proposal development Checklist
introduction
Ideally, the planning for your embedded course will begin at least a year in advance. In order to finalize your syllabus, plan an accurate and efficient budget, coordinate site visits, invite guest lecturers, secure housing arrangements, and recruit students, program leaders will need to invest significant time and energy into the planning process. Please review the suggested program development timeline and the proposal submission deadlines.
Some of our processes and timelines have changed to help better manage embedded programs and support student recruitment. Please note our deadlines are earlier this academic year to better match the Penn State registration calendar and provide travelers more time in their pre-departure requirements. The information will be updated regularly based on current conditions and you will be responsible for reviewing the details and understanding the implications for your program and making the necessary changes.
To begin your embedded program proposal, please visit our Education Abroad website and select ‘Start Proposal’. You will need to login to your Penn State access account and select the appropriate term for your program travel.
The Customized Programs team remains available to address questions, hold individual meetings, and will facilitate information sessions/roundtable discussions throughout the program planning process. Please reach out for more information whenever necessary. Penn State Global Customized Programs team: embeddedprograms@psu.edu.
18-10 months before departure:
Meet with Associate Dean and/or Penn State Global liaison within academic unit
Meet with Assistant Director of Customized Programs in Penn State Global
Work with contacts abroad and confirm program partner information (organization, contacts, dates, etc.)
Promote the program to students
Schedule info session with Education Abroad and/or academic department
Work with academic department to create informational program site
Plan and set budget
Apply for grants to help cover cost of program or leader travel
10-6 months before departure:
Continue to promote program
Officially propose program through Education Abroad website (refer to the proposal submission deadlines)
Attend an Emergency Preparedness Workshop once every two years
Work with financial staff within academic unit to determine method of collecting fees from students (may include posting to Bursar account, students paying directly to partner/provider, or collecting checks within academic department)
Request contracts from onsite partner(s)
Apply for grants to help cover cost of program or faculty leader travel
6-3 months before departure:
Communicate with contacts abroad regarding group details and logistics (i.e., housing confirmation, # students by gender, invoices and payments)
Finalize contracts with Office of Procurement and partner(s) abroad
Request invoices
Work with financial staff within academic unit to provide payment
Apply for grants to help cover cost of program or leader travel
3-2 months before departure:
Confirm course and travel roster; submit program roster and final itinerary to Customized Programs
Complete any remaining pre-departure embedded program materials to Customized Programs
Ensure leaders complete Penn State Global program leader pre-departure requirements
In most cases, residential portion of class begins; notify Customized Programs if any students drop the class
2-1 month(s) before departure:
Encourage students to complete their online profile and submit required pre-departure materials via Education Abroad website and CANVAS; Students will receive emailed instructions for completion.
1-4 weeks before departure:
Provide students with all final program and travel information
Ensure that Customized Programs and all students have your contact info that will work in your destination country
Communicate any changes in program itinerary to Penn State Global and students
Return cash advance forms to department, if utilizing cash advance
after program:
Students finish projects or other work related to international experience
Inform Penn State Global of any feedback or suggestions for next year
If faculty leader was awarded a grant from Penn State Global, submit travel report as required
Sydney, Australia