To begin the process for submitting a study abroad program proposal to the Office of International Programs (OIP) and the Study Abroad Office, please follow the steps below. The processes in place are to allow our office to review requests according to our policies and procedures. If the requester is also interested in a Study Abroad Site Visit, follow the procedures below. Study abroad programming requests will not be considered if the steps are not followed. To download a copy of these procedures, find the form here.
Complete the study abroad program submission and meeting form. This form must be submitted through the online portal via the link below. This form requires the program details and setting up a meeting to discuss your potential program proposal with the OIP. A copy of the request form and additional programming information will be sent to the requesters Clayton State e-mail provided (via the form) and to the requesters Department Chair or Dean. If the requester is interested in conducting a Study Abroad Site Visit, complete the submission and meeting form. The Study Abroad Program Submission and Meeting Requests for 2019 will close on March 19, 2018. Submissions will re-open for the 2020 year, beginning August 1, 2019.
What are Study Abroad Site Visits? Study Abroad Site Visits are for prospective program directors to request potential funds to visit the destination of study. Site visits should be made a year in advance of the study abroad program. i.e. If the study abroad program is set for 2019, the site visit should be conducted during the 2018 year. Site visits allow the requesters to prepare the necessary preparations for a study abroad program for the following year. For example, if the requester has never visited the country, a site visit allows the requester to prepare a study abroad program. If a prospective program director were interested in taking a group of students to Vietnam to study chemistry this would include visiting chemical companies, working with Vietnamese students at a university, and experiencing the cultural heritage of the country. The requester would arrange these experiences during the requested site visit.
Candidates must note the following:
Requesters will receive an e-mail with a copy of the submission form and additional program documentation upon completion of the online proposal form. Review the e-mail and material sent in the e-mail package before meeting with the OIP to discuss your programming.
The OIP will communicate with the requester (allow 2-3 weeks for the OIP to reach out to the requester) to setup a proposal meeting based on the information provided via the submission form.
The OIP will meet with the requester to review the submitted documents for the completed program proposal. The OIP will add the requester to the D2L submission portal by December 2017 or January 2018. The D2L submission portal is where all final approval documentation is submitted. NOTE: The program documentation must be signed and approved by the requesters Department Chair and/or Dean, then uploaded to the D2L by or before May 1, 2018. If the documentation is not signed by the necessary parties nor complete, the requester’s program approval may be delayed or denied final approval.
The proposal documents are uploaded to the D2L by or before May 1, 2018. After the deadline, the OIP and Study Abroad Office will begin reviewing the requesters 2019 proposals during the summer.
The OIP and Study Abroad Office will contact potential Program Directors regarding the approval or denial of their program by or before July 1, 2018. Program Directors will receive a letter from the OIP confirming the program for 2019 if approved.
Upon approval the Program Director must submit the final budget by August 5, 2018.
DEADLINES to NOTE
1) Study Abroad Program Submission and Meeting Requests will close on March 19, 2018, for the 2019 program year.
2) Completed program proposals are submitted to the OIP by May 1, 2018, for the 2019 program year.
3) Program proposal approval or denial confirmation from the OIP by or before July 1, 2018.
4) Submissions will re-open for the 2020 year, beginning August 5, 2019.
5) The final budget for the study abroad program is due on August 5, 2019.
If you have questions or concerns, regarding this process please contact the OIP and the Study Abroad Office at 678-466-4092 or 678-466-4090 or e-mail StudyAbroad@clayton.edu.