for Fall Programs - Due November 1st (year prior)

• Submissions for Spring & Summer Programs - Due May 31st (year prior)

APU Study Away Programs: Status Dashboard is available to show the status of all interest submissions received.

Prerequisites - Deans & CCEL - Academic leadership vets all Interest Forms received and makes decisions collectively for the school/college regarding programs that can be moved forward depending on multiple university considerations. Program status is then updated to one of the following:

• 1. 1. 1. Temporary Hold, Discussion Needed - Program is placed on a temporary hold until needed items are reviewed and a permanent status is placed. 

        2. No, Defer/Deny - Program is not to move forward and can later submit an interest form to be considered for a future academic year.

        3. Yes, Move Forward with Revisions - Program is able to move forward to the next step after revisions are made and if all prerequisites are met.

        4. Yes, Move Forward - Program is able to move forward to the next step if all prerequisites are met.

Prerequisites - Faculty/Staff & CCEL 

• 1. 1. 5. Orientation - Each Faculty/Staff that are applying to be a part of the study away program complete the following items as part of a CCEL Study Away orientation to ensure each person necessary has the access they need for their program: Fac/Staff Canvas Access, P3 Form (policies, processes, and platforms), Dashboard Link access.  

        6. Scheduled Program Meetings - Faculty/Staff of the program finalize calendar invites for ongoing program development meetings. 

        7. Program Worksheet - Faculty/Staff of the program complete the program worksheet with more details about the intended program that will be used for next steps. 

Step 4 includes completing the items necessary to have your program's courses scheduled and begin to put information in place to advertise the program to students. Faculty and departments are encouraged to utilize all resources and partner organizations as much as possible to assist with program workload. 

• Dashboard - CCEL Study Away will send to you a program dashboard spreadsheet. Everything you need for Steps 4-10 will be linked in your program's dashboard.

• Canvas Site - CCEL Study Away has a Canvas course with all resources for study away faculty and staff that will be made available.

• To-Do: Complete the following forms/documents that will be linked in your dashboard.

1. Program Worksheet

2. Itinerary & Contact Form

3. Budget

4. Set up online meeting with your CCEL Study Away representative

• Wait - Students cannot apply to your program until the official program packet is made using the information gathered during Step 4 and 5.  Feel free to gather an interest list, but be clear to students that the official program information will not be available until the approved Program Packet is made. It is through the combined completion of Steps 4 and 5 that we will have everything needed in order to start advertising your program. 

This step will build upon the core items you submitted during Step 4 in order to have a program application, program packet, scheduled courses and have all details ready so students can apply and be accepted into your program (Step 6).  

To-Do:

1. Respond to CCEL Study Away questions regarding your Program Worksheet, Itinerary, and Budget. 

2. Travel Activities Committee Form submitted by CCEL for you

3. Program Packet: Create, Finalize, then post onto the current year's program site 

The items completed during Step 4 and Step 5 are able to produce the information needed for an approved program packet that will have the link to the program application inside of it.  Once you have the official APU Program Packet you can begin official recruitment. 

To-Do:

1. Recruit & Advertise. See ideas listed below. The more you do, the more applicants you will receive.  

2. Answer student questions about the program and the application process.

3. Program Review & Applications Received -  CCEL Study Away will link all applications received into your dashboard for you to review.  We will explore all possibilities to ensure the right amount of students are able to participate by the dates needed to operate your program with a balanced budget and ensure a quality experience. If not enough applications are received, the program can be deferred until another term. 

4. Participant Clearances - (CCEL) Discipline clearances, references/rubric reviews, prerequisites, etc.

5. Decide - Make decisions on who and how many you will accept, deny, or wait list. Post your decision in the applicant status column in your dashboard (on the roster tab). 

6. Program Offers - Inform CCEL study away once your decisions have been entered in your dashboard. Then, CCEL Study Away will send out the official APU program offer emails to each accepted student. The notice will have a link to a Canvas site with all of your program forms for students to complete. Students are not considered "accepted" into a program until all forms have been submitted and payments made. You will have full access to the Canvas site to communicate with students. 

