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WKU Study Abroad
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Study Abroad Forms for Faculty

> Program Development Grant - submit to SAGL office for approval by International Education Council

> Program Proposal - submit to SAGL office for approval by International Education Council

> Program Preparation Forms - for credit - communicate with SAGL on this phase

> Program Preparation Forms - non-credit - communicate with SAGL on this phase

> International Travel Forms for WKU Employees (no students)

> Student Financial Aid Options - encourage your students to apply

>. Sample forms

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PROGRAM DEVELOPMENT TRAVEL GRANT

Usually, this development travel is completed two terms before the program you plan to lead. That is, if your program would be in Winter term, you're travel would be in Summer. If your program would be in the Summer, your development travel would be in the Winter term.

> Faculty Travel Grant Instructions (Word Doc)

> Faculty Travel Grant Application (Word Doc)

> Faculty Travel Grant Budget (XL Doc)

PROGRAM PROPOSAL

Due 90 days prior to your departure, although it is recommended that this be completed at least 6 months prior in order to give you time to recruit and make travel purchases.

> Faculty-Led Program Proposal Instructions - (Word)

> Faculty-Led Program Proposal - (Word)

> Faculty-Led Program Budget Worksheet (XLS)

PROGRAM PREPARATION FORMS

See Pre-Departure Inventory for timeline.

> Banner Course Set Up Guidelines - (PDF)

> Fiduciary Guidelines - (PDF)

> Faculty-Led Purchasing Card Information (Link to WKU Purchasing)

> Pre-Departure Checklist and Inventory - (XLS)

Worksheet to track deadlines

> Out-of-Country Travel Authorization (Word)

Required by Academic Affairs well in advance of travel. Send original directly to Academic Affairs. Provide SAGL a copy.

> Program Emergency Contact Information- (Word)

To be completed by Program Leader

> Insurance Statement - (PDF)

Students complete this as part of Study Abroad Approval, but some Program Leaders choose to collect this in one set and deliver to SAGL. Program Leaders are encouraged to complete this form as well to ensure you have the same coverage that serves you outside the U.S.

> Individual Release and Contact Information- (Word)

To be completed by by each person traveling with the program (even Accompanying Individuals traveling with the Program. The Program Leader is encouraged to collect this and deliver them to SAGL office as one set.

> Travel Registration .CVS form

The roster file for registering ALL program travelers prior to departure. Requires passport number for each traveler.

  1. This is the USDOS template .CVS document
  2. Complete the template for all travelers without changing the template format.
  3. Save the template as a CSV file type.
  4. Program Leaders may choose to submit directly to USDOS. If so, go here... US State Department Travel Registration and login. Click on Add a Trip to register your trip, and upload your completed CSV file when prompted to register the travelers
  5. If you choose to have SAGL register your program travelers, email the CVS doc SAGL. Do not change file name, but make sure you Subject line states your last name, destination & term.

 

NON CREDIT PROGRAM FORMS

> Fiduciary Guidelines - (PDF)

> Pre-Departure Inventory - (XLS)

Worksheet to track deadlines

> Out-of-Country Travel Authorization (Word)

Required by Academic Affairs well in advance of travel. Send original directly to Academic Affairs. Provide SAGL a copy.

> Program Emergency Contact Information- (Word)

To be completed by Program Leader

> Insurance Statement - (PDF)

Students complete this as part of Study Abroad Approval, but some Program Leaders choose to collect this in one set and deliver to SAGL. Program Leaders are encouraged to complete this form as well to ensure you have the same coverage that serves you outside the U.S.

> Individual Release and Contact Information- (Word)

To be completed by by each person traveling with the program (even Accompanying Individuals traveling with the Program. The Program Leader is encouraged to collect this and deliver them to SAGL office as one set.

> Travel Registration .CVS form

The roster file for registering ALL program travelers prior to departure. Requires passport number for each traveler.

  1. This is the USDOS template .CVS document
  2. Complete the template for all travelers without changing the template format.
  3. Save the template as a CSV file type.
  4. Program Leaders may choose to submit directly to USDOS. If so, go here... US State Department Travel Registration and login. Click on Add a Trip to register your trip, and upload your completed CSV file when prompted to register the travelers
  5. If you choose to have SAGL register your program travelers, email the CVS doc SAGL. Do not change file name, but make sure you Subject line states your last name, destination & term.

INTERNATIONAL TRAVEL FORMS FOR WKU EMPLOYEES (no students)

> Out-of-Country Travel Authorization (Word)

Required by Academic Affairs well in advance of travel. Send original directly to Academic Affairs. Provide SAGL a copy.

> Program Emergency Contact Information- (Word)

To be completed for each trip

> Individual Release and Contact Information- (Word)

To be completed by by each person on one trip

> Travel Registration .CVS form

The roster file for registering ALL program travelers prior to departure. Requires passport number for each traveler.

  1. This is the USDOS template .CVS document
  2. Complete the template for all travelers without changing the template format.
  3. Save the template as a CSV file type.
  4. Program Leaders may choose to submit directly to USDOS. If so, go here... US State Department Travel Registration and login. Click on Add a Trip to register your trip, and upload your completed CSV file when prompted to register the travelers
  5. If you choose to have SAGL register your program travelers, email the CVS doc SAGL. Do not change file name, but make sure you Subject line states your last name, destination & term.

SAMPLE DOCUMENTS (PDF) -- this forms are a bit dated but serve as samples

> Program Application Form (Word2003 doc)

> Program Web site (as of November 2009)

> Student Acceptance Letter

> Course Syllabus

> Medical Information Form

> Recruitment Flyer

> Recruitment Letter

> Student Orientation Session

> Incident Report (revised Word2003 doc)

> Student Program Evaluation

> Student Conduct Agreement

> Mobile Phones

 

 

Last updated: November 20, 2009