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Short-term processing dates and deadlines for SUMMER 2015

May to August

Individual meeting with OIP –and–

Proposal Submission


Faculty who are proposing programs for the first time and those who have not led programs in the last two years must meet with Felix Wang.

Directors will be asked to submit a short proposal detailing program logistics. 

August 1

Promotional Data Request Form


Flyers and web sites are prepared by the OIP based on this form:  location, focus and program description on flyer; tentative dates, courses, and costs to be posted on OIP website.

September 12

Fall Directors’ Meeting

OIP staff review procedures with all faculty directors, followed by lunch and advisory discussion with the Directors, International Accounting, and Study Abroad Team. 

September 19

Draft of Budget Projection (1)


Directors will be asked to submit a basic budget to begin establishing program costs before the Study Abroad Fair.

September 24

Study Abroad Fair

Major “kick-off “ event for recruiting. Directors are required to attend, as this even not only supports individual programs, but our Study Abroad Program as a whole.

October 1

Academic Description Form


Course approvals are due to OIP with departmental signatures.

Syllabi are required to be sent electronically.

November 1

Application Deadline

Online Application closes at midnight.

November 6-19

Director Review Phase

Directors may begin approving applicants via the Terra Dotta system.

For those not yet using the online review, our Enrollment Coordinator will schedule appointments with directors to review applications and select students for admission.

November 25

Notification of Admissions

Students are notified of admissions and given instructions regarding commitment and deposits ($500 non-refundable).

December 1

Draft of Budget Projection (2)



Online Applications Re-Opens

Tentative program fee will be posted after draft budget is approved.  Confirmation of department/college funding should be attached (email/memo from chair/dean).

Students may apply for programs that have not filled. Prior to this point, the term “rolling basis” is not to be broadcast to students so as to encourage timely applications. 

December 5

Commitment and Deposit Deadline

Once notified of admission, students are billed $500 deposit to their MyMadison account. Students my pay the deposit and commit to the program via the Terra Dotta system. These two actions will reserve their space in the program.

January 7

Freshmen Notification

Freshman and first-semester transfer students are notified of admissions and charged the $500 deposit to their MyMadison account.

February 15

Travel Authorizations Issued

OIP issues travel authorizations for all program directors.

Official start and end dates established and distributed to students.

February (tba)

General Study Abroad Orientation

Mandatory meeting for all students and new Faculty Directors.  Handbooks and other materials distributed. This is an opportunity for Directors

March 1

Application Phase Ends

No applications will be processed after March 1.

March 13

Final Deposits Due

All remaining students will be required to commit and make payment by this deadline.

March 16-20

Program confirmation period

Directors confirm of costs for activities and proposed itinerary for prepayment and, in conjunction with the OIP, make budget changes, determine faculty salary amounts, etc.  Meetings with International Accounting staff will be scheduled.

March 23

Final Budget Projection


Program Contact Info


Signed budgets routed through OIP, Provost, and AVP for Finance for approvals.  Budget changes after March 22 are handled by International Accounting.