Recruitment Ideas - Who are the students that will be most interested or need to take the classes offered through your program? 

• Class Visits - Ask faculty if you or a program representative can physically attend a class to talk about your program. Focus on classes that have students most likely needing/interested in the classes your program offers. As a former student participant to share or your program collaborator is available to do class visits as well. 

• Class Canvas Announcements - Ask faculty if they are willing to post an announcement to go out to all of their students about your program through Canvas. Design/write the announcement and include a link to your program packet so faculty and copy and paste it into their canvas announcements. 

• Class Canvas Module Page - Ask faculty if they can include a page in their course modules communicating about available programs for your degree program. Include the link to the GO Terms site where your program packet will be posted once finalized. 

• Department Communications - Do the faculty and staff of your department know about your program? Discuss with your chair, dean, and program coordinator(s) to see how the program information is best shared.

• Social Media - Does your department have social media accounts that your program can be posted about? 

• Emails from Study Away - If you have access to a list of emails for students that need to take the courses offered through your program, send it to studyaway@apu.edu and your program collaborator can send emails to those students and follow up with student questions to encourage them to apply. 

• Emails from Academic Departments - You are free to send program recruiting notices within your department and to interested students, but we have been told that university-wide emails should not be used. 

Step 7 covers the specific processing of items for all travelers and program needs. Online access to all information and forms is provided through a program canvas site.

To-Do:  

• Step 7A - Processing - Students and Participants

  1. Canvas Site Assignments - Anything that your program participants need to do before departure should be noted in your program Canvas site. 

  2. Follow up with student inquiries.

  3. Develop and instruct on all preparation materials needed for participants.  

  4. Travel Coordination - For all Students & Participants (and any visa processing)

  5. CCEL - Student Registration Preparation, Course Scheduling, Student Account Charges, Insurance & Safety Processing

• Step 7B - Processing - Faculty and Staff Forms

  1. Faculty Canvas Site - Each year a new faculty canvas site is developed for all faculty and staff traveling with students. The Canvas site link will be available on your dashboard so you can access the site.

  2. Complete all Forms - Submit all needed forms posted in the faculty canvas site. There will be several. 

  3. Faculty Contract

  4. Travel Coordination - For all Faculty and Staff (and any visa processing)

• Step 7C - Processing - Travel and Program Needs 

  1. Concur Submission - enter your program into the APU Concur system to initiate the APU financial process. Submitting the Concur request also connects you with the APU Travel Management Company so you can start to make all of the needed travel reservations.

  2. Travel Coordination - Work with the APU Travel Management Company on all travel reservation needs (flights, lodging, shuttles/transportation, meals, etc), scheduling, and payments needed. 

  3. Post Travel Arrangements - Any travel information that participants will need should be posted through the program Canvas site. 

Your program travel dates might be different than the academic term dates. However, course engagement takes place throughout the regular academic term to ensure WASCUC requirements are meant for programs to show engagement all throughout the academic term (and not only during travel dates) if students are receiving academic credit through your program. 

To-Do: 

1. Initiate all regular course needs: Publish course Canvas site, syllabus access, beginning pre-travel content/assignments, etc. 

Departure!  Enjoy the hard work that has taken place to lead up to your program.  Travel resources, safety information and more are all provided to traveling faculty through the faculty canvas site linked in your dashboard. 

To-Do:

1. Submit communication of safe arrival.

2. Submit communication of any incidents to report (as needed, if needed)

3. Submit the Mid-Program Survey

Before you depart, a time will be set to meet upon your return to review the program, student experiential learning, community engagement, and finalize financial reporting and closing out the program budget. 

TO-DO:

1. Complete the Program Faculty Input Form "End of Program Review Form".

2. Complete all Financial Entries in Concur.

3. Budget Closure

4. Debriefing with CCEL - Schedule an online or in person meeting with your CCEL Study Away representative for within 30 days of your return.

5. Debriefing with Participants

6. Evaluation & Assessment