Embedded Files
FLP Development Timeline
FLP Development TimelineJanuary FLP Development Timeline (visual version)
Existing FLPs Timeline (17 × 11 in)-2.pdfFLP Partnership Deliverables (non-exhaustive)
FLP Partnership DeliverablesFLP Tasks Checklist
(by month)
FLP Tasks Checklist1.5 Years Before Program
1.5 Years Before Program
Begin Requesting Quotes from Program Providers
Begin Requesting Quotes from Program Providers
Quotes and final arrangements need to be shared with Associate Dean of International and Off-Campus Programs (AD)
Contracts are required when working with a provider (AD should be included in all contract negotiations)
Work on "Intent to Offer Form" (see below)
⏰ October 1st
If your program is existing (no modifications), submit this form
If your program has significant modifications, please submit the "NEW Programs and Program Modifications Proposal" instead
Conversations/work with International Studies Advisory Committee (INTSAC) and Committee for Academic Affairs (CAA) on any required course modifications/edits
1 Year Before Program
1 Year Before Program
🔔 As soon as proposal/course is approved
January Tasks
January Tasks
Request group flight quote (Program Coordinator could assist as needed)
Quotes and final reservation needs to be shared with Associate Dean
Schedule a meeting with the Program Coordinator to discuss marketing plan and recruitment strategies
Program Coordinator will create program brochures for use at the Study Abroad Fair. They will be sent in advance to faculty for review and then printed.
Program Coordinator will also create/edit online program brochures
⏰ Late Jan. / Early Feb.
Must include supporting documentation: quotes, reservation summaries, etc.
Must be submitted 2-3 weeks before Spring Study Abroad Fair in order to print and publicize estimated per-student cost
🗓 📌 Late February
Spring Study Abroad Fair
& Applications Open
Spring Study Abroad Fair
& Applications Open
Course leaders are invited to participate in the fair to promote their course and recruit students
The date of the fair marks the official announcement to students of which courses will be offered next January
Students complete their applications on Via TRM
Faculty information on how to use Via can be found here
Continue with recruitment (marketing, info sessions, etc.)
Students continue applying to courses
📌 Late March
Applications Close (Priority Deadline)
Applications Close (Priority Deadline)
Please check the Faculty-Led Programs page on Bethel's website for this year's priority deadline
⏰ Three Weeks after Priority Deadline
Acceptance Decisions Due
Acceptance Decisions Due
Faculty leaders share accepted, waitlisted, and not accepted student list with Program Coordinator
Program Coordinator notifies students of status within the course (students pay nonrefundable Application Processing Charge to commit to a course)
Students signed the Financial Commitment Policy and Agreement as part of the application process. Part of their signature includes accepting responsibility for any unrecoverable costs after committing to a course if they later drop the course.
📌 Late April
Initial Student Confirmation Deadline
Initial Student Confirmation Deadline
Students must confirm their seat within one week after the announcement of acceptances. If they do not confirm, they risk being moved back to the waitlist.
In order to commit to a program, students must pay a nonrefundable Application Processing Charge
Students signed the Financial Commitment Policy and Agreement as part of the application process. Part of their signature includes accepting responsibility for any unrecoverable costs after committing to a course if they later drop the course.
Faculty continue additional recruitment activities as needed
Summer Tasks
Summer Tasks
Continue additional recruitment activities as needed
Feel free to begin booking flights, accommodations, transportation, etc. as soon as June 1st
Please read through the "Ways to Make Payments" section of the Budget and Payment Information page
Students signed the Financial Commitment Policy and Agreement as part of the application process. Part of their signature includes accepting responsibility for any unrecoverable costs after committing to a course if they later drop the course.
💰 Sept. 1st
Students' first payment due (1/3 of total program cost)
Begin pre-departure meetings (GES104)
Begin pre-departure meetings (GES104)
Registration Overrides Instructions (instructor approval required)
💰 Oct. 1st
Students' second payment due (1/3 of total program cost)
*Please Note: Any adjustments to final per-student cost must be made by early October in order to notify students prior to the final payment due date (Nov. 1st)
Continue pre-departure meetings (GES104)
Continue pre-departure meetings (GES104)
Registration Overrides Instructions (instructor approval required)
Other Tasks
Other Tasks
Continue booking flights, accommodations, transportation, etc.
Please read through the "Ways to Make Payments" section of the Budget and Payment Information page
💰 Nov. 1st
Students' third and final payment due (1/3 of total program cost)
🗓 Mid-November
Pre-Departure Orientation hosted by the Office of International and Off-Campus Programs
Pre-Departure Orientation hosted by the Office of International and Off-Campus Programs
Topics covered will include:
Risk management and safety abroad
Covenant expectations
Continue pre-departure meetings (GES104)
Continue pre-departure meetings (GES104)
Registration Overrides Instructions (instructor approval required)
Other Tasks
Other Tasks
Grant registration overrides to student participants to enroll in your course
Continue booking flights, accommodations, transportation, etc.
Please read through the "Ways to Make Payments" section of the Budget and Payment Information page
Continue pre-departure meetings (GES104)
Continue pre-departure meetings (GES104)
Registration Overrides Instructions (instructor approval required)
🗂 By finals week
Digital Emergency Binder
Digital Emergency Binder
Program Coordinator will email all faculty a link to access their course's Digital Emergency Binder which includes the following information:
Passport copies
Health Information Forms
Mental health abroad resources
CISI insurance information
Emergency contacts
Endorsement letters
Master Response Pathway Document
(See an overview video here)
On-Site and Post-Program
On-Site and Post-Program
On-Site Tasks
On-Site Tasks
Upon Arrival to Host Location:
Confirm group arrival onsite to Associate Dean via email or text on WhatsApp
As Needed:
Respond to emergencies onsite and notify Associate Dean
Last Program Day:
Have students complete post-program evaluation survey
Program Debriefing Meeting
Program Debriefing Meeting
Associate Dean will reach out faculty leaders for each course to schedule a meeting to discuss how program went
If your Bethel credit card is study abroad-specific (not department issued), you may return it to the Associate Dean following the conclusion of your program
Receipts and Reports: Reconciliation
Receipts and Reports: Reconciliation
Send an updated financial activity tracking document to the Associate Dean with itemized receipts for every expense recorded
The Associate Dean and the Business Office will work on budget reconciliation process and follow up with faculty leaders with a program reconciliation overview
Business Office will place refund student accounts if any "overage" is recorded after the reconciliation process
